Exhibit_A.6_-_JMS_Exchanges_Requirements_Matrix_25-P-147JRD.xlsx
XLSX spreadsheet 17 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
The document is an Exchange Requirements Matrix (Exhibit A.6) for a Jail Management System (JMS) procurement by the Volusia County Division of Corrections (VCDC) in Florida. The matrix details a comprehensive system requirement for managing inmate data and facilitating complex inter-agency information exchanges, including notifications and queries between the jail, Clerk of Court, Sheriff's Office, State Attorney, Public Defender, Pre-Trial Assessment, and other legal entities. The matrix outlines specific exchange protocols and requires vendors to indicate their capability to meet each requirement using response codes such as Y (Yes), N (No), CO (Configuration), CU (Customization), F (Future), or 3 (Supplied by 3rd Party).
The procurement is unique because VCDC is a stand-alone county division not managed by the Volusia Sheriff's Office, necessitating a highly flexible JMS with robust interfacing capabilities. The matrix includes over 40 specific exchange requirements covering arrest and booking information, court case management, location tracking, bond information, release conditions, sentencing notifications, and person record management. Vendors must provide detailed commentary for non-standard responses, including complexity levels, potential additional costs, and implementation timelines. The document suggests a comprehensive, data-driven approach to jail management that prioritizes seamless information sharing across multiple criminal justice system stakeholders.
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Text version
Exchange 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. |
| Jail Management System | ||
| Scope of Work | Comments |
| Acknowledge the items and exchanges listed below and in | ||||||
| Exhibit A.10 shall be provided as part of the System and deliverables. | One Response Per Requirement | |||||
| Y/N | CO | CU | F | 3 | ||
| Exhibit A.10 - JMS Exchange Listing | ||||||
| Jail notifies Sheriff of initial Arrest and Booking information for Subject with Out of State Warrant | ||||||
| Jail notifies Clerk of Court of Arrest and Booking information and requests a temporary case number if not a rearrest | ||||||
| Jail queries Clerk of Court to see if Subject has any pre-existing Court dates | ||||||
| Jail notifies Clerk of Court of SPN Number Change | ||||||
| Jail notifies Pre-Trial of change in Subject location at the facility and cell level | ||||||
| Jail notifies Public Defender of change in Subject location at the facility level | ||||||
| Jail sends Bond information to Clerk of Court | ||||||
| Jail sends Bond information to State Attorney | ||||||
| Jail sends Bond information to Public Defender | ||||||
| Jail notifies Clerk of Court of Adds/Updates/Deletes of 1st Appearance Roster | ||||||
| Jail notifies State Attorney that subject has completed jail sentence | ||||||
| Jail notifies Clerk of Court that subject has completed jail sentence | ||||||
| Jail queries CNT for a list of potential person matches | ||||||
| Jail sends new person information to Clerk of Court and requests new SPN number | ||||||
| Jail updates Clerk of Court with new person information - Clerk of Court will update CNT | ||||||
| Jail notifies Public Defender that subject has been released | ||||||
| Jail notifies Clerk of Court that subject has had a status change for a charge | ||||||
| Jail notifies State Attorney that subject has had a status change for a charge | ||||||
| Jail notifies Public Defender that subject has had a status change for a charge | ||||||
| Jail sends Hold/Detainer information for an inmate | ||||||
| Jail notifies Clerk of Court of change of bond release conditions | ||||||
| Jail notifies Clerk of Court of change in charge information | ||||||
| Jail sends Mugshot to Clerk of Court | ||||||
| Law Enforcement sends Arrest Report to Jail at booking | ||||||
| Clerk of Court notifies Jail of temporary case number | ||||||
| Clerk of Court Informs Jail of Subjects pre-existing Court dates | ||||||
| Clerk of Court notifies Jail of permanent court case number, verified 798 Arrest Report and validated charge(s) that meet FDLE statute requirements | ||||||
| Clerk of Court notifies Jail that there has been a change of associated persons to the case | ||||||
| Clerk of Court notifies Jail of changes to the Court Calendar Docket scheduled for Subject including Court appearances | ||||||
| Pre-Trial Assessment notifies the Jail that the Subject is cleared for release or acceptance of bond | ||||||
| Clerk of Court notifies Jail of change of release conditions | ||||||
| Clerk of Court notifies Jail of Subjects bond estreatment | ||||||
| Clerk of Court notifies Jail of defense appointment to case | ||||||
| Clerk of Court notifies Jail that Subject ordered to be booked | ||||||
| Clerk of Court notifies Jail that subject remanded to custody | ||||||
| Clerk of Court notifies Jail of change in Court Case Type (Felony to Misdemeanor or vise versa) | ||||||
| Clerk of Court notifies Jail of change in court location, division assignment, or judge assignment | ||||||
| Clerk of Court notifies Jail of Court Case consolidation | ||||||
| Clerk of Court Informs Jail of amendment of charge(s) | ||||||
| Clerk of Court notifies Jail of disposition of Circuit or County Court charge(s) | ||||||
| Clerk of Court notifies the Jail of case event on the Court Progress Docket | ||||||
| Clerk of Court Informs Jail of Expungement OR Sealed Records Order | ||||||
| Clerk of Court reports Circuit or County Court sentence(s) to Jail | ||||||
| Clerk of Court reports jail or prison Circuit or County Court sentence(s) to Jail | ||||||
| Clerk of Court notifies Jail of updates to the Bond Companies Support Code Table | ||||||
| CNT sends list of potential individuals to Jail based on demographic information sent | ||||||
| Clerk of Court sends Jail new SPN number for new Person Record | ||||||
| Clerk of Court sends SPN Number consolidation message to the Jail |
&"Arial,Bold"&12Exhibit A.6 &"Arial,Bold"&12Exchanges Requirements Matrix &"Arial,Bold"&12 25-P-147JRD
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