Probation_Monitoring_and_Home_Detention_Services.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

270113

PROBATION MONITORING AND HOME DETENTION SERVICES

Due Date: Wednesday, October 28, 2026

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/285254

PUBLISH DATE: October 7, 2026 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 270113

BUSINESS SERVICES DEPARTMENT Page 2 of 49 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Brittany Lee

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4193

Attachments:

A - Offer and Acceptance C - General Terms and Conditions Data Protection and AI J - Price Page

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 270113

TITLE: Probation Monitoring and Home Detention Services

SUBMITTAL DUE DATE: Wednesday, October 28, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Wednesday, October 14, 2026

TIME: 12:00 pm LOCAL AZ TIME

LOCATION: Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/288029045838837?p=0so1dWsFgcAYmd7xqH Meeting ID: 288 029 045 838 837 Passcode: 46XF2Ph6 Dial in by phone +1213-293-2303,332146260# Phone conference

ID: 332 146 260#

QUESTIONS SHALL BE DIRECTED TO: Brittany Lee

(520) 837-4193 brittany.lee@tucsonaz.gov

Posted Date: Wednesday, October 7, 2026

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

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B. INTRODUCTION

B.1. Summary

Tucson City Court is seeking proposals from qualified Offerors to provide probation monitoring and GPS monitoring services. Tucson City Court is a Limited Jurisdiction Municipal Court with a case load comprised of Criminal Misdemeanor, Criminal Traffic, Orders of Protection, Injunctions against Harassment, Civil Traffic, Local Ordinance, and Parking violations. An average of 600 defendants are on monitored probation at any one time, with approximately 44% having been convicted of Driving Under the Influence (DUI) charges; 35% having been convicted of Domestic Violence (DV) charges and the remaining 20% have most commonly been convicted of a drug or sex offense. It is important to note that at any given time, an average of 50% of the defendants on monitored probation are in warrant status and have lost contact with the probation office and/or the court. City Court Magistrates can sentence defendants to terms of monitored probation that range from 6-36 months.

Tucson City Court uses GPS monitoring as a term of supervision in two situations: (1) in Domestic Violence (DV) Court, as a new condition of release for certain defendants accused of DV offenses; and

(2) as a post-sentence condition of Home Detention. The Court will determine defendant eligibility based on a review of the conditions of release set at initial appearance, a sentencing order, and/or a criminal background check. The court employs GPS monitoring for Home Detention use with an average of 247 defendants per calendar year

B.2. Contact Information

Brittany Lee Contract Officer Email: brittany.lee@tucsonaz.gov Phone: (520) 837-4193 Department:

City Courts

B.3. Timeline mailto:brittany.lee@tucsonaz.gov tel:(520)837-4193

BUSINESS SERVICES DEPARTMENT Page 5 of 49

Issue Date October 7, 2026

Pre-Submittal Meeting (Non- Mandatory)

October 14, 2026, 12:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/2880290 45838837?p=0so1dWsFgcAYmd7xqH

Meeting ID:

288 029 045 838 837

Passcode:

46XF2Ph6

Dial in by phone

+1213-293-2303,332146260#

Phone conference ID:

332 146 260#

Question Submission Deadline October 20, 2026, 2:00pm

Submittal Due Date October 28, 2026, 2:00pm https://teams.microsoft.com/meet/288029045838837?p=0so1dWsFgcAYmd7xqH https://teams.microsoft.com/meet/288029045838837?p=0so1dWsFgcAYmd7xqH

BUSINESS SERVICES DEPARTMENT Page 6 of 49

C. SCOPE OF WORK

C.1. SCOPE OF WORK

PROBATION MONITORING SERVICES

Overview

The Offeror shall provide all the services described in the Scope of Work to Tucson City Court.

A. Offeror Responsibilities

1. Offeror will meet with each defendant sentenced to Monitored Probation and obtain a signed Condition of Probation document within five (5) days of the defendant being placed on Monitored Probation. The first business day following sentencing is Day One (1). The court acknowledges that the selected agency can only be held accountable for those instances where they were properly notified by courtroom staff of the defendant's assignment to Monitored Probation. The Offeror will need to be able to accommodate the occasional order from a Judge that the defendant report immediately or in rare instances when defendants are given an extended period of time for initial intake.

2. The Offeror will notify sentencing Judge (by way of a revocation document) of any defendant's failure to report for initial intake as ordered. This notification to the Judge must be completed within ten (10) days of the report date for intake given by Judge.

3. The Offeror will not have the authority to require defendant to attend any additional programs or sessions other than what the Judge has ordered without first obtaining the Judge's approval.

4. The Offeror will work diligently, and within set authorities, with Room 401 Court clerical staff to share any information related to address changes, due date extensions, and completion of various court mandates. The Offeror must realize that in addition to the maintenance of their case file, the Court must also update its case management system to reflect any completed mandates, and or extensions given. Communication between Court staff and the Offeror staff is critical.

5. The Offeror must have a minimum of two (2) persons present on site (City Court) between the hours of 8 am-5 pm, Monday to Friday. At least one must be bilingual (Spanish). This excludes breaks, lunches, and other necessary business absences. Exceptions can be made for unscheduled absences and exceptionally light court calendar days. Tucson City Court expects to be notified in advance of any significant time period where the Offeror's staff person is not onsite. This is for the purposes of keeping any waiting probationers updated.

6. The Offeror must keep caseloads reasonable for the monitors- therefore allowing them to meet monthly with probationers and attend court hearings as required. Should caseloads increase or decrease significantly, the selected agency should be prepared to adjust accordingly.

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7. The Offeror must maintain their own working files for each defendant assigned to the program. Files should be kept in a uniform manner and document all appointments (missed or kept), all phone calls and any other information including but not limited to:

a. failure to follow probation monitor directives

b. failure to engage in treatment on a regular basis

c. unauthorized contact with victim(s)

d. failure to pay restitution) that would be necessary to prove that a defendant had violated probation

Such information should be in a format that is easy to understand and legible given that it is subject to disclosure to the State, the defendant, and defense counsel if a Petition to Revoke is filed. Such files should be maintained in a secure physical location onsite or in a secure database.

8. The Offeror is to communicate with any victim(s) contacting them. The victims should be referred to the City Prosecutor's office, to Emerge! Center Against Domestic Abuse (for domestic violence cases) and the contact should be brought to the Court's attention if there is behavior alleged that shows the defendant is failing to comply with his/her sentence or the monitor believes the victim is in danger. If the victim is willing, the Monitor is to obtain the name, address, and phone number of the victim and provide the State a copy under confidential seal.

9. If the Offeror is staffed by an agency that also provides counseling/treatment services approved by the Arizona Department of Health Services, the Offeror must provide the defendant with a choice of three (3) agencies for court-ordered treatment, one (1) of which can be but is not required to be, their own agency.

10. The Offeror may file paperwork to " Early Terminate" the probation of someone who has completed all necessary obligations, who has a payment plan in place for any remaining fines, and who has completed at least one (1) half of the probation period sentenced to.

11. The Offeror will be expected to design (the court can offer guidance) a minimum of four

(4) forms: an intake form, a Conditions of Probation Form, a Revocation Form, and a "Closure" form that can be used for early termination and/or successful completion purposes. Prior to use these forms and the process for filing them must be approved by The Chief Magistrate of Tucson City Court as well as by designated representatives of the City Prosecutor and City Public Defender.

12. The Offeror will be expected to give out their direct extension numbers to probationers and victims and return all calls within two (2) business days.

13. The Offeror will communicate and coordinate as necessary with the vendors used for drug testing and home detention services.

14. The Offeror is expected to collect their own fees, make their own change, provide their own credit card machine and ensure that all monies collected by them are secure at all times.

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15. The Offeror is expected to have a system in place for meeting the needs of indigent probationers. The Court considers anyone indigent who has already been declared as such on a court order issued on the case in question and/or who receives any type of government assistance. Potential agencies seeking to become the Offeror for Tucson City Court should disclose, as part of this RFP process, their potential fee schedule for both indigent and non-indigent probationers and any method they currently use for determining indigence. The Offeror must also understand that the Court has the discretion to declare a probationer indigent after they have been placed on probation.

16. The agency that oversees the Offeror located at Tucson City Court is to provide contact information for a Supervisory person that can be contacted by Court Administration, or the Management team of Room 401 and an occasional Judge should questions or concerns arise.

17. The Offeror must provide all of its own office supplies

B. Tucson City Court Responsibilities

1. Tucson City Court provides three (3) offices free of charge to the selected agency. These offices are side by side in a secure area of the court that also allows for a waiting/reception area. Each office is equipped with a desk, staff chair, visitor chairs, locking file cabinet, computer, and phone. While unlikely, should the space needs of the Court change, Tucson City Court does reserve the right to modify this arrangement.

2. Tucson City Court staff will provide general clerical support defined as greeting probationers arriving for scheduled or unscheduled appointments, scheduling initial intake appointments, notifying selected agency of a probationer's arrival, notifying agency of any courtroom requests, notifying agency of any failed drug /alcohol test involving their probationer, and /or notifying agency of any home detention/electronic ankle monitoring device violation.

3. Tucson City Court will provide basic IT and Technical support as to issues related to its equipment, software, and/or network.

4. Tucson City Court will allow reasonable use of its copier/scanner located in a common area. An expectation exists that copying be kept to a minimum and that as many forms as possible be electronically stored. Tucson City Court reserves the right to modify this arrangement should the needs of the court change.

5. Tucson City Court will make available a Court Supervisor and/or Manager for day-to-day procedural questions and a Court Administrator for contractual questions or major procedural changes.

6. Selected agency will be kept informed of all matters related to building security, janitorial, hours of operation , maintenance, and business process changes impacting them.

7. Staff assigned to offices located in the court will be issued building access badges that will allow them to enter and exit the building from 7 AM to 7 PM, Monday through Friday.

Any additional access needs can be coordinated with Court Administration.

8. Tucson City Court will provide basic janitorial services for the three (3) offices and common areas.

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9. Tucson City Court staff or Security staff will perform breathalyzer checks as requested.

10. Tucson City Court does not allow its staff to enter the offices assigned to the selected agency. Once selected, the agency and court Administration will discuss options for cleaning and maintenance needs.

GPS MONITORING

A. Overview Tucson City Court provides GPS monitoring in two (2) situations; 1) for DV Court as a new condition of release for certain accused DV offenders, 2) as a post sentence condition. The Court will determine defendant eligibility based on review of conditions of release set at initial appearance. If GPS monitoring is ordered, the court will establish the exclusion zones for the defendant. Should a defendant violate the exclusion zone, a violation hearing would be set by the court. The Offeror will provide onsite installation/removal and equipment maintenance/inventory in Room 401 of the Tucson City Court.

B. Tucson City Court Responsibilities

1. The Court will determine defendant eligibility and order GPS Monitoring as appropriate.

2. The Court will rescind orders as appropriate.

3. The Court will conduct violation hearings for defendants that violate GPS monitoring conditions.

4. The Court will pay for indigent and partially indigent individuals. The defendant would otherwise pay.

5. The Court will determine defendant exclusion zones and provide all defendant monitoring conditions to Offeror.

C. Offeror Responsibilities

1. Offeror will furnish all equipment, accessories, and services including, but not be limited to GPS bracelets, straps, base stations, and chargers, equipment installation, removal, maintenance, and inventory management. All equipment shall be of the latest design and utilize the most current technology.

2. Offeror will install GPS devices on eligible defendants as ordered by the Court within twenty-four (24) hours of release.

3. Offeror will conduct a financial assessment of the defendant to determine ability to pay monitoring fees and obtain the client’s voluntary consent to participate in electronic monitoring. Offeror is responsible for collecting the monitoring fees from the defendant.

Offeror will invoice Tucson City Court for indigent and partially indigent defendants per Attachment J.

4. Offeror will electronically monitor defendants and report violations per the Notifications and Response Protocols established by the Court.

D. Fees

1. All monitoring fees are set-forth in Attachment J.

2. Monitoring fees will be paid by the defendant based on their financial assessment.

3. Indigent and partially indigent defendant monitoring fees will be paid by Tucson City Court.

4. The costs for lost or damaged equipment shall be borne by the defendant.

E. Monitoring Services

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1. The surveillance activities shall minimally include the following: continuously monitoring the location of the defendant, including curfew monitoring and any attempts to tamper with the monitoring device.

2. If ordered by the Court, the defendant’s monitoring conditions may include curfew monitoring for the presence or absence of the defendant from specific locations (e.g., home, work or other approved location). The monitoring service shall be capable of monitoring multiple curfews scheduled at the same time and shall have unlimited flexibility for the establishing of curfew scheduled and monitoring.

3. The Offeror will notify the court of any attempts to tamper with the monitoring device, or any violations of the monitoring conditions which shall include entering an exclusion zone.

The Offeror will immediately notify the police, via an established procedure if the defendant is at or near the victim’s residence.

4. If requested by the Court, the Offeror shall be responsible for removing defendants from the GPS Monitoring program. The date of removal and removal reason will be established by the City.

5. The Offeror(s) shall utilize forms for enrollment, removal, as well as monitoring conditions change forms developed in conjunction with City.

F. Monitoring Center Offeror shall utilize only monitoring service providers that meet the following monitoring center specifications:

1. The central monitoring center facilities must be located within the United States of America. The primary monitoring center shall be capable of uninterrupted operation twenty-four (24) hours a day, three-hundred and sixty-five (365) days a year. This shall include all systems, hardware and software, communications and building support services such as electrical power.

2. The monitoring center shall be monitored twenty-four (24) hours a day, seven (7) days a week, including holidays, to ensure that any interruption in service is detected and resolved.

3. Each monitoring center shall have ventilation and temperature control adequate to meet hardware specifications for the operating environment and to ensure proper functions of the monitoring center hardware.

4. The service provider shall perform complete support of all interface hardware and software equipment (within the monitoring center) necessary to ensure provision of the service for the duration of the contract.

5. The service provider shall maintain professional highly-trained and qualified staff to monitor and operate the monitoring center equipment.

6. The service provider shall provide the monitoring center a toll-free contact number, accessible and staffed twenty-four (24) hours a day, seven (7) days a week for the purpose of reporting problems that might be experienced.

7. In the event any component of the service provider’s service becomes inoperable, the Offeror(s) must immediately notify the Court or designee by telephone and email no later than thirty (30) minutes after discovery of service failure.

8. The monitoring center shall have redundant inbound and outbound communication services, provided by distinct carriers and/or methods, such that the failure of the primary service or method shall not adversely affect the secondary (backup) service or method.

G. Monitoring Equipment

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1. Offeror will provide all electronic monitoring equipment to perform services outlined herein and to make the proposed system fully operational, which shall include but is not limited to transmitters, base stations, receivers, tracking devices, bracelets, batteries, power cords, clips, straps, tools, reference materials, specialty cleaning supplies, car chargers, ethernet cables, beacons, etc.

2. In the case of equipment, all equipment provided by the Offeror's service provider shall remain the property of the service provider and shall be in good repair, remanufactured and within specifications of new equipment. All equipment supplied shall be the latest design and model unless specifically requested by the City.

3. The equipment provided shall be properly registered and certified under the Federal Communication Commission (FCC) Rules and Regulations.

d. The equipment provided shall not be available as an open-market item if this could compromise the security of the system.

4. Replacement equipment, initially provided by the service provider, shall be new, or if not new, refurbished to perform in a like-new manner and shall be maintained by the Offeror(s) in “like new” condition. Offeror is responsible for all repairs and/or replacements.

5. In the event any of the equipment or software provided under the contract fails to function properly, is lost, stolen or damaged, the Offeror, at no additional cost to the City, shall secure a replacement component(s) within seventy-two (72) hours of notification by City.

6. The Offeror shall notify the City if a piece of equipment is lost, stolen or damaged. This determination is at the sole discretion of the City. The City and its client departments will make reasonable efforts to deter the theft, loss or damage to the Offeror(s) equipment. The City is not responsible for the cost of lost, stolen or damaged equipment.

7. Offeror shall provide, at no additional cost to the City, all necessary tools as needed to install, adjust, and remove the provided equipment.

8. All equipment provided shall equal or exceed the latest industry standards unless specifically requested by the City. During the life of the contract, and with the prior approval of City, the Offeror(s) shall upgrade equipment as significant improvements become available. These upgrades shall be provided at no extra charge/additional costs to City.

9. The monitoring equipment shall function reliably despite the nearby operation of household electrical equipment or the existence of nearby strong, but not uncommon, electrical fields generated by such sources as power transmission lines, power transformers and commercial radio towers. If a device is worn by the defendant, or if a receiver is installed in the defendant’s residence, it shall function reliably in any building and offer a continuous signal and shall work with any type of phone line.

10. The strap shall have a dual tamper capability. The transmitter shall notify the receiver of any tampering.

11. Offeror(s) shall ensure that the system allows communication only with authorized receiver/transmitter devices.

H. Monitoring Software System:

1. The central computer at the central monitoring service center shall include a compatible software program with the capability to report on the entire electronic monitoring program.

The software program shall be user-friendly. The electronic monitoring software shall also be accessible via remote terminal at the Offeror’s place of business.

2. Software should be provided as one (1) interface from which to manage an entire

BUSINESS SERVICES DEPARTMENT Page 12 of 49 caseload and support all products. Software should be available twenty-four (24) hours a day, seven (7) days a week, three-hundred and sixty-five (365) days a year from any web-enabled computer, smartphone, or tablet. Software, and the associated server/hardware system should be geographically redundant, and both the primary and backup servers located within the United States of America.

3. Offeror(s) should provide software that can be accessed twenty-four (24) hours a day.

4. Service provider should be able to enroll and inactivate clients from software in an efficient manner, with ease.

5. Software must include the following functionality: view and process alerts; view, enter and modify data including zones, schedules, and defendant demographics; enter violation procedures; customize violation notifications; and pair alerts.

6. Software must be capable of assigning multiple equipment and application types to a single individual.

7. At a minimum, software must have functionality to create standard and custom reports, have the ability to export to Microsoft Word, Excel or PDF, and schedule one (1) time or recurring reports.

8. The software shall differentiate GPS points when a violation has occurred.

9. Software must be capable of creating circular, rectangular, and polygon shaped zones, that can be easily modified, as necessary.

10. Software should identify a GPS defendant’s location in near real time.

11. Software should have the capability to actively, in near real time, pursue a GPS defendant as necessary by the City.

12. Software should have the capability to modify a device’s setup and configurations by individual officer caseload, and for the entire agency.

13. Offeror(s) software should be able to have the ability to send messages on command.

14. Software must have Advanced Mapping Capabilities:

a. Software must provide sophisticated mapping technologies that are integrated with the software.

b. Software should use Google Maps™ mapping service to build zones and review client information from software.

c. Offeror(s) software should utilize Google Maps™ in order to be viewed in 2-D or 3- D and provide road, aerial, and bird’s eye views of GPS points.

15. Agency Level Access:

a. Offeror(s) should incorporate several features that support agency level efficiency.

b. Offeror(s) software should be required to incorporate inventory management and allow agency to view inventory data across multiple sub agencies and easily transfer equipment between them.

I. Reporting:

1. The monitoring service provider’s software system shall provide standardized reports for all functional areas covered by the Offeror(s) contract. In addition, report parameters are subject to change by the City during contract performance, and other reports shall be required as requested by City.

2. Offeror shall have available daily reports of cases added and removed during the preceding business day.

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3. The monitoring service center shall have available an alert device and arrangement to notify the Offeror of offender’s violations of exclusion zones.

4. Alerts for tampers, zone violations or curfew violations shall be transmitted in “real time” to the Offeror and reported in the method(s) as desired by the Court.

5. If requested, in response to reports of monitoring violations by program participants, the service provider shall prepare a written assessment based upon information received through the Offeror(s) confirmation procedure and provide it immediately to the City.

6. The service provider’s management information system shall be capable of generating standard reports. The Offeror(s) shall be required to provide custom reports and statistical analysis. Standard reports include number of clients, number of incidents (equipment reports, violations, equipment malfunctions, etc.), client histories, curfew schedule, and assigned City staff. Examples of custom reports that shall be required are number of days a client is monitored, etc. The Offeror shall be notified twenty-four (24) hours in advance of any anticipated interruption in service.

J. Inventory Management:

1. Offeror shall have the capability of tracking units and equipment that have been returned to the service provider due to malfunction and provide reports concerning problems found.

2. Offeror shall have the capability to provide a report of accurate inventory of all equipment and accessories. The inventory database shall include item name, serial number, defendant name (or “shelf stock” if not in use) and total items in inventory. This system shall have the capability to track inventory by Department.

3. The service provider shall maintain the equipment and spares in good condition and arrange for the repair or replacement of the equipment within two (2) business days.

K. Litigation-Related Testimony:

1. If requested as a part of litigation, the service provider shall be required to provide expert testimony regarding its monitoring equipment and system specifications, as well as the accuracy and reliability of the reports/results. The Offeror(s) shall make available qualified personnel to provide expert testimony as requested or subpoenaed.

2. The service provider shall ensure that its personnel respond in a timely and/or appears as stipulated in the request and/or subpoenas.

3. The service provider shall supply, in format and number requested by the Offeror, a record of defendant movements during specified time frames for investigative or judicial purposes. The format shall include, but not be limited to, USB drive, screen shots, supporting narrative, etc.

4. All costs for Litigation-Related Testimony shall be included in the prices offered; however, reimbursement can be sought through individual jurisdictions when available.

L. Advertising and Promotions:

The Offeror and service provider shall not issue news releases, advertisements or news articles, or any other information of any kind related to its contract with the City, including but not limited to statistical data, offender information, or programs, without prior written approval from the City.

M. Provision of Database and Contract End:

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If requested by the Offeror upon the expiration date of the contract resulting from this RFP (or termination by any other method), the service provider shall provide the most up-to-date copy of the system’s database, including all historical data, the data dictionary, file layouts, code tables, code values, data relationships, keys, and indices, etc., in a format to be determined by the City Court contract representative. In addition, the service provider shall provide a read-only licenses for the Offeror’s use for a period of seven (7) years. If any data stored is in a proprietary format, service provider shall provide a means for translating it to a standard in the public domain.

N. Product Specifications:

The Court may require administrative, technical, and data management services. All GPS tracking units provided under this contract shall meet the following minimum specifications.

1. Device shall be waterproof to at least fifteen (15) feet, durable, shock- resistant, washable and shall comply with FCC regulations.

2. The unit shall have tamper detection utilizing electronic and/or fiber optic mechanisms.

Once the unit detects a strap tamper violation, it shall send a unique tamper signal to the central host system to alert staff of a violation.

3. Device straps should be replaceable in the field and require minimal training for Offeror staff.

4. The unit shall include motion detection.

5. Offeror staff shall be able to communicate with the offender through a minimum of one

(1) way communication. The service provider’s software shall provide Offeror’s staff the ability to send messages on command

6. The unit shall provide a feature for the defendant to acknowledge the one (1) way communication.

7. The unit shall be configurable to collect location data in Active, Hybrid, and Passive modes without making any adjustments to the unit hardware.

8. The unit shall be capable of being attached to the offender so that efforts to tamper with or remove the transmitter are obvious to visual inspection.

9. The transmitter shall emit a signal at a frequency which is not commercially interruptible at least once every thirty (30) seconds.

10. The unit shall have batteries which are easily charged by offender or shall plug into standard residential power sources. Charging system shall be lightweight and accommodate 110V power supplies. Charging system shall include indication whether the GPS tracking unit is charging or has a full charge. Charging system shall allow for a secure connection to the bracelet without undue risk to the offender.

11. The unit shall not unduly restrict the defendant’s day-to-day activities.

12. At a minimum, the unit shall detect, record, and alert Offeror staff for the following events: low battery, battery charging, lost GPS coverage and zone violation, communication loss, and equipment tamper.

13. Transmitter straps shall be adjustable to fit any size offender. Straps of multiple sizes are encouraged.

O. Supplemental Support Services:

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The Court may require administrative, technical, and data management services. The goal of these services is to relieve officers of clerical and administrative tasks. All data that is generated, modified, or updated through these supplemental support services must be accessible via phone, email, or tablet.

Automated Check-in:

a. The Offeror(s) must provide an automated self-reporting solution that requires clients to call into an Interactive Voice Response (IVR) system.

b. Clients must be able to call the system as required to provide daily, weekly, or monthly check-ins.

c. The system must be able to verify information for each caller through a series of questions (e.g. “have you had any changes in employment?”).

d. If there are changes or exceptions to the expected responses, the client must be routed to a live member of the offeror’s monitoring center. Service provider staff must update information in the system in real time.

e. The system must provide automated notifications and reminders to clients.

f. The system must have the capability for officers and clients to leave and receive messages from one another.

g. The system must provide real-time officer notifications for any noncompliant activity.

h. The agency must be able to customize the questions asked by the IVR system the software. These notes should be easily reviewed by authorized staff.

Fee Processing:

a. The Offeror(s) must provide fee management services that include defendant fee collection and processing, for both court-ordered or supervision fees, either electronically or manually.

b. The system must have the ability to configure fee reminders for each individual through an automated notification system.

c. The system must utilize a notification system that alerts clients when payments are due or late.

d. Defendants should have the option to pay fees at the Offeror’s office in Room 400 or via credit or debit card through a secure website or IVR system twenty-four (24) hours a day / seven (7) days a week.

P. Data Analytics Software:

1. Service provider must provide advanced data analytics software that is fully integrated with proposed electronic monitoring software. This analytical analysis feature should be designed to evaluate trends in defendant behavior and calculate potential risk.

2. The service provider must provide analysis tools that support efficiencies in managing electronic monitoring data and large caseloads. The software should analyze historical and recent data to provide officers with information about client risk patterns, identify high-risk clients, and prioritize alert management.

3. The software should display the results of defendant data analysis in a visual format. This visual representation should enable managing higher-risk clients at-a-glance.

4. The software should display a list of defendants by officer caseload that are ranked by priority of risk level.

5. Comparing and Analyzing Alerts:

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a. The software should display monitored defendants for a specific officer and be able to categorize alert information based on established time periods.

b. The software should easily identify defendants that generate a high number of alerts.

6. Analyzing Frequently Visited Locations:

a. The Offeror(s) software should provide information on the areas and time frames that clients frequently visit or “stop.” This information is critical to determining potential hot spots of undesired activity.

b. The Offeror(s) software should automatically aggregate data to provide trends in offender behavior and determine high-risk locations.

7. Analyzing Areas of Interest:

a. The Offeror(s) software should provide the ability to search for defendants that were in proximity of a specific address at a certain time. This feature is critical to assisting officers with determining which defendants were in close proximity to a crime scene, victim, or exclusion zone.

b. The Offeror(s) software should display all monitored defendants that were in a certain area at a predetermined time on a map.

8. Creating Zones Based on Risk Data:

a. The Offeror(s) software should contain addresses of locations that are considered high-risk. This information should be updated at least quarterly.

b. The Offeror(s) software should leverage these known-risk locations to increase efficiency with exclusion zone creation.

9. Identifying Absconder Behavior:

a. The Offeror(s) software must generate a historical report that details areas where defendants frequently stop for a specified timeframe. The Offeror(s) software must analyze this historical information to identify where the defendant frequently visits— enabling officers to prioritize enforcement activities when defendants have absconded.

b. The analysis should detail the locations of family, friends, employers, and other locations and the amount of time spent at each location.

Q. Home Detention

Offeror Procedures:

1. Have defendants fill out paperwork before court so the Court can complete a background check of defendant.

2. Explain Home Detention process to defendants, including when to report, the conditions of Home Detention, compliance and violation of conditions, payment requirements, proper equipment use, etc.

3. Send recommendation reports to Judges on/before court dates

4. Meet with defendants after court and review Home Detention contracts

5. Enter Urinalysis drop dates into AverHealth system.

6. Install/hook up defendants with GPS monitoring ankle bracelets

7. Monitor defendants while on Home Detention, tracking and documenting any violations/discrepancies.

8. Send violation reports to Judges for review.

9. Remove/uninstall GPS monitoring ankle bracelets.

10. Send Home Detention completion reports to the Court.

Court Procedures:

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1. Perform the background checks to provide criminal history information for determination of

Home Detention eligibility.

2. Update the Home Detention completion mandates in AJACS.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

https://procurement.opengov.com/portal/tucson-az

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I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, BUSINESS SERVICES DEPARTMENT Page 21 of 49 within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

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