Exhibit_A_-_JMS_Scope_of_Work_25-P-147JRD.pdf

Exhibit A 25-P-147JRD Jail Management System

Scope of Work

Table of Contents

1.0 SCOPE OF SERVICES

1.1 Intent, Background, and Overview

1.2 Turnkey Solution

1.3 Minimum Requirements

1.4 Project Management Requirements and Deliverables

2.0 SYSTEM SPECIFICATIONS AND FUNCTIONALITY

2.1 Security

2.2 Records Retention

2.3 Document Imaging

2.4 Messaging

2.5 Booking, Intake, and Release

2.6 Inter-Jurisdictional Functions

2.7 Inmate Transport

2.8 Bonds

2.9 Weekender and Work Release

2.10 Inmate Housing and Security

2.11 Case Management and Classification

2.12 Inmate Programs

2.13 Banking

2.14 Medical

2.15 Moblie Enablement ~ Digital Tracking

2.16 Inmate Tracking

2.17 Visitation

2.18 Incident Reports

2.19 Disciplinary Reports

2.20 Commissary

2.21 Telephone System

2.22 Victim Notification

2.23 Inmate Electronic Access to Information

2.24 Reports

2.25 Global System Specifications

2.26 County Access

3.0 TRAINING, LICENSE, AND EQUIPMENT FUNCTIONALITY REQUIREMENTS

3.1 Training Requirements

3.2 License Requirements

3.3 Optional Equipment Requirements

3.4 Equipment Maintenance/Operational Manuals

4.0 INSTALLATION FUNCTIONALITY REQUIREMENTS

4.1 Data Conversion

4.2 System Interfaces, Exchanges, and Third Party Software

4.3 Client Software

5.0 SYSTEM FUNCTIONALITY REQUIREMENTS

5.1 Mobile Application Requirements

5.2 Security Procedures and Security Requirements

6.0 IMPLEMENTATION REQUIREMENTS

7.0 CONTRACTOR AND COUNTY ROLES AND RESPONSIBILITIES

7.1 Roles and Responsibilities

7.2 Reporting During the Project

8.0 PERSONNEL, SPACE AND ELECTRIC REQUIREMENTS

8.1 Personnel Requirements

8.2 Space Requirements

9.0 DATA ENVIRONMENTS

9.1 Test Environment

9.2 Production Environment

10.0 ACCEPTANCE CRITERIA

10.1 Functional Demonstration

10.2 Functional Testing

10.3 End-to-End Testing

10.4 Production Cut-Over

11.0 SYSTEM ACCEPTANCE

11.1 30 Day System Acceptance

11.2 Availability Levels

11.3 System Availability

11.4 System Acceptance

11.5 Final System Acceptance

12.0 TECHNICAL REQUIREMENTS

13.0 SERVICE, SUPPORT, MAINTENANCE AND WARRANTY REQUIREMENTS

13.1 Service, Support and Maintenance Requirements

13.2 Maintenance Period Commencement

13.3 Manufacturer’s or Supplier’s Warranty

13.4 Contractor’s Warranty

13.5 Correction of Material Errors or Defects

14.0 DEFINITIONS

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) with a Mobile Enablement System (security rounds, inmate head counts, tracking of receivables, etc.) 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 VCDC is unique from most other jails in the State of Florida, as it is a stand-alone county division, and is not managed by the Volusia Sheriff’s Office (VSO). This distinction is important with regard to the JMS that is used, as it must interface with a number of outside agencies in order to properly manage inmate data.

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. A system must meet all these demands.

The Mobile Enablement System shall not be confined to predefined rounds in a facility.

The design must be flexible, leveraging foundational technology and platforms for maintenance checks, medication runs, head counts, and other facility functions. With dynamic capabilities, the system shall be able to replace paper logs in the facility, significantly reducing the workload of officers and staff to allow them to focus on more critical tasks. This ensures that the VCDC's operations are accountable, transparent, and reliable for full auditing and compliance purposes.

The solution shall work with the current Criminal Justice Information Systems (CJIS) hub that has been established to share data between criminal justice agencies in Volusia County. The County maintains an MSMQ messaging ordered and guaranteed delivery utilizing a BizTalk hub which delivers XML messages between criminal justice information (CJI) agencies. These predefined XML messages are referred to as “exchanges.” The County maintains a common combined Enterprise Repository (ER) which contains near real-time information from local CJI agencies and is used for reporting purposes.

The JMS solution must maintain complete compatibility with the existing MSMQ infrastructure without any disruption to current message flows. The vendor shall provide detailed technical specifications demonstrating how their solution will integrate with the County's BizTalk hub and ensure guaranteed message delivery. Any proposed changes to existing exchange formats or protocols must be approved in writing by the County Project Manager before implementation. The solution must support message queuing redundancy and failover capabilities.

The current system uses a Special Person Number (SPN) to uniquely identify an individual in the system over time. The solution shall continue to use the SPN to link inmate records across individual bookings and time.

A staff of approximately 320 correctional officers and administrative support personnel supervised and managed an inmate population that averaged 1,345 inmates per day in 2024. There are 20 officer stations (mostly with two (2) computer workstations) and 122 other computer workstations that will need access to the JMS. The network lines and equipment are in place. Each station has been issued an IP address by DHCP.

The administrative services for the VCDC are provided by the Corrections Director, who is responsible to the County Manager and ultimately to the Volusia County Council.

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

The Turnkey Solution shall include the System, data migration and conversion, installation, configuration, system integration and/or interfaces, database administration, technical and System user staff training, implementation, technical support, and maintenance. Installation, configuration, system integration and/or interfaces and training shall be set up consecutively and coordinated with the County’s Project Manager. 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.

Although the preferred solution is a County Hosted Solution, the County will consider a Contractor Hosted Solution. Contractors have the option to submit complete responses for both a Contractor Hosted Solution and a County Hosted Solution for evaluation. The County intends to award this deliverables-based contract to the Contractor offering the best overall solution.

For a County Hosted Solution to be housed at the County Data Center, the County will provide the server equipment, operating system software, and database software separately. The County’s standard is to purchase server hardware with sufficient CPU, memory and disk storage to support five (5) years of operational use without requiring any upgrades. 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

Based on a successful deployment of the system, the County shall follow best practices and take advantage of lessons learned during the implementation. A phased approach shall be used, with readiness assessment being a critical step.

The County requires that this System be able to perform the following functionality, at a minimum:

2.1 Security

To fulfill the security functions, the System shall, at a minimum:

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 available within OnBase and 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 Aerts and Special Diets; and,

20. Mental Health or Medical Referrals.

21. Florida Occupant Rating Report

22. Staff/Facility Incident Reports

23. Division Headcount Report

C. For those reports and documents that can be replaced by the System and require a signature, the System shall provide the ability to integrate signature pads to allow for electronic document processing.

2.4 Messaging

To fulfill the messaging functions, the System shall, at a minimum:

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

To fulfill the booking, intake, receiving, and release functions, the System shall, at a minimum:

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 rom 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 VSO 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.

KK. Provide a public facing website with mugshot and inmate information as determined by VCDC (e.g., inmate name, booking number, charges, etc.).

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 acknowledge that outstanding warrants and holds prior to release have been checked;

YY. Provide ability to identify inmate has been released and indicate release type;

ZZ. Provide ability to identify inmate abandoned property and final disposition of the property;

AAA. Provide automatic notification to VSO when an individual serving a sentence for a felony conviction is about to be released from custody;

BBB. Provide automatic notification to VSO 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

To fulfill the inter-jurisdictional functions, the System shall, at a minimum:

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 VSO 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 VSO 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 VSO is notified, if inmate is still in jail after 5-7 days, repeat the reminder notice to VSO to prompt scheduling of inmate for transport).

2.7 Inmate Transport

When an inmate is transported for any reason, it is the responsibility of VCDC staff to ensure inmates are ready for transport, to include addressing any special needs, and that they are accounted for accurately. Transport is conducted either by VCDC, VSO or other outside agency staff. Because transportation may be done by an outside agency, such as VSO, it is necessary that information be easily accessible and sharable in the form of reports to follow the transported inmates. Identifying information, location information, and special needs information shall be included in these reports.

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 (the current JMS makes court appearance schedules available via exchanges with the CJIS hub);

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, facial recognition, or retina/Iris scan;

H. Provide the ability to enter Sheriff’s officer identifier and to associate this identifier with a 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. Inmate 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 inmates 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

To fulfill the bond functions, the System shall, at a minimum:

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;

9. Ability to prevent payment of bond if inmate is out to court; and,

10. The ability to receive an alert or interpret a flag 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

To fulfill the weekender and work release functions, the System shall, at a minimum:

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 a description of the fee collection module.

2.10 Inmate Housing and Security

To fulfill the inmate housing and security functions, the System shall, at a minimum:

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

5. 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, information is correct, understands the program or re-entry plan.

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

To fulfill the inmate program functions, such as education, leisure, work, etc., the System shall, at a minimum

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 Interfaces:

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 upon an inmate's release.

2.14 Medical

VCDC contracts with outside vendor(s) to provide medical and mental health services at the facilities. These vendors are required to maintain an electronic records system for medical records pertaining to inmates.

To support the entry and tracking of medical information and charges for medical services, the System shall provide, at a minimum:

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 a 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

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. A system shall assist with meeting all these demands.

The Mobile Enablement System shall not be confined to predefined rounds in a facility.

The design shall be flexible, leveraging foundational technology and platforms for maintenance checks, medication runs, head counts, and other facility functions. The system shall effectively replace any paper logs in the facilities, reducing the workload of officers and staff and allowing them to focus on more critical tasks. This shall help to ensure that the division's operations are accountable, transparent, and reliable for full auditing and compliance purposes.

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.

Zebra, Yule, Spartan 3~Android (or latest 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, NFC or barcode placard/hard tags with the 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, 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.