| 3.0 | Applications | |
| 3.1 | Request to Staff | |
| [Background information] The Request to Staff system facilitates communication between inmates and staff members. Inmates select a department and issue type which determines how/where a message is routed. Designated staff are assigned to respond to inmate requests for each department for institutional office. | |
| 3.1.1 | Does your system support functionality that will route an inmate communication based upon selected key words and phrases? | |
| 3.1.2 | Does your system offer functionality that will re-route excessive inmate communications within the Request to Staff system for disciplinary review? | |
| 3.1.3 | Does your system allow designated staff to send reminders to staff when items are due? | |
| 3.1.4 | Does your system allow designated staff to suspend an inmate's access to certain request types as a disciplinary action? | |
| 3.1.5 | Outline the system's ability to minimize or eliminate inmate abuse of the Request to Staff System (e.g., Inmates can pass messages by saving drafts or submitting requests sharing login credential.) | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.1.5 |
| 3.1.6 | Does your system offer the ability to automatically assign a rating category to medical concerns based upon urgenty - using key words and phrases? | |
| 3.1.7 | Does your system have the capability to track and report response deadlines? | |
| 3.2 | Inmate Messaging | |
| [Background information] The Inmate Messaging system facilitates communication between citizens and inmates. Friends and family members use a secure web site to send messages to inmates. Inmates receive these messages on an inmate tablet or kiosk and may only respond to those citizens who have sent them messages. | |
| 3.2.1 | Describe your mitigation strategy for the creation of multiple user accounts by citizens. | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.2.1 |
| 3.3 | Inmate Notification and Communications | |
| [Background information] This system provides a mechanism to support secure, confidential inmate notifications and communications. | |
| 3.3.1 | Describe the communication tools on the tablet that will facilitate teacher/facilitator to student/participant communications. | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.3.1 |
| 3.3.2 | Does your system offer the capability to allow an inmate to respond to a notification? | |
| 3.3.3 | Can your system facilitate HIPAA compliant communications via secure access to a web-based patient portal that is provided by an EHR vendor? | |
| 3.3.4 | Does your system provide a confidential assessment/screening application via the tablet, that allows periodic access and updates by medical staff? | |
| 3.3.5 | Can your system provide access to training videos, surveys, etc. for selected inmate populations? | |
| 3.4 | Mail Scan | |
| [Background information] Inmates within SCDC receive mail from community members, relatives, and their legal representatives. Incoming mail is currently delivered to the mailroom for processing. Mail from any individual, besides the inmates assigned attorney or representative of same, is opened and inspected by postal staff prior to being delivered to the inmate. Legal mail is currently opened in the presence of the inmate. | |
| 3.4.1 | Does your system offer the ability to scan incoming mail and deliver it confidentially and electronically to the inmate via the tablet? | |
| 3.4.2 | Does your system offer the ability for an inmate to confidentially receive legal mail via the tablet from designated and registered legal counsel? | |
| 3.4.3 | Does your system include a process for testing, books, periodicals, etc. that cannot be scanned for contraband prior to delivery for drugs and other contraband? | |
| 3.5 | Inmate Grievances | |
| [Background information] Currently, the Inmate Grievance process is manual. Hand-written grievances are collected by staff daily. There are two steps in the Grievance process: Step One Grievance - filed if unsatisfied with a response through Request to Staff. Step Two Grievance - filed if the resposne to Step One is deemed inadequate or failed to resolve the issue. The Step Two grievance determination represents SCDC's final decision. | |
| 3.5.1 | Describe the capability to provide an automated Grievance Program. Include a discussion of any interface with a Request to Staff system | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.5.1 |
| 3.5.2 | Does your system allow Agency staff to control the number of in-process grievances allowed per inmate within a specified period? | |
| 3.5.3 | Does the Grievance system have unlimited capacity for document storage and retrieval? | |
| 3.5.4 | Does your system include the ability for designated staff to access the Grievance System to approve a grievance? | |
| 3.5.5 | Does the system support grievances in process during inmate transfers, with the capability to provide an original location identifier? | |
| 3.5.6 | Does the system offer the capability to track and report response deadlines? | |
| 3.6 | Trust Fund Deposits | |
| [Background information] The trust fund deposit service allows family, friends, and relatives to send funds electronically to an inmate's trust account. The E. H. Cooper Trust Fund is SCDC's inmate banking system with which the trust deposit service must interface. | |
| 3.6.1 | Describe your electronic deposit system. Address the level of flexibility in restricting who can deposit funds into an inmate's account. | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.6.1 |
| 3.6.2 | Does the system offer the ability to include a customized message with the display of an inmate's fund balance on the inmate tablet? | |
| 3.6.3 | Can the system automatically notify a sender when there is a fraud alert/hold on an inmate's account, including the actions required to remove it? | |
| 3.6.4 | Can the system automatically send automated notification via the tabelt when a fraud alert/hold has been placed or removed from an inmate's trust account? | |
| 3.7 | Video Visitation | |
| [Background information] The complete, secure Video Visitation and Video Management Solutions facilitates inmate communication with family and friends. The solution provides the tools to manage and control the In-Person and Kiosk Video Visitations through a single web interface. | |
| 3.7.1 | Does the visitation system allow Agency users to customize or update the content of the visitation cancellation notice? | |
| 3.7.2 | Does the visitation system support email notification in the event of cancellation by the facility? | |
| 3.7.3 | Does the visitation system support notification by phone call in the event of cancellation by the facility? | |
| 3.7.4 | Does the visitation system support notification by SMS / text message in the event of cancellation by the facility? | |
| 3.7.5 | Describe the system support protocols for the video visitation system in the event of an outage. Address how your system support groups manage hardware and network services, as well as the content and timing of incident notifications to the Agency, scheduled visitors, and inmates. | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.7.5 |
| 3.7.6 | Can your system filter and/or obscure inappropriate content in the background during video visitation for both ends of a video visit? | |
| 3.8 | Visitation Scheduling | |
| [Background information] The video visitation system includes a component that allows scheduling of video visitation and in-person visitation. SCDC has limited capacity for both video visits and in-person visits. | |
| 3.8.1 | Describe the process of completing a visitor application. Rate the level of complexity involved in completing a visitor applicaton. List examples of user feedback - both positive and negative. | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.8.1 |
| 3.8.2 | Is customer support available 24x7x365 when completing a visitor application or scheduling a visit? | |
| 3.9 | Education | |
| [Background information]SCDC's Programs, Reentry, and Rehabilitative (PRRS) provides numerous opportunities to assist inmates of all facets of rehabilitation. Inmates can learn new job skills, obtain their GED, earn vocational certificates, learn about how crimes affect victims, and complete their college education. | |
| 3.9.1 | Does your system include a Learning Management System that allows inmate access to synchronous courses? | |
| 3.9.2 | Does your system include a Learning Management System that allows access to course curricula for asynchronous courses? | |
| 3.9.3 | Does your system comply with the privacy rights of student inmates - as outlined in the Family Educational Rights and Privacy Act (FERPA) when enrolled and/or participating in educational coursework via the tablet? | |
| 3.9.4 | Does your system offer interoperability and portability of new content and compatibility of course evaluations, including IMSCC 1.1 compatibility for import/export of online courses? | |
| 3.10 | Investigations/Intelligence | |
| [Background information] SCDC Office of Inspector General (OIG), Intelligence Division, Criminalists specialize in mobile forensics and tactical and strategic analysis to combat contraband and criminal activity and increase safety and security. SCDC OID is responsible for assigning special agents as needed to investigate criminal acts (suspected and/or alleged) which are belived to have been comitted by SCDC inmates, employess, or others when the crime relates to SCDC. | |
| 3.10.1 | Describe our system and procedures to authenticate the identity of account users depositing funds to inmates, to mitigate a money mule who transfers or moves illegally acquired money on behalf of someone else. | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.10.1 |
| 3.10.2 | Can your system flag inmate phone call and trust fund deposit activites based upon established criteria/parameters? | |
| 3.10.3 | Can your system link, analyze, and share inmate activity throughout all domains and areas of responsibilities with all customers? | |
| 3.10.4 | Can your system limit activity allowed between individuals/inmates? | |
| 3.10.5 | Does your system support an interface than can send the information to an agency's OIG when activity reaches a set limit? | |
| 3.10.6 | Do you currently have a strategy to address upgrates and enhancements to the tablet inventory over the life of the contract? | |
| 3.10.7 | Does your system support the use of Artificial Intelligence to enhance the clarity and accuracy of phone call transcriptions? | |
| 3.10.8 | Does your system offer the potential for the integration of Artificial Intelligence and Machine Learning with a third-party vendor to transmit and store data? | |
| 3.10.9 | Can your system flag agency staff members (past and present) and other scenarios where funds sent to an inmate fall outside of established parameters? | |
| 3.10.10 | Do you have the capability to audit a sample of all kiosks/tablets on an intermittent basis as a measure of identifying and/or preventing "jail breaking", etc.? | |
| 3.11 | Prison Rape Elimination Act (PREA) | |
| [Background information] PREA is a 2003 Federal Law designed to protect individuals from sexual assault in local, state, and federal prisons. | |
| 3.11.1 | Can your system support a PREA orientation video on the Inmate Tablet System, including a post video viewing acknowledgement? | |
| 3.11.2 | Can your system provide confidential electronic PREA incident reporting capability via the tablet or kiosk? | |
| 3.11.3 | Can your system allow designated staff access to all PREA related forms and data usign a single application? | |
| 3.11.4 | Can your system allow a dedicated PREA folder for inmate acces via the tablet? | |
| 3.12 | 3rd Party Applications | |
| 3.12.1 | Describe the 3rd Party applications that have been integrated with your Tablet System. | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.12.1 |
| 3.12.2 | Describe the process to add a 3rd Party application to the Tablet System. Address the requirements, issues, and constraints involved with the integration of 3rd Party Applications into your ITS. Based upon actual data - what is the average time frame required to add a new 3rd Party application to the tablet. | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.12.2 |
| 3.13 | Common Across Applications | |
| 3.13.1 | Does your system support HIPAA compliance for each application offering inmate/staff communications? | |
| 3.13.2 | Can your system provide "Control of Access" to tablet applications including approved 3rd Party applications by inmate groups or individual inmates? | |
| 3.13.3 | Can you provide dedicated tablets at inmate admission/orientation, allowing inmates to begin filling out required forms - such as the PREA intake assessment? | |
| 3.13.4 | Describe the alternatives for anonymous reporting of a PREA incident, crime stoppers tip, etc. for inmates, including those with physical impairments | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.13.4 |
| 3.13.5 | Can your system designate specific 800 #'s where the call details and recordings are ONLY available to authorized/designated indiviuals? | |
| 3.13.6 | Can your system trace a phone call back to a tablet, kiosk, or wall phone? | |
| 3.13.7 | List hardware and software requirements for staff access to imate tablet/telephone related systems. | Submit a separate PDF document with your response. Use the following naming convention: [Company Name]-3.13.7 |
| 3.13.8 | Can your system support concurrent access by all inmates in a housing unit to all tablet applications from within individual cells and all common areas, including telephone calls and streaming video services? | |
| 3.13.9 | Can your system provide all inmates with access to tablet applications in education classrooms, law libraries and visitation areas (i.e. for training purposes)? | |
| 3.13.10 | Can your system convert audio to text output in various applications, e.g., phone calls, entertainment, training, etc.? | |
| 3.13.11 | Does your system support assistive technologies that are available in various applications for users who are blind or have low vision? | |
| 3.13.12 | Are the tablet, kiosk, and wall phones compatible with augmentative and alternative communication (ACC) devices, i.e., AKA speech generation devide (SGD)? | |
| 3.13.13 | Do you provide ongoing training to inmates with disabilities in the use of augmentative/assistive devices and accessibility equipment? | |
| 3.13.14 | Does your system provide both "usage" based and monthly subscription entertainment purchase options? | |