Hamilton County
Bid RFP 021-15/JW
5
Solicitation RFP 021-15/JW
Records System, Jail Management System, Mug Shot System
Bid designation: Public
Hamilton County
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Hamilton County
Bid RFP 021-15/JW
5
Bid RFP 021-15/JW Records System, Jail Management System, Mug Shot System Bid Number
RFP 021-15/JW
Bid Title
Records System, Jail Management System, Mug Shot System
Bid Start Date
May 26, 2015 8:58:51 AM EDT
Bid End Date
Jun 24, 2015 11:00:00 AM EDT
Question & Answer End Date
Jun 9, 2015 12:00:00 PM EDT
Bid Contact
Jill E Williams Purchasing Agent I Purchasing
[email protected]
Contract Duration 1 year Contract Renewal 4 annual renewals Prices Good for
Not Applicable
Bid Comments
The Hamilton County Sheriff’s Office is seeking a Records Management System, Jail Management System, and Mug Shot System. Vendors may have a solution for one, two or potentially all three of the required systems being proposed. Vendors may propose one of the systems, two of the systems, or all three. The systems must have the ability to operate in a shared environment with the ability to selectively share specific identifiable agency data elements and information as needed, yet also be customizable so that certain data elements can be secured Item Response Form
Item
RFP 021-15/JW--01-01 - Default Lot: Total Cost of Records Management System
Quantity
1 each
Unit Price Delivery Location Hamilton County Sheriff - Administration 1000 Sycamore St Room 110 Cincinnati OH 45202 Qty 1 Description Total Cost of Records Management System
Item
RFP 021-15/JW--01-02 - Default Lot: Total Cost of Mug Shot System
Quantity
1 each
Unit Price Delivery Location Hamilton County Sheriff - Administration 1000 Sycamore St Room 110 Cincinnati OH 45202 Qty 1 Description Total Cost of Mug Shot System 5/26/2015 7:00 AM
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Cincinnati OH 45202 Qty 1
Hamilton County
Bid RFP 021-15/JW
Description Total Cost of Mug Shot System
Item
RFP 021-15/JW--01-03 - Default Lot: Total Cost of Jail Management System
Quantity
1 each
Unit Price Delivery Location Hamilton County Sheriff - Administration 1000 Sycamore St Room 110 Cincinnati OH 45202 Qty 1 Description Total Cost of Jail Management System
Item
RFP 021-15/JW--02-01 - Maintenance: Maintenance Cost Initial Term
Optional Renewal Year One
Optional Renewal Year Two
Optional Renewal Year Three
Optional Renewal Year Four
Maintenance Cost
Delivery Location Hamilton County Sheriff - Administration 1000 Sycamore St Room 110 Cincinnati OH 45202 Qty 1 Description Maintenance Cost 6
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
HAMILTON COUNTY PURCHASING DEPARTMENT
Purchasing Department 138 East Court Street, Room 507 Cincinnati, Ohio 45202 Phone: (513) 946-4355 Fax: (513) 946-4335 http://www.hamilton-co.org/purchasing/
County Administrator: Christian Sigman
Board of County Commissioners: Director of Purchasing:
Gregory Hartmann Chris Monzel Todd Portune
JoAnn Cramer, CPPB
Date of Issuance:
May 26, 2015
Proposal Opening Date
June 24, 2015
Request for Proposal Number: 021-15 Subject:
Records System, Jail Management System, Mug Shot System
Electronic proposals will be received through BidSync or Paper Sealed proposals will be received at the Hamilton County Purchasing Department, Room 507, 138 East Court Street, Cincinnati, Ohio 45202, until 11:00 AM on the date listed above and will be read at that time. The Public Opening of proposals will be held in conference room A. Proposal forms, specifications, etc. may be obtained upon application at the Purchasing Department, or they may be electronically retrieved by accessing the following web site: http://www.hamilton-co.org/purchasing/. Responders can register with Bid Sync by calling 1-801-765-9245 or by visiting the website at www.bidsync.com. There is no charge for Hamilton County solicitations. Responders will receive notification of all postings made by Hamilton County for the commodity selections you have made. If you need HELP preparing an electronic response please feel free to contact Bid Sync Supplier support @ 1-800-990-9339 ext #1.
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Bid RFP 021-15/JW
RFP# 021-15
DEPARTMENT NAME:
Hamilton County Sheriff’s Office
STREET ADDRESS:
1000 Sycamore St. Room 110
CITY, STATE AND ZIP CODE:
Cincinnati, Ohio 45202
Vendors submitting proposals must realize that other County Departments may elect to utilize this proposal for their use after its original award. All proposals must include the length of time that the prices and services offered are available and effective. The pricing submitted in the proposal can only be used for the effective time period specified in the original proposal.
Additionally, Hamilton County is permitting area Municipalities, Townships, Villages and Cities to utilize our proposal opportunities after the award for the duration of the Initial Term of the Contract and any Optional Renewal Periods. The Board of County Commissioners reserves the right to reject any and all proposals and, unless otherwise specified within the proposal, to accept any item in the proposal.
In its efforts to promote small business participation in Hamilton County projects, it is the policy of the Hamilton County Board of Commissioners that no contracting decision or contract award shall be based upon race, color, creed, sex, national origin, age or other unlawful basis. However, Hamilton County is an equal business opportunity governmental entity, and has always provided and will continue to provide, equal business opportunities in accordance with this policy.
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Bid RFP 021-15/JW
RFP# 021-15
GENERAL CONDITIONS AND INSTRUCTIONS TO VENDORS 1. The Board of County Commissioners and Sheriff’s Office reserves the right to reject any or all proposals and, unless otherwise specified by the Vendor, to accept any item in the proposal. In case of error in extending the total amount of the proposal, the unit price will govern. 2. Hamilton County, Ohio is an equal business opportunity governmental entity and recognizes that small businesses promote employment and economic growth. The County encourages the participation of small businesses on County projects. 3. (If applicable) The small business participation goal for this contract is __0_%. The goal may be achieved by contracting with subcontractors and suppliers that meet the Small Business Administration’s detailed definitions or size standards (see www.sba.gov/size for more information). 4. The County will make the final payment when the materials, supplies, equipment, or the work performed has been fully delivered or completed to the full satisfaction of the Board of County Commissioners. 5. In case of default by the Vendor or contractor, the Board of County Commissioners and Sheriff’s Office may procure the articles or services from other sources and hold the Vendor or contractor responsible for any excess costs occasioned thereby. 6. Prices must be stated in the units or quantities specified. 7. Prices quoted will be considered as being based on delivery to destination as designated, and to include any charges for packing, crating, containers, etc., and being in strict accordance with the specifications as shown. 8. Whenever a reference is made in the specifications or in describing the materials, supplies, or services required, of a particular trade name or manufacturer’s catalog or model number, the Vendor, if awarded the contract, will be required to furnish the particular item referred to in strict accordance with the specifications and descriptions UNLESS a departure or substitution is clearly noted and described in the proposal by the Vendor and accepted by the County. 9. The Vendor, if awarded a contract or order, shall and does agree to indemnify, protect, defend, and hold harmless the Board of County Commissioners, Hamilton County, Ohio and the Sheriff’s Office and their members , officers, employees and agents (the “Indemnified Parties”) from any and all claims, damages, losses, liabilities, liens, causes of action, suits, judgments and expenses, including reasonable attorney’s fees and all other costs of defense (the “Damages”), of any nature, kind or description, which arise out of or are caused by any conduct, acts or omissions, theft or fraud of the Vendor, its officers, employees and subcontractors, agents, assigns and those designated by Vendor to perform the Services under the Contract.
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Bid RFP 021-15/JW
RFP# 021-15
In addition, the Vendor shall and does agree to indemnify, protect, defend and hold harmless the Indemnified Parties from and against all Damages, of any nature, kind or description, which results from any claimed or threatened, infringement of any copyright, patent or other intangible property rights by the Vendor, anyone directly or indirectly employed by the Vendor, Vendor’s subcontractors or anyone for whose acts the Vendor may be liable. 10. Whenever required and so stated in the proposal form, the Vendors shall furnish a bond or a certified check, drawn on a solvent bank and made payable to the Board of County Commissioners, in the amount of five percent (5%) of the total amount of the first year proposal as a guarantee that, if the proposal is accepted, a contract will be entered into. If responding electronically and submitting a bond or check, the actual bond or check must be received by 11:00 a.m. at the proposal ending date and delivered to Hamilton County Purchasing 138 East Court Street Suite 507 Cincinnati, Ohio 45202. Proposals that do not have the actual bond or check present at the time of opening will be considered noncompliant and will not be read. The successful Vendor may be required to furnish a bond or a certified check drawn on a solvent bank and made payable to the Board of County Commissioners, for up to one hundred percent (100%) of the total amount of the contract as a guarantee of faithful performance thereof. 11. Proposals shall be irrevocable for a period of one hundred and twenty (120) days after they are opened by the Purchasing Department unless otherwise agreed to by both parties in writing. If accepted, the Vendor must, within one hundred and twenty (120) days (unless extended by Hamilton County, in writing) after receiving notice of acceptance of said proposal, be willing to: a) enter into a written agreement for the materials, supplies, or services set forth in this RFP on terms and conditions satisfactory to the County; and b) faithfully perform said contract according to its terms, conditions and the specifications set forth therein. Vendor will promptly pay all damages and expenses occurring to said Hamilton County by reason of its failure or refusal to enter into said contract. Hamilton County will treat all vendors alike in every respect, and Hamilton County will take final action on this and all other proposals no later than one hundred and twenty (120) days (unless extended by Hamilton County, in writing) after this and all other proposals are opened. No proposal shall be considered as accepted, nor any obligation assumed hereunder by Hamilton County, until such time as said Hamilton County deposits in the U.S. Mail written notice, addressed to the successful Vendor or Vendors at the address given an acceptance of the proposal or award of a contract. 12. Samples, when requested, are returned at the Vendor’s expense. 13. Vendor agrees to comply with any new laws or acts regulating public buying procedure. Hamilton County Purchasing follows the Ohio Revised Code. 14. The Vendor with his usual signature must sign each proposal. Proposal by partnerships must be signed by the partnership name and one of the members of the partnership or by an authorized representative followed by the signature and title of
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Bid RFP 021-15/JW
RFP# 021-15
the person signing. Proposals by corporations must be signed with the name of the corporation, followed by the signature and designation of the President, Secretary, or any other individual person authorized to act on its behalf of contracting matters. 15. Proposals, to receive consideration, MUST BE RECEIVED prior to the specified time of opening and reading as designated in the RFP. 16. When submitting their proposals, vendors are required to use the system generated proposal form furnished by the Purchasing Department when submitting their proposals. The forms cannot be altered. If submitting a paper proposal, envelopes must be sealed when submitted and the RFP number prominently written and displayed on the outside of the envelope/packages. Electronic responses must be completed online. 17. Proposals having erasures or corrections thereon may be rejected unless explained or noted over the signature of the Vendor. 18. Vendors may submit proposals on any one or group of items. Provided however, however, the unit price(s) must be shown as requested. 19. A particular trade name, manufacturer’s catalog or model number may be referred to in RFP for descriptive purposes only and only to assist in interpreting the type of materials, supplies, to be used in performing the work. However if a particular trade name, manufacturer’s catalog or model number is a required element, the Vendor’s attention is directed to Item 8 above and Vendor must strictly adhere to that condition. 20. Proposals must be mailed or delivered to: Purchasing Department, Hamilton County, 507 Administration Building, 138 East Court Street, Cincinnati, Ohio 45202 or proposals can be submitted electronically through BidSync.com. 21. Concealed weapons, whether with or without a permit, are not allowed in any Hamilton County Building. ORC states that "Unless otherwise authorized by law, pursuant to the Ohio Revised Code, no person shall knowingly possess, have under the person's control, convey, or attempt to convey a deadly weapon or dangerous ordnance onto these premises."
TAXES OHIO SALES TAX:
Not applicable to County purchases.
FEDERAL EXCISE TAX:
Not applicable to government functions.
purchases
for
essential
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
REQUEST FOR PROPOSAL # 021-15 FOR Records System, Jail Management System, Mug Shot System
Issued by THE HAMILTON COUNTY BOARD OF COMMISSIONERS CINCINNATI, OHIO 45202 May 26, 2015
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
1.0 INTRODUCTION The Hamilton County Board of County Commissioners on behalf of the Sheriff’s Office is accepting electronic or sealed proposals for a Records System, Jail Management System, Mug Shot System. The purpose of this RFP is to select a vendor(s) who it determines to be the lowest and best vendor(s) meeting all required specifications for the specified time periods. The Vendor selected from this RFP process shall provide a Records System, Jail Management System, Mug Shot System, as defined in Section 4.0, Requirements and Specifications. 1.1
Project Schedule: ACTION ITEM
DELIVERY DATE
Deadline for Receiving Final RFP Questions Deadline for Issuing Final RFP Answers Deadline for Proposals Received by Issuing Officer Oral Presentations/Demonstrations
1.2
June 9, 2015 June 16, 2015 June 24, 2015 To Be Determined, If needed
Issuing Officer: The RFP, the evaluation of responses, and the award of any resultant contract shall be made in conformance with current County procurement procedures. The mailing address for sending a proposal, asking questions regarding the proposal process, technical issues, or the Scope of Service is: Jill Williams-PSCM-C, Purchasing Agent Hamilton County Purchasing Department 138 East Court Street, Room 507 Cincinnati, Ohio 45202
1.3
All questions regarding this proposal must be presented in writing and e-mailed or faxed to:
[email protected] (RFP number should be entered in the subject line of the e-mail) or Fax: (513) 946-4335 Registration Process: Vendors interested in submitting proposals must register by faxing or e-mailing the registration form document to:
[email protected] (RFP number should be entered in the subject line of the e-mail) or Faxing to: Jill Williams at (513) 946-4335
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Bid RFP 021-15/JW
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Registration helps insure that Vendors receive all addenda and copies of all questions and answers given. If the Vendor attempts any unauthorized communication with individuals associated with this project or RFP, Hamilton County will reject the Vendor’s proposal. The definition of individuals associated with this project is further defined as: Public Officials Project Managers and their staff assigned to the project Issuing Officer Individuals involved with the evaluation process The departments listed The integrity of the competitive proposal process is very important to Hamilton County in the administration of its business affairs, the residents of Hamilton County, and the Vendors and providers that participate in the process of good faith. Behavior by Vendors and providers that violate or attempt to manipulate the competitive proposal process in any way are taken very seriously. Examples of unauthorized communication are:
Telephone calls Letters, e-mails or faxes regarding the project or its evaluation prior to the award made to anyone other than the County Purchasing Department Visits in person or through a third party attempting to obtain information regarding the RFP
Communication being e-mailed, mailed, or faxed regarding the legal proposal process, technical aspects or Scope of Service are to be sent to the Issuing Officer. The address is listed in Section 1.2, Issuing Officer. No questions can be received after June 9, 2015 at 12:00 P.M. EST. The final responses will be emailed or faxed on June 16, 2015 at the close of business. Only Vendors who register for the RFP will receive copies of all questions and answers. 1.4
Vendor Disclosures: Vendor certifies that Vendor has no final judgments against them that have not been satisfied at the time of award in the total amount of fifty percent (50%) of the proposal amount of this project.
1.5
Vendor Examination of the RFP: Vendors shall carefully examine the entire RFP and any addenda thereto, all related materials and data referenced in the RFP or otherwise available, and shall
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become fully aware of the nature of the request and the conditions to be encountered in performing the requested services. If Vendors discover any ambiguity, conflict, discrepancy, omission or other error in this RFP, they shall immediately notify the Issuing Officer of such error in writing and request clarification or modification of the document. Modifications shall be made by addenda issued pursuant to Section 1.6, Addenda to RFP. Clarification shall be given by email or fax to all parties who registered without divulging the source of the request. All Vendors who plan to submit a proposal must register with the Issuing Officer, Section 1.2 of this document. If a Vendor fails to notify Hamilton County prior to June 24, 2015 at 12:00 P.M. EST of an error in the RFP known to the Vendor, or if an error that reasonably should have been known to the Vendor, the Vendor shall submit its proposal at the Vendor’s own risk, and if awarded the contract, the Vendor shall not be entitled to additional compensation or time by reason of the error or its later correction. 1.6
Addenda to RFP: Any addenda to this RFP will be issued by the Hamilton County Issuing Officer by email or fax to all Vendors that have registered using the procedure previously mentioned in Section 1.5, Vendor Examination of the RFP.
1.7
Availability of Funds: This RFP is conditioned upon the availability of federal, state, or local funds, which are appropriated or allocated for payment of the proposed goods. If, during any stage of this RFP process, funds are not allocated and available for the proposed services, the RFP process will be cancelled. Hamilton County will notify the Vendor at the earliest possible time if this occurs. Hamilton County is under no obligation to compensate Vendor for any expenses incurred as a result of the RFP process.
2.0
SUBMISSION OF PROPOSAL
2.1
Preparation of Proposal: Proposals must provide a straightforward, concise delineation of qualifications, capabilities, and experience to satisfy the requirements of the RFP. Expensive binding, colored displays, promotional materials, etc. are not necessary or desired. Vendors are encouraged to submit their proposals on recycled paper and to use double-sided copying. Emphases must be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, completeness, and clarity of content. Vendors responding to the RFP must complete all forms and attachments. Submissions by Vendors that are incomplete will be rejected.
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All proposals submitted shall become the property of Hamilton County to use or, at its option, return. All proposals and associated documents will be considered to be public information and will be open for inspection to interested parties after contract is awarded unless identified as trade secret or otherwise exempted from disclosure under the Ohio Public Records Act. Trade secrets or otherwise exempted information must be clearly identified and marked as such in proposal. Each page containing such material must: Be placed in a sealed envelope Must have the basis for non-disclosure status stamped or written in the upper right hand corner of the page and the envelope; and Be placed in the required order of the response format. For Example, if pages 1-5 are not trade secrets or otherwise exempted from disclosure and Page 6 contains a trade secret, then:
The words “Trade Secret” would be stamped in the corner of the page 6 Page 6 would be placed in an envelope; and The envelope that is stamped containing a “Trade Secret” is placed after page 5.
DO NOT MARK EVERY PAGE OF YOUR PROPOSAL AS TRADE SECRET OR OTHERWISE EXEMPTED FROM DISCLOSURE OR YOUR PROPOSAL MAY BE REJECTED. It will be the Vendors sole responsibility to legally defend the actions of the County for withholding your documents as trade secret or otherwise exempted information if the issue is challenged. 2.2
Proposal Cost: The cost of developing proposals is entirely the responsibility of the Vendor and shall not be chargeable to Hamilton County under any circumstances. The Vendor must certify that the proposal and pricing will remain in effect for the duration specified. All materials submitted in response to the RFP will become the property of Hamilton County and may be returned only at Hamilton County’s option and at the Vendor’s expense.
2.3
False or Misleading Statements: Proposals which contain false or misleading statements, or which provide references that do not support an attribute or condition contended by the Vendor, may be rejected. If, in the opinion of Hamilton County, such information was intended to mislead Hamilton County, in its evaluation of the proposal and the attribute, condition, or capability, the proposal will be rejected. Vendors who mislead Hamilton County by providing demonstrations with products,
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features or services that are not included in their proposal will have their proposal rejected. 2.4
Vendor Representative’s Signature: An individual who is authorized to contractually bind the Vendor shall sign the proposal. The signature must indicate the title or position the individual holds with the Vendor. Entities, which sign contracts in the name of the Vendor, must provide the name of a corporate officer for signature validation by Hamilton County. Any and all unsigned proposals will be rejected.
2.5
Delivery of Proposals: Vendors submitting their proposal electronically must submit their proposal through BidSync.com by 11:00 a.m. EST on June 24, 2015. Vendors who are submitting a paper copy of their proposal must mail or deliver one (1) original copy and one (1) electronic copy (CD or thumb drive in one printable file) of the entire written proposal to the Issuing Officer at the address listed in Section 1.2, Issuing Officer no later than 11:00 A.M. EST on June 24, 2015. All proposals must reference RFP#021-15- Records, System, Jail Management System, Mug Shot System. Upon request, a receipt will be issued for all proposals received. Proposals received after the deadline will not be considered. No telegraphic, facsimile, or telephone proposals will be accepted. If mailed, the Vendor should use certified or registered mail, UPS, or Federal Express with return receipt requested. It is absolutely essential that Vendors carefully review all elements in their final proposals. Once opened, proposals cannot be altered; however, Hamilton County reserves the right to request information or respond to inquiries for clarification purposes only.
2.6
Acceptance and Rejection of Proposals: Hamilton County reserves the right to:
Award a contract on the basis of individual items, or on the entire list of items Award or not award any portion of this contract Award a contract to multiple Vendors Reject any or all proposals, or any part thereof Waive any informality in the proposals Eliminate conditions or terms that are not in the best interest of Hamilton County and its residents
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2.7
Evaluation and Award of Contract: Preliminary Proposal Review: The review process will be conducted in two (2) stages. Stage 1 will consist of a preliminary review to ensure that the proposal materials adhere to the minimum requirements (and mandatory conditions) specified in the RFP and the completion of all the required forms. Proposals, which successfully complete the first stage, will be deemed “Qualified”. Those which do not, will be deemed “NonQualified”. “Non-Qualified” proposals will be placed in the inactive file. Partial submissions or proposals submitted after the designated deadline will be determined to be non-responsive and will be “Non-Qualified”. “Qualified” proposals will then be reviewed in Stage 2, in accordance with the review process.
Stage 1 Review “Qualified” proposals in response to the RFP must meet the following requirements:
Timely Submission – the proposal is received at the address designated in the RFP by June 24, 2015 at 11:00 A.M. EST and according to instructions. Proposals mailed but not received at the designated location by the specified date will be deemed “Non-Qualified” and will not be considered.
Completeness of submission – proposal submission must include at minimum:
Required number of copies (1 original and 1 electronic)
All sections defined in Section 5.0, Proposal Format and Evaluation Process
Proposal Bond, Cashier’s Check, or Certified Check
All designated attachments
Easily reproduced, quality paper, single spaced, clearly formatted with type face that is easily read
Determination that the proposal meets minimum qualifications outlined in this RFP
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Proposals which do not meet all of the above first stage review submission requirements will be deemed “Non-Qualified” and will not be reviewed for Stage 2.
Stage 2 Review All qualified proposals will be reviewed, evaluated and rated. Comparisons among or between proposals that are not appropriate will not occur. At any time during the review, and at any level of the review, Hamilton County may request additional information from the Vendor. Such information requests and Vendor’s responses must always be in writing. Information may be requested from sources other than the written proposal to evaluate the Vendor. All information obtained will be used in conjunction with the data from Stages 1 and 2 to make a final selection. The evaluation will include, but will not be limited to:
Ability to meet the time lines and requirements requested for service
Overall responsiveness, viability and completeness of the proposal as well as the likelihood that, in Hamilton County’s opinion and at Hamilton County’s discretion, the proposal best meets or exceeds Hamilton County’s specifications
Customer references
The criteria for the Stage 1 review
Completeness of all forms
Information in the Executive Summary
Personnel Qualifications
Distinguishing Characteristics
Cost of Proposed Service
Any other facts considered relevant by Hamilton County and demonstrated by the proposal or investigation by Hamilton County
Experience with a similar project of comparable size and scope
Experience with a similar project of comparable size and scope for Hamilton County Departments
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2.8
Functional Requirements Attachments-evaluation will be based on if the item is within the core system, if it has to be custom developed, or if it is a 3rd party interface
Hardware and Server Requirements
Project Management-Implementation Plan, Testing, Documentation, Support, Training
Warranty
Maintenance and Support
Proposal Selection: Proposal selection does not guarantee a contract for services will be awarded. The selection process includes:
All proposals will be evaluated in accordance with Section 2.7, Evaluation and Award of Contract. The proposal is rated based on the criteria in the RFP.
Based upon the results of the evaluation, Hamilton County will select a Vendor for the service who it determines to be the lowest and best vendor(s) meeting all required specifications.
Hamilton County works with the Vendor who was selected as lowest and best vendor to finalize the details of the contract document.
If the County and the Vendor are able to successfully finalize the contract document details. The Purchasing Department will recommend the Vendor to the Hamilton County Administrator for a contract award. The Hamilton County Administrator may make a recommendation to the Board of County Commissioners for the final award of a contract. The Board of County Commissioners has the final authority to award and execute a contract.
If Hamilton County determines that the County and the Vendor are unable to successfully come to terms regarding the contract, Hamilton County reserves the right to terminate contract discussions with the Vendor. The Purchasing Department will not recommend the Vendor to the Hamilton County Administrator. In this event, Hamilton County reserves the right to select
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another Vendor from the proposal process, cancel the RFP, or reissue the RFP if this is deemed necessary. 3.0
TERMS AND CONDITIONS: The contents of this RFP and the commitments set forth in the selected proposals shall be considered contractual obligations, if a contract ensues. Failure to accept these obligations may result in cancellation of the award. All legally required terms and conditions shall be incorporated into final contract documents with the selected Vendor. The final contract will also contain additional provisions other than those that are set forth in this Section 3.0.
3.1
Type of Contract: The evaluation of proposals submitted in response to this RFP may result in the issuance of a contract. The contract shall incorporate the terms, conditions, and requirements of the RFP, the Vendor’s proposal, and all other agreements that may be reached. The desired contract structure is one under which the Vendor designs, develops and implements the Records System, Jail Management System, Mug Shot System for the Sheriff’s Office and is solely responsible for the execution of the project and contract requirements as stated in the RFP. If the Vendor proposes a different type of approach, they must describe the contractual protection offered to ensure successful completion of the project. If the Vendor proposes a multi-Vendor or sub-contract approach, clearly describe the responsibilities of each party and the assurances of the performance the Vendor offers. The successful Vendor’s proposal, this RFP, and other applicable addenda will become part of the final contract and will merge into the contract.
3.2
Contract Period, Funding and Invoicing: The contract will be written for a period of one (1) year with four (4) one year optional renewal periods. Contract reimbursement is based on successful completion and approval of all equipment and services over the period of the contract. Vendor can claim payment only for services already provided. Payment by Hamilton County is made within thirty (30) days after verification and acceptance of invoices presented by the Vendor and any required documentation.
3.3
Proposal and Performance Bonds: A surety, in the form of a bond, cashier’s check, certified check, drawn on a solvent financial institution, and made payable to the Board of County Commissioners, Hamilton County, in the amount of five percent (5%) of the total amount of the proposal for Year 1, must accompany each proposal as a guarantee
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that if the Vendor’s proposal is accepted, a contract will be entered into. The surety must be submitted with the proposal. If responding electronically and submitting a bond or cashier’s check or certified check, the actual bond or check must be received by 11:00 a.m. at the proposal ending date and delivered to Hamilton County Purchasing 138 East Court Street Suite 507 Cincinnati, Ohio 45202. Failure to submit the proposal bond or check with the proposal will result in disqualification of the proposal. The successful Vendor may be required to furnish a corporate surety bond or certified check on a solvent bank, made payable to the Board of County Commissioners, Hamilton County, for a total up to one hundred percent (100%) of the total amount of the contract price as a guarantee for the faithful performance thereof. 3.4
Patent or Copyright Liabilities: The Vendor will protect, defend, and hold free and harmless Hamilton County, its officers, employees, agents and Board of County Commissioners against all claims that any of the designs supplied hereunder infringes a U.S. patent or copyright. The Vendor will pay all resulting costs, damages, and attorney’s fees to defend Hamilton County against such claims. Hamilton County will promptly notify the Vendor in writing of all claims, and the Vendor will have control of the defense and all related settlement negotiations. If such claim has occurred, or is likely to occur, Hamilton County agrees to permit the Vendor, at Vendor’s option and expense, either to procure for Hamilton County the right to continue using the designs or programming or to replace or modify the same so that they become non-infringing but still meet the requirements of the RFP.
3.5
Confidentiality and Security: Any Vendor or contractor engaging in any service for Hamilton County requiring them to come into contact with confidential Hamilton County information will be required to hold confidential such data made available to them.
3.6
Hamilton County Employees: Selected Vendor warrants that, for the duration of the contract with Hamilton County for this project, Vendor will not solicit Hamilton County employees to work for Vendor.
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RFP# 021-15
3.7
Insurance Requirements: GENERAL CONDITIONS Vendor’s Insurance Provisions During the Agreement and for such additional time as may be required, Vendor shall provide, pay for, and maintain in full force and effect the insurance outlined herein for coverage at not less than the prescribed minimum limits covering Vendor’s activities, those activities of any and all subcontractors or those activities anyone directly or indirectly employed by Vendor or subcontractor or by anyone for whose acts any of them may be liable. Certificates of Insurance Before starting work, Vendor shall give the County a certificate of insurance completed by Vendor’s duly authorized insurance representative certifying that at least the minimum coverage required herein is in effect; specifying the form that the liability coverage’s are written on; and, confirming liability coverage’s shall not be cancelled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of issuance without thirty (30) days advance written notice to: Hamilton County Risk Manager Room 707 138 East Court Street Cincinnati, OH 45202 Facsimile: 513-946-4322 Each policy required by this clause, except worker’s compensation and professional liability, shall endorse “the Board of County Commissioners of Hamilton County, Ohio and its officials, employees, agents, and volunteers” as an additional insured. The additional insured endorsement shall be on an ACORD or ISO form. The Vendor shall furnish the Hamilton County Risk Manager and the Purchasing Department with a Certificate of Insurance describing the insurance specified under the agreement. The certificate shall be provided on an ACORD 25 form or equivalent. The Vendor shall furnish the Hamilton County Risk Manager and the Purchasing Department with a copy of the Worker’s Compensation Insurance Certificate if it is not described in the ACORD 25 insurance certificate. Failure of the County to demand such certificate or other evidence of full compliance with these insurance requirements or failure of County to identify a deficiency from evidence provided shall not be construed as a waiver of Vendor’s obligation to maintain such insurance. The acceptance of delivery by County of any certificate of insurance evidencing that the required coverage and limits does not constitute approval or agreement by
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Bid RFP 021-15/JW
RFP# 021-15
the County that the insurance requirements have been met or that the insurance policies shown in the certificates of insurance are in compliance with the requirements. The County shall have the right, but not the obligation, of prohibiting the Vendor or its subcontractor(s) from conducting business with the County until such certificates or other evidence that insurance has been placed in complete compliance with these requirements is received and approved by the County. If Vendor fails to maintain the insurance as set forth herein, the County shall have the right, but not the obligation, to purchase said insurance at Vendor’s expense. Alternatively, the Vendor’s failure to maintain the required insurance may result in termination of this Agreement at County’s option. If any of the coverages are required to remain in force after final payment, an additional certificate evidencing continuation of such coverage shall be submitted with Vendor’s final invoice. All certificates of insurance shall reference the project/contract number for which the insurance is being provided. Insurer Qualifications To the extent feasible, all insurance shall be provided through companies admitted to do business in the State of Ohio. Insurance policies provided by companies not admitted to do business in the State of Ohio shall be reviewed by the Hamilton County Risk Manager. Each company shall minimally have an A.M. Best rating of A-: VII. In addition, certified copies of all insurance policies or amendatory endorsements required shall be provided to the County within ten (10) days of Vendor’s written request for those copies. Insurance Primary All coverage required of Vendor shall be primary over any insurance or self funded program carried by the County. Any insurance or self insurance maintained by the County shall be excess of the Vendor’s insurance and shall not contribute to it. No Reduction or Limit of Obligation By requiring insurance, the County does not represent that coverage and limits shall necessarily be adequate to protect Vendor. Insurance effected or procured by Vendor shall not reduce or limit Vendor’s contractual obligation to indemnify and defend County for claims or suits which result from or are connected with the performance of this Agreement. Additional Insured To the extent commercially available , the policy or policies providing insurance as required, with the exception of professional liability (if applicable) and
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Bid RFP 021-15/JW
RFP# 021-15
workers’ compensation, shall defend and include the Board of County Commissioners, Hamilton County, Ohio and its officials, officers, employees, agents, and volunteers as additional insureds on a primary basis for work performed under or incidental to this Agreement. The form of the Additional Insured endorsement shall be the most recent edition of Insurance Services Office CG 20 10 (Form B) or its equivalent. If any of the Additional Insureds have other insurance applicable to the loss, it shall be on an excess or contingent basis. The amount of Vendor’s insurance shall not be reduced by the existence of such other insurance. Severability of Interests Vendor shall require all insurance policies in any way related to the goods or services provided under this Agreement and secured and maintained by Vendor to include a severability provision or an endorsement waiving “cross claim exclusion between insureds” verbiage contained therein. Vendor shall require of subcontractors, by appropriate written agreements, similar waivers are included in subcontractor’s insurance policies. Duration of Coverage All required coverage shall be maintained without interruption during the entire term of this Agreement. The products and completed operations coverage under the Commercial General Liability policy shall maintain coverage for the entire term of this Agreement, plus an additional two (2) years, following final acceptance of the product(s) or the service(s) by the County. Continuous Operation Vendor’s general liability insurance policy must be endorsed to reflect the fact that County and any tenants shall continue to operate business activities of Vendor and that no property used in connection with County and tenants’ activities shall be considered by Vendor’s insurance company as being in the care, custody, or control of Vendor. Retroactive Date and Extended Reporting Period If any insurance required herein is to be issued or renewed on a claims-made form as opposed to the occurrence form, the retroactive date for coverage shall be no later than the commencement date of the project. Further the policy shall state that in the event of cancellation or non-renewal, claim discovery period or “tail coverage” shall be 1 year beyond the cancellation date. Subcontractor’s Insurance Vendor shall cause each subcontractor contracted by Vendor, under this agreement to purchase and maintain insurance of the types specified below. When requested by the County, the Vendor shall furnish copies of certificates of insurance evidencing coverage for each subcontractor.
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
Joint Ventures If Vendor is a joint venture involving two (2) or more entities, then each independent entity shall satisfy the limits and coverage specified here or the joint venture shall be the Named Insured under each policy specified. Waiver of Subrogation Vendor shall require all insurance policies in any way related to the work and secured and maintained by Vendor to include clauses stating each underwriter shall waive all rights of recovery, under subrogation or otherwise, against the County. Vendor shall require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section. Cooperation Vendor and County agree to fully cooperate, participate, and comply with all reasonable requirements and recommendations of the insurers and insurance brokers issuing or arranging for issuance of the policies required here, in all areas of safety, insurance program administration, claim reporting and investigating, and audit procedures. Adjustment of Losses Any County’s first party loss insured under the policies required herein shall be adjusted by Vendor and County, as their interest may appear, and made payable to County as trustee for the insured’s as their interest may appear, subject to the requirements of any applicable mortgagee clause. The County, as trustee, shall have the power to adjust and settle any loss with the insurers unless one of the parties in interest objects in writing within five (5) days after the loss to County’s exercise of this power. If such objection is made, an arbitrator mutually acceptable to the parties in interest and the County shall be chosen promptly. The County, as trustee, shall in such case make settlement with the insurers in accordance with the directions of such arbitrator. If distribution of the insurance proceeds by arbitration is required, the arbitrators shall direct such distribution. Replenishments of Limits At Vendor’s expense, all limits must be maintained at all times due to claims on this project or any other project. Failure to do so may result in cancellation of this Agreement at the County’s sole discretion. If Vendor fails to renew, replace or replenish the coverage required, County may do on Vendor’s behalf and deduct the cost from Vendor’s payments. Insurance Limits and Coverage To the extent applicable, the amounts and types of insurance shall conform to the minimum terms, conditions, and coverage of Insurance Service Office (ISO) policies, forms, and endorsements.
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
If Vendor has any self-insured retentions or deductible under any of the following minimum required coverage, Vendor must identify on the certificate of insurance the nature and amount of such self-insured retentions or deductible and provide satisfactory evidence of financial responsibility for such obligations. All selfinsured retentions or deductible shall be Vendor’s sole responsibility. Commercial General Liability Vendor shall maintain commercial general liability insurance covering all operations by or on behalf of Vendor on an occurrence basis against claims for personal injury (including bodily injury and death) and property damage (including loss of use). Such insurance shall have these minimum limits and coverage: Minimum Limits:
$1,000,000 each occurrence $1,000,000 general aggregate $2,000,000 products and completed operations aggregate $100,000 fire liability
Coverage:
Equivalent to most recent ISO commercial general liability form ISO CG 00 01 Products and completed operations coverage maintained for at least two (2) years Blanket contractual liability Broad form property damage Severability of interest Personal injury Waiver of subrogation Joint venture as named insured (as applicable) Additional insured endorsement
Automobile Liability Vendor shall maintain business auto liability covering liability insurance arising out of any auto (including owned, hired, and non-owned autos) assigned to or used in performance of the work contemplated under this Contract. The policy shall be at least as broad as the current version of the ISO CA 00 01 form. Minimum Limits: $1,000,000 combined single limit each accident Coverage: Additional insured endorsement Specific waiver of subrogation Contractual liability
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
Worker’s Compensation Vendor shall maintain workers’ compensation and employer’s liability insurance. Minimum Limits:
Worker’s compensation-statutory limit meeting the requirements under the laws of Ohio
Employer’s liability $1,000,000 bodily injury for each accident $1,000,000 bodily injury by disease for each employee $1,000,000 bodily injury disease aggregate Umbrella/Excess Liability Vendor shall maintain umbrella/excess liability insurance on an occurrence basis in excess of the underlying insurance described in Commercial General Liability insurance, and Business Automobile Liability insurance, which is at least as broad as each and every one of the underlying policies. The amounts of insurance required in this section General Liability, Business Auto Liability and Umbrella/Excess Liability may be satisfied by Vendor purchasing coverage for the limits specified or by any combination of underlying and umbrella limits, so long as the total amount of insurance is not less than the limits specified in General Liability, Business Auto Liability and Umbrella/Excess Liability when added together. Minimum Limits: $3,000,000 combined single limit and aggregate limit. Coverage:
Additional insured endorsement Pay on behalf of wording Concurrency of effective dates with primary Blanket contractual liability Punitive damages coverage (where not prohibited by law) Aggregates: apply where applicable in primary Care, custody, and control-follow form primary Drop down feature Specific waiver of subrogation
Self-Insured Retention $10,000
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
3.8
DEBARMENT AND SUSPENSION Provider will, upon notification by any federal, state, or local government agency, immediately notify Hamilton County of any debarment or suspension of Provider being imposed or contemplated by the federal, state or local government agency. Provider will immediately notify Hamilton County if it is currently under debarment or suspension by any federal, state, or local government agency.
4.0
REQUIREMENTS AND SPECIFICATIONS The intent of this RFP is to secure pricing for a Records Management System (RMS), Jail Management System (JMS), and a Mug Shot System. The intent of this RFP is to secure pricing for a period of one (1) year (“Initial Term”) with four (4) optional one (1) year renewal terms (“Optional Renewal Periods”) at the sole discretion of County. This could result in a total of 5 years if the County exercises its option to renew the Contract for each of the 4 one year optional renewal periods. Vendors must submit proposals with pricing for the Initial Term and each of the four (4) one (1) year optional renewal periods. If for some reason the Vendor believes the Vendor can offer the County a better price by submitting pricing for a term other than what was specified, the Vendor must fax or e-mail a timely question to the issuing agent asking that County modify the term of the RFP. This does not mean that the Vendor’s request will be granted to amend the RFP. County will carefully consider all requests and will have the right to reject any request it considers to not be in its best interest. Vendors wishing to submit proposals are encouraged to utilize the question and answer period available during the proposal process to make certain that the County receives the best possible pricing. Vendor who submits proposals with pricing in a manner other than what was established for the RFP will be disqualified. Example: If County asks for pricing for one (1) year with four (4) optional one (1) year renewal terms and Vendor proposes a (1) one year contract, the proposal will be disqualified and will be rejected. In this same regard, if County asks for pricing for an initial term of one (1) year with four (4) optional one (1) year renewal terms and Vendor proposes a five (5) year contract term, the proposal will be disqualified and will be rejected.
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
4.1
BACKGROUND The Sheriff’s Office primary duties are to provide common pleas court services and corrections on a countywide basis, as well as full police protection to the unincorporated areas of the county. However, the Sheriff maintains full police jurisdiction in all municipalities, townships, and villages. The Hamilton County Sheriff’s Office current staffing is set at approximately 881 individuals that make up the various Divisions. The staff of the Sheriff’s Office enters information regarding incidents, arrest, warrants, citations, criminal investigations, fingerprints, property foreclosures, service of various warrants and protection orders, asset management, inmates, training, and held property, as well as personnel management. The Enforcement Division is tasked with the responsibility of responding to calls for service from the public and enforcement of the laws of the State of Ohio. This Division also encompasses the Criminal Investigative Section responsible for the investigation of crime of a serious nature (Rape, Robbery, Burglary, and Murder, etc…). This Division also has the responsibility of the Aviation Unit, Organized Crime Unit, Canine Unit, Heavy Weapons Unit, Underwater Search and Rescue, Hazardous Device Unit, and Marine Patrol. The Court & Jail Services Division is tasked with the responsibility of the operation of all adult detention facilities in Hamilton County under the jurisdiction of the Sheriff’s Office. The average daily inmate population is 1,434 and an estimated 55,000 admissions annually. The Jail Services Section encompasses the Kitchen, Adult Education, and Jail Management System for the inmate population. The Court Services Section is a multi-faceted operation consisting of five sections: Electronic Monitoring, court room and building security, service of Common Pleas Court process, public auction of foreclosed and tax default properties, service of indictments and felony warrants, extradition of fugitives, contract security services, prisoner transport, service of Probate Court warrants and transportation of probate patients. The Support Services Division has the responsibility for the operation of the following areas: Training, Information Systems, Records Section (Law Enforcement Records, Central Warrants, and Identification Units), Support Operations which entail Traffic Safety and Planning & Compliance. The Sections of Administration, Office of Media and Public Relations, Fiscal, Inspections and Compliance, and Labor Relations fall under the direct supervision of the Chief Deputy. The Fiscal Section has two Units, the Fiscal Unit and the Employee Service Unit. The Fiscal Unit is responsible for processing the distribution of proceeds in foreclosure or levy actions, preparing and overseeing the Sheriff’s Office budget,
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
handling forfeited monies and making proper distribution. The Fiscal Unit is also the repository for all revenues, including grants, fines and fees. The Employee Service Unit processes payroll for all Sheriff’s employees and handles all leave request, workers compensation claims, unemployment claims, and health care benefits. The Community and Media Relations Unit is the central source of information for all media requests. This Unit also responds to requests, for information from the community in general excluding public document request. This Unit also utilizes personnel within the Sheriff’s Office in gathering information for dissemination to local, state, national and international media. 4.2
PURPOSE AND VISION The Sheriff’s Office is seeking a Records Management System, Jail Management System, and Mug Shot System. Vendors may have a solution for one, two or potentially all three of the required systems being proposed. Vendors may propose one of the systems, two of the systems, or all three. The systems must have the ability to operate in a shared environment with the ability to selectively share specific identifiable agency data elements and information as needed, yet also be customizable so that certain data elements can be secured. Vendor must also address upgrades to the software indicating if the costs associated with upgrades are included in maintenance costs or indicate if upgrades are at additional costs to Hamilton County. The vision of the Hamilton County Sheriff’s Office is to implement an agency wide system that will provide storage, retrieval, and management, archiving, and mapping capability as well as viewing of information, records, documents, and files pertaining to the daily operation of the Sheriff’s Office. We are seeking an easily supported and centrally managed system that will include calls for service, investigation documentation, arrest, warrants, evidence and property tracking, case management, tasking and other operations-oriented records. We are seeking a system that will integrate and create data exchange with existing access databases and allow for easy access to tables to facilitate in expansion of internal data collection. Vendors should propose a solution that shall address all or a portion of the needs; to fulfill the Functional Requirements listed in the Attachments: Attachment A- Functional Requirements for RMS Attachment A1- Court Service Functional Requirements Attachment B- Functional Requirements for Mug Shot Attachment C- Jail Management System Specifications Attachment D – Cost Sheet
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
Hamilton County is looking for a solution with open standards that must be able to efficiently interface and share information – internally and externally. Additional information can be provided upon request through the question and answer process. See section 1.3 and 1.5 of this document. 4.3
REQUIRED FEATURES All system components should be highly reliable and fully integrated, eliminating the need for redundant data entry. All interfaces to ancillary or external systems should also be designed and developed to eliminate redundant data entry. The following general system-wide features are expected to be included in the vendor’s Solution: Use of Graphical User Interface (GUI) - The system should be designed for ease of use, taking advantage of industry standard graphical interfaces. For example, use of “pull down” fields with automatic defaults and automatic fill (i.e., character matching). Flexible Search Capabilities - The new system should provide for flexible search capabilities, e.g., phonetic/SOUNDEX, text, and field searches. Additionally, these systems should provide the ability to search by descriptors such as names/aliases; physical characteristics; vehicle information; geographic locations; and others. Ad-Hoc Reporting Capabilities - Advanced and flexible query and search capabilities through user-friendly, ad-hoc reporting facility. “Super” Query Capabilities - Ability to query multiple databases, e.g., local and state name databases, through use of a single transaction. Local name databases will be accessed through RCIC. This local interface will have to be based on RCIC interface specifications; and access to state name databases will have to be based on LEADS specifications. Integration of Commercial and Departmental Electronic References Electronic access to reference materials such as maps, general orders, legal source book, penal codes, etc. Electronic Routing of Documents - Ability to define document workflow/routing for review, approval, or informational purposes. Security - Flexibility to secure data based on various parameters, e.g., user ID, database field, etc. Information regarding juveniles should be secured from the public. Data Entry Interface Flexibility - Ability to accommodate either textbased or form-based entry. For example, “straight” data entry functions may be faster with text-based entry forms. Also, prompting for required data fields is desired. Streamline Data Entry - Reduce, or eliminate, redundant data entry. Internal and external databases should be “linked” to the greatest extent possible to take advantage of common database elements such as names and locations, and to electronically transfer data from and to other systems as appropriate. For example, property records should be “linked” to appropriate case records.
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
Validation and Edits - Accommodate multi-agency, multi-jurisdiction data edits. Standardize where feasible, e.g., use of crime codes, location abbreviations, addresses, etc. Consolidated Workstation Access - Access to pertinent applications/systems should be provided through a single end user device (i.e., PCs, laptops, Smartphones, tablets, etc.). For example, access to Department of Justice (DOJ) law enforcement databases, RMS applications, office automation, etc., could all be performed from a single workstation. Open System Architecture - The system should be open, allowing for access to as many regional information sources as possible. The database should adhere to GJXML and open database connectivity (ODBC) standards and have a documented, accessible schema. Loosely Coupled Interfaces - Interfaces with other systems should be designed so that upgrades to one system do not significantly impact other systems. The interfaces should utilize standard data communications protocols and message formats. Redundant Processing Systems - To the greatest extent possible, and where practical, single points of potential failure in hardware and network components should be eliminated. System Availability - The Mug Shot, JMS and RMS applications should be available at a 99.99% uptime rate. Data Conversion - To ensure that data is not lost, data conversion would be required (from archived sources, including the existing JMS, RMS, and Mug Shot. . 4.4
SYSTEM INTERFACES RMS proposed interfaces:
People Trak
CAD System –current vendor is Tri-Tech
CAD System – North East Communications Center
Mug Shot
CIS intelligence case management system
Court Management System – vendor is Pro Ware
Jail Management System
OIBRS – Ohio Incident Based Reporting System
JMS current interfaces:
Victim Information and Notification Everyday (VINE)
CACTAS
Public Defender’s Office
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
Pre-trial
Court Management System – vendor Pro Ware
Input/Outputs Livescan Electronic Fingerprinting (MorphoTrust)
Mugshot System (MorphoTrust)
Automated Fingerprint Identification System (NEC)
Jail Management System (Unisys) – current vendor
People Trak
Reporting for Social Security
Reporting for Hamilton County Job and Family Services
Court Docket feed from CMS
JMS data imported to live scan and printed on ten print cards
E-Clear (RCIC)
Court Management System (Pro-Ware)
ODPS (Ohio Department Public Safety)
OIBRS (Ohio Incident Based Reporting System)
RCIC THIRD PARTY (RTP) INTERFACE DESCRIPTION: RCIC Third Party (RTP) Interface provides a mechanism to query data from various back-end systems and sources, such as CLEAR, LEADS, BMV, NCIC and NLETS. In order to provide interoperability among other systems, RTP Interface was designed around Web Service standards. SOAP, HTTP and XML standards are being adopted in the RTP Interface to provide an Interoperable Web Service. Consumers of the RTP Interface Web Service do not need to know anything about the platform, object model, or programming language used to implement the service, they only need to understand how to send and receive SOAP messages. RTP Interface will allow different systems to be decoupled, thus front-end systems do not have to conform to a proprietary language or protocol. As long as the requesting systems can speak SOAP over HTTP and XML for data description, these systems can talk to RTP Interface, and in turn can query different back-end systems.
4.5
RECORDS MANAGEMENT SYSTEM, JAIL MANAGEMENT SYSTEM, MUG SHOT SYSTEM INFRASTRUCTURE AND FUNCTIONALITY REQUREMENTS See Attachment A, A-1, B, C, D, showing the functional requirements of each system.
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
The following are objectives of the collective plan for the Records Management System, Mug Shot System, and Jail Management System:
4.6
Ability to automate all of the business processes to drive efficiencies with data collection and reporting. Have data entered once then pre-populate throughout system. Access to real – time auditable data Ability for Ad hoc reporting to fulfill Public Records Request. Create an audit trail to include contact information and results. Allow for system use utilizing in-car computers or mobile applications. Systems proposed should include an auditing log of all transactions, deletions and modifications made to records stored.
HARDWARE AND SERVER REQUIREMENTS: Vendor should suggest and include in pricing requirements for workstations, and servers. It is the desire of the County that systems proposed will work within the current mobile environment; as well as being adaptable to growing technology.
4.7
PROJECT MANAGEMENT The vendor will be responsible for applying project management methodologies in the areas of project planning, resource management, project monitoring, production control, configuration management, quality assurance, test plan, conversion plan, training plan, implementation methodology, postimplementation support, and documentation (e.g., work plan, configuration management, requirements, fit gap analysis, general and detailed system design, test plan, training plan, system and application manuals). Project management methodologies shall conform to the Project Management Institute standards. The vendor shall provide a Project Manager who, along with the County’s Project Manager, will be responsible for coordinating the following: Project plan development and implementation, project status reporting and any sub-contractor work. System changes and modifications requested to the project plan. All technical, educational, documentation and support services. During the course of the project, until final system acceptance, the vendor’s Project Manager will: Attend weekly and monthly status meetings. Submit weekly and monthly status reports, covering such items as: o Progress of work being performed. o Milestones attained. o Resources expended. o Problems encountered. o Corrective action taken. o Participate in weekly project status conference calls.
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
4.7.1 IMPLEMENTATION PLANNING The vendor will develop a detailed implementation plan in conjunction with the County’s project team that describes how the implementation will be completed and includes the following: Scope Statement for each phase (describing tasks that are “in” and “out” of scope). Approach (including methodologies and procedures, project team, their roles and responsibilities). Schedule and Milestones for each implementation phase (including tasks, deliverables, resources, duration, begin/end dates). Communication Plan (status reporting, problem escalation, quality assurance checkpoints and approvals). Assumptions/Constraints. Change Management Plan. Risk Management Plan (including risk identification, triggers, and mitigation plans). Vendor should include the number of onsite days needed to accomplish training; and include a separate price if training exceeds what has been recommended. Vendor should also provide estimate for on-site support days to assist in go-live – for critical functions.
4.7.2 TESTING The implementation should include adequate provisions for functional, integration, interface, performance and reliability testing. This includes development of all test plans and parallel testing, if appropriate, to assure that the system delivers the expected results. Vendor will be required to set up a separate staging/testing environment as this project involves multiple system and multiple vendors. Key tasks will include: Hardware and Software Installation: The County will be consulted on purchase of required hardware and will install the operating system and anti-virus software, configure and burn-in the servers. The vendor will install, configure and test the database management software, application software and third party software on the County’s server equipment, located in County facilities. Vendor will be responsible for ongoing support and maintenance of the data base management software. Software Configuration: The vendor shall work in conjunction with the County’s project team to configure the databases and enter agency specific information such as code tables, personnel, etc. Prototype and Test Software Tailoring and/or Customization Changes: The vendor will create and test a prototype system reflecting the desired tailoring and/or customization changes.
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
Develop and Test Interfaces: The vendor will develop and test all internal and external interfaces, and complete all interface documentation. Workflow Testing: Scripted end-to-end testing which duplicates specific workflows which are expected to be utilized by the end-user. Vendor will be responsible for the development of the end-to-end test scripts. Develop and Test Data Conversion: The vendor will test the methodology of converting legacy data from the existing RMS into the new system, and validate the results. The vendor is expected to perform a knowledge transfer of the data conversion techniques used to the County project staff. All testing and training will be conducted on converted Hamilton County data. Vendor should describe a detailed plan to reconcile the conversion of current data and how they will reconcile the conversion. Prepare Test Materials: The vendor will work in conjunction with the County’s project team to prepare test scenarios with expected results, test data sets, test operator instructions, evaluation forms, and other materials necessary to conduct acceptance testing.
4.7.3
DOCUMENTATION The vendor shall provide system documentation that reflects any tailoring or configuring changes made for the County and include the following at a minimum: User documentation for all applications. System documentation including administration. Database setup and maintenance. Configuration documentation. Interface documentation. Data dictionaries. Entity relationship diagrams. Data flow diagrams. Report creation and maintenance. System topology. Contingency planning. Customer support help desk documentation. User acceptance documentation. Product performance documentation. Security documentation. Hardware documentation. Network capacity testing documentation. Integration workflow documentation. Load testing documentation. Failover testing documentation. Production cutover plan.
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
4.7.4
IMPLEMENTATION AND SUPPORT The vendor, with appropriate involvement from the County employees, must perform all tasks required to implement the proposed system, including all configuration and construction of interfaces where required. Key tasks will include: Update Implementation Plan for this Phase: The vendor will revise the implementation plan for this phase (including a revised schedule and detailed task plan) in conjunction with the County’s project team. Refine Database(s) Configuration: The vendor shall work in conjunction with the County s project team to refine the database(s) configuration (e.g., code tables, workflow). Prepare Operations Manual: The vendor will load the manuals appropriately for on-line reference by system users. The vendor will document this process for the County, so the County personnel can load manuals for on-line reference on an ongoing basis. Install Client Software: The vendor will install, configure, test, and validate all applicable database and application software on all user workstations and mobile devices. Perform Acceptance Testing: Satisfactory completion of a mutually agreedupon acceptance test for each stage of the implementation is required. This acceptance test will include a confirmation of each functional requirement identified in the RFP, in addition to standard acceptance procedures that the County may require. Production Cutover: Once functional, integration, conversion, performance and reliability testing is complete, the vendor will certify system is operational and ready for production operation and assist the County in placing the system into productive use. The vendor will also provide on-site support after production cutover, until no Priority I/Critical Issues remain.
4.7.5
TRAINING The County recognizes that the involvement, understanding and commitment of its employees are critical to the successful implementation of the proposed system. The County employees will assist in all key process design and configuration issues. The vendor will prepare test equipment, training scenarios, training data files, manuals, visual aids, handouts, quick reference guides and other materials required for the training programs. Training will be provided during all department hours twenty-four (24) hours a day, seven (7) days a week, three-hundred and sixty-five (365) days a year (24/7/365) to accommodate all the County employees and agency personnel. The vendor is expected to provide the following types of training programs: A training program for the County’s core project implementation team to include the training necessary to understand the overall system
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Hamilton County
Bid RFP 021-15/JW
RFP# 021-15
4.8
architecture, interface configurations, data import/export capabilities, workflow configuration options, etc. A training program for application administrators to include the training necessary to configure, tailor, monitor, and administer the technical and functional aspects of system. Employing a “train-the-trainer” approach for RMS trainers, and all mobile users. Post-implementation training for on-going end-user training of the initial system, as well as for future version releases. On-site refresher training for system administrators, application administrators and end-user trainers.
WARRANTY The Vendor warrants and represents that its goods and/or services shall be provided and/or performed in a professional and work-like manner in accordance with applicable professional and industry standards. The Vendor warrants that it has clear and marketable title to any software, or any other product sold or provided to Hamilton County in connection with the contract. All equipment will be supplied with the standard manufactures warranty. Vendor will provide all warrant documentation upon completion of the project. Vendor shall facilitate all necessary warrant repairs for the duration of the manufacturer’s warranty. The Vendors selected shall warrant that all equipment will be installed and set up as stated and designed. The Vendor shall also warrant that all wiring, programming and installation shall be implemented at current industry standards. The Vendor shall warrant that all products and services provided shall meet or exceed the specifications and requirements described herein. Information of the preventive maintenance, software and hardware must also be included.
4.9
MAINTENANCE AND SUPPORT The Vendor in their proposal should specify specifics as to what is covered under maintenance agreement. Vendor should also state if upgrades to the system are included in the maintenance costs, or describe fee structure for software/hardware upgrades.
4.10
BACKGROUND CHECKS Vendor will be required to complete a FBI and BCI Web check on any personnel associated with this project. Current fees associated with this are: FBI $34.00 and BCI $32, vendor will be responsible for fees associated with having this done.
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5.0
PROPOSAL FORMAT AND EVALUATION PROCESS To expedite and simplify the process for evaluating proposals, and to assure each proposal receives the same orderly review, it is required that all proposals be submitted in the format as described in this section. Proposals must contain all the elements of information specified without exception. When submitting an electronic proposal, scan and upload the required forms. If submitting a paper proposal, proposal sections must be numbered corresponding to the following format: Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7
5.1
Cover Sheet/Proposal Bond Cost Sheet/Line Items Executive Summary Required Forms Customer References Personnel Qualifications Distinguishing Characteristics
Section 1 – Cover Sheet/Proposal Bond: The proposal bond, cashier’s check, or certified check must be in the amount of five percent (5%) of the total amount proposed for year one. The proposal bond must be issued from a company licensed to conduct business in the State of Ohio. (If applicable) See Page 4 of this RFP regarding Bid Bonds.
5.2
Section 2 – Cost Sheet/Line Items: For electronic proposals- do not submit a cost sheet. Fill out the line items electronically through BidSync.com. If submitting a paper proposal, the cost sheet must be filled out in its entirety. Proposals submitted with escalations and/or footnotes indicating changes or negotiations in price may be disqualified.
5.3
Section 3 – Executive Summary: Provide the following information relative to the company (available electronically):
Location of Company – Provide the address for the company’s headquarters or name of the Vendor’s local office nearest to the City of Cincinnati, Ohio (if applicable). Include a contact name, address, and phone number.
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5.4
Vendor’s Primary Business – State the company’s primary line of business, the date established, the number of years of relevant experience, and the number of employees.
Company History – Provide a brief history of Vendor’s organization. State briefly the programmatic and administrative experience qualifying the Vendor to perform the proposed services. Include the Vendor’s mission statement, philosophy of service, and any special qualifications. Vendor should also provide Dunn & Bradstreet financials as they relate to vendor’s stability.
Section 4 – Required Forms: All questionnaires and all proposal forms must be filled out in their entirety and included in this section. The required forms are listed below and are electronically accessible:
5.5
Registration Form
Proposal or Proposal Form
Personal Property Tax Form
Warranty Unresolved Findings
Surety Bond, Cashier’s Check, Certified Check
Cost Sheet (Attachment D)
Section 5 – Customer References: The Vendor must list include a complete list of customers with at least three (5) references* for whom products/services were sold/provided similar in nature and functionality to those requested by Hamilton County. Vendors must list all Hamilton County Departments for whom products/services were received within the last 5 years. Vendor must also supply a list of all current clients with contact information. Each reference must be accompanied by (Available Electronically):
Company Name Address Phone Number and Fax Number Contact Person Nature of Relationship and Service Performed
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Time Period of Contract
*If references cannot be provided, explain why. 5.6
Section 6 – Personnel Qualifications: For key personnel who will be working on the project, please submit resumes with the following (Available Electronically):
5.7
Proposed Role
Job Description
Industry Certification(s) and Educational Background
Work History
Personal Reference (company name, contact name and phone number, scope and duration of project)
Section 7 – Distinguishing Characteristics (Available Electronically): Vendors are encouraged to identify their services’ distinguishing characteristics, which should be reviewed. These characteristics may be beyond the scope of this project if the Vendor deems they would provide value to the long-term goals of Hamilton County. Vendor should also indicate if their company is Criminal Justice Information System and a registered vendor with Ohio Incident Based Reporting System.
5.8
Section 8- Proposed Solution Vendors should describe their proposed solution(s) and the functional requirements listed in Attachment A, A1, B, C, D. Detail all technical functionality, information security capabilities, and future technical possibilities your system proposed will provide. Specifically identify all global or shared system settings, and describe in detail if your solution is has the ability for openended architecture Vendor should also insure data quality throughout system design, and explain in detail database structure changes, the potential risk and define any additional costs.
5.9
Section 9- Hardware and Server Requirements Vendor should suggest and include in pricing requirements for workstations, and servers.
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5.10
Section 10- Project Management Vendor to submit a project management plan as stated in section 4.7 to include plans for Implementation Planning, Testing, Documentation, Implementation and Support and Training.
5.11
Section 11- Warranty Vendor shall describe their warranty and provide all information on preventive maintenance, software and hardware.
5.12
Section 12- Maintenance and Support Vendor shall specify specifics as to what is covered under maintenance agreement. Vendor should also state if upgrades to the system are included in the maintenance costs, or describe fee structure for software/hardware upgrades. Include any maintenance and support costs for the optional renewal years.
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Attachment A: Functional Requirements for RMS Functional Requirements Please indicate if the following business/system functions are available within your core system, can be custom developed within the core system or if you have experience interfacing with 3rd party software to provide this functionality. Please provide any additional information describing functionality below.
Business/System Function
Core System
Custom Develop
3rd Party Interface
User Dashboard/Reminder Functionality Mechanism to alert or remind user: outstanding work to complete, current notifications and quick links to common user functions. Additional Information/Description:
Field Contact/Field Reporting Record information resulting from unusual or suspicious circumstances or activity. Also ability to record information from Hamilton County Communication Center and or Cincinnati Emergency Communication Center. Ability to create access and document all calls for service. Additional Information/Description:
Calls for Service Documenting responses for criminal and non-criminal events.
Additional Information/Description:
Source Development (Confidential and Non Confidential) Document and manage contact with sources. Additional Information/Description:
Investigation Documentation Document and manage all investigative steps. Additional Information/Description:
Case Management/Work Flow Multiple levels of supervisory access and review of data entered, monitoring case status and activities.
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Additional Information/Description:
Warrant Management Track and record warrants and any warrant-related activity or status changes. Additional Information/Description:
Arrest Processing Includes collecting all relevant information on the subject and his or her arrest details and verifying the subject’s identity. Additional Information/Description:
Booking Process Continuation of arrest process to include, detention, release and or transfers. Additional Information/Description:
Confidential Investigations Investigations of a sensitive nature to include Internal Affairs investigations, applicant background checks and files, undercover investigations (narcotics, organized crime). Additional Information/Description:
Evidence and Property Management Ability to track and inventory evidence and property from collection thru laboratory analysis and disposition. Additional Information/Description:
Analytical Support (Crime Analysis) Systematic process of collecting, collating, analyzing and disseminating timely, accurate, and useful information that describes patterns, trends, problems, and potential suspects. Allow for the presentation of information in a variety of formats, such as graphs, charts, and mapping as well as utilization of a blog or blotter to keep officers, public and supervisors informed of criminal offenses, field interrogation contacts, and persons wanted. Additional Information/Description:
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Master Indices Master indices correlate, aggregate and link information in the following areas: people, locations, property, conveyances (e. g. vehicles) and organizations (including businesses and gangs) Additional Information/Description:
RMS Standard Reporting (incident, arrest, supplemental reports, etc.) Each module includes its own set of standardized reports. Additional Information/Description:
RMS End User Ad-hoc Reporting Allow a user to define and create custom reports that are not provided by standard RMS reports and queries. Additional Information/Description:
RMS End User Ad-hoc Query Building Provide a user interface that allows a user to define and create custom queries. Additional Information/Description:
Alerts for Flagged People/Places Ability to flag a record or flag a restricted data element within a record to alert the user that set the flag. Additional Information/Description:
Task Tracking Manage assignments that may or may not be part of an investigation or call for service (e.g. vacation checks, checking location due to heightened security alert). Additional Information/Description:
Record Sealing Component to allow expungement, sealing, unsealing and purging of whole records and partial records logically. Additional Information/Description:
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Public Records (OCR 149.43) Ability to track public records requests and allow redaction of sensitive or confidential information before the report is released.
Additional Information/Description:
Prosecutor Case Notification Transmit notification of arrest event and relevant information.
Additional Information/Description:
Case File Electronically Transmit to Prosecutor (including attachments) Follow-up of additional details of investigation as available. Additional Information/Description:
Court Case File Preparation (hard copies) Accusatory instruments and supporting documents creation and printing. Additional Information/Description: Traffic Collision Report and Citations Ability to interface or record citations/tickets, and electronic submission of collision reports to Ohio Department of Public Safety. Additional Information/Description:
Orders and Restraints and Civil Process Management Record protection orders and restraints. Track the service of legal papers and execute legal processes as required. Additional Information/Description:
Local Law Ordinances Ability to add and maintain the current Ohio Revised Code.
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Additional Information/Description:
Pawn Ability to collect, store, and track pawn data for comparison with lost or stolen property. Additional Information/Description:
Sex Offender Registry Management Ability to add and manage sex offenders as required by ORC.
Additional Information/Description:
Property Ability to collect, store and track inventory of stolen/seized property and evidence, including chain of custody. Additional Information/Description:
Criminal Investigation Section: Ability to automate supervisor review of offenses reported daily that meet criteria for assignment to Detective. Ability for Supervisors to monitor reports assigned, update status and generate ad-hoc reports and forms as needed. Additional Information/Description:
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ATTCHMENT A-1: RMS/COURT SERVICES SPECIFICATIONS The vision of the Court Service Division is to integrate standalone systems into the functionality of the Records Management System. This would provide the Sheriff’s Office with the ability to facilitate data exchange and eliminate duplicate data entry where possible. Court Services is also looking for a system that will provide easy data entry where necessary, quick retrieval, and the ability to create reports ad-hoc. Taking advantage of mapping is also a requirement as this would enable resources to be utilized more efficiently. Business/System Function
Core System
Custom Develop
3rd Party Interface
Warrant Management Track and record warrants and any warrant-related activity or status changes or disposition. Current data system contains fugitive data for felons and child support contempt warrants, Scanned Warrant Documents, provides warrant activity tracking history to prove due diligence in warrant processing and for monthly/quarterly/annual reports to satisfy Child Support Enforcement Contract and costs related to arrest/extradition for fee reporting to the Clerk of courts. This data base provides updated information regarding Wanted Persons and Dead Beat Parents and is linked to the H.C.S.O. web site.
Additional Information/Description:
Prisoner Transportation Management Track and record all prisoner transportation related information including fee reporting for extraditions, warrant services, incarcerated witnesses and state sentenced inmates. Current data system contains data regarding all prisoner transportation relating to the extraditions/transportation of inmates, felons, and incarcerated witnesses, and provides monthly/quarterly/annual reports to satisfy the Sheriff's statutory requirement to provide the Hamilton County Commissioners cost reports relating to prisoner/witness transports by deputies or contracted services. Additional Information/Description:
Probate Court Service Management Track and record all data related to service of Probate Court writs, warrants and capias warrant information including fee reporting. Current data system contains data regarding all patient transportations relating to Probate Court and orders to convey mental health patients to hospitals, court hearings or other institutions as directed by the court. It also provides data for monthly/quarterly/annual reporting.
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Additional Information/Description:
Process Service Management Track and record all data related to process service activity including fee reporting. Current data system contains data regarding all court processes received in need of service by the Sheriff's Office from all Common Pleas Courts including (Common Pleas Criminal, Juvenile, Domestic Relations, etc.). It provides process activity tracking history to prove due diligence of service and also provides data for monthly/quarterly/annual reporting including fee reporting to the Clerk of Courts regarding Sheriff's costs for process service. Additional Information/Description:
Property Execution Management Track and record all data related to execution of property foreclosure, property sales conducted by the Sheriff’s Office and possession order information including fee reporting. Current data system contains data regarding all Sheriff's Property Sales, Possession Orders, Execution etc. and is the point of origin for processing all foreclosure information and merges data from the Sheriff's Fiscal Office regarding monthly/quarterly/annual reporting including fee reporting to the Clerk of Courts regarding Sheriff's costs for execution service. This data base provides updated information regarding Sheriff's Property Sales that is linked to the H.C.S.O. web site. Additional Information/Description:
Sex Offender and Arsonist Registry Management Ability to add, manage and track sex offenders and arsonists as required by ORC. Current data system contains sex offender and arsonist registration data including registration activity tracking history to prove due diligence in warrant processing and fee reporting to the Ohio Attorney General. This data system provides updated information regarding offender registration and is linked to the H.C.S.O. web site. Additional Information/Description:
Electronic Monitoring Field Activity Management Track and record monitored offender related activity and/or status changes or disposition. Current data system contains data regarding all activity of offenders under monitoring. This data system also provides officers tools for creating reports associated with each field encounter. The data system organizes and tracks: field records, officer’s notes and reports and computerized forms and web based mapping. Additional Information/Description:
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ATTACHMENT B: REQUIREMENTS SPECIFIC FOR MUG SHOT The current mug shot system has been in place since 2005, it provides the capability for agencies county-wide to have access to mug shots, demographic data, and tattoo photos on all subjects processed into the Hamilton County Justice Center. As technology has advanced Hamilton County Sheriff’s Office is seeking to replace the outdated technology with current standards, while at the same time not limiting expansion in the future to include iris, signature and voice recognition. Business/System Function
Core System
Custom Develop
3rd Party Interface
A. System Requirements: Compatible with current release of Windows and future releases of Windows Operating Systems
Additional Information/Description: Current release of SQL server compatible
Additional Information/Description: Web-based interface so remote stations can access functions. Web technology will be current Microsoft product. Additional Information/Description:
Ability to save images (and data) to local hard drive in event the server and/or network goes down and then later import into database. Additional Information/Description:
Ability to customize/add functionality to application
Additional Information/Description:
Ability to modify image storage locations
Additional Information/Description:
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Storage of images will facilitate optimum retrieval (i.e. images are not stored in just one folder) Additional Information/Description: Camera must have ability to be a fixed mount – either mounted to desk or drop from ceiling Additional Information/Description:
B. Image Capture Station Requirements Workstation must be able to capture image either photo, scars, marks, tattoo’s in off line mode ( e.g. connection to server is lost, images would be stored on local drive; once connection is re-established images would upload to server) Additional Information/Description:
Workstation must be able to view previously captured images of scars, marks and tattoo’s to eliminate redundancy, and identify scars, marks and tattoo’s that need to be re-taken and also take image of any new tattoo’s to previously captured location. Additional Information/Description:
Workstation must have ability to describe scars, marks and tattoos in free form test, utilizing spell check when applicable. Additional Information/Description: C. Image requirements – images must be captured in format specified by NIST STANDARD, as well as FBI NGI requirements. Additional Information/Description:
Headshot view
Additional Information/Description:
Profile view
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Additional Information/Description:
Allow multiple images to be attached to each record including scar and tattoos while entering or editing a record a single time. Additional Information/Description:
Ref. repeat offenders - When taking picture, have field for existing picture separate from or next to that for the new picture so comparison can be made (headshot only). Additional Information/Description:
System should have ability to perform spell check on free form text, for example when providing description of tattoo or scar. Additional Information/Description:
Save date and time of each image when it is created, via user password. Additional Information/Description:
Ability to edit images. Such as gamma correction, rotation, mirror, scaling methods, conversion to gray scale. Additional Information/Description:
Ability to import images from different sources. Such as BMV images, Video camera images, and Digital cameras. Additional Information/Description:
Ability to export images to be used in other
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applications. Such as attachments to email or word documents. Additional Information/Description:
Ability to move photo from one folder to another folder. (Used when an imposter is found). System must have ability to delete or move an individual picture from one folder to a different folder – this is used when an image is found in a record where it does not belong, or where a photo was taken by mistake. (White female photo in actual folder of male black). Additional Information/Description:
The photo image acquisition and display capability provided for the Hamilton County Sheriff must comply with the NIST Best Practice Recommendation (Latest Version enhancement of the current ANSI/NIST-CSL 1-1993 Standard) for capturing mugshot and facial images. Additional Information/Description:
Color photograph images must be compressed using a compression technique that is in compliance with the Joint Photo Experts Group (JPEG) Standard for Still Image Compression, in accordance with ANSI/ISO 10918:1992. NGI/NIST Additional Information/Description:
D. Line up Function Requirements Remove distracting or off color photo backgrounds. (Example would be height chart on older photo’s; or background that is not grey-scale) Additional Information/Description:
Flood- Fill all photo backgrounds to the same 18% gray.
Additional Information/Description:
Create a true non-prejudicial lineup with the same size
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heads in each photo. Additional Information/Description:
Zoom in on just one particular area of the face.
Additional Information/Description:
Easy click and drag image positioning allowing centering of a face in images, where the head is too low, too high or to one side. Additional Information/Description:
Drag and drop line up creation.
Additional Information/Description:
Subject name visible on thumb nails on line up search
Additional Information/Description: Select primary candidate’s record or conduct search of database to create a line up. Additional Information/Description:
Establish a key set of physical criteria from which to select a credible candidate list and have the ability to expand the key parameters. (e.g. suspect worn glasses at time of offense – must have ability to select image of potential candidates with glasses) Additional Information/Description:
Tattoo as a search parameter.
Additional Information/Description:
Ability to create line-ups on profiles or head shots.
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Additional Information/Description:
Ability to save line-ups for later use.
Additional Information/Description:
System must have ability when doing a lineup where potential candidates do not meet the 6 pic threshold, to save any potential candidates; perform new search to obtain additional candidates while retaining previously save candidates.
Additional Information/Description:
Line up display so victims can view images of suspects. Jacket number should be visible to victim rather than name. Additional Information/Description:
Ability to print out a report that is based on subjects selected for line-up, and that identifies subjects selected for line-up. Additional Information/Description:
Ability to print line up in either color or black and white. Additional Information/Description:
Ability to have identified suspect randomly placed in line up, so no pattern can be established. Additional Information/Description:
System should be equipped with photo editing software for use in facial recognition comparison. Additional Information/Description:
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System should have the ability to perform facial recognition or matching on not only frontal photo, but on tattoo photo’s as well. Additional Information/Description:
Allow searches of records on any or all fields including but not limited to name, Alias name, Soc., Physical descriptors, DOB, Date and time of photo, tattoos, scars, piercing. Additional Information/Description:
Allow wildcard searching on all fields
Additional Information/Description:
Allow range searching for all date, height and weight fields. Additional Information/Description:
F. Tattoo field (Image Field) Class: Symbol, picture, text, etc Additional Information/Description:
Subclass: Military, gang, racial, religious, drug, etc
Additional Information/Description:
Position: Inner, outer, horizontal, vertical. Right, left, etc
Additional Information/Description:
Item: Calf, ankle, foot, thigh, hip, buttocks, genitals, lower back, back, shoulder, upper arm, Lower arm, hand, palm, Fingers, face, head, neck, chest, stomach, waist, side, forearm, breast, specify fingers. (Allow for breakdown of various parts of the body)
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Additional Information/Description:
Height and Width in inches
Additional Information/Description:
Meets standards set by NGI
Additional Information/Description:
Free Form Comments and spell check performed before saving record Additional Information/Description:
G. Scar Field (Image Field) As Tattoo field but substitute Class and Subclass for Nature field. Additional Information/Description:
Nature: Surgery, Gunshot, Accident, Knife wound, etc
Additional Information/Description:
Amputation Field
(Image Field)
Additional Information/Description:
Comments: Freeform field to describe the amputation
Additional Information/Description:
Birth Defects – would be freeform field as well
Additional Information/Description:
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Data fields must meet the current requirements published by NIST/NGI. Data that can be extracted by custom interface to the RMS must be able to be obtained from the RMS system and “pre-load” into all fields where applicable. Last name
Additional Information/Description: First name
Additional Information/Description: Middle name
Additional Information/Description: Title- Entry will be defined by NGI/RCIC standard
Additional Information/Description: Date of Birth
Additional Information/Description: JMS #
Additional Information/Description: Control #
Additional Information/Description: BCI # - Bureau of Criminal Identification Number
Additional Information/Description: FBI # - Federal Bureau of Identification Number
Additional Information/Description:
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Race: Entry will be defined by NGI/RCIC standard, since list is subject to change Sheriff’s Administrator must have ability to add/modify list.
Additional Information/Description: Gender - Entry will be defined by NGI/RCIC standard, since list is subject to change Sheriff’s Administrator must have ability to add/modify list.
Additional Information/Description: Ethnicity – Entry will be defined by NGI/RCIC standard, since list is subject to change Sheriff’s Administrator must have ability to add/modify list.
Additional Information/Description: Eye color- Entry will be defined by NGI/RCIC standard, since list is subject to change Sheriff’s Administrator must have ability to add/modify list.
Additional Information/Description: Hair color - Entry will be defined by NGI/RCIC standard, since list is subject to change Sheriff’s Administrator must have ability to add/modify list.
Additional Information/Description: Hair style- : Entry will be defined by NGI/RCIC standard, since list is subject to change Sheriff’s Administrator must have ability to add/modify list.
Additional Information/Description: Facial hair - Entry will be defined by NGI/RCIC standard, since list is subject to change Sheriff’s Administrator must have ability to add/modify list.
Additional Information/Description:
Age will be a calculated field
Additional Information/Description:
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Height: required 3 digits so 5’ 09” doesn’t become 59” if the 0 is forgotten.
Additional Information/Description:
Weight: Required 3 digits. Weights below 100 lbs would be begun with a 0.
Additional Information/Description: Social Security Number – is number inputted already is present in another record – return flag to alert staff
Additional Information/Description:
Place of Birth all required fields. Entry will be defined by NGI/RCIC standard, since list is subject to change Sheriff’s Administrator must have ability to add/modify list. Additional Information/Description:
Aliases: first, last, middle names.
Additional Information/Description:
Nickname
Additional Information/Description:
Glasses: Yes
Additional Information/Description:
Dental: Dentures, missing teeth, crooked teeth, bad teeth, and orthodontic work, Gold Caps, Silver Caps, Gaps. Need fields to specify location of dental work; also need to indicate upper or lower teeth. (Must have ability to add multiple dental issues as well)
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Additional Information/Description:
Piercing Ears, Lip, Eyebrow, Nose, Navel, Genitals, Nipple, and Facial, Body, and Belly Button
Additional Information/Description: Scars (tab) – ability to zoom in on specific scar
Additional Information/Description:
Tattoos (tab) - ability to zoom in on specific scar
Additional Information/Description:
Amputations (tab) - ability to zoom in on specific scar
Additional Information/Description:
Address: Street, City, State, Zip, and apt number; must conform to current RCIC requirements. Additional Information/Description:
Phone # - define by landline or cell
Additional Information/Description:
United State Citizen /Foreign National
Additional Information/Description:
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Location of Offense
Additional Information/Description:
Location of Arrest
Additional Information/Description:
Fingerprint Classification NCIC, HENRY, AFIS
Additional Information/Description:
Next of Kin
Additional Information/Description:
Next of Kin’s address and phone #
Additional Information/Description:
Other contacts
Additional Information/Description:
Other contacts address and phone #
Additional Information/Description:
Charges Data that can be extracted by custom interface to the RMS must be able to be obtained from the RMS system and “pre-load” all fields where applicable. If data is not available from RMS interface, provide a drop down of the current Ohio Revised Code; also have ability to type in if necessary e.g Municipal Ordinance.
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Additional Information/Description:
Employer
Additional Information/Description:
Employer address and Phone #
Additional Information/Description:
Arresting Agency and Officer
Additional Information/Description:
Felon Registration (tab)
Additional Information/Description:
Sex Offender Classification: Drop down box.
Additional Information/Description:
Notable injuries at time of arrest.
Additional Information/Description:
Deceased and DATE (this will close the inmate history and allow for searching “read only” access to record, and will error if new information is attempted to be entered, or an attempt to place photo on file into a lineup.) Sheriff’s Office Administrator can override if necessary. Additional Information/Description:
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Data validation during data entry on all fields; Lookup fields conform with NGI/RCIC, NCIC and NIST record sets for all new record entries and any modified record. Lists are subject to change and the Sheriff’s administrator must have ability to add/modify the list.
Additional Information/Description:
Fingerprint classification
Additional Information/Description:
NGI/RCIC control numbers of person/persons arrested with or associated with.
Additional Information/Description:
Jacket number Additional Information/Description:
State Penitentiary – this list would include all state institutions, and the Sheriff’s administrator must have ability to add/modify list. Additional Information/Description:
I. Record configuration
Each record will display the last input data fields and photo for a subject. Other images will be in a pull down menu sorted by date. Additional Information/Description:
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Each image will retain all data fields input on that photo attached to it. So when you select an older image you will be viewing all the data fields as they were input on that date and time. Additional Information/Description:
When a new image is taken the data fields will fill in accordance with record information pulled from RMS system. User must have ability to modify and update record as necessary. Additional Information/Description:
Ability to enter/Edit into each record, data fields specific to incident , such as date of offense, arresting officer name, badge number, district or unit, also co-defendant’s name, and control number. Additional Information/Description:
Ability to mark if subject is co-defendant with another charged subject. Additional Information/Description:
Event based must follow JMS/ITN Number (JMS – Jail Management System, ITN – Incident Tracking Number
Additional Information/Description:
Each demographic record captured in Mug Shot must be able to export defined data fields to Live Scan to eliminate redundancy. Additional Information/Description:
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An example: John Doe comes in on 01/01/04 and a record is created on him. He gives his address of 100 Anywhere St. and his Mother as his contact. This data is now attached to this image. John Doe comes in on 03/03/04 and he has gotten a tattoo, but otherwise his information is the same. His data from 01/01/04 is put in by default for the new image. The user has only to add a tattoo to the information now to update it. The tattoo will not be in the data for the 01/01/04 file but will be in the 03/03/04 file. John Doe comes in again on 06/06/04. The information from 03/03/04 is his default information when his picture is taken. He has moved to 100 Nowhere Ln. and has given his Aunts name and address as his contact rather than his Mother so the default data will have to be edited to reflect this. This data is now attached to this image. Upon taking new Scars, Marks, and Tattoos data; the user has the ability to see previous Scars, Marks, and Tattoos data this will eliminate the possibility of duplicating previous entries. When you bring up John Doe’s file you will by default see the image and data entered on 06/06/04. When you click on the 01/01/04 image, you will see the data input on 01/01/04 (address as 100 Anywhere St. and contact as his Mother, but no tattoo). When you click on the image for 03/03/04, you will see the address of 100 Anywhere St. and his Mother as a contact, but his tattoo. When you click on 06/06/04, you will see the new address of 100 Nowhere Ln with his Aunt as a contact and with the tattoo. It is important in these scenarios to understand we want the user to be able to see without going into another application Scars, Marks, and Tattoos data from previous arrest and only capture new data. Main benefit: This will aid officers in being able to keep track of former addresses and phone numbers of the subject, his family, employers, and associates. It can also aid in investigations by tracking changes in appearance and when they occurred.
J. Web-Interface Approved agencies of the City of Cincinnati RCC network. Access will be restricted to a secure interface via which approved agencies will be permitted access. Additional Information/Description:
Ability to re-size photo to be able to send to laptop computer by stipulating % of original size.
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Additional Information/Description:
Response will contain image(s) and all demographic information associated with image (s). For example: Weight, hair color and facial hair are all things that can change from image to image. Additional Information/Description:
Response will also contain the number of other images available and demographic information for each so a secondary query could request one or more of the other images. Additional Information/Description:
K. Web- Services Any fields from the database can be displayed. An interface will be setup so this interface can be customized as needed by the Sheriff’s Office. Additional Information/Description:
Ability to re-size photo to be able to send to laptop computer. Additional Information/Description:
Web service will allow consumer to make request based on Control Number. Additional Information/Description:
Web service will allow for returning one, several or all images related to a Control number depending on the request. Additional Information/Description:
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RFP# 021-15
Web service will allow consumer to request most recent Mugshot image. Additional Information/Description:
All images will be returned in the form of a string of base64 encoded text. Additional Information/Description:
Web service will employ a security model that passes an application username and password in SOAP header. Additional Information/Description:
System proposed must provide for a auditing log of all transactions. Additional Information/Description:
Ability for Web Service to have online Help for step by step regarding searches, helpful hints, line ups Additional Information/Description:
K.
Other Program Interfaces
JMS - Currently retrieves image and demographic information via a stored procedure in JMS. Additional Information/Description:
CMS – currently retrieves data via a web interface Additional Information/Description:
Regional Crime Information Center (RCIC) – data available via inquiry should be accessible, and when verified data will be imported and accepted into mug shot.
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Additional Information/Description:
System must be able to interface with facial recognition software, or have ability to add this module. Additional Information/Description:
Live Scan- upon completion of record all required data will be sent to a queue to be retrieved and fill in required fields in the Live Scan system Additional Information/Description:
System must have ability to function in any current or future media release programs utilized by the Hamilton County Sheriff’s Office. Additional Information/Description:
System must have the ability to accept signature capture, and allow for future development of Iris and voice capture as well. Additional Information/Description:
Vender must be able to provide solution if system cameras go down to upload image taken from tablet or other mobile device. Additional Information/Description:
L.
Security
View Only Additional Information/Description:
View and run reports
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RFP# 021-15
Additional Information/Description:
Enter with ability to update a user’s own entries
Additional Information/Description:
Enter with ability to update all records Additional Information/Description:
Enter with ability to update all records and delete any record Additional Information/Description:
Enter with ability to update all records and can modify the deceased fields Additional Information/Description:
Audit who accesses each photo and when.
Additional Information/Description:
Upon saving record user must input password; for statistical purposes which will be available to Supervisory staff only Additional Information/Description:
M.
Reports
System must be able to duplicate the current reports being used to include: Head Sheet, Media Information Sheet, Wanted Poster, 6-pic line-up; line up must be able to print one mug shot per page as well as 6-pic. Additional Information/Description:
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RFP# 021-15
System must have the ability to produce a duplicate control number and or duplicate Jail Management System number – to allow for audit of data captured and stored in the system. Additional Information/Description:
Up to 5 additional standard reports
Additional Information/Description:
Ability to create reports through an industry standard tool, such as, Crystal Reports. Additional Information/Description:
Ability to run standard reports from web interface.
Additional Information/Description:
Ability to email or fax these reports directly from the application. Additional Information/Description:
Ability to e-mail photo and data associated with subject without having to cut/paste document.
Additional Information/Description:
Ability to print a report with photo, demographic information and if interface with AFIS is developed the fingerprints also. Additional Information/Description:
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Ability to have a summary monthly report on all transactions processed during specified time frame. Additional Information/Description:
System should be compatible to be viewed/ on IOS/ Android operating systems Additional Information/Description:
System should have the Ability to export images to be used in other applications. Such as attachments to email or word documents. System must also be able to be used by current and future media release programs. (Media Release program developed in-house) Additional Information/Description:
Ability to identify similar tattoo’s and generate a report for possible gang affiliation. Additional Information/Description:
Ability for Enforcement Supervisor to obtain information on wanted subjects in either a particular area, or wanted for specific offenses and send out to officers assigned to them. (Information on wanted persons would have to be obtained from either RMS or E-clear.
Additional Information/Description:
Ability to export data into mapping software to display frequency of persons arrested or living in a pre-defined area. Additional Information/Description:
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N.
Other
Must offer maintenance on system for life of system. Additional Information/Description:
Ability to delete data and photo associated with a specific Date of Arrest. Additional Information/Description:
Ability to delete entire data record and photo. Additional Information/Description:
All vendor supplied application software must support the capability to maintain a date/time referenced transaction log of all workstation, operations, including but not limited to: Operator sign on/sign off, Identification record creation, update, forwarding and purging transactions, system errors and operation process disruptions and system maintenance events. Additional Information/Description:
In the event that an imposter record is identified, system must have the ability to move not only the images attached to that imposter event, but the demographic data as well. Additional Information/Description:
O.
Camera Hardware provided by Vendor
It is the desire of Hamilton County that camera must have ability to be secured to insure consistency in images captured. As cameras are inside a jail environment, ability to tamper with camera must also be considered.
Additional Information/Description:
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RFP# 021-15
ATTCHMENT C: JAIL MANAGEMENT SYSTEM SPECIFICATIONS Vendors should complete Functional Requirements, indicating if the business/system functions requested are available within the proposed solution. Vendor must also indicate if the Business/System Functions listed are available within the core system, or can be custom developed within the core system or if the vendor has ability to develop third party interface. Vendor should provide any additional information to assist in describing in detail the interface to be developed to accomplish the goal. 1.
SYSTEM SPECIFICATIONS o o o o
o o o o o o
o
o
Ability to access the software from any browser on android, iPhone, tablets, iPads, Windows 7 and above, and other similar mobile and tablet devices. Accessible remotely using industry standard best security practices for updating and viewing of data. Field Alerting capabilities for warnings and other hardware related issues Server systems should be Microsoft Windows based with the following redundancy parameters: A redundant system environment with online primary and secondary servers that can operate in a failover configuration in the event of an outage or system problem. Ability to achieve a maximum uptime to sustain mission critical, 24/7/365 operations with little to no service interruptions. Provide a full GFS scheme onsite backup solution Simple to use GUI for admin report generation, and ability to generate new types of reporting based on department needs Hardware and data to be stored on site at the Hamilton County Sheriff’s Office Software functionality to integrate with other government agencies to securely provide access controlled portions of select data, as well as displaying data from remote agencies’ systems Database server(s) should be done in Microsoft SQL System should meet a minimum requirement of handling simultaneous connections that meets the needs of the Sheriff’s Office Networking parameters: Clients should have access to data over 3G connections and above Servers should function in a 10/100MB switched environment Minimum Browser Requirements: IE9 and above Chrome Firefox Safari Android, iPad, iPhone, Windows phones, and Tablets Ensure development environment and tools are compatible with Sheriff’s Office internal development staff
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o o
2.
Hand-off training, developmental documentation, and technical documentation to Sheriff’s Offices Information Systems staff Vendor will be required to create a secondary server environment to fully replicate the primary server. This secondary server must be operational for a warm or hot offsite recovery.
SYSTEM INFRASTRUCTURE AND FUNCTIONALITY REQUIREMENTS Vendors should propose a solution that shall address all or a portion of the needs; to fulfill the Functional Requirements. As stated previously the Sheriff’s Office is seeking a Jail Management System. The system must have the ability to operate in a shared environment with the ability to selectively share specific identifiable agency data elements and information as needed, yet also be customizable so that certain data elements can be secured. System proposed should be equipped to meet the following objectives of this collective plan for the Jail Management System. o o o o o o o
3.
Ability to automate all of the business processes to drive efficiencies with data collection and reporting. Have data entered once then pre-populate throughout system. Access to real – time auditable data Ability for Ad hoc reporting to fulfill Public Records Request. Create an audit trail to include contact information and results. Allow for system use utilizing in-car computers or mobile applications. Automatic notification of staff when security-related issues exist. Integrate and streamline processes of various types to eliminate duplication of effort, and resources, while accomplishing a common goal. Ability to add, edit and view inmate and confinement records. Ability to configure a workflow based on inmate’s movement. Ability to import and export information from external systems. Ability to aggregate data from multiple systems and provide investigate search tools and analysis capabilities to support informed inmate population decisions. Ability to create reports and queries without involving the vendor. Ability to migrate data from current system.
SYSTEM INTERFACES Proposals should describe in detail how your systems proposal will interface with the following existing systems. If additional information is needed, it may be requested as stated in section 1.3 of the document. * Mug Shot * Live Scan (MorphoTrust) * Jail Management System (Unisys)
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* 95-100 standalone access databases and excel spreadsheets * 50-100 paper and electronic forms * Prosecutors Office System * County Communications Center (TriTech) * Pro-Ware * Auditor’s Office (Microsoft SharePoint) * Juvenile Court Management System * Court Management System (Pro-Ware) * E-Clear * Probation Department System * Bureau of Sentence Computation System * Local, Regional, and State CAD Systems * AFIS * EDMS * People Trak * Cactus * GTL Cloud-based Telephone System 4.
Vendors should describe the proposed solution for the above hardware and functionality requirements, as well as responding to functional requirements listed in Attachment . Vendor should detail all technical functionality, of the system or systems proposed as well as capabilities of information security and future technical possibilities your system proposed will provide. Specifically identify all global or shared system settings, and describe in detail if your solution has the ability to be open-ended. Due to the sensitivity of this proposal; some specific jail related functions will not be defined in this RFP, however they will be provided upon request at a later date.
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Attachment C: Functional Requirements for Jail Management System Please indicate if the following business/system functions are available within your core system, can be custom developed within the core system or if you have experience interfacing with 3rd party software to provide this functionality. Please provide any additional information describing functionality below.
Business/System Function
Core System
Custom Develop
3rd Party Interface
User Dashboard/Reminder Functionality Mechanism to alert or remind user: outstanding work to complete, current notifications and quick links to common user functions. Additional Information/Description:
Inmate Contact Record all inmate related activity (medical, court, track movement, bed assignment, medical data, commissary account activity. Ability to enter case information and send relevant data into eClear. Additional Information/Description:
CAD/Field Contact Electronically submitted by attachments 527 (Arrest Reports), Affidavits, Complaints, Domestic Violence Packet and Communicate anything that the officer would like the Booking Window at the Justice Center to know in advance of the inmate arriving at the Justice Center Additional Information/Description:
Inmate Booking To be able to communicate with NEC/Fast ID to inform us that Identification is complete. Assign Jail Identification Number with Bar Code. To connect with RCIC/LEADS/NCIC and CMS to receive open warrant information, send/receive hit responses. Ability to reject a prisoner prior to booking into the Facility and being able to log reason for rejection Additional Information/Description:
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Search Area/Office/Intake Hand held device to bring up medical questionnaire, search results, body cavity search results if needed. This device should also be able to bring up body scan results and a picture of property received at this station. Indicate High profile/High security, keep separate status. Additional Information/Description:
Medical – Prints & Pictures – Security Provide a queue to notify when completed. Additional Information/Description:
Intake blue property counter Inventory property, assign bar code, inventory money and deposit into the kiosk. Ability to picture property. Collect personnel information for demographic screen. Log telephone information. Additional Information/Description:
ECA – Entry of Case/Arrest Provide a queue notifying case entry needs to be done, provide a Queue for releases that will connect to NEC, RCIC, NCIC, LEADS, and CMS. Additional Information/Description
Grand Jury/Indictment/Ignored Notification Transmit notification of arrest event and relevant information Additional Information/Description
Inmate classification/Movement Provide a queue notifying classification to be performed using charge, criminal history and security issues to separate inmates into security housing levels. Electronically submitted Inmate request, grievances, commissary and hearings. Daily automated security level review. Update inmate movement including log, scheduling and group activities. Ability to track officer daily rounds.
Additional Information/Description:
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Housing requirements Incorporate jail specific cell types, cell locations, and frequently used external locations (such as Talbert House). Additional Information/Description:
Inmate Records Ability to add, edit and view inmate and confinement records, including visitor approvals, visitor records, cash deposits and withdrawals, inmate charges, inmate medical information, , property and clothing records and screening forms
Additional Information/Description:
Security Housing and movement reports, incident reports including adding photographs and other types of evidence. Notification of High Profile inmates. Additional Information/Description:
Inmate Management Ability to schedule events to create, modify, or mark as complete inmate transport, inmate releases, court dates and agency define events. Ability to track mass or single movement of inmates and to locate inmates who are not currently housed in their assigned cell. . Additional Information/Description:
Inmate Movement Ability to view inmate by assigned location, current location. Ability to view inmate showing inmate image and case numbers. Ability for Jail Personnel to readily view all alerts associated with a particular inmate such as an inmate to keep separate from other inmates. Additional Information/Description:
Inmate Release Ability to allow users to perform an automated release of inmate. Automate process of updating charge and confinement information – pull from data exchange, update release of property and clothing, generate final check or double check system. Final release of inmae will not occur until Fast ID is completed.
Additional Information/Description:
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Confidential Investigations Investigations of a sensitive nature to include Internal Affairs investigations, applicant background checks and files, undercover investigations (narcotics, organized crime). Additional Information/Description:
Property Management Ability to track and inventory property from collection thru laboratory analysis and disposition. Additional Information/Description:
Analytical Support (Crime Analysis) Systematic process of collecting, collating, analyzing and disseminating timely, accurate, and useful information that describes patterns, trends, problems, and potential suspects. Allow for the presentation of information in a variety of formats, such as graphs, charts, and mapping. Report capabilities to American Jail Associations etc … Additional Information/Description:
Master Indices Master indices correlate, aggregate and link information in the following areas: people, locations, property, conveyances (e. g. vehicles) and organizations (including businesses and gangs) Additional Information/Description:
JMS Standard Reporting Each module should include its own set of standardized reports as well as provide ability to create ad-hoc reports as needed.
Additional Information/Description:
JMS End User Ad-hoc Reporting Provide a user interface that allows a user to defind and create custom queries.
Additional Information/Description:
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Classification Schedule events to create, modify or mark as complete transports, inmate releases, court dates, and agency defined events. Track the mass or single movement of inmates and locate inmates who are not currently in their assigned cells. Inmate incident and inmate grievance reporting. Ability to send alerts due to change in security status this would include for example: new charges or an incident.
Additional Information/Description:
Alerts for Flagged People/Places Ability to flag a record or individual inmate with a restricted data element within a record to alert the user that set the flag. This might be used for suicide watch inmates for example. Additional Information/Description:
Task Tracking Record assignments and be able to track assigned work using a work log. Additional Information/Description:
Record Sealing Component to allow expungement, sealing, unsealing and purging of whole records and partial records logically. Provide ability to remove from multiple systems. Additional Information/Description:
Freedom of Information Act (FOIL) Ability to track Freedom of Information Act request and allow redaction of sensitive or confidential information before the report is released. Additional Information/Description:
Grand Jury/Indictment/Ignored Notification Receive via interface with Court Management System notification of arrest and court related information. (Bonds, release, sentence) Ability to receive Grand Jury/Indictment/Ignored notification From the prosecutor’s office and other related information. Additional Information/Description:
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Case File Electronically Transmit to Prosecutor (including attachments) Follow-up of additional details of investigation as available and required. Additional Information/Description:
Court Case File Preparation (hard copies) Accusatory instruments and supporting documents creation and printing.
Additional Information/Description:
Orders and Restraints and Civil Process Management Record protection orders and restraints. Track the service of legal papers and execute legal processes as required. This would be used to exclude visitors where a protection order has been issued. Additional Information/Description:
Local Law Ordinances Ability to add and maintain the current Ohio Revised Code.
Additional Information/Description:
Inmate Property Ability to sort clothing utilizing bar code. Signature key pads for release of clothing and property. Inventory log for all of property. Additional Information/Description:
Inmate Identification Ability to collect Personal Identification Information regarding inmate, print out wrist band that will hold up to rigors of jail Environment. Ability to verify identity of inmate upon release. Additional Information/Description:
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Case Management Queue notifying Jail Records that cases need to be updated or Reviewed. Ability to calculate complex sentencing. Scheduleing Movement of inmates for various locations. Ability to connect To RCIC,NCIC,LEADS,CMS,PAROLE, PROBATION, IMMIGRATON AND BOSCO (Bureau of Sentence Computation For Ohio). Scan armband for inmate photo and interact with Cactus for pay for stay paperwork. Additional Information/Description:
Evidence/Security Itemize evidence (drugs) confisicated in search area or pod Location. Ability to capture picture of evidence and provide Reporting capabilities. Additional Information/Description:
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Attachment D- Cost Sheet RFP# 021-15
Total Cost of Records Management System
$
Total Cost of Mug Shot System
$
Total Cost of Jail Management System
$
Initial Term
Maintenance Costs
$
Optional Renewal Year One $
Optional Renewal Year Two $
Optional Renewal Year Three $
Optional Renewal Year Four $
Name of Company: ________________________________________________ Address: ________________________________________________________ City:__________________________State:______________Zip: ___________ Phone:_____________________________Fax:_________________________ E-mail: __________________________________________________________
Signature:____________________________________ Date:____________
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5
SURETY BOND
Suppliers Note: This document must be notarized. Please print and complete document. The surety must be submitted with the bid. If responding electronically and submitting a bond or check, the actual bond or check must be received by 11:00 a.m. at the bid ending date and delivered to Hamilton County Purchasing 138 East Court Street Suite 507 Cincinnati, Ohio 45202. Bid proposals that do not have the actual bond or check present at the time of opening will be considered noncompliant and will not be read. We, the undersigned, are held and firmly bound unto the Board of County Commissioners of Hamilton County, Ohio, in the sum of ______________ dollars, for the payment of which we hereby jointly and severally bind ourselves and our legal representatives by these presents, signed and sealed by us, at Cincinnati, this __________________ day of ________________(month) ________(year). The condition of this obligation is such, that if the said Board of County Commissioners shall accept the proposal of _____________________, hereinafter called the bidder, and said bidder shall, within sixty (60) days after sending of notice of such award, enter into the prescribed contract in writing, with approved surety or in the case the said bidder shall fail or refuse to perfect said contract as aforesaid, and shall promptly pay all damages accruing to said Board of County Commissioners by reason of such failure or refusal, then this obligation shall be void, otherwise to be in full force and virtue. Signed and acknowledged in the presence of:
Witness ________________________________________________ Print or type name SIGN ON THIS LINE
Witness ________________________________________________Print or type name SIGN ON THIS LINE
Surety: _________________________________________________________________ PRINT OR TYPE NAME ABOVE INCORPORATED IN THE STATE OF
SIGN ON THIS LINE
CERTIFIED CHECK If you are submitting a Certified Check: Check #_________________________________dollars drawn on ____________________________________ bank is herewith submitted and deposited in lieu of bond under the same terms and conditions as set forth in the above bond. INSTRUCTIONS FOR FILLING OUT THE BOND ABOVE: The bond must be executed by an authorized surety, guaranty, or trust company. The amount of surety required will be determined by the County and set forth in the bid documents. The County shall determine the sufficiency of all sureties. If corporate surety is given, the surety or guaranty company must indicate in the bond the state in which it is incorporated. A certificate of authority authorizing the “attorney-in-fact” to sign the bond must accompany the same. A certified or cashier’s check may be submitted in lieu of the bond.
The surety or guaranty company’s own form may be substituted for the bond form in the invitation to bid.
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Section 3- Executive Summary Suppliers Note. If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope.
Name of Company: Address: Phone: Fax: Contact: E-mail:
Primary Business: 5
6
Company History: 5
6
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REGISTRATION FORM PLEASE READ AND ACKNOWLEDGE RECEIPT OF THIS DOCUMENT ITB#: RFP 021-15/JW All inquiries regarding this ITB are to be e-mailed, mailed or faxed to: Jill E Williams Purchasing Agent I 138 E. Court Street, Room 507 Cincinnati, Ohio 45202 Fax #: (513) 946-4335 Email:
[email protected]
The County will not entertain any oral questions regarding this ITB. Other than specified above, no bidder may contact any county official, employee, project team member or evaluation team member. Bidders are not to schedule appointments or have contact with any of the individuals connected to or having decision-making authority regarding the award of this ITB. Inappropriate contact including attempts to influence the ITB process, evaluation process or the award process by bidders or by others on their behalf will result in bid rejection. The only appropriate contact is with the Purchasing Department as listed above. Have you been banned from doing business with the State of Ohio? Is your company a “for profit” business and if yes, please specify? (i.e. Women Owned or Minority, Disadvantaged and/or Small Business Enterprise)
Please fax or e-mail this page to the Purchasing Department as soon as possible. By faxing or e-mailing this page to the Purchasing Department, you will be registering your company’s interest in this ITB, attendance at pre-bid conference, and it will ensure you will receive all addenda or correspondence. Your signature is an acknowledgement that you have read and understand the information contained on this page. Hamilton County will not be responsible for the timeliness of the delivery via U.S. Mail DATE: COMPANY NAME: ADDRESS: CITY, STATE & ZIP CODE: SALES REPRESENTATIVE’S NAME: TELEPHONE NUMBER: FACSIMILE NUMBER: EMAIL ADDRESS: NUMBER OF PEOPLE ATTENDING PREBID (IF APPLICABLE): SIGNATURE: 5/26/2015 7:00 AM
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SIGNATURE:
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PROPOSAL OR BID Suppliers Note. If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope. In compliance with the foregoing invitations for bids, and subject to all conditions set forth, the undersigned offers and agrees, after having carefully examined the specifications, if this bid is accepted within a reasonable time from the date of the opening, to furnish any or all of the items upon which prices are quoted, in accordance with the specifications applying, at the price set opposite each item. The Legal Advertisement, General Conditions, Special Conditions, Instructions to Bidders, and Specifications and Plans become a part of this proposal. Delivery, to destination as shown, on any or all of the items will be completed within the specified time period indicated in Section 4.0 of the ITB. IMPORTANT: As delivery may be a deciding factor in the award of an order, it is important that bidders furnish the information requested. TAXES: Ohio Sales Taxes are not applicable to Hamilton County purchases. TAX ID #: PRINT NAME: SIGNATURE: TITLE: NAME OF COMPANY:
NOTE:
Your attention is called to the fact that a bond or certified check must accompany this proposal if so specified in the “INVITATION.”
HAVE YOU PROPERLY SIGNED YOUR BID AND BOND? DATED
ADDRESS
PHONE NUMBER
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PERSONAL PROPERTY TAX STATEMENT Suppliers Note: This document must be notarized. Please print and complete document and scan to upload the completed document to your bid response. If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope. In accordance with Section 5719.042 of the Ohio Revised Code, I hereby certify that the company I represent is not delinquent in the payment of personal property taxes to the State of Ohio or any subdivision thereof.
SIGNATURE
PRINT NAME
TITLE
TO BE COMPLETED BY NOTARY PUBLIC
On _______________________________________________, there appeared before me DATE
______________________________________________________, saying that he/she is PRINT NAME
_____________________________________________________________________ of PRINT TITLE __________________________________________________________________________________________________________,
PRINT NAME OF COMPANY
and that he/she understands all of the implications of the above statement and has signed in good faith.
SIGNATURE OF NOTARY PUBLIC
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SIGNATURE OF NOTARY PUBLIC Hamilton County
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WARRANTY AGAINST AN UNRESOLVED FINDING FOR RECOVERY (Formerly State of Ohio Debt)
Suppliers Note: This document must be notarized. Please print and complete document and scan to upload the completed document to your bid response. If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope. In accordance with Section 9.24 of the Ohio Revised Code, I hereby certify that the company I represent does not owe any money to the State of Ohio.
. SIGNATURE
PRINT NAME
TITLE
TO BE COMPLETED BY NOTARY PUBLIC
On _______________________________________________, there appeared before me DATE _____________________________________________________, saying that he/she is PRINT NAME ________________ ____________________________________________________ of, PRINT TITLE
______________________________________________________________________ PRINT NAME OF COMPANY and that he/she understands all of the implications of the above statement and has signed in good faith.
SIGNATURE OF NOTARY PUBLIC
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Section 5- Bidder References Suppliers Note: If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope.
Company: ITB#: ITB Name:
Business Name: Contact Name: Address: Phone: E-mail: Projects similar to this bid: 5 6
Business Name: Contact Name: Address: Phone: E-mail: Projects similar to this bid: 5 6
Business Name: Contact Name: Address: Phone: E-mail: Projects similar to this bid: 5 6
Business Name: Contact Name: Address: 5/26/2015 7:00 AM Phone:
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Business Name: Contact Name: Address: Phone: E-mail: Projects similar to this bid:
Hamilton County
Bid RFP 021-15/JW
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Bid RFP 021-15/JW
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Section 6- Personnel Qualifications Suppliers Note: If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope.
List names and titles of personnel that will be associated with this bid/contract. Attach work history if desired. Name: Title: Proposed Role: Industry Certification & Educational Background: Job Description: 5 6
Name: Title: Proposed Role: Industry Certification & Educational Background: Job Description: 5 6
Name: Title: Proposed Role: Industry Certification & Educational Background: Job Description: 5 6
Name: Title: Proposed Role: Industry Certification & Educational Background: Job Description: 5 6 5/26/2015 7:00 AM
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Job Description: Hamilton County
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Personal Reference: 5
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Work History: 5
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Hamilton County
Bid RFP 021-15/JW
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Section 7- Distinguishing Characteristics Suppliers Note. If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope.
Bidders are encouraged to identify their services’ distinguishing characteristics, which should be reviewed. These characteristics may be beyond the scope of this project if the bidder deems they would provide value to the long-term goals of Hamilton County. 5
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Question and Answers for Bid #RFP 021-15/JW - Records System, Jail Management System, Mug Shot System
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Overall Bid Questions There are no questions associated with this bid. Question Deadline: Jun 9, 2015 12:00:00 PM EDT
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