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Dallas CountyREQUEST FOR PROPOSAL FORRFP 2021-026-6893 Jail Management SystemRFP Due Date: Monday, May 24, 2021 @ 2:00 p.m.Pre-Proposal Conference Thursday, April 22, 2021 at 10:00 a.m.Click here to join the meeting1
ContentsI. Introduction . 3II. Project Background and Description . 3III. Vendor Requirements . 3IV. Project Implementation and Service Management . 4V. Pricing Structure . 5VI. Jail Management System Requirements . 6V. Opening of Proposals . 24VI. Pre-Proposal Conference . 24VII. Additional Questions and Answers During and/or After the Pre-Proposal Conference . 24VIII. Evaluation Criteria . 25IX. Proposal Format . 25X. Delivery of Proposals . 28XI. Notice to All Bidders: . 29XII. Review of Proposals . 30XIII. Insurance . 31XIV. Discussion with Reasonably Qualified Proposals . 31XV. Rejection or Acceptance of Proposals . 31XVI. Late and Withdrawn Proposals . 32XVII. Selection Process . 32XVIII. Development Costs . 32XIX. Contract Award . 32XX. Disqualification of Proposers . 33XXI. Permits Required By Law . 33XXII. Records and Audit . 33XXIII. Assignment of Contract. 33XXIV. Default by Proposer . 33XXV. Termination . 34XXVI. Miscellaneous . 34XXVII. Conflict of Interest . 34XXVIII. Certificate of Interested Parties (Form 1295) . 35XXIX. General Provisions . 35XXXI. Terms and Conditions . 38XXXII. Small Business Enterprise (SBE) Program . 50XXXIII. Mandatory SBE Solicitation Attachments . 54Mandatory Forms . 602
I. IntroductionDallas County is issuing this Request for Proposals for an The Dallas County Sheriff’s Office (“Sheriff’sOffice”) is issuing this Request for Proposal (“RFP”) to solicit proposals from firms that have experiencewith providing, installing, implementing and supporting a Jail Management System. The Jail ManagementSystem (JMS) sought shall have the capabilities to support the operational complexities of a county jailfacility similar in size and scope as Dallas County. Through this RFP, the County seeks a possiblereplacement of the Techshare Jail solution.II. Project Background and DescriptionThe Sheriff’s Office seeks a proven Jail Management System and Associated Services (cumulativelyreferred to as “Services”) that are industry proven and encompass industry best practices from an out ofthe box solution. The intent and purpose of this initiative is to replace the current JMS and maximize thecurrent services using proven, cutting-edge technology and services, and deliver advanced turnkeyservices to inmates of the County Sheriff’s Department facilities, in the most cost-effective pricingpackage.Dallas County Sheriff’s Department operates the seventh largest jail in the United States. There are sixdetention facilities within the Dallas County Sheriff’s Department. These facilities can house more than7,100 inmates and more than 2000 employees. The Dallas County detention facilities are self-sufficient,operate 24-hours a day 365 days a year and currently averages a daily population of 6,500 inmates.The North Tower, West Tower and Suzanne L. Kays are all located adjacent to the Frank Crowley CourtsBuilding. This complex is known as the Lew Sterrett Justice Center.The North Tower, constructed in 1993, this ultramodern facility holds 3,292 maximum security inmateswith 188 single cells. It takes a staff of 350 employees to operate this facility.The West Tower, a mental housing facility, houses a variety of classifications besides medium andmaximum custody inmates. These classifications include: Class “C”s, Trustee, Infirmary, lower bunkmedical restriction, close behavioral observation, suicidal, HIV positive, homosexual and accused childmolesters, crisis stabilization, protective custody, admin custody, psychological assessment program, andsubstance abuse. The West Tower has 132 tanks and 25 single cells. It can house up to 1,530 male inmates.The Suzanne Lee Kays Detention Facility also known as The South Tower, is the department’s first directsupervision facility (meaning the detention officers work inside the actual housing unit with the inmates).The construction of this facility was completed in spring of 2008. Inmate capacity for this facility is 2,304.The George Allen Jail also known as the Government Center is currently depopulated, has the capacityfor 800 inmates.The Dallas County Criminal Courts Building and jail also knows as “The Old Jail”, is now closed.The Sheriff’s Office currently manages the jail using Adult Information System (AIS) originallyimplemented in 2006 and supports more than 2,600 users. AIS interfaces with internal as well as externalsystems to provide data and support to the Dallas County Sheriff’s office and its agency partners.III. Vendor RequirementsVendor must be a provider of a Jail Management System.3
Vendor shall implement changes to the system as required to adhere to legislative mandates by the Stateof Texas and federal government at no additional cost, within reasonable expectations, to Dallas County.Vendor shall keep the code base current with programming methodologies, server operating systems,database management systems, security tools, and client operating systems.Vendor shall demonstrate experience in delivering large-scale jail management systems, preferably inTexas, to ensure familiarity with Texas laws and methodologies.Vendor must comply with all HIPAA requirements.Vendor must comply with the F.B.I.’s Criminal Justice Information Services (CJIS) security policyrequirements.Vendor shall provide financial statements for the prior five (5) fiscal years. Note: Dallas County issubject to Chapter 552 of the Government Code. Please mark financial statements as “CONFIDENTIALINFORMATION” and provide them in a separate envelope as well as a separate PDF document.Vendors must also have the ability to provide trained and experienced staff, to perform installation,implementation, configuration, integration, training, project management, customer service and postimplementation maintenance support services equivalent to those set forth in this RFP.Proposals that merely repeat the requirements set forth in the RFP and state that Contractor “will performthe statement of work” or similar verbiage are discouraged. Dallas County is interested only in proposalsthat demonstrate the contractor’s expertise in performing engagements of this type as illustrated by theproposer’s description of how it proposes to perform the requirements set forth in this RFP.IV. Project Implementation and Service ManagementProject Approach. Proposer shall present an overview, which shall be a narrative description, of theProposer’s proposed plan for providing the requested services to the Sheriff’s Office. The Proposer shallprovide in full detail, its understanding and response to the Scope of Work.Implementation Plan and Schedule. Proposer shall provide a detailed implementation Plan andSchedule of the proposed implementation methodology. Time is of the essence in providing fullyfunctional services, and the Proposer is required to provide a fully functional system tested and acceptedby the Sheriff’s Office. The Implementation Plan and Schedule will include the following:a. Summary of management/work plan for this Projectb. Project Schedule with Project Milestone Datesc. User testing and acceptance provision for the Sheriff’s OfficeProject Team Organization Chart. Proposer shall provide its Project Team Organization Chart, clearlyshowing the organization of the team and the hierarchy of the members. It must include:a. Organizational framework for the proposed Project Team, Company name and key staffname for each role identified in the chart.b. Proposer shall provide the names, years of service and qualifications of each member ofthe Proposer’s Project Implementation Team, including an Escalation Chart with completecontact information.4
Project Control Document (PCD). Upon effective date of Agreement, the Successful Proposer shallcreate, and deliver to the Sheriff’s Office and the Sheriff’s Office Designee, as indicated in the contractdocument, Project Control Documents (PCDs), consistent with the Scope of Work. The contents of eachPCD shall include the relevant elements of the following:a. Introductionb. Executive Summaryc. Project Mission & Objectivesd. Project Scopee. Work Breakdown Structuref. Master Project Scheduleg. Training Planh. Status Reportingi. Governance Modelj. Change Control Plank. Communication Planl. Project Teamm. Risk Assessment & Managementn. Maintenance and Upgrade Plano. Security Planp. Software Support Planq. Jail Standards and Compliance update planIntegration of New Services. The Proposer shall submit detailed plans for the provision of necessaryhardware and software, and the integration of the new equipment, while minimizing the impacts to currentoperations.New Systems. The proposed system shall be a system proven effective and successful in the industry,structured based on industry best practices. It is important the proposed system is proven in the industryand is currently in use by agencies similar in size and scope to Dallas County. The new system and servicesshall become fully operational upon the successful completion of all system integration testing andacceptance by the Sheriff’s Office. Data conversion, integration and application acceptance test criteriaare as follows: Services tested and verified as fully operational, without deficiencies, and writtenacceptance by the Sheriff’s Office Project Manager. All installation plans and schedules will be reviewedand approved by the Sheriff’s Office Project Manager, in order to minimize impacts to normal operations.V.Pricing StructureDallas County expects the financial proposal to set forth the proposed funding source(s) for developmentof the jail software, including all costs or the methodology for determining costs to Dallas County. Further,5
a cost model for implementation and on-going operations and maintenance over the proposed contractterm should be detailed.The financial proposal shall specify the types of resources the Respondent expects will be provided byDallas County and the responsibilities for each, such as subject matter experts, quality assurance, and thelike.Vendor shall include the cost of any software tools or third party applications necessary to develop,implement and operate the Jail software as proposed.If the Vendor is selected for preparation of a Final Cost Proposal and Statement of Work, the total costsfor both the software provided (if any) and the services to be performed must be included in the Final CostProposal.There should be no limitation on the number of instances, installations or usage of the software at each ofthe participating locations.VI.Jail Management System RequirementsThe requirements below are intended to evaluate Vendor software’s capability to meet the minimumrequirements for the Dallas County Jail Management System.The Jail Management System (JMS) must, unless otherwise noted, provide the following functionality:1. Common Features and Functionality1.1. Workflow Management1.1.1. Work-queue based prisoner processing1.1.2. Work-queue changes (adding/updating/deleting of work-queues) shall be userconfigurable via the security administrator(s)1.2. Work-queue administration1.2.1. Work-queue automation1.2.1.1.Complex and dynamic workflow capabilities that assist the County withmanaging compliance, operational and regulatory processes1.2.1.2.Data mining capabilities – i.e. Keyword searches1.2.2. Audit trail capabilities of work-queue changes1.3. User and System Administration Management1.3.1. Create, update, and remove JMS users1.3.2. Organize users into user groups1.3.3. Organize a set of privileges into Roles1.3.4. Segregation of duties1.3.5. Assign users multiple roles within one user ID1.3.6. Grant / Revoke access privileges by assigning / removing Roles assigned to individualusers and user groups.1.3.7. Bulk user provisioning update/add/delete capabilities1.3.8. Easily view all the privileges currently assigned to a user or user group.1.3.9. Easily view all the users / user groups that have privileges for a particular resource (i.e. afeature or an attribute)1.3.10. Designate other security administrators with limited security management privileges1.3.11. Email Notification and/or System Alerts of changes to user privileges and/or roles1.3.12. Email Notification of work-queue status changes that require awareness and/or action bythe user role6
1.3.13. Audit trail capabilities of user role and/or privilege changes1.3.14. Automatically disable user account based on configurable failed login attempts and orduration of inactivity.1.4. Code Table Management1.4.1. Generate bar-codes and QR-Codes based upon configurable values which can then beapplied to paper documents or presented on screen for scanning in order to retrieve relatedrecords within the system1.4.2. The values for the various ‘pick lists’ within the JMS must be user configurable1.4.3. End-users/administrative facilities shall have the ability to maintain the applicationsupport data without having to resort to direct database / file manipulation by technicalsupport personnel1.5. Alerts/Notifications1.5.1. Allow for the ability to configure automated event based notifications and alerts1.5.2. Allow the user to create a manual or automated alert on a prisoner’s intake record1.5.3. Alerts may also be generated automatically based on certain conditions and/or events1.5.4. Allow the authorized user to inactivate / remove an alert from an Intake record.1.5.5. Clearly indicate on the prisoner’s intake record that there are alerts and provide anintuitive way to display all alerts.1.5.6. Provide a system wide alerts listing1.6. Intake Record Administration.1.6.1. Allow authorized users to view a “Change Event” log for a particular intake record1.6.2. Record Consolidation / Deconsolidation1.6.3. Record Splits1.6.4. Record Expunction1.7. Search1.7.1. Allow an authorized user to find a prisoner’s intake record using name, DOB, SSN,record ID #, warrant # or other unique identifier1.7.2. Provide a contextual search capability1.7.3. Data mining capabilities – i.e. Keyword search capabilities1.7.4. Provide the ability to index or tag uploaded documents stored in the JMS1.8. Data Administration1.8.1. Provide robust Data Administration capabilities for authorized administrative users1.8.2. Integrate with specific Dallas County Enterprise Systems to provide consolidated dataadministration facilities acros
Jail Management System Requirements . The North Tower, West Tower and Suzanne L. Kays are all located adjacent to the Frank Crowley Courts Building. This complex is known as the Lew Sterrett Justice Center. The North Tower, constructed in 1993, this ultr
