REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS Prison Management Software Board of Commissioners CARROLL COUNTY, GEORGIA

2 Carroll County, Georgia Request for Proposals Prison Management Software The Carroll County Board of Commissioners is currently soliciting proposals for the purpose of a Prison Management Software program to improve automation of workflows, data collection, communication, and reporting needs within the Correctional Institute (CI). The vendor shall be familiar with and have a working knowledge of prison and jail population management. All proposals submitted become the property of the County and will not be returned. The County is not responsible for any costs incurred by the vendor in the preparation of proposals or presentations given. All expenses incurred by the vendor s pursuit of this award shall be borne by the vendor. All proposals should be based on but not limited to the following specifications: System shall serve a CI population of up to 300 beds and an annual inmate / prisoner volume of approximately 2,500 admissions per year, with a staff (system users) of up to 50 users System shall provide a graphical user interface with a dashboard look and feel. System design must allow use and access with a traditional desktop, laptop or remote point access with minimal differences in functionality and user interface. System must have flexible and open database architecture that can be added to by end users as the need for additional data fields and reports are needed and identified. System shall store documents of all types and allows for paper-on-demand capabilities. System shall store digital audio, video, and photographic files of common formats. System shall provide integrated scanning so that documents can be scanned and stored in the system. System must allow for electronic signature via signature pad. Vendor must provide data conversion services from existing custom system to the new system prior to the implementation of the new system. Vendor must provide transition support services for approximately 12 months as part of the original agreement. System must utilize Microsoft SQL Server 2012

3 System must operate on Microsoft Server 2012 or newer hardware/server OS platform. Vendor shall provide for a server to run the necessary software. Costs of server shall be included in bid. System must be customized to the needs of the CI. System must offer a robust prison workforce management module. System workforce management module must include the ability to: o Track property, both assigned and unassigned o Allow assignment of inmates to configured work teams o Allow for tracking of tasks, activities, and notes for work teams o Allow for the GPS tracking and display of work team locations on a vendor provided mapping platform. Mapping must utilize existing free web mapping services, no local GIS mapping data is available. o GPS positioning of vehicles should not require the use of PC, mini-pc, laptop, or tablet in the tracked work team vehicle. o If data charges are required for tracking, 1 year of data must be included in response, with renewal rates disclosed. o Carroll County Prison currently operates with up to 50 work teams, pricing should reflect this. It is desired that the System offers an Escaped Prisoner Alert module to publish immediate escaped inmate alert events to neighboring LEAs with GPS coordinates of the alerted work team vehicle. System must offer Inmate Disciplinary module for tracking events, involved persons/officers, and sanctions. System should offer screening and reporting in compliance with PREA (Prison Rape Elimination Act). System should provide a detailed Inmate Incident report, customizable to the needs of Carroll County Prison. Vendor shall agree to develop Reporting as required by Georgia Department of Corrections where possible System shall allow the storing of prisoner photos. Vendor shall provide hardware for the capture of prisoner mugshot. System shall provide interface to Kimble s Commissary system. System shall provide RFID based transactions for cell checks. System shall provide capability of tracking inmate movements automatically through RFID sensors throughout the facility.

4 Proposals must be received no later than August 2, Any proposal received after 12:00 p.m. on that date will not be accepted or considered. Any questions concerning the above specifications shall be submitted to the CI in writing to The Carroll County Board of Commissioners reserves the right to waive irregularities in any proposal, to reject any and all proposals with or without cause and/or to accept the proposal that in their judgment will be for the best interest of Carroll County. The county also reserves the right to request additional information or clarification from the vendor. At the discretion of the county, firms submitting proposals may be requested to make one or more oral presentations as part of the selection process at the expense of the company. The company shall furnish a list of references to include the following information: o Company Name o Principle Owner(s) o Business Address o List of completed county contracts during the last five (5) years with clients address, telephone number, and contact person. o List of county contracts in progress with clients address, telephone number, and contact person o Resumes of ALL personnel to be assigned to this project. o Statement listing any and all differences between your proposal and the work specified in the RFP o Sample contract agreement for the proposed work. All proposals will be submitted in an envelope and shall be marked clearly on the outside: Proposal: Board of Commissioners Carroll County, Georgia Proposals must be typed. All corrections made by the vendor prior to submitting must be initialed and dated by the vendor. No changes or corrections will be allowed after proposals are submitted.

5 All respondents should furnish the county with two (2) complete copies of the proposal. Each copy must contain a manual signature of an authorized representative of the proposing firm. Time is of the essence. The successful vendor will have thirty (30) days from the Date of Award to enter a contract with the county. At the time the contract with the successful bidder is entered, the successful bidder must provide the Board of Commissioner with Certificates of Insurance demonstrating General Liability Coverage in the amount of at least $500, per occurrence and $1,000, in aggregate; professional liability insurance in the amount of $500, per occurrence; automobile insurance in the amount of $500, per occurrence and $1,000, in aggregate; and workers compensation coverage as required by law. Carroll County and Carroll County Board of Commissioners must be listed as additional insureds on the policy for the duration of the project. The company shall assume all liability and risks for all damages and injuries to persons or property which shall or may arise or accrue out of the conduct of any activity relating to the performance of the Agreement by the company, its officials, employees, agents, or servants and shall indemnify and hold harmless the Carroll County and the Carroll County Board of Commissioners from any and all liability, actions causes of actions, suits, damages, attorney s fees, and costs which may arise or accrue due to the conduct of any activity relating to the performance of the Agreement by the company, its officers, employees, agents, or servants. The successful bidder must provide proof of compliance with E-Verify and affidavits as required by Georgia s Immigration laws. The vendor must certify that there are no circumstances which will cause a conflict of interest in performing the services required. All proposals should be returned to: Carroll County Board of Commissioners Attn: Robert Jones, Warden Carroll County Historic Court House 323 Newnan Street Carrollton, Georgia Any questions should be directed to: Robert Jones, Warden Carroll County Correctional Institute Phone rjones@carrollcountyga.com