Exhibit_A.2_-_JMS_Technical_Requirements_Matrix_25-P-147JRD.xlsx
XLSX spreadsheet 26 KB Posted
- 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 is a Technical Requirements Matrix for Volusia County, Florida's Jail Management System (JMS) procurement (RFP #25-P-147JRD), establishing the minimum functional and technical specifications that respondents must address in their proposals. The county requires a comprehensive, modular, web-based system designed to manage inmate data and support approximately 320 correctional officers serving an average daily population of 1,345 inmates. The system must accommodate 300 concurrent users and 600 named users, with implementation targeted for completion by May 25, 2026. The contract includes an initial five-year term with two optional three-year renewals. Proposals are due October 9, 2025, with a pre-proposal meeting scheduled for September 5, 2025, and questions due by September 25, 2025. Respondents must demonstrate at least five years of operational experience in jail management systems and provide references from facilities with a minimum of 800 beds, preferably in Florida.
The Technical Requirements Matrix establishes detailed specifications across twelve major categories: Overall System Requirements (customized forms, audit trails, auto-population, document management, multi-browser support); Search and Retrieval (keyword, Boolean, and full-text search capabilities); Integration (data import/export in ASCII and XML formats); Application Architecture (integrated modules, consistent interface, dropdown fields, batch scheduling, store-and-forward functionality); Database Management System (SQL compliance, ODBC compatibility, concurrent access, transaction locking); Network and Operating Environment (virtual server support, event triggers); Security (single sign-on, password encryption, field-level security, unauthorized access logging); Backup and Restore Capabilities (daily incremental backups, weekly and monthly retention); Installation and Data Requirements; Equipment Requirements (wireless connectivity, contractor-provided hardware maintenance); Disaster Recovery and System Administration (98% uptime guarantee, secondary hosting facilities in different U.S. regions, 60-minute failover lag time, annual mock recovery testing); and Workflow (graphical modeling tools, approval levels, integration with Microsoft Outlook). Respondents must complete the matrix using standardized response codes (Y/N, CO, CU, F, or 3) to indicate whether requirements are met out-of-box, through configuration, customization, future development, or third-party software, with detailed comments required for non-standard responses.
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Technical Requirements
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. |
One Response Per Requirement
| Y/N | CO | CU | F | 3 | |||
| No. | TECHNICAL REQUIREMENTS | The items listed below are the minimum features that shall be included in the Solution. Exceptions or alternatives shall be clearly marked and detailed in the comment row provided. |
| 1.0 | Overall System Requirements |
| 1.1 | System provides for the ability to create customized forms. |
| 1.2 | System provides easily retrievable audit trail information. |
| 1.3 | The system supports auto populating of fields wherever possible. |
| 1.4 | The system provides the ability to attach or merge documents. |
| 1.5 | The system supports inclusion of a standard Volusia County header and footer on printed documents. |
| 1.6 | The system supports the creation of user defined fields. |
| 1.7 | The system has the ability to print to any locally or network connected device by simply selecting an installed printer from the Windows print window. |
| 1.8 | The system supports the ability to fully function in the latest releases of Microsoft’s Internet Explorer. (Please list minimum release of IE system will support as well). |
| 1.9 | The system supports the ability to fully function using the other top four (4) web browsers; Firefox, Chrome, Opera, and Safari. The Contractor shall identify the supported browsers and versions in the space provided. |
| 1.10 | The system will remain fully functional with commercially available releases of new workstation and server hardware, operating systems and database software. Remain fully functional for a minimum of one major release of earlier operating system and/or database software than currently available on the open market. |
| 1.11 | The system supports the ability to run on the Microsoft Windows 7 operating systems and higher. |
| 1.11 | The system supports the ability to run on a 64bit operating system. |
| 2.0 | Search and Retrieval |
| The application supports search engines that encompass the following basic capabilities: | |
| 2.1 | Keyword search; |
| 2.2 | Part of a keyword; |
| 2.3 | Exact word search; |
| 2.4 | Boolean Search; |
| 2.5 | Full Text. |
| During the search operation, the search engine supports the following capabilities: | |
| 2.6 | Present relevant hits before entire search is complete; |
| 2.7 | Provide results ranked in order of probability, accuracy, etc. |
| 3.0 | Integration |
| 3.1 | The software shall be able to export and import data in ASCII, XML and other standard data exchange formats. Volusia County coordinates and exchanges information with a variety of external agencies. |
| 3.2 | The software should support the ability to view multiple pages using separate browser sessions from within the application. |
| 3.3 | If the Java runtime is required, the application shall support the latest and future releases of the runtime and be backward compatible for previous versions. |
| 4.0 | Application Architecture |
| 4.1 | The system should provide for application modules that are fully integrated with one another to avoid redundant data entry. |
| 4.2 | The system should have a consistent look and feel across all modules. |
| 4.3 | The system should provide the ability to make any field with pre-defined values a drop down box with no free form entry allowed. |
| 4.4 | The system should include all support software, tools and utilities (e.g., compilers, text editors, library products, code generators, scripts) needed to perform configuration, operation and management tasks. |
| 4.5 | The system should provide the ability to support purging, with appropriate archival and audit trails, on individual or project specific data from all relevant system modules. |
| 4.6 | The system should provide field level edit checks for transactions during data entry and provide immediate user feedback, including error messages and possible corrective actions (i.e., warnings when entering existing address, etc.) |
| 4.7 | The County is to be licensed to make unlimited copies of any training materials. Such material Is to be used for an ongoing training plan within the County. |
| 4.8 | The system should incorporate all modifications made during the installation process in all future software upgrades. |
| 4.9 | Software enhancements provided to other customers should be made available to Volusia County at no charge. |
| 4.10 | The system supports automated scheduling of batch processes. |
| 4.11 | Software shall be capable of accepting transactions in a “store and forward” mode when there is no contact with the application servers (network outage or server down), then automatically synchronizing the transactions when contact is re-established. |
| 4.12 | Cut and paste capability from data fields and screens to other applications |
| 4.13 | The system should support mass changes to definable groupings of transactions. |
| 4.14 | The system shall provide uninterrupted access and service during working hours, with unscheduled downtime not exceeding a maximum of one (1) hour per month; |
| 4.15 | The system should support effective dating for transactions and table updates, including both future and retroactive changes. |
| 4.16 | The system should provide the user with the ability to drill down from a transaction view to the respective and supporting source record view irrespective of the module containing information. |
| 5.0 | Database Management System |
| 5.1 | For the duration of the implementation the selected Respondent shall provide database tuning, monitoring, patches, diagnosis, backup, recovery, installation of new Releases (version upgrades), annual updates, telephonic support, and updates if required. Respondent works directly with the County on application modifications, diagnosis, recovery, customization, configuration and how-to questions. |
| For the duration of the Contract and maintenance agreements, the selected Respondent shall provide support to the County for assistance with how-to-questions, configuration, database tuning, monitoring, diagnosis, recovery, installation of new Releases (version upgrades), annual updates, as required for optimal performance. | |
| 5.2 | The system should utilize appropriate database rules and constraints to enforce and maintain referential integrity. |
| 5.3 | The solution should provide database performance monitoring and tuning. |
| 5.4 | The system should provide for simultaneous access to data by concurrent users. |
| 5.5 | The system should provide data modeling, data definition and data dictionary components. |
| 5.6 | The solution should provide tools for application development, ad hoc database access and ad hoc reporting. |
| 5.7 | The system should allow for secure data replication including but not limited to copying an instance of any database to a laptop or separate locations. |
| 5.8 | The system should provide transaction locking (commit process, enqueue/dequeue or database lock/unlock). |
| 5.9 | The system should provide standard structured query language (SQL) capabilities for database queries. |
| 5.10 | The system should provide the ability to set event triggers to automatically notify administrator when a user defined database condition has been met. |
| 5.11 | The system should provide documented best practices including but not limited to optimum database configuration and client maintenance. |
| 5.12 | The system should be ODBC compliant. |
| 6.0 | Network and Operating Environment |
| 6.1 | The system should provide the ability to copy and/or archive data to external storage media (e.g., tape, CD-ROM) based on user-defined selection criteria and times. |
| 6.2 | Any TCP/IP networking devices (switches, routers, firewalls, etc) located on County premises must use addressing supplied by and be under the direct control and management of Volusia County Network Services. |
| 6.3 | The system should run on virtual x86 servers running in the existing VMWare environment. |
| The system should provide the ability to define event triggers with an escalation path to be forwarded to a user-defined communication method, including but not limited to: | |
| 6.4 | Smart Phone; |
| 6.5 | Tablets; |
| 6.6 | Cell phones; |
| 6.7 | Email addresses; |
| 6.8 | Other. |
| 7.0 | Security (Technical) |
| 7.1 | The system should use a single user sign-on with security configured for each module. |
| 7.2 | The system should display the last date and time the user logged onto the system. |
| 7.3 | The system should not display passwords during user entry. |
| 7.4 | The system should allow an administrator to suspend a user ID from further use from one or more modules. |
| 7.5 | The system should require users to periodically change their password based on a configuration parameter. |
| 7.6 | The system should time-out or suspend users after a period of time of being idle. This time out requires the user to re-enter their password before continuing. |
| 7.7 | The system should restrict access to the file containing security parameters. |
| 7.8 | The system should define a system wide parameter to force all passwords to be changed upon demand. |
| 7.9 | The system should set a minimum password length (i.e., six characters) and should be composed of letters and numbers. |
| 7.10 | Passwords should be stored encrypted without a means to decrypt. |
| 7.11 | The system should allow an administrator to reset passwords and force the user to change on next logon. |
| 7.12 | The system should allow an administrator to add and modify user security information using online screens with immediate profile update. |
| 7.13 | The system should record or capture information about each unauthorized access attempt such as: user ID, workstation, date, time. |
| 7.14 | The system should allow an administrator to review and report on attempted security violations. |
| 7.15 | The system should allow an administrator to generate online inquiry and batch reports to review user access profiles. |
| 7.16 | The system should record in the system who changes security profiles and when changes are made (user name, changes made, date and time stamp). |
| 7.17 | The system should set an invalid password threshold for the number of invalid logon attempts. |
| 7.18 | User accounts should have e-mail addresses for notifications. |
| 7.19 | The system provides for field level security. |
| 7.20 | The system should provide the ability to group users into classes and to assign these classes’ rights that will be applied to each user in the group. When the user’s explicit rights are in conflict with the rights granted by group membership, the user's settings prevail. |
| 7.21 | The provision of a simple check box to set the system into an inquiry only mode. |
| 7.22 | The provision of a simple check box to lock everyone but the security administrator out. |
| 8.0 | Backup and Restore Capabilities |
| 8.1 | The system should provide full recovery and backup capabilities. |
| 8.2 | The system should provide the ability to restore transactions from the database transaction log. |
| 8.3 | Servers that experience daily user changes, application changes, file changes, or database changes require a full daily backup or incremental backup Monday through Friday (Saturday and Sunday if change occurs), a full weekly backup once a week held for five weeks, a full monthly backup held for twelve months, and a yearly backup held until no longer needed. |
| 9.0 | Installation and Data Requirements |
| The following are the minimum installation and data requirements for any proposed system: | |
| 9.1 | All Software required to be installed upon end-user equipment shall be installed by the Contractor on a minimum of computers as specified by the licensing requirements. |
| 9.2 | Software shall be installed and configured for the Turnkey Solution on required servers as proposed by Contractor. |
| 10.0 | Equipment Requirements |
| The Contractor shall provide, as part of its Turnkey Solution cost proposal, an itemized cost breakdown for all hardware products required for use of the proposed solution including but not limited to the following: | |
| 10.1 | Wireless communication or connectivity per device. |
| 10.2 | The Contractor shall be responsible for the Contractor-provided (non County owned) network infrastructure, communication, maintenance, repair, and replacement of all Contractor-provided hardware for the term of the Contract. |
| 11.0 | Disaster Recovery & System Administration Requirements for Contractor Hosted Solutions |
| The following are the minimum disaster recovery and system administration requirements for any proposed Contractor Hosted solution. | |
| 11.1 | Guaranteed Availability: The County requires a guarantee of 98% system availability as a minimum per month for all County services hosted by the Contractor; three (3) days prior notice for any planned maintenance; and, one (1) hour notice for downtime required for high-priority and/or security issues. |
| 11.2 | The County requires the Contractor to have at least one (1) secondary hosting facility, with real-time failover in the event that the primary hosting facility fails or is not operational via the internet. |
| 11.3 | All primary servers and / or failover sites shall be located in the United States unless specifically agreed to by the County. |
| 11.4 | The primary and secondary hosting locations shall be in different regions of the United States, and the secondary location shall be located outside the southeastern region of the United States or in a different region than the primary server if the primary server is not located in the Southeastern United States. |
| 11.5 | The Contractor owns and operates the primary and secondary hosting site(s). If not, then the Contractor shall provide all required documentation and references for this subcontracted service in this comment section. |
| 11.6 | The failover site shall provide the same services as the primary site. Application, content, and data currency shall lag no more than 60 (sixty) minutes behind the primary site. |
| 11.7 | Backup media shall be rotated to an offsite facility or the system is to be replicated to a hot recovery site. |
| 11.8 | The recovery media shall be used to perform a mock recovery at least annually with test results provided to the county. |
| 12.0 | Workflow |
| 12.1 | The solution provides a graphical workflow modeling tool. |
| 12.2 | The system should provide best practice workflow templates. |
| 12.3 | The system should provide multiple approval levels and paths based on item to be routed. |
| 12.4 | The system should provide automated approval notification or rejection notification. |
| 12.5 | The system should provide the ability for a designated user to override particular workflow step. |
| 12.6 | The system should provide the ability for the approver to see only items that need their approval. |
| 12.7 | The system should provide the ability for the secondary approver to see items needing approval when primary approver indicates he or she is unavailable (or system administrator indicates that approver is unavailable). |
| 12.8 | The system should provide the ability to track documents submitted for approval and review. |
| 12.9 | System provides for seamless integration with Microsoft Outlook. |
| &"Arial,Bold"&12EXHIBIT A.2 | &"Arial,Bold"&12Jail Management System (JMS) |
| Technical Requirements Matrix | &"Arial,Bold"&12 25-P-147JRD |
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