PROTOCOL SPSSC CONT June to Sept.doc

STATE OF ILLINOIS

CONTRACT

Illinois Department of Juvenile Justice Parole Communications and Control Center R-105705

The Parties to this contract are the State of Illinois acting through the undersigned Agency (collectively the State) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter of the contract, and in signing the contract, the Contractor affirms that the Certifications and if applicable the Financial Disclosures and Conflicts of Interest attached hereto are true and accurate as of the date of the Contractor’s execution of the contract. This contract supersedes all prior proposals, contracts and understandings between the Parties concerning the subject matter of the contract. This contract can be signed in multiple counterparts upon agreement of the Parties.

Contract includes BidBuy Purchase Order? (The Agency answers this question prior to contract filing.)

☐ Yes

X No

Contract uses Illinois Procurement Gateway Certifications and Disclosures?

☐ Yes (IPG Certifications and Disclosures including FORMS B)

X No

1. DESCRIPTION OF SUPPLIES AND SERVICES

2. PRICING

3. TERM AND TERMINATION

4. STANDARD BUSINESS TERMS AND CONDITIONS

5. SUPPLEMENTAL PROVISIONS

6. STANDARD CERTIFICATIONS

7. FINANCIAL DISCLOSURES AND CONFLICTS OF INTEREST (IF APPLICABLE)

8. CONTRACT SPECIFIC CERTIFICATIONS AND DISCLOSURES – “FORMS B” (IF APPLICABLE)

9. PURCHASE ORDER FROM BIDBUY (IF APPLICABLE)

In consideration of the mutual covenants and agreements contained in this contract, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree to the terms and conditions set forth herein and have caused this contract to be executed by their duly authorized representatives on the dates shown on the following CONTRACT SIGNATURES page.

VENDOR

Date:

STATE OF ILLINOIS

City, State ZIP: Springfield, IL 62704

Printed Name: Heidi Mueller by Andrew Munemoto

Official’s Title: Agency Director by Chief Financial Officer

Legal Printed Name: NeAngela Dixon

Legal Title: Chief Legal Counsel

Program Printed Name: William Peyton

Program Title: Deputy Director, Operations

AGENCY USE ONLY

NOT PART OF CONTRACTUAL PROVISIONS

· Agency Reference #: B-24687

· Project Title: Parole Communications and Control Center

· Contract #:

· Procurement Method (IFB, RFP, Small Purchase, etc.): Small Purchase with Emergency Conditions

· IPB Reference #: R-105705

· IPB Publication Date:

· Award Code: E

· Subcontractor Utilization? FORMCHECKBOX Yes FORMCHECKBOX No Subcontractor Disclosure? FORMCHECKBOX Yes FORMCHECKBOX No

· Funding Source: General Revenue

· Obligation #:

· Small Business Set-Aside?

Yes No

Percentage:

· Minority Owned Business? No

Percentage:

Yes

· Women Owned Business? No

Percentage:

Yes

· Persons with Disabilities Owned Business? No Percentage:

Yes

· Veteran Owned Small Business? No

Percentage:

Yes

· Other Preferences?

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. GOAL: The Vendor, Protocol Criminal Justice Inc., shall provide and maintain a Parole Division Communications and Control Center and related web-based community supervision and management services according to the terms and conditions set forth in this document. The Vendor shall provide 24-hour assistance to the Illinois Department of Juvenile Justice and youth in a call center environment. The Center must be located in the State of Illinois.

1.2. SUPPLIES AND/OR SERVICES REQUIRED:

1.2.1 Implementation

1.2.1.1 The Vendor shall provide an experienced project team with appropriate skills to successfully implement and support the project. The Vendor must appoint an account manager who will be located in Illinois and whose dedicated workload will be the Illinois Department of Juvenile Justice, at no additional cost. The account manager will be the primary point-of-contact for the Agency Contract Monitor for complaint resolution, coordination of training, procedural issues, etc. Vendor shall provide an organizational chart outlining the hierarchy of key project personnel and the proposed staffing plan.

1.2.1.2 The Vendor must supply a detailed project plan with specific tasks, major milestones, implementation timeline, roles, responsibilities, and deliverables for the roll-out that meets the needs of the Department and provides a clear and concise roadmap for provision and completion of each step of the process. The Vendor must provide an implementation strategy including software customization and configuration services necessary to meet functional and technical requirements.

1.2.1.3 The Vendor must provide a staffing plan to ensure all facets of contract are met. The Vendor will maintain staffing levels commensurate with outbound/inbound call volume.

1.2.1.4 The Vendor must supply a staff training plan to include Vendor staff, IDJJ staff, and others designated by IDJJ.

1.2.1.5 The Vendor must supply a communication and strategy plan detailing how relationships will be developed and maintained with law enforcement, other vendors, etc.

1.2.1.6 The Vendor must submit weekly status reports to the Agency Project Manager detailing the status of each phase of the project’s implementation.

1.2.2 Base Communication and Control Center

1.2.2.1 The Vendor shall staff and maintain a 24/7 Communications and Control Center in a call center environment and this Center shall be located in the State of Illinois.

1.2.2.2 The Vendor shall manage a data entry desk (service beyond operators) in the call center that shall receive emails regarding schedules, case contacts, drug test results, discharge information, board orders, and directions from Agents. All information shall be documented in the community supervision management system by the Vendor.

1.2.3 Web-Based System and Interface with IDJJ and Parole Communications and Control Center (PCCC)

1.2.3.1 The Vendor shall provide a web-based interface with the IDJJ System of Record. The interface will allow Parole Agents and other IDJJ personnel to gain access via laptop or landline computer. There shall be an established two-way data feed between the IDJJ System of Record’s via web service or comparable data bus and the vendor’s system. All data generated by vendor shall be stored in both the Vendor’s system as well as the IDJJ System of Record’s.

1.2.3.2 The Vendor will interface the web-based system with the IDJJ System of Record to obtain real time release information, to include offender name, IDOC/IDJJ#, address, offender type, indicators, physical profile, DOB, social security number, IR number, FBI number, Agent assignment, photo, PRB orders and MITTIMUS information.

1.2.3.3 The Vendor will be authorized to use an on-line link to the IDJJ System of Record:

· Update changes in address of Juveniles

· Enter warrant information

· Make changes per request of Agent or Supervisor

1.2.3.4 Vendor shall maintain and update a web-based system to manage the everyday duties of IDJJ, Parole Division’s 24-hour operations. The website will be used to document inbound/outbound calls, log all parole agents on duty, process warrants, warrant receipts, and escape notifications. Website specifications are as follows:

1.2.3.4.1 Inbound call screen shall include the following fields: Agent identification number, caller name, caller phone number, case notes, and sort options.

1.2.3.4.2 Parole Transport screen shall include the following fields: Offender’s IDJJ#, offender name, transport to, transport from, Estimated Time of Arrival (ETA), actual arrival time, arresting agency, parole supervisor, last assigned agent, email sent, email received, time of verbal and comments.

1.2.3.4.3 Transport sub screens shall include Level E (Extreme escape risk designation) parolee transport entry screen, show active, show pending, show completed, and show all.

1.2.3.4.4 Statewide Directory shall capture the following information: Agent name, office phone, cell phone, Nextel, private phone, radio, fax number, email, office, district, position, comments, and alpha pager. Vendor must provide the ability to search the Directory by position, office number, last name, first name, agent number, office, and district.

1.2.3.4.5 Vendor shall provide an agent safety tracking system that contains live, timed monitoring for agents who initiate the system in order to provide parameters for supervisory and/or law enforcement contacts should said agent fail to check in after host site or other visit.

1.2.3.5 The PCCC must generate the following reports:

· PCCC Inbound Logs

· PCCC Call Total

· Parole Transport Log

· Level E Transport Log

1.2.3.6 The website must be interfaced with a web-based community supervision management system in order to pre-populate offender and Parole Agent information.

1.2.4 Community Supervision and Management System - The Vendor shall maintain a web-based community supervision and management system that will manage every significant event that occurs with each offender. These events include all telephone calls, FAX, email, electronic download, and other means by which information could be received from and about the offenders, agent contacts, drug tests, electronic and GPS monitoring violations, arrests, etc.

1.2.4.1 The web-based community supervision and management system shall provide each of the following via screen or dashboard:

1.2.4.1.1 Main Menu/Welcome

1.2.4.1.1.1 Password change, agent identification, memos/messages, agent check-in, mission statement, and pathway to additional menus.

1.2.4.1.2 Summary of Caseload Information

D.2.4.1.2.1 Offender search by IDJJ number/name/type/location, agent caseload, and pathway to additional menus.

1.2.4.1.3 Contacts

1.2.4.1.3.1 Parolee demographics, offender search, copy contact, messaging, shortcut to additional variables including but not limited to registration status, electronic monitoring, work, history, school, and open fields so agents/operators can make case management entries and related coding. Codes should reflect the various parole and case management functions, customized to the needs of the division.

1.2.4.1.4 History of Events

1.2.4.1.4.1 Log of events sortable by date, reverse sort, and filtered by code type for specific entry types including various sources (law enforcement, client, agent, provider, and other callers). Must provide agent and call center access to enter information.

1.2.4.1.5 Electronic Monitoring/GPS Events

1.2.4.1.5.1 In coordination with the electronic monitoring and GPS provider, provides alerts, system checks, messaging, reports, schedules, and the ability to change/alter movement schedules. Alerts trigger warrants when appropriate.

1.2.4.1.6 Agent Information

1.2.4.1.6.1 Agent information including office assignment, shift/days off, hours assigned, telephone contact information, and ability to determine if agent is on or off duty tied into the agent check-in system.

1.2.4.1.6.2 Shall be searchable by Agent, office, last name, and first name. This screen will include Agent name, their schedule, cell number, pager, and their status of on duty or off duty.

1.2.4.1.7 Pending Pages

1.2.4.1.7.1 Shall display the Agent or Supervisor name who was paged by the Vendor. The following also need to be displayed: Offender IDJJ#, name of the offender, description of the reason for the page, and time of the page.

1.2.4.1.8 Messages

1.2.4.1.8.1 Shall display date and time the message was received, the IDJJ# of the offender, name of the offender, and message details. Agents shall be able to detect, email, and/or print messages. Agents shall also be able to set message up to be delivered real time or designated time.

1.2.4.1.9 Hold and Page

1.2.4.1.9.1 Hold and Page is a feature that allows Agents to flag offenders to ensure the Vendor contacts the Agent when the offender calls in. The Hold & Page shall allow Agents to put hold and pages during work hours, 24 x 7, or allow for other instructions given by the Agent regarding the offender.

1.2.4.1.10 Reports

1.2.4.1.10.1 Shall consist of no less than 13 different reports that shall provide statistical information pertaining to offenders and Agent activity. The Vendor must have standard daily, weekly, and monthly reports. In addition, the Vendor shall have the ability to create new reports upon request. The reports shall be available at the Agent, Supervisor, and Administrator levels. The following is a minimum listing of reports that shall be available:

1.2.4.1.10.1.1 Daily Agent Contact Report: Report should detail the daily summary of an agent’s contacts pertaining to offenders each day.

1.2.4.1.10.1.2 Daily Warrant Summary Report: Report should detail the warrants that are issued daily and by whom for offenders for new charges or alleged parole violations.

1.2.4.1.10.1.3 Notice of Charges/Violation Report: Report should list the violation report and notice of charges needed on offenders that have had a warrant issued. This is utilized by Parole Staff to ensure that the violation report and notice are charges are completed/served to offenders within IDOC guidelines.

1.2.4.1.10.1.4 Morrissey Brewer tracking report: Report should track the status of a Morrissey Brewer, probable cause hearing, that may be scheduled at the time of violation report/notice of charge service on an offender. If the offender does not waive the hearing, but instead requests a hearing or refuses to sign the notice of charges, that hearing is set.

1.2.4.1.10.1.5 Registry Report (various types per statute): This report should track DJJ offenders that are required to register as Sex Offender, Murder and Violent Offender Against Youth, Meth, Arson, Gun etc.

1.2.4.1.10.1.6 ID Report: This report should tracks the agent referrals for an offender to obtain state identification or driver’s license, birth certificate, school identification, social security card number, etc.

1.2.4.1.10.1.7 ID Refusal Report: This report should list offenders that have been referred by Parole Staff to obtain identification documents listed above in the ID Report, but they are unable to obtain the documentation/or refuse to do so.

1.2.4.1.10.1.8 Spotlight Re-entry Center (SRC) Referral Report: This report should indicate offenders referred to regional Spotlight Re-entry Centers by parole staff for certain Prisoner Review Board ordered evaluations/programming or as a sanction due to parole violations

1.2.4.1.10.1.9 Offender Check-in Report: This report should indicate offenders that are non-compliant with bi-monthly requirements to check in via phone contact as directed by parole staff/department policy.

1.2.4.1.10.1.10 Agent Check-in Report: This report should indicate date/time/location/vehicle information on staff required to check-in/check-out via the phone or web-based system at the start/end of each work day.

1.2.4.1.10.1.11 Supervisor Check-in Report: This report should indicate date/time/location/vehicle license on commanders required to check-in via the phone or web-based system at the start of each work day.

1.2.4.1.10.1.12 Monthly Web Report (Supervisor): This should be a comprehensive report that can assist commanders in monthly caseload review/data for their individual office. It should incorporate information as to offenders contacted/not contacted, rewarded, sanctioned, warrants, registrations, referred for program services, etc. for the previous month.

1.2.4.1.10.1.13 Monthly Web Report (Administrators): This should be a comprehensive report that may be utilized by administrators on monthly basis and compiled by district. It should incorporate information/data as to offenders contacted/not contacted, rewarded, sanctioned, warrants, registrations, referred for program services, etc. for the previous month.

1.2.4.1.11 Caseload Review

1.2.4.1.11.1 Shall allow Supervisors to review Agent’s productivity and adherence to standards. The Caseload Review shall consist of Agent number, Agent name, last caseload contact, last review, enter caseload review, review all caseload reviews, and any comments.

1.2.4.1.12 Procedures

1.2.4.1.12.1 The Vendor shall have a mechanism on the web-based system to allow staff to view all procedures and bulletins.

1.2.4.1.13 Re-entry Resources

1.2.4.1.13.1 Shall list the resources that are available for Parole staff to access for offenders. The Vendor shall be provided these listings by IDJJ and they shall be placed on the system in such a manner as to allow them to be accessed as full viewable documents.

1.2.4.1.14 EM/GPS Technician List

1.2.4.1.14.1 Shall be used to track all Electronic Monitoring (EM)and GPS hook-ups, pick-ups, and repairs. The screen shall contain the following fields IDJJ#, Offender Name, Date placed on list, offender address, offender movement, type of equipment, reason and technician assigned. The list shall be sortable and shall be able to search by technician, pickups, repairs, hook-ups, RF equipment, cellular equipment, group monitoring equipment, and GPS equipment.

1.2.4.2 Community Supervision and Management System Data Specifics

1.2.4.2.1 The IDJJ shall provide the Vendor the information in numbers 1-13 via an electronic interface. Vendor should provide agents/operators with the ability to enter information beyond what will interface with the IDJJ System of Record as well.

1.2.4.2.2 The Vendor shall provide an offender database to maintain the following basic data elements on all offenders:

1.2.4.2.2.1 Offender Name

1.2.4.2.2.2 IDOC/IDJJ number (Inmate Number)

1.2.4.2.2.3 Address (Including Apartment Number)

1.2.4.2.2.4 Telephone Number

1.2.4.2.2.5 Assigned Agent

1.2.4.2.2.6 Assigned Community Correctional/Juvenile Center

1.2.4.2.2.7 Date of Birth

1.2.4.2.2.8 Host Name and Relationship

1.2.4.2.2.9 Alternate Telephone Number

1.2.4.2.2.10 Physical Profile Information

1.2.4.2.2.11 FBI/IR Number/B of I number

1.2.4.2.2.12 Order of Protection, Civil No Contact, and Stalking Order status – expanded to capture all basic elements of protective orders including petitioners, protected persons, issue and expiration dates, served status, originating county, multiple protected persons and addresses, and open field for related case notes and codes.

1.2.4.2.2.13 Registration status (if applicable-various types) - By statute and ordinance, registration status includes information on date/time/location of registration, registration and expiration dates, reminders/agent messaging for upcoming and pending registrations, registration type (sex offender, murderer and violent offender against youth, meth, arson, gun)

1.2.4.2.2.14 School Address/Contact Information

1.2.4.2.2.15 Aftercare Address/Contact Information

1.2.4.2.2.16 Forms of Identification

1.2.4.2.2.17 Assigned EM/GPS Vendor & Equipment Serial #s

1.2.4.2.3 Supervision Levels

The web-based system shall support supervision levels in accordance with the Parole Division operational directives regarding name and level of supervision, frequency of contacts, and type of contacts.

1.2.4.2.4 Offender Schedule Data

1.2.4.2.4.1 Vendor’s database shall be capable of maintaining the current schedules on each offender. The Offender’s Schedule database shall include, but not be limited to, the following elements:

· Work

· School

· Job Search

· Employment

· Counseling/Treatment

· IRT (Individual Release Time)

· Medical

· Religious

· Other

1.2.4.2.4.2 In addition, the Schedule database shall be capable of maintaining the following:

· Four (4) sets of departures and returns each day

· Temporary changes to schedules

· Permanent changes to schedules

1.2.4.2.4.3 The Schedule database shall be capable of recording the temporary changes and automatically reverting back to the original schedule.

1.2.4.2.4.4 The Schedule database shall be capable of recording individual restrictions or limitations imposed by the parole agent in such a manner as to be readily accessible by the Operator when approving movement.

1.2.4.2.4.5 The Vendor shall maintain all offenders’ permanent and temporary schedules and generate a report to the Agent of their offender’s schedules on demand.

1.2.4.2.5 Offender Employment - The Vendor’s database shall be capable of maintaining elements regarding the offender’s employment, to include, but not be limited to, the following;

· Company Name

· Address

· Telephone Number

· Contact Person

· Salary/Wage

· Start Date

· Status (full-time/part-time)

1.2.4.2.6 Offender Counseling - The Vendor’s database shall be capable of maintaining elements regarding the offender’s counseling or treatment programs, to include, but not be limited to, the following:

· Name of Program

· Location

· Time

· Telephone Number

· System to track attendance if requested

1.2.4.2.7 Vendor’s database shall be capable of maintaining a chronological history of all significant events for each active offender, including, but not limited to the following:

· Possible violations

· Equipment problems

· Arrests

· Missed drug treatment appointments

· Requests for schedule changes

· Illness

· Problems at the host site

· Duration of the violation

· Drug test results

· Day Reporting Attendance

· Various registration statuses

· Offender Transports

· Face To Face Contacts

· Telephone Contacts

· Case Management Notes

1.2.5 Electronic and GPS Monitoring (EM/GPS) 1.2.5.1 System Interface and Integration

1.2.5.1.1 The Vendor shall interface with the IDJJ System of Record to receive release information real time with an indicator to determine what type of offender and if the offender is to be hooked to EM/GPS.

1.2.5.1.2 The Vendor shall integrate the case management system into the current electronic and GPS monitoring vendor’s system to develop one point of entry. It is IDOC’s expectation that all data in the community supervision and management system update automatically to the existing EM/GPS vendor’s system. The only items that will not be automated are GPS maps and inclusion/exclusion zones. The following information must be automated:

· Violations

· Schedules

· Enrollment

· De-installs

· Address/phone number changes

· Unit numbers

· Offender data reports

1.2.5.2 Equipment Installs, Pick-ups, Repairs - The Vendor shall schedule all new hook-ups of offenders to monitoring equipment and equipment repairs.

1.2.5.2.1 The Vendor shall have a web-based Field Service list to distribute to the current EM/GPS vendor to advise of hook-ups, pickups, and repairs.

1.2.5.2.2 When the offender arrives at the approved host site for initial hook-up to EM/GPS, the following shall take place:

1.2.5.2.2.1 PCCC staff shall check with the IDJJ System of Record to determine if the releasee has Prisoner Review Board Orders (PRB) for EM or GPS. If so, then, the hook-up procedures need to be followed. If there are no orders for EM or GPS, then no further action is required.

1.2.5.2.2.2 PCCC staff shall place the offender on the hook-up list for EM or GPS (whatever is ordered) with the EM/GPS Vendor as appropriate and update the IDJJ System of Record to reflect “pending” hook-up status.

1.2.5.2.2.3 PCCC staff shall conduct random outbound calls to the offender’s host site 3 times a day prior to the hook-up to confirm offender’s presence.

1.2.5.2.2.4 If the offender is found not to be at home during the random calls, the PCCC staff shall escalate after additional calls are unanswered for a pre-determined time based on offender type.

1.2.5.2.2.5 Once the offender is successfully hooked with the equipment, offender is then removed from the hook-up list and their status should be updated by PCCC staff in the IDJJ System of Record to “hooked” status.

1.2.5.3 Offender Movement Scheduling

1.2.5.3.1 General Instructions

1.2.5.3.1.1 PCCC staff shall log all offender calls for schedule changes into the database which will in turn update the EM/GPS vendor’s system. Documented information pertaining to the call should include: date, time, operator identification, and type of schedule change.

1.2.5.3.1.2 All movement approved shall be labeled using one of the following: work, school, job search, religious, aftercare, IRT, medical, SRC, or other.

1.2.5.3.1.3 Before approving any non-emergency movement, the PCCC staff shall check for any specific restrictions that may have been imposed for the offender by the Agent.

1.2.5.3.2 Verifiable Emergencies

1.2.5.3.2.1 Medical

1.2.5.3.2.1.1 The PCCC staff shall obtain information from the offender regarding the name and location of the hospital or clinic.

1.2.5.3.2.1.2 The PCCC staff shall approve the movement.

1.2.5.3.2.1.3 The PCCC shall confirm the offender’s location by telephone prior to, during, or after the movement.

1.2.5.3.3 Movements

1.2.5.3.3.1 The PCCC staff shall approve offender movement as directed by IDOC protocols and procedure and PCCC staff shall interface with the monitoring systems for EM and GPS.

1.2.5.3.3.2 The PCCC staff shall obtain and enter the information into the offender case management database for schedule changes for movements, such as work, school, training, counseling:

· Name of Employer, School, Training, or Counseling Site

· Location of Site

· Telephone number

· Work or schedule

· Time allowed for travel to and from

· Salary

1.2.5.3.3.3 The PCCC staff shall document routine movement to work, school, training, counseling sessions, and previously scheduled medical appointments.

1.2.5.3.3.4 The PCCC staff shall verify new employment with the employer by calling and documenting in database. All new employment for sex offenders must initially be approved by the Agent.

1.2.5.3.4 Counseling Appointments - The PCCC staff shall enter the schedule into the offender’s schedule database.

1.2.5.3.5 Pre-approved movement

1.2.5.3.5.1 The PCCC staff shall process requests for pre-authorized movement by:

1.2.5.3.5.1.1 Recording the request in the database.

1.2.5.3.5.1.2 Making necessary verification calls to intended destinations. If movement cannot be verified, it will not be granted by PCCC staff, but parole Staff may override the refusal to grant movement. In those cases, PCCC staff will note that Parole staff authorized the movement.

1.2.5.3.5.1.3 Advising the offender that movement is granted/rejected.

1.2.5.3.5.1.4 Notifying the agent via message, if granted.

1.2.5.3.5.1.5 Updating the offender’s temporary or permanent movement schedule.

1.2.5.3.6 Other

1.2.5.3.6.1 The PCCC staff shall approve for a reasonable length of time requests for routine movements, such as: Job Search, Employment, Aftercare, Medical.

1.2.5.3.6.2 The PCCC staff shall approve movement for longer periods where it has been verified that the need for the specific movement is ongoing and reasonable.

1.2.5.3.6.3 The PCCC shall enter these approvals individually into the offender’s case management database.

1.2.5.4 Violations

1.2.5.4.1 After the Electronic/GPS monitoring vendor conducts their initial investigation of an issue, the Vendor shall investigate violations and make notifications as directed to Agents via established protocols.

1.2.5.4.2 The Vendor shall advise Parole Supervisors of any unresolved issues in regards to EM and GPS hook-ups or violations. When a violation is downloaded by the EM/GPS vendor into the case management system, the Vendor will complete the following:

1.2.5.4.2.1 Sex Offenders – conduct outbound calls to host site, school, counseling, work, or other designated areas every 30 minutes for 60 minutes. If a violation is not resolved, the Vendor must notify the Agent as directed.

1.2.5.4.2.2 Non-Sex Offenders – conduct an outbound call to host site, school, counseling, work, or other designated area every 60 minutes for 270 minutes. If the violation is not resolved, the vendor must notify the Agent as directed.

1.2.5.5 Equipment Failure after Notification from EM/GPS Vendor 1.2.5.5.1 The PCCC staff shall treat all vendor notifications of equipment problems as if a violation had occurred.

1.2.5.5.2 The PCCC staff shall receive all information provided by the assigned EM/GPS vendor regarding equipment failures. All violations will be downloaded directly into the case management system.

1.2.5.5.3 The database shall require operator follow-up to ensure the repair has been made timely; however, it is the Parole staff’s responsibility to follow-up to ensure completion of repairs.

1.2.5.6 Absence After Notification from EM/GPS Vendor

1.2.5.6.1 The PCCC staff shall receive all information provided by the assigned Electronic monitoring/GPS vendor regarding unauthorized leaves and curfew violations. All violations will be downloaded directly into the case management system.

1.2.5.6.2 The PCCC staff shall identify and document problems with confirmation of the offender’s presence at the designated site.

1.2.5.6.3 The PCCC staff shall notify the Agent or Parole Supervisor according to the IDJJ approved escalation procedures when an offender is considered to be AWOL by virtue of an absence exceeding a predetermined time.

1.2.5.6.4 The PCCC staff shall enter all information into the community supervision and management system.

1.2.5.6.5 The PCCC staff shall make hourly calls to the host site to verify presence or absence.

1.2.5.7 Tampers after Notification from EM/GPS Vendor

1.2.5.7.1 The PCCC staff shall receive notifications from the EM/GPS vendor regarding offender attempts to tamper with either the transmitter or the receiver-dialer.

1.2.5.7.2 The PCCC staff shall download all violations directly into the community supervision and management system.

1.2.5.7.3 The PCCC staff shall immediately notify the responsible Agent and follow up to ensure an inspection occurs.

1.2.5.8 Returns from Absence after Notification from EM/GPS Vendor

1.2.5.8.1 The PCCC staff shall receive notifications from the EM/GPS vendor regarding the offender’s return from unauthorized absence.

1.2.5.8.2 The PCCC staff shall enter this information into the community supervision and management system. If the offender is on warrant status, escalation to Agent and the Apprehension Unit will be necessary.

1.2.5.9 Host Sites for EM/GPS Offenders

1.2.5.9.1 If an EM or GPS parolee is being asked to leave their host site, the PCCC staff shall speak with the host to determine if the offender can remain at the host site until the Parole Agent is on duty.

1.2.5.9.2 If the host requests the offender to be removed immediately, the PCCC staff will ask the offender if he/she has an alternate host site.

1.2.5.9.3 The PCCC staff shall record the offender’s response in the system and shall check the IDJJ computer system to determine if the alternate host site has been previously denied. Additionally, the PCCC staff shall look to see if there are any active OOPs at the alternate host site.

1.2.5.9.4 The PCCC staff shall not authorize EM or GPS parolees to move to another host site without the consent of Parole for each case.

1.2.5.9.5 The PCCC staff shall notify the Parole Agent, if on duty, or the Parole Supervisor, if the assigned Agent is not on duty, on all lost host site EM and GPS cases (and the parolee may not remain at the host site) or follow the PCCC staff’s notification protocol if the supervisor is not available.

1.2.6 Drug Test Results

1.2.6.1 Drug tests on offenders should be completed at least annually and the PCCC staff are expected to document the date, time, and results of each test. This includes drug testing information on offenders performed by agents, vendors and preferred providers. Drug test information from vendors and preferred providers shall be identified separately from drug testing completed by Parole staff.

1.2.6.2 The PCCC staff shall be notified by IDJJ staff, re-entry center, or other community partner staff as established by IDJJ when an offender has a drug test.

1.2.6.3 Vendor’s system shall immediately notify Parole staff when a positive drug test has been entered. The system will automatically change the offender to supervision level 1, enter the appropriate code for a supervision level change, and leave a copy of the contract recording the positive drug test for the assigned Parole Agent. If the parolee is already at level 1, their supervision level will be re-set to level 1.

1.2.7 Warrants

1.2.7.1 The Vendor will maintain a 24-hour warrant desk.

1.2.7.2 The PCCC staff will be contacted by law enforcement officials seeking to hold a suspect by means of an IDJJ warrant. The PCCC staff shall obtain all details of the charge and the method by which the law enforcement officer identified the suspect.

1.2.7.3 The PCCC staff shall request that all of the information be communicated by FAX or email to the Vendor or to IDJJ.

1.2.7.4 The PCCC staff shall enter all information into the community supervision and management system.

1.2.7.5 The PCCC staff shall refer to the warrant script/parole directive to determine issuance or notification to the Parole Supervisor.

1.2.7.6 The PCCC staff shall type out, record, and enter the warrant in the IDJJ computer system and fax to the appropriate location.

1.2.7.7 The PCCC staff shall attempt to obtain arrest reports from the police department and in cases where the report has been secured by the PCCC staff, it shall be emailed to the assigned Parole Agent upon receipt.

1.2.7.8 The PCCC staff shall issue a warrant for an absconder when an alert notification that indicates unauthorized leave for 270 or more consecutive minutes for Parolees hooked and 120 or more consecutive minutes for Sex Offenders or Violation of Orders of Protection (VOOP) Hooked, with confirmed absence or no answer at host site in which there is no obvious equipment problems.

1.2.7.9 The PCCC staff shall notify the Parole Supervisor according to duty hours after warrant is issued. The PCCC staff shall leave a message for the Agent and the Parole Supervisor regarding the warrant.

1.2.7.10 The PCCC staff shall place all absconder warrants into LEADS and absconder warrants shall remain on the assigned Agents’ caseload for up to 72 hours. However, Parole Supervisors may instruct the PCCC staff to transfer the case to the correct section of the Apprehension Unit at any time prior to the 72 hours.

1.2.7.11 Parole Supervisor may also call the PCCC to process an absconder warrant on an unhooked offender.

1.2.7.12 The PCCC staff shall ensure any absconder warrants issued on Sex Offenders in Cook County includes notification via email to local law enforcement advising of AWOL status. If warrant is withdrawn, PCCC staff shall ensure notification is sent via email to local law enforcement.

1.2.7.13 Apprehension Unit - If the Parole Supervisor decides that the offender is to be rearrested, he will direct the vendor to fax a Warrant and a copy of the Escape Report to the Apprehension Unit. The vendor shall also contact Parole Supervisor in accordance with work hours and Apprehension Unit in any situation where a fugitive’s whereabouts have been discovered and a positive address has been obtained.

1.2.7.14 The PCCC may withdraw warrants initiated via operator entries or supervisor determination. Withdrawn warrants will be forwarded to the holding facility via FAX or email by the Vendor.

1.2.7.15 The Vendor shall process warrants annually as directed by IDJJ. The Vendor shall maintain all warrants, arrest reports, Notice of Charges/Violation Reports and signed warrant receipts for a period of 6 months after the warrant is executed. This information will be made available to Parole Staff upon request.

1.2.8 Arrests

1.2.8.1 The PCCC staff shall utilize a pre-approved script to address calls from Police Agencies about new arrests for Parolees or EM/GPS offenders. The script shall advise what offenses call for an automatic warrant to be issued and what offenses can be held for the Parole Agent to follow up on their next working day.

1.2.8.2 The PCCC staff shall notify the Parole Agents and Parole Supervisors via message, and the Parole Supervisor will be paged according to their duty hours to advise of the arrest.

1.2.8.3 If a Parole Supervisor is working, the warrant will still be issued according to the warrant script. In these cases, the Parole Supervisor is only being contacted for purposes of notification

1.2.8.4 If an offender is arrested for a script warrant, but is no longer in custody, the PCCC staff shall issue the warrant and advise the Parole Supervisor of such warrant issuance according to duty hours.

1.2.8.5 The PCCC staff shall contact the Parole Supervisor according to duty hours regarding any felony or misdemeanor arrest that is not on pre-approved warrant script for further consideration of warrant.

1.2.8.6 The PCCC staff shall contact the Parole Supervisor on any serious arrest, such as Homicide, Armed Violence and Sex Offenses or media sensitive cases. If the Parole Supervisor is not working, PCCC staff will follow the separately established paging protocol to contact another supervisor or escalate the page to a higher-level staff member in the Parole Division.

1.2.8.7 The PCCC staff shall attempt to procure the warrant receipt, case report (if received) and arrest report from the arresting agency, update the IDJJ computer system with warrant information, fax a copy of warrant receipt and mail the original warrant to Parole Office. PCCC staff will e-mail to the assigned Parole Agent the arrest report and case report (if received) upon receipt by PCCC staff.

1.2.8.8 The PCCC staff shall have the ability to receive all Notice of Charges and Violation reports (NOC/VR) from Parole Staff within 72 hours of issuance of warrant If NOC/VRs are not received within 72 hours, the PCCC staff will leave a message for the assigned Parole Agent to advise. The Vendor will provide a list of warrants issued and their current status by office via the web-based community supervision and management system.

1.2.8.9 Additionally, the PCCC staff shall send an email and report to the Parole Supervisor with any delinquent NOC/VRs. The PCCC staff shall automatically assign a tracer number to each NOC/VR received and leave the tracer number in the mailbox of the assigned Parole Agent and Parole Supervisor.

1.2.8.10 The PCCC staff shall send NOC/VRs to the state prison facilities on a daily basis for hearing purposes.

1.2.8.11 The Vendor shall retain warrants, NOC/VRs and related documentation (arrest reports, case reports, etc.) until 6 months after the warrant execution date. The Vendor should expect to store approximately 2,500 active warrants and supporting documentation.

1.2.8.12 The Vendor’s community supervision and management systems will automatically change the offender to supervision level 1 upon notification of an arrest. If the parolee is already at level 1, their supervision level will be re-set to level 1.

1.2.8.13 The PCCC staff will coordinate daily warrant review and issuance with Cook County by providing designated warrant officers with the ability to review pertinent arrest facts, case summary and warrant history. This review will take place on a live messaging system in real time wherein Vendor will document all actions taken in response to warrant officer determinations.

1.2.9 Serious Incident Reporting 1.2.9.1 The PCCC staff shall notify the Parole Supervisor when problems or violations have been identified, to include, but not be limited to those as contained in Parole Directive 1 12 105 (Attachment B). The PCCC staff shall compose serious incident emails per the direction of IDJJ to alert IDJJ personnel. Serious incident emails include but are not limited to offenders threatening to commit suicide, calls reporting that a child has been hurt, calls that describe an offender acting in a belligerent manner, calls that describe offenders using drugs or alcohol, any calls in which there is a mention of any weapon, callers who identify themselves as victims who are being harassed, threatened, intimidated, or harmed by the offender, calls that describe the caller as victim or perpetrator of domestic violence or protected person(s) from a protective order or human trafficking situations, and calls reporting the death of an offender. The PCCC staff shall contact the Parole Agent or Parole Supervisor or Parole Chain-of-Command as directed by the State. If the information indicates the call and incident are both happening in real-time, the PCCC staff shall also contact 911. Issuance of a Parole violation warrant is also authorized if required by script.

1.2.10 Inquiries Official - Law Enforcement

1.2.10.1 The PCCC may receive various official requests for information from law enforcement and intelligence organizations. The PCCC staff shall perform the following:

1.2.10.1.1 Log all calls for information with the date, time, and identification of the operator and the caller.

1.2.10.1.2 The PCCC staff, upon verification of the caller and their agency, shall provide any information available in the offender database and document the purpose of the requested information, what was provided, and to whom. This information may be provided verbally only. Requests for written information will be routed through the Parole Chain-of-Command.

1.2.10.1.3 Refer the caller to the Parole Supervisor or the Parole Chain-of-Command, for information above and beyond the authority of the Vendor.

1.2.11 General Inquiries

1.2.11.1 The PCCC may receive calls and messages from sources other than those described in this document, including, but not limited to, the general public, press or media, relatives of offenders, etc. The PCCC staff are not authorized to answer questions from or volunteer any information to the above or any other inquiries not specifically addressed in the Knowledge Base (KB).

1.2.11.2 The PCCC staff shall refer all such calls to a Parole Supervisor and if not available or based on the seriousness and sensitivity of the information to the Parole Chain-of-Command.

1.2.12 Inbound Communications

1.2.12.1 The PCCC staff shall record every communication received in an electronic history file for each offender, which shall be available on demand to IDJJ.

1.2.12.2 The PCCC staff shall classify every inbound voice, email, and fax communication by a code that causes a menu of subsequent actions, as defined by IDJJ requirements, to appear.

1.2.12.3 The PCCC staff shall enter relevant details from faxes and emails into the database in the same manner. Some communications contained in general uploads for the IDJJ computer system, violation, and other signals from the electronic monitoring/GPS vendor, shall be entered electronically.

1.2.13 Caseload Verification

1.2.13.1 The PCCC staff shall verify the match of offenders enrolled on its system with the status of the offender in the IDJJ System of Record on a nightly basis to identify any discrepancies in data.

1.2.14 Routine Parolee Check-Ins

1.2.14.1 Parolees are expected to call in once per month if in Level I status and twice per month if in Level II or III status. Upon call in, the PCCC staff shall ask if the parolee has been arrested, changed addresses, or has an order of protection.

1.2.14.2 Modifications to the questions to be asked or programed may be made during the term of this contract.

1.2.14.3 The Vendor shall utilize both automated and live operator check-in systems.

1.2.14.4 The Vendor shall record the number from which the call is placed. All calls will be recorded and retrievable at any time.

1.2.14.5 The PCCC staff shall leave messages for the agents when necessary.

1.2.15 Curfews

1.2.15.1 The PCCC staff shall have the ability to verify compliance of parolees at the time of their curfew via telephone call. There will be approximately 1,000 parolees on curfew at any given time.

1.2.15.2 The PCCC staff shall document for the agent any curfew violations.

1.2.16 Registries (Sex Offender, Murderer and Violent Offender Against Youth, Gun, Meth, Arson)

1.2.16.1 The PCCC staff shall track all registries and alert IDJJ when registration expires or any offender status changes. Messages will be sent to Agent to alert them of offender registry status before expiration.

1.2.17 Parole Agent and Supervisor Check Ins/Check Outs

1.2.17.1 The Vendor shall maintain an electronic time-card system which will allow Supervisors and Agents to check in and check out on a daily basis. The system shall show who is on duty and who is off duty on each agent summary, via office summary, as well as statewide view.

1.2.17.2 The Vendor shall maintain reports associated with the check-in/check-out system.

1.2.17.3 The PCCC staff shall document the following:

1.2.17.3.1 Agent Identification Number

1.2.17.3.2 Check in/out location – home, district, etc.

1.2.17.3.3 Call off

1.2.17.3.4 State vehicle license plate number

1.2.17.3.5 State vehicle mileage

1.2.17.3.6 Appropriate option (Check-in, Check-out, Personal Business Day, Sick Leave/Personal, Sick Leave/Family)

1.2.17.3.7 Auto messages will be sent to the mailbox of the Agent’s Supervisor and to the Supervisor’s folder/dashboard.

1.2.18 Messages

1.2.18.1 The PCCC staff shall:

1.2.18.1.1 Maintain messages for each Agent and Supervisor from the parolees/offenders and anyone else.

1.2.18.1.2 Ensure messages are available to Parole staff via the web-based community supervision and management system.

1.2.18.1.3 Leave messages in Agent mailboxes any time the PCCC staff takes action on one of the Agent’s Offenders.

1.2.18.1.4 Ensure that messages are downloaded on request of the Agent, either to a fax or email.

1.2.18.2 The PCCC staff shall be required to support Agents calling in from the field to adjust movement for their offenders, and to update their face-to-face and other case contacts. The Agent may call these contacts into the PCCC staff 24x7, as directed to do so by IDOC.

1.2.18.3 The Vendor shall support designated note codes. IDJJ shall not be limited to a certain number of codes and it may at any time change written or programmed codes per operational needs of the State.

1.2.18.4 The automated check-in system shall allow prearranged codes to be utilized. Examples of current codes utilized by staff are listed below.

1.2.18.4.1 Call location

A = Host Site

B = Office

C = Employment location

D = School

E = Aftercare location

F = Jail/Correctional Center

G = Drive By

H = IDOC/IDJJ Correctional/Juvenile Center

I = Local Police Department

J = Family Member Residence

K = Non-related Residence

L = Social Services Agency

P = Placement

1.2.18.4.2 Note Codes

1-100:

AD, PD, and operationally driven codes

100 – 199: Enforcement codes (sanctions)

200 – 299: Case management codes (resources)

300 – 399: Community integration codes (collateral contact codes)

400 – 499: Vacant for future use

500 – 599: Special assignment and operational codes

1.2.18.5 Agents may dictate other case notes into the record via PCCC staff. History files on any offender and for a given date range may be requested and available via the web-based case management system.

1.2.19 Dashboards/Reports for Parole Administrators 1.2.19.1 The Vendor shall create dashboards with access based on granted security level for Parole Administrators.

1.2.19.1.1 Parole Commanders

1.2.19.1.1.1 The Vendor will maintain a dashboard/electronic folder on the web-based system to capture all after hours incidents which need to be reported to Parole Commanders each work day morning.

1.2.19.1.1.2 The PCCC staff shall contact each Parole Commander on a daily basis based on duty hours to inform them concerning arrests, Agent call off, EM/GPS equipment issues, warrant issuance, and other notable incidents. All above information shall also be accessible via the dashboard.

1.2.19.1.1.3 The Vendor shall provide Parole Commanders with reports at any time a sex offender parolee has been on unauthorized leave for 60 minutes and at 270 minutes for a regular parolee. This notice will be via pager if it appears an escape has been occurred or the offender has been arrested during work hours. Commanders will be notified the next day of an after-hours escape or arrest.

1.2.19.1.1.4 Parole Commanders shall be able to access the Dashboard to review a variety of daily, weekly and monthly statistical reports based on activity of offenders and Agents.

1.2.19.2 Parole Administration

1.2.19.2.1 Monthly, the vendor shall make available, by District and Parole Office/Unit and individual agent, statistics on offenders in full or part time employment, in school or counseling, and how many drug tests were done. These reports will be available on the web-based case management system.

1.2.19.2.2 Tabulation showing all Warrants issued, against which offender (name and number), by whom, type, and disposition shall be viewable via Administrator report on the web-based case management system. This report shall be available at any time and accessible by date range.

D.2.19.2.3 The vendor shall provide a statewide report of EM equipment that has not been installed in a timely manner or is not functioning properly to the Regional Supervisors. In addition, the chain-of-command for Parole management should be contacted in the event a Supervisor is unavailable and no replacement has been assigned.

1.2.19.3 Special Reports - The Vendor shall be responsible for tracking additional information and offenders enrolled in special programs such as, but not limited to the following: Sheridan, Southwestern, re-entry programs, halfway back, safe neighborhoods, Supplemental Sentence Credit recipients, Electronic Detention (ED) inmates, and parole compliance checks.

1.2.20 Management Information Services and Consulting 1.2.20.1 Administration of offender histories, event recording and reporting will build up a significant base of information from which various statistics may be derived, and trends isolated. The IDJJ will request from time to time, analysis of this data to assist with management decision-making.

1.2.20.2 The principal information resource at the IDOJJ will remain the IDJJ System of Record, and certain data generated by the vendor will be required to be entered into the IDJJ System of Record as described in the foregoing specifications:…