Exhibit_A.1_-_JMS_Functional_Requirements_Matrix_25-P-147JRD.xlsx
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- Attached to
- Jail Management System (JMS) State and local contract opportunity
- Solicitation number
- 25-P-147JRD
- Issued by
- Volusia County, Florida
About this file
This document is a Functional Requirements Matrix for a Jail Management System (JMS) for the Volusia County Division of Corrections (VCDC) in Florida. The county seeks a comprehensive, modular, and expandable turnkey system to collect and manage all inmate custody data, with a strong emphasis on mobile enablement for digital tracking of security rounds, cell checks, head counts, and inmate receivables. The system must integrate with existing external applications and interface with multiple third-party systems including medical records, banking, visitation, and notification services. The project requires a web-based solution compatible with Windows 11, with provisions for virtual server hosting, and will serve approximately 600 users with 300 concurrent access points.
The proposed JMS must provide robust functionality across multiple operational domains including booking, intake, release, transport, classification, programs, medical tracking, and comprehensive reporting capabilities. The system requires extensive security features, including role-based access controls, immutable audit trails, and compliance with CJIS security requirements. The county expects the contractor to handle all data conversion from the current system dating back to 2012, provide comprehensive training for staff, and ensure seamless integration with existing technological ecosystems. While specific pricing is not detailed in the document, the project involves significant technological infrastructure, including 40 mobile handheld devices, 500 RFID/QR code placards, and a complex integration strategy that demands a sophisticated and flexible technological solution.
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Functional Fields 1
Complete the following table with the appropriate response(s) as defined below:
| Response Code | Definition |
| Y - Yes | The functionality exists in the proposed product, and/or the Respondent agrees that the requirement will be adhered to upon any potential award. The functionality shall be implemented ‘out of the box’ without configuration, customizations or modifications to the existing applications or reports. |
| N - No | Requirement shall not be provided. |
| CO - Configuration | Requirement shall be met through changes to settings of tables, switches, and rules without modification to source code. Include any changes to the existing or “out of the box” workflow functionality. |
| CU - Customization | Requirement shall be met by changing existing software or through the use of software tools such as application report writer, query, etc. Note: In the Comments column next to this response, you shall indicate the following: Description of customization Estimated level of complexity (High, Medium, Low) |
If there is an additional cost it shall be included in the cost proposal exhibit.
| F- Future | Requirement shall be met by packaged software that is currently under development, in Beta test, or not yet released. Note: In the Comments column next to this response, indicate the date when requirement shall be available for implementation. If possible, also indicate any additional costs. |
| 3 - Supplied by 3rd Party | The requirement shall be met by a third-party software package, and the third party software is included in this Proposal for implementation. Note: In the Comments column, indicate the name of the proposed 3rd party software package and indicate the interface/integration services being proposed. |
| Comment Field | Provide information, description, clarification, or explanation to assist the County in making an informed decision. |
Jail Management System One Response Per Requirement Comments
| Y/N | CO | CU | F | 3 | |
| 1.0 SCOPE OF SERVICES | |||||
| 1.1 Intent, Background, and Overview | |||||
| The Volusia County Division of Corrections (VCDC) is in need of a comprehensive Jail Management System (JMS) that will serve as a data entry and access point for jail users for all information related to inmates pertinent to the management of the VCDC. | |||||
| The solution shall continue to use the Special Person Number (SPN) to link inmate records across individual bookings and time. | |||||
| The Volusia County Division of Corrections must keep up with digital mobile security rounds, cell checks, Mental Health checks, suicide prevention checks, tracking inmate receivables (meals, razors, commissary, etc.), recreation, and Formal and Informal Head and Body counts, which place high demands on officer time and general Division tasks. The system shall assist with meeting all these demands. | |||||
| The Contractor shall provide a modular and expandable turnkey Jail Management System to collect and house all data related to inmate custody at the Volusia County Division of Corrections (hereinafter “System”). | |||||
| The System shall have the ability to integrate future components of the System, as deemed necessary by the County and interface with existing external applications. | |||||
| 1.2 Turnkey Solution | |||||
| Any desktop software for County Staff shall be capable of functioning under Windows 11 Operational System, and higher (upon new Windows releases) operating systems.. | |||||
| The preferred solution shall be a County Hosted Solution, Web Based, utilizing no, or a very limited number of, browser Plug-ins on the client desktop as defined in the Definitions Section of the Scope of Work. | |||||
| The preferred architecture consists of virtual x86 Microsoft Windows servers running in the existing VMWare 6.5 environment. | |||||
| The Contractor shall provide minimum hardware and software requirements to achieve required performance specifications and data storage for five (5) years of operations without upgrades and shall provide reasonable assurance that the proposed configuration will meet or exceed the performance and storage capabilities of the configuration. | |||||
| The Contractor shall provide a description of the metrics used in the system configuration. | |||||
| The Contractor shall be fully responsible for all third-party system integrations with full functionality as the needs of VCDC, as part of their Turnkey Solution. The Contractor shall assess, plan, implement, test, and maintain all existing third-party integrations as part of the base solution cost. No additional fees shall be charged for integration work, coordination with third-party vendors, or ongoing integration support. | |||||
| 1.3 Minimum Requirements | |||||
| The Turnkey Solution shall include components to accommodate the functionality and requirements of the system as detailed in the Scope of Work, at a minimum. If all of the minimum functionality and requirements are not available in the Contractor’s initial solution, the County may pursue future development of such components, as needed. | |||||
| 1.4 Project Management Requirements and Deliverables | |||||
| The Contractor shall provide the following, in conjunction with County staff: | |||||
| A. Project Management Service Deliverables | |||||
| 1. Project work plan to identify the timeline, tasks, and resources necessary to complete project deliverables. | |||||
| 2. Communications plan to document the information and communication needs of the County; | |||||
| 3. Scope management plan to define the procedures used to identify, analyze, and address potential changes in project scope, roles and responsibilities of the Contractor and County within the framework of the change control process; | |||||
| 4. Issue management plan to document the process that will be used to manage any issues that arise during the project | |||||
| 5. Gap analysis which defines the differences between the System and what is required from the SOW and identify specific business challenges to be addressed; | |||||
| 6. Metrics for measuring improvements developed and approved; | |||||
| 7. Overall project architecture which defines the Hardware requirements needed for the System; and, | |||||
| 8. Identify subsequent areas for solution deployment prioritized based on fit with the County’s strategic directives. | |||||
| B. Electronic and Hard Copy Deliverables | |||||
| 1. Project scope review report; | |||||
| 2. Functional design specification documentation; | |||||
| 3. Integration and interface design specification documentation; | |||||
| 4. Exchange design specification documentation; | |||||
| 5. Report and extract design specification documentation; | |||||
| 6. Data conversion plan; | |||||
| 7. Implementation plan; | |||||
| 8. Integration and interface plan; | |||||
| 9. Exchange plan; | |||||
| 10. Master test plan |
i. System integration test plan;
ii. Acceptance test plan;
iii. Stress and performance test plan;
| 11. Training plan; |
| 12. Comprehensive technical architecture specifications (TAS) documentation; |
| 13. As-built schematics of System Hardware and requirements; |
| 14. As-built schematics of System network and environment; and, |
| 15. Manuals, including but not limited to, System, Software, Hardware, training. |
| 16. Subsequent documentation for any updates, upgrades, or changes to the system or data. |
| C. Customized program development, based upon the results of the gap analysis, may be incorporated in the Contractor’s baseline software and shall be included in all future updates and upgrades at no cost to the County; |
| D. Training of technical and end user staff shall be provided; |
| E. Phased in rollout of system components, with readiness assessment being a critical step, as determined by the project work plan; and, |
| F. System testing, in conjunction with County staff for all implementation phases and subsequent updates, upgrades, or releases. |
| 2.0 SYSTEM SPECIFICATIONS AND FUNCTIONALITY |
| 2.1 Security |
| A. Provide the ability to enter and track System user information including division/unit, name/role, computer IP address, county employee identification number, etc. |
| B. Provide the ability to assign users login IDs and passwords; |
| C. Provide the ability to configure password reset requirement intervals; |
| D. Provide the ability to assign access to specific components at the individual or group level such as administrators; |
| E. Provide log in/log out tracking, audit log and audit history, and an error log; |
| F. Provide full audit trail of all transactions to include date, time, System user identification, and before and after images; |
| G. Provide the ability to ensure compliance with FDLE security requirements, specifically with regard to access to specific pieces of information (i.e., secure information should not be on screens designed for access to everyone); and, |
| H. Provide reports for the preceding security requirements. |
| I. The system shall prohibit all direct database access by Contractor personnel. All data interactions must occur through documented and approved application programming interfaces (APIs) with proper authentication, authorization controls, and auditing controls. |
| J. Provide immutable audit trails that cannot be modified, deleted, or tampered with by any user, including system administrators and Contractor personnel. The System shall detect and alert on any attempts to modify audit records. |
| K. API access will use a modern authentication method such as tokens or keys. |
| L. Require all API endpoints to be documented, approved by the County, and subject to role-based access controls. Contractors are prohibited from creating undocumented APIs, backdoors, or direct system access methods. |
| 2.2 Records Retention |
| A. The System shall allow VCDC administrative staff to set records retention parameters in accordance with the Florida Records General Schedule; |
| B. Records retention parameters shall be customizable for differing types of records (i.e.., case management, incident reports, etc.); |
| C. To meet Florida Records General Schedule records retention minimum requirements, specified data shall not be viewable once the date parameter has passed; |
| D. After the records retention parameters have been exceeded, data shall be archived and viewing access restricted by the VCDC administrative staff. No data shall automatically be deleted or erased; and, |
| E. Archived data may be retrieved by VCDC administrative staff. |
| 2.3 Document Imaging |
| In an effort toward a paperless business, the System shall make every effort, where possible, to provide a way for users to view scanned documents associated with an inmate. Currently, VCDC uses Hyland Software Inc.’s OnBase software for its document imaging services. |
| A. The System shall interface with OnBase to provide access to all inmate documents that are not contained within the System. |
| B. Digital Capability. At a minimum, the following reports and documents shall be accessible and viewable in a digital format within the System. Indicate if the System has the capability to generate the following reports and documents: |
1. Booking card;
2. Control card;
3. ID and Receiving intake sheet;
4. Property receipt;
5. Property disclosure statement;
6. All court forms and charging forms;
7. Move orders;
8. Transport orders;
9. First Appearance List
10. Classification intake forms;
11. Classification information transfer summary;
12. Special classification forms (e.g., protective custody review);
13. Protective custody waiver;
14. Protective custody action form;
15. PREA checklist and screening tool;
16. Inmate work volunteer form;
17. Disciplinary reports;
18. Program referral forms;
19. Mental health or medical alerts and special diets; and,
20. Mental health or medical referrals.
21. Florida Occupant Rating Report
22. Staff/Division Incident Reports
23. Division Headcount Reports
| C. For those reports and documents that can be replaced by the System and require a signature, the System shall provide ability to integrate signature pads to allow for electronic document processing. |
| 2.4 Messaging |
| A. Provide the ability to assign workflow with notes or messages attached; and, |
| B. Provide the ability to alert specified users of various activities specified by system administrators (e.g., pending incident report review). |
| 2.5 Booking, Intake, and Release |
| A. Provide for entry of arrest and booking information on site at the jail; |
| B. Provide the ability to receive electronic arrest and booking information that is sent electronically from law enforcement officers in the field; |
| C. Provide the ability to receive electronic supplemental arrest reports and have the data populate in the JMS once accepted; |
| D. Provide booking staff with the ability to review and accept arrest and booking data entered by law enforcement in the field and have the data populate the JMS; |
| E. Provide the ability to send electronic arrest and booking data to other agencies; |
| F. Provide an alert to the appropriate personnel (e.g., Booking staff, Sheriff, Clerk) upon finding a discrepancy between the true identity of an individual compared to the one provided at the time of arrest; |
| G. Detect identifying information overrides by providing the following: |
| 1. Notification of an identifying information override within a specific workflow; |
| 2. Approval authorization for an identifying information override within a specific workflow; |
| 3. An audit trail of previous identifying information; and, |
| 4. A log for identifying information override revisions inclusive of System user information creating such changes and time stamp |
| H. Provide for the entry and collection of all booking data and reports needed for the booking process (i.e., arrest and booking reports, charging affidavit data, wants and warrant data, booking card data, and bond details); |
| I. Provide the ability to capture and maintain an Offender Based Tracking System (OBTS) number and state identification (SID) number for an arrest; |
| J. Provide the ability for noting 'special conditions of bond' (e.g., cash posted plus court-assigned requirements such as “to be reviewed by pretrial services (PTS)”. Because this is an aggregate feature, provision shall include the capability to record any number of special non-monetary conditions in addition to monetary bond imposed; |
| K. Provide the ability for entry and collection of information related to bond surrenders; |
| L. Provide the ability to check the core CJIS enterprise repository of shared data for the existence of a person to determine if a Specific Personal Number (SPN) is required to complete the booking process in a timely manner; |
| M. Retrieve a SPN from the Clerk of Courts according to exchange CNT 1.51 as listed in Exhibit A.10 - JMS Exchanges; |
| N. Provide the ability to perform warrant checks and send automatic notification to the VCSO if the person being booked has an open warrant; |
| O. Provide the ability to receive a case number from the Clerk of Courts by exchange as needed to complete the booking process for in-county case proceedings; |
| P. Provide the ability to enter a case number in the System as needed to complete the booking process for out-of-county case proceedings; |
| Q. Provide the ability to generate a booking number and to produce a booking card; |
| R. Provide the ability for system administrators to edit the booking card format; |
| S. Interface with and store the data generated by Automated Fingerprint Identification System (AFIS) for fingerprint check. Provide a method for incomplete bookings that may be completed in the future; |
| T. Provide a method to apply added charges to UPDT file and send to AFIS; |
| U. Provide a method for identifying incomplete or partial bookings; |
| V. Provide an alert for bookings with unknown or override names; |
| W. Prevent release of inmates with incomplete or partial bookings without supervisor override and justification; |
| X. Provide the ability to book people with unknown names or aliases; |
| Y. Provide the ability to enter a null value or auto-populate a standard date of birth (DOB) such as 00/00/0000 when inmate’s DOB cannot be verified; |
| Z. Provide the ability to set automatic or manual First Appearance cut-off times; |
| AA. Provide the ability to cancel First Appearance; |
| BB. Provide the ability to reschedule First Appearance group; |
| CC. Provide information for booking personnel such as a booking history, court dates and holds, and sentence information; |
| DD. Provide a method of inmate screening at intake, and be able to set alert flags and warnings at intake; |
| EE. Provide an alert message via external email or notification for selected recipients if alerts identified by VCDC are set at intake or during prior stays; |
| FF. Provide an accessible history of inmate status codes including initial status along with any changes for active and inactive inmates; |
| GG. Provide a method for manual entry of victim contact information with the VINE (Victim Information Notification Everyday) System; |
| HH. Provide a method for generating and/or retrieving mugshot (digital imaging) information and inmate’s descriptions; |
| II. Provide a mugshot system that has the capability to format information for wristbands with photos (for tracking and identification purposes), regular photos and photos for lineup purposes. |
| JJ. Provide the ability to search for mugshot information through any and all personal characteristics, unique identifiers (booking number, unique person identifier, etc.) and demography, unless the System interfaces with PictureLink; |
| KK. Provide a public facing website with mugshot and inmate information as determined by VCDC (e.g., inmate name, booking number, charges, etc.), unless the System interfaces with PictureLink; |
| LL. Provide a method for retrieval of prior mugshots within the System; |
| MM. Provide ability to supply mugshots electronically to other agencies; |
| NN. Provide ability to restrict access of mugshots of juveniles, etc. booked into custody in accordance with Florida Statute; |
| OO. Provide a method for capturing photographs of inmate property and storing the photograph in the System that is searchable through an inmate’s record; |
| PP. Provide a method for capturing photographs of inmate scars, marks, and tattoos that can be indexed and is searchable through an inmate’s record; |
| QQ. Provide a method for interfacing with banking system as listed in banking section below; |
| RR. Provide for tracking and reporting of facility property issued to an inmate with the ability for modification by system administrators; |
| SS. Provide a method for filling out assessments of the inmate including medical and mental health reviews, and a risk assessment prior to a classification review; |
| TT. Provide a method for populating specific medical information, as determined by VCDC, from previous incarcerations; |
| UU. Provide a method to monitor court-ordered transports (COTs), including the following: |
1. If the court date has occurred;
2. If there are other detainers or active cases; and
3. A “prompt” or reminder if the individual remains in custody for a specified number of additional days.
| VV. Provide ability to receive data updates via data exchange from other agencies resulting from case reductions (or other actions resulting in change to case number), SPN consolidations, name changes, etc. (some updates shall be automatic, while some shall be validated); | ||
| WW. Provide ability to schedule inmates for immediate release or a specified date and time; | ||
| XX. Provide ability to acknowledgement that outstanding warrants and holds prior to release have been checked; | ||
| YY. Provide ability to identify inmate has been released and release type; | ||
| ZZ. Provide ability to identify inmate abandoned property and final disposition of the property; | ||
| AAA. Provide automatic notification to VCSO when an individual serving a sentence for a felony conviction is about to be released from custody; | ||
| BBB. Provide automatic notification to VCSO of local cases being given final dispositions whenever outside jurisdictional holds are pending; and, | ||
| CCC. Provide capability of recording and alerting to no-mixes, victims of an inmate, and no contacts for an inmate currently or previously incarcerated (historical no-mixes activate upon booking). | ||
| 2.6 Inter-Jurisdictional Functions | ||
| A. Provide ability to book individuals for out-of-jurisdiction charges; | ||
| B. Provide ability, for out-of-jurisdiction charges, to capture and maintain the following: | ||
| 1. Demanding agency’s contact information; | ||
| 2. Demanding agency’s charges; | ||
| 3. Bond information for demanding agency’s charges; | ||
| 4. Case numbers (arresting and demanding agencies); and, | ||
| 5. Confirming/arresting agency identifier; | ||
| C. Provide automatic notification to VCSO of individuals booked on out-of-jurisdiction charges including local case status; | ||
| D. Provide ability to remove an out-of-jurisdictional hold; | ||
| E. Provide warning flag/automatic notification to booking office of any out-of-jurisdictional holds on an inmate prior to release; and, | ||
| F. Provide an alert to VCSO extraditions office prior to an inmate’s completion of sentence if a pending out-of-jurisdiction charge exists. The System shall have a ‘prompt’ or reminder if the individual remains in custody beyond another ‘x number’ of days (e.g., once VCSO is notified, if inmate is still in jail after 5-7 days, repeat the reminder notice to VCSO to prompt scheduling of inmate for transport). | ||
| 2.7 Inmate Transport | ||
| Specifically, the System shall provide the following functionality for managing the transportation of inmates: | ||
| A. Provide ability to automatically schedule an inmate for movement and transport based on the outside court appearance schedule (court appearance schedule is stored in the current JMS); | ||
| B. Provide ability to add, modify, and delete individuals on the transport schedule; | ||
| C. Provide ability to produce the complete itinerary for each individual on the transport schedule; | ||
| D. Provide ability to view a transport schedule in real time; | ||
| E. Provide ability to track and log all movement and processing of an individual throughout the transport process; | ||
| F. Provide ability to flag an individual as being ready for transport; | ||
| G. Provide ability to verify the identity of an individual throughout the transport process, preferably with biometric identification such as fingerprint or retina scan; | ||
| H. Provide ability to enter Sheriff’s officer identifier and to associate this identifier with list of inmates being transported in order to identify responsible individual handing the transport; | ||
| I. The System shall provide the capability of retrieving information for a court list by booking number or court appearance date for appearances outside of the facility, including a list of inmates that would need to be transported. This court list shall include the following, and provide the ability to be sorted by date, location, or judge, at a minimum: | ||
| 1. Name of inmate; | ||
| 2. Sex; | ||
| 3. Race; | ||
| 4. Thumbnail image of booking photo; | ||
| 5. Booking number; | ||
| 6. Court case number; | ||
| 7. Pickup location (e.g., jail, courthouse, etc.); | ||
| 8. Delivery location to include courtroom and judge, if applicable; | ||
| 9. Next delivery location (e.g., another court location, jail, etc.); | ||
| 10. Reason for inmate’s appearance (e.g., hearing, pretrial, trial, etc.); | ||
| 11. Time of scheduled appearance; | ||
| 12. Special handling instructions for all active cases (e.g., no mix orders, protective custody, medical, etc.); | ||
| 13. All charges for the current case(s) for which inmate is being transported; | ||
| 14. Alert (if applicable) based upon the severity of charge for any past or present cases (for officer safety); and, | ||
| 15. Caution/hazard information attached to inmate. | ||
| J. Provide the ability to update court transport list as needed; | ||
| K. Provide the ability to create and print a Florida State Prisoner Transport Form (870 form) to provide to the transport officer to include: | ||
| 1. Inmate name; | ||
| 2. DOB; | ||
| 3. Age; | ||
| 4. Date of transport; | ||
| 5. Race/sex; | ||
| 6. Risk assessment;; | ||
| 7. History of escapes or attempts; | ||
| 8. Disciplinary record (number of reports); | ||
| 9. Detainers or charges pending; | ||
| 10. Need for protection or special review; | ||
| 11. PREA issues or flags; | ||
| 12. Threat to specific individuals; | ||
| 13. Time of incarceration; | ||
| 14. Work participation; | ||
| 15. Type of work; | ||
| 16. Program participation; and, | ||
| 17. Substance abuse needs. | ||
| L. Provide the ability to track inmates with a mobile device that Check Out of the facility for court hearings, medical appointments, work force details, weekenders, etc., and Check In the inmates upon return, which will reflect on the Formal and Informal Inmate Counts. | ||
| M. Provide the ability to track Inmate’s departure and return using a mobile device that integrates/communicates directly with the JMS. | ||
| N. Provide the ability to have a check in/out dashboard that will reflect on the inmate count report/dashboard must include color coding, sorting/filtering, and display at minimum: | ||
| 1. In Facility/Out of Facility | ||
| 2. Offender Name | ||
| 3. Housing Location | ||
| 4. Reason | ||
| 5. Comments | ||
| 6. Scheduled out/in | ||
| 7. Checked out/in date/time | ||
| O. Provide the ability to maintain a history, audit trail, and display and print on-demand, but not limited to: | ||
| 1. A list of all inmatess checked out of the facility including name, housing assignment, destination, expected return date and time, transport means, etc. | ||
| 2. A list of inmates to be checked out of the facility by date and time. | ||
| 3. A list of inmates to be checked into the facility by date and time. | ||
| 4. A Check Out /Check In history for an inmates. | ||
| 2.8 Bonds | ||
| A. Provide for the entry and collection of bond information as bonds are posted at the jail. | ||
| B. Provide the ability to log and track the collection of bond money posted at the jail, provide receipts at the time money is collected, and produce transmittal sheets or other documentation when money is turned over to the Clerk of the Circuit Court, Volusia County, FL (Clerk's Office) for administration. | ||
| C. Provide the following specific functionality regarding bonds: | ||
| 1. Distinct data value for NO BOND versus $0; | ||
| 2. Ability to generate bond receipts with consecutive numbers that will include the following information as appropriate for case and surety bonds: | ||
| a. Inmate name | ||
| b. Docket number | ||
| c. Charge(s) | ||
| d. Case number(s) | ||
| e. Unique assigned control number (cash bond receipt number); | ||
| f. Unique state assigned control number (power number); | ||
| g. Amount of bond; | ||
| h. Collecting agency and officer; | ||
| i. Date and time of collection; | ||
| j. Bond company and bond agent; | ||
| k. Depositor’s name and address; | ||
| l. Signature; | ||
| 3. Ability to link a bond receipt to multiple charges filed against an individual; | ||
| 4. Ability to collect an electronic signature on the receipt and produce a printed copy of the signed receipt; | ||
| 5. Ability to reconcile all receipts generated and produce a transmittal sheet of money collected to accompany the money when it is turned over to the Clerk’s Office for administration; | ||
| 6. Prevent entry of bond information if the issuer has been placed on restrictive status; | ||
| 7. Check that all bond amounts associated with an inmate’s custody have been satisfied in order for release process to be finalized; | ||
| 8. Ability to provide alert for paid bond and to send inmate into release queue; | ||
| 10. Ability to receive an alert or interpret a flag that will prevent the entry of additional bonds if the issuer has been placed in a restrictive status and display an appropriate message to alert staff when this occurs. | ||
| 11. The ability to calculate Single, Surly, Cash, and Block Bonds. | ||
| 2.9 Weekender and Work Release | ||
| A. Provide the ability to exchange information with electronic court action forms to alert booking staff to incoming or scheduled weekend inmates (hereinafter referred to as “weekenders”); | ||
| B. Provide the ability to admit and release inmates with weekend sentences using the same booking number; | ||
| C. Number of stays. Provide the ability to calculate number of stays an inmate has completed in weekender status; | ||
| D. Number of days. Provide the ability to calculate the number of days an inmate has been in custody across stays in weekender status; | ||
| E. Provide the ability to calculate sentence for weekenders including days served and any gain time credit; | ||
| F. Provide the end of sentence date based on anticipated weekend stays; | ||
| G. Allow for manual sentence adjustments and selection of weekends which a weekender is not required to serve (e.g., holidays); | ||
| H. Provide the ability to admit and release inmates who are part of a work release program that requires inmates to leave the jail during the day to attend work and return at night; | ||
| I. Provide the ability to exclude weekender and work release inmates in head counts; | ||
| J. Provide the ability to interface with inmate banking and medical system to facilitate multiple admissions and releases for a single booking number; | ||
| K. Provide the ability to alert case management and booking staff that sentence will be satisfied during final stay in order to facilitate final release; and, | ||
| L. Provide the ability to collect and record fee for stay. | ||
| 1. Contractor shall provide description of fee collection module. | ||
| 2.10 Inmate Housing and Security | ||
| A. Provide for easy-to-read, color-coded special conditions alerts for individual inmates; | ||
| B. Provide the ability to retrieve active and historical housing rosters for a specific date, time, and housing location; | ||
| C. Provide configurable, detailed inmate contact log for recording security notes about a specific inmate; | ||
| D. Provide configurable, detailed log specific to locations; | ||
| E. Provide information on segregation history for current and prior bookings in an inmate profile; | ||
| F. Provide comprehensive view of all inmates in a housing unit including special conditions or diets; | ||
| G. Provide the ability to set special watch conditions for a specific inmate; | ||
| H. Provide the ability to alert officers to inmates with special watch conditions for a given housing unit; and, | ||
| I. Provide the ability to make in-unit housing changes without moving an inmate completely out of the unit (e.g., switch inmates’ bunk assignment). | ||
| J. Provide the ability to validate all Keep Separates when offenders are on a move list and/or moved during a mass cell transfer. | ||
| K. Provide the ability to provide drill down capabilities from the housing dashboard screen (e.g., click on an inmate to view inmate details). | ||
| L. Provide the ability for housing dashboard to automatically refresh/update. | ||
| M. Provide the ability to account for an inmate's assigned housing location, as well as temporary locations in/out of the facility, allowing a user to check on an inmate's location by a name inquiry. | ||
| N. Provide the ability to temporarily suspend the availability of a housing location. | ||
| O. Provide an alert when inmates with keep separate restrictions are assigned to the same activities/programs. | ||
| P. Provide the ability when assigning an inmate to a cell location, the JMS must validate location parameters to include classification, keep separates, housing accommodations, gender, etc. The JMS must also provide recommended locations based on the parameters. | ||
| Q. Provide the ability to maintain an electronic log for reporting activities and information on inmates to other staff. | ||
| R. Provide the ability to add unlimited narrative to the electronic log. | ||
| S. Provide the ability to capture the following related to the Daily Activity log, but not limited to: | ||
| 1. Person Entering Data | ||
| 2. Cell | ||
| 3. Inmate Information | ||
| 4. Log Category | ||
| T. Provide a view displaying the log entries with searchable parameters to include, but not limited to: | ||
| 1. Begin/End Date | ||
| 2. Keywords | ||
| 3. Log Categories | ||
| 4. Created By | ||
| 4. Location | ||
| 2.11 Case Management and Classification | ||
| A. The System shall provide a paperless or near-paperless case management process. All reports that are currently used by case managers at VCDC may be reproduced in the System and may be configurable to allow for change in the future. | ||
| B. To fulfill the case management and classification functions, the System shall, at a minimum: | ||
| 1. Provide a workflow and assignment process for classification with opportunity for supervisor approval; | ||
| 2. Provide the capability to enter and display both the initial classification, reclassifications scheduled date, segregation review date, and date of completion; | ||
| 3. Provide the ability to notify assigned staff member when assessments or classifications are due | ||
| 4. Provide the ability to produce a classification questionnaire and provide a history of classification responses gathered with such a questionnaire; | ||
| 5. Provide the ability to conduct inmate classification intake/questions and document case notes on a mobile device (ex. Tablet) with all information integrating into the inmate’s records and inmate logbook | ||
| 6. Provide the ability to electronically capture an inmate’s signature to confirm that the inmate confirms the classification question and information is correct. | ||
| 7. Provide the capability to update, change, and log the classification questionnaire as needed; | ||
| 8. Provide the ability to produce automated notifications of inmates that need additional classification or reclassification and allow the system administrator to set the classification intervals; | ||
| 9. Provide the ability to manually schedule special classification reviews; | ||
| 10. Provide for the seamless adding of new cell/bunk selections as needed; | ||
| 11. Provide the functionality of a user defined integrated classification “decision tree” scoring method with an override if necessary to measure inmate security (maximum, medium, and minimum) and handling (heavy, medium, and minimum); | ||
| 12. Provide the capability to modify the scoring method or classification levels in the future if needed; | ||
| 13. Provide the ability the edit classification scheme; | ||
| 14. Provide the ability to automatically provide housing suggestions with the ability to override the housing suggested with justification that requires supervisor approval; | ||
| 15. Provide point and click abilities for housing assignments; | ||
| 16. Provide the classification function integrated with current and past institutional and criminal history; | ||
| 17. Provide information regarding disciplinary and segregation history in current inmate view; | ||
| 18. Provide automated sentence computations including basic gain time and incentive gain time, | ||
| 19. Provide ability to define a day (VCDC defines any part of a day as a day); | ||
| 20. Identify to staff those inmates with scheduled upcoming releases for review; | ||
| 21. Identify to staff those inmates with scheduled holds for review; | ||
| 22. Schedule inmates for release; | ||
| 23. Allow for manual sentence adjustments with appropriate user permissions; | ||
| 24. Provide the capability of automatically notifying personnel of inmate alerts and provide for tracking of alerts such as “no mix” warnings, any separation required, gang affiliations, enemies in the facility, etc.; | ||
| 25. Provide the capability of attaching an intake alert to an inmate’s SPN, not booking number; | ||
| 26. Provide the ability to add charges after the initial booking; | ||
| 27. Provide the ability for additional charges to be added to an inmate’s record without impacting existing sentences for those same inmates. | ||
| 28. Provide the ability to alert case management of inmates who have had charges added; | ||
| 29. Provide the ability to produce a pre-release questionnaire and automatically perform a release check to ensure no charges, warrants or detainers are pending; | ||
| 30. Provide the ability to alert case management and release officer of pending charges, warrants, or detainers; | ||
| 31. Provide the ability to track inmates who only serve on weekends or other inmates held under special circumstances such as Marchman Act, Baker Act, work release, etc.; | ||
| 32. Provide for entry and display of visitation alerts; | ||
| 33. Provide for entry and display of medical alerts, special diets, and special comments; | ||
| 34. Automatically calculate days in custody (always current with real time) and present this data to the ER; | ||
| 35. Provide the ability to perform statistical calculations, such as average length of sentence, by individual case or by type of offense with ability to modify parameters and break-down criteria; | ||
| 36. Provide the ability to easily determine if specified inmates have ever been housed in close proximity to each other (i.e., automatic comparison of cell history for each inmate) within a given time frame; | ||
| 37. Provide the ability to retrieve any of the above information in the form of a user-friendly ad hoc report; and, | ||
| 38. Provide the ability to view classification history from prior bookings within the records retention schedule of accessibility. | ||
| 39. Provide the ability to automatically generate narrative in chronological notes based on triggers and configurable business rules. | ||
| 40. Provide the ability to provide automatic task management functionality to support the assignment and management of case management staff to an inmate’s program and re-entry plans. | ||
| 41. Provide the ability to identify medical and mental health limitations/needs for use in developing the program plans. | ||
| 42. The Caseload module must have configurable drop downs or check boxes. | ||
| 2.12 Inmate Programs | ||
| A. Provide for risk and needs assessment entry and tracking; | ||
| B. Provide the ability to customize, edit, and log risk and needs assessment tool; | ||
| C. Provide the ability to suggest programming based upon needs identified in the risk and needs assessment tool; | ||
| D. Provide the ability to schedule an inmate for programs as an event; | ||
| E. Provide the ability for administrators to add a program type for event scheduling; | ||
| F. Provide the capability for determining inmate work assignments eligibility, track inside and outside work assignments, and record summaries and history of all work assignments; | ||
| G. Use ‘real time’ chronological charting of all inmate cell movement and participation in the various inmate programs offered; | ||
| H. Provide the ability to record program attendance and history; | ||
| I. Provide the ability to support the generation of reports for programs, education, and jobs, including but not limited to details about: | ||
| J. | Provide the ability to record earned certificates or educational credits while incarcerated. | |
| 1. | Rosters | |
| 2. | Attendance | |
| 3. | Waitlist | |
| 4. | Availability | |
| 5. | Scheduling | |
| K. Provide the ability to calculate number of programs, and number of program hours an inmate has received during their stay; | ||
| L. Provide the ability to view programs completed through inmate tablet education programs if inmate tablets are utilized. The educational program information may interface with the JMS system (e.g., time spent in programming, progress, certifications earned, assessments completed, etc.); | ||
| 1. Describe the educational program information interface available. | ||
| M. Provide the ability to view institutional job assignment history from current and prior bookings; | ||
| N. Provide the ability to interface with medical vendor’s electronic records system (e.g., CorEMR) to alert program and case management staff that an inmate has been medically cleared for a work assignment; and, | ||
| O. Provide complete summary of job and program assignment in easy to access single screen; program detail including qualifying characteristics shall be hyperlinked to this summary. | ||
| P. Provide the ability to document and track Re-entry Plan referral planning including steps of intervention and community contact information. | ||
| 2.13 Banking | ||
| A. To ensure long-term flexibility and vendor neutrality, the System shall be based on open standards or shall include a banking module. This is necessary in consideration of the possibility that the vendor for this system may change in the future. | ||
| B. The System shall provide the ability to interface with the current inmate banking system (vendor information listed below); |
Contact information is as follows for the County’s current inmate banking system vendor:
Keefe Andy Lane - Account Manager – FL 1371 Tradeport Drive, Jax, FL 32218 Cell# 904-608-3385 alane@keefegroup.com
| C. The System shall, at a minimum, provide the following information to the inmate banking system as listed in Exhibit A.9 - JMS Interface: | |
| 1. Booking number; | |
| 2. Control number (SPN); | |
| 3. Inmate name; | |
| 4. DOB | |
| 5. Housing location; | |
| 6. Indigent status; and, | |
| 7. Confinement status; | |
| D. The System shall interface with the current system inmate banking to automatically update the System given a change in indigent status resulting from a low balance of less than one cent (.01) for more than seven (7) days and be able to configure to any amount or period of time | |
| E. The System shall interface with the current inmate banking system to display inmate PIN, account balance, and transaction history within the JMS screens; and, | |
| F. The System shall interface with the current inmate banking system when an inmate is released. | |
| 2.14 Medical | |
| A. The capability for entering and displaying medical/dental information such as relevant medical history, sick call requests, medical logs, prescriptions, and doctor/dental appointments, or allergies; | |
| B. The capability for medical screening at intake and assignment to special units such as detox or mental health units; | |
| C. A method of automatically notifying personnel of specific alerts such as medical risks, suicide risks, etc., or instructions such as bed rest, low bunk, dietary needs, etc.; | |
| D. An interface with medical vendor’s electronic records system to facilitate similar functionality of current special conditions and special diets interface located in Exhibit A.9 - JMS Interfaces. | |
| E. An interface with medical vendor’s electronic records system with the capability for medical staff to view inmate demographic information to include address and contact information located in Exhibit A.9 - JMS Interfaces; | |
| F. An interface with medical vendor’s electronic records system with the capability for medical staff to view date of arrest and expected date of release (not a current interface); | |
| G. An interface with medical vendor’s electronic records system with the capability for medical staff to view queue of inmates awaiting medical screening at intake (not a current interface); and, | |
| H. An interface with medical vendor’s electronic records system with the capability for medical staff to view lock down status to facilitate confinement clearances (not a current interface). | |
| I. An interface with medical vendor’s electronic records system with the capability to integrate all special diet information, alerts for extra mattress, blanket, issued a cane or wheelchair or a medical device. | |
| J. | Provide the ability to integrate medical vendor’s electronic records with JMS meal counts to depict special diets per housing unit. |
| 2.15 | Moblie Enablement ~ Digital Tracking |
| A. Provide a mobile solution that will allow users to conduct tasks such as rounds, inmate movement, headcounts, etc. from a handheld device. | |
| B. Must provide the following equipment to successfully implement Mobile Enablement ~ Digital Tracking: | |
| 1. 40 Total Mobile Handheld Devices with cases and charging docks (ex. Spartan 3~Android (or newer version) or iOS (latest version) may be acceptable or equal.better product) | |
| 2. Warranty Replacement of Mobile Handheld Devices | |
| 3. 500 Total RFID, QR Codes, or barcode placard/hard tags ability to be securely mounted on individual cell, cell blocks, gates, and other key locations around the Division | |
| C. Provide the ability for cell checks to maximize staggered, irregular rounds, face recognition for login and inmate management, inmate release verification, tracking all on-shift tasks, capturing high-resolution images and video | |
| D. | Provide for two-way interface communication between the Mobile Handheld Device and JMS. |
| E. | Provide the ability for the logging of items passed to inmates as well as reminders for the collection of items. (ex: logging the passing of razor blades, meal, etc. and the reminder that those need to be collected.) |
| F. | The mobile feature must have the ability to use RFID, QR, barcodes, and/or biometrics to identify inmates. |
| G. Provide the ability to have a visual dashboard showing the various tasks to be completed/in progress. | |
| H. Provide the ability to log the security rounds, special security rounds and a drop-down list of inmate activity per cell and send alerts when rounds are due. | |
| I. Provide the ability to display movement information on mobile devices. | |
| J. Provide a mobile solution as part of their offering and if not able to, then provide an integration with another vendor for such functionality. | |
| K. Provide the ability for reports to be generated from the JMS that includes data from tasks captured in the mobile devices | |
| L. Provide the ability for multi-factor authentication by issuing NFC fobs, RFID cards, or usernames and passwords for secure login. To maximize CJIS compliance, enable optional multi-factor authentication. | |
| M. Provide the ability to customize the tasks and data fields within the workflows. | |
| N. Provide the ability to synchronize all rounds, inmate receivables, recreation/out of cell time customizable fields with the JMS activity logs and can be reported on by start date/time, end date/time, officer ID, and location. | |
| O. The Jail Management System (JMS) shall provide the ability to positively identify inmates both online and offline using one or more of the following methods: | |
| 1. Inmate wristbands (e.g., barcode, QR code, or RFID) | |
| 2. Biometrics (e.g., fingerprint or facial recognition) | |
| 3. Manual entry of booking or system identification number | |
| 4. Upon identification, the system shall display a customizable inmate information card, which includes: | |
| i. Mugshot photo | |
| ii. Full name and demographic details (DOB, race, gender, etc.) | |
| iii. Housing location | |
| iv. Classification level | |
| v. Alerts and special statuses (e.g., PREA risk, medical conditions, disciplinary status) | |
| This functionality shall be accessible to authorized users and support inmate verification during movement, medication administration, visitation, meal distribution, and other operational workflows, ensuring security and accuracy at all times. | |
| P. Provide the ability to view a dashboard for supervisors and authorized users to monitor operations, security rounds, inmate checks, counts, inmate receivables, and movements, for accuracy, timeliness, and compliance in real time | |
| Q. Provide the ability to scan inmate out to medical/kitchen/attorney visit, which the officer in the mentioned area will receive those inmates name that are enroute the location. All scans are logged and printable reports. | |
| 2.16 Inmate Tracking | |
| A. The System shall electronically track inmate movement through the use of biometrics such as fingerprint or facial recognition. | |
| B. To fulfill the inmate tracking functions, the System shall, at a minimum: | |
| 1. Provide the ability to track inmates with a mobile device who are transported to outside locations such as to the hospital (hospital and room location), to medical appointments, to court, and outside work assignments; | |
| 2. Provide the ability to track inmates inside of the facilities for facility to facility or cell to cell transfer, inmate movement to appointments (visitation, medical, dental, case management, programs, orientation, recreation, meals), and all other internal movements, activities and events; | |
| 3. Provide log(s) for all movement including inmate information, time and date stamps, and location information; | |
| 4. Provide the ability to track specific reasons for move (i.e., attorney visit versus sick call); | |
| 5. Receive information on scheduled court events (i.e., trial) through an exchange from the hub and automatically flag inmates that will require special provisions (i.e., dress-out) prior to transport; | |
| 6. Provide alert, no-mix, or other information to VCSO for inmates scheduled for transport either online or printed report (i.e., Inmate Transport List); | |
| 7. Provide an internal rounds tracker module or interface with the current rounds tracker system Guard1 as described in Exhibit A.9 - JMS Interfaces to verify status of inmates on special watch conditions; | |
| 8. Provide inmate housing and location rosters based on tracked locations; and, | |
| 9. Provide access to rosters and logs mentioned above for a specified date and time based on historical data. | |
| 2.17 Visitation | |
| The existing JMS provides information to the vendor supplying the video visitation and automated phone appointment system for inmates. Because the provider of these services is subject to contractual changes, the JMS shall be based on open standards capable of interfacing with future providers. | |
| A. The System shall interface with the inmate video visitation system. | |
| B. The System shall interface to transfer visit scheduling and a list of scheduled visits. | |
| C. The System shall provide lock down, conflicting schedule, or cancelled visit information to the visitation system. | |
| 2.18 Incident Reports | |
| A. Provide the ability to enter and track an incident report for all investigations; | |
| B. Provide the ability to automatically provide a unique sequential incident report number. | |
| C. Provide fields to capture information on all incidents involving any offender, including but not limited to: | |
| 1. Reporting officer | |
| 2. Report date and time | |
| 3. Incident report number (unique system generated number) | |
| 4. Inmate involved (multiple): | |
| 5. Witness/Other Involvement | |
| 6. Incident Categories | |
| 7. Force Used or Use of Force | |
| 8. Attachments | |
| 9. Response Assignments | |
| 10. Incident Status | |
| 11. Location of Incident | |
| 12. Incident Narrative | |
| 13. Discipline Infractions | |
| 14. Sanctions for Discipline | |
| 15. Investigations ~ Inmate Discipline and Staff | |
| 16. Supplemental reports | |
| 17. Use of Force Investigation (By Warden & Assist. Director) | |
| D. Provide incident summaries (staff and inmate); | |
| E. Provide incident report dispositions; | |
| F. Provide messaging capability to alert others to the status of an incident report; | |
| G. Provide approval capability to allow for the review, assignment, and final approval/sign off by assigned supervisors; | |
| H. Provide a historical record of all incidents reported to include information regarding incident type, inmate(s)/staff involved, and location; | |
| I. Provide reporting capabilities to track incidents; | |
| J. Provide for future configuration to meet business needs; | |
| K. Configure permissions to view incident report details after they have been submitted. | |
| L. Provide the ability to save draft reports before submission; and, |
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