SERIAL 170002-RFP

NOTICE OF SOLICITATION

SERIAL 170002-RFP

REQUEST FOR PROPOSAL FOR:SHIELD – NEW JAIL MANAGEMENT SYSTEM

Notice is hereby given that Maricopa County is conducting this request for proposals, electronically through an outside agent, BidSync.com, until 2:00 P.M./M.S.T. on AUGUST 25, 2016for SERIAL#170002-REQUEST FOR PROPOSALS FOR SHIELD – NEW JAIL MANAGEMENT SYSTEM for Maricopa County.

To participate in this bidding process, vendors shall register through BidSync.com. To register with BidSync, please go to and click on the orange ‘Register’ link. Registration has no cost, and will allow you to access all of the bid information, bid documents, receive bid notifications, and submit a response. ONLY RESPONSES THAT ARE SUBMITTED THROUGH BIDSYNC.COM WILL BE CONSIDERED FOR AWARD.

For assistance, please contact BidSync Vendor Support Department via phone or email, during regular business hours: 1-800-990-9339 or

All responses shall be submitted electronically to BidSync.com prior to the bid closing. The bid will be listed under “170002-RFP REQUEST FOR PROPOSAL FOR SHIELD NEW JAIL MANAGEMENT SYSTEM.”

The Maricopa County Procurement Code (“The Code”) governs this procurement and is incorporated by reference. Any protest concerning this Invitation for Bid must be filed with the Procurement Officer in accordance with Section MC1-905 of the Code.

ALL ADMINISTRATIVE INFORMATION CONCERNING THIS INVITATION FOR BID CAN BE LOCATED AT

ANY ADDENDA TO THIS INVITATION FOR BID WILL BE POSTED ON THE MARICOPA COUNTY OFFICE OF PROCUREMENT SERVICES WEB SITE UNDER THE SOLICITATION SERIAL NUMBER. THIS INFORMATION WILL ALSO BE POSTED ONLINE AT .

FAILURE TO REVIEW ANY ADDENDA DOES NOT NEGATE YOUR INITIAL OFFER AND HOLDS THE RESPONDENT RESPONSIBLE FOR ANY CHANGES PRIOR TO BID CLOSING.

DIRECT ALL INQUIRIES TO:

JOE GUY

PROCUREMENT OFFICER

TELEPHONE: (602) 506-8718

EMAIL:

THERE WILL BE A MANDATORY PRE-PROPOSAL CONFERENCE ON THURSDAY AUGUST 11TH AT 9:00AM ARIZONA TIME, AT THE MARICOPA COUNTY OFFICE OF PROCUREMENT SERVICES, 320 WEST LINCOLN STREET, PHOENIX, ARIZONA 85003

WALKTHROUGHS OF TARGETED MCSO BUSINESS AREAS AND FACILITIES ARE ALSO SCHEDULED FOLLOWING THE PRE-PROPOSAL CONFERENCE, FROM11:00AM TO 4:00PM WITH A BREAK FOR LUNCH.

VENDORS MUST PROVIDE A BRIEF LETTER STATING THEIR INTENT TO BID. THIS LETTER SHALL BE DELIVERED VIA EMAIL ADDRESSED TO . YOUR LETTER MUST STATE THE NAME OF THE ATTENDING AGENCY, THE NAME OF THE PRIME CONTRACT VENDOR (IF DIFFERENT FROM THE AGENCY NAME) AND THE NUMBER OF INDIVIDUALS EXPECTED TO ATTEND THE MCSO SITE WALKTHROUGHS.

DEPENDING UPON THE LEVEL OF INTEREST, A MAXIMUM OF TWO(2) REPRESENTATIVES FOR EACH POTENTIAL RESPONDING FIRM WILL BE ALLOWED TO PARTICIPATE IN THE WALKTHROUGHS. ATTENDANCE AT THE WALKTHROUGHS IS NOT MANDATORY, BUT IS HIGHLY RECOMMENDED. THE SHERIFF’S OFFICE RESERVES THE RIGHT TO LIMIT THE NUMBER OF REPRESENTATIVES DUE TO SECURITY AND SAFETY CONSIDERATIONS.

NOTE THAT WALK-THROUGH PRESENTATIONS ARE INFORMAL AND RESPONSES TO ANY QUESTIONS ARE CONSIDERED “UNOFFICIAL” WITH REGARD TO THIS RFP. IF THE POTENTIAL VENDOR WANTS TO RECEIVE AN OFFICIAL RESPONSE, THE QUESTION MUST BE POSTED ON BIDSYNC. FOR MORE INFORMATION ABOUT WALK-THROUGHS, SEE EXHIBIT 14.

NOTE:MARICOPA COUNTY PUBLISHES ITS SOLICITATIONS ONLINE AND THEY ARE AVAILABLE FOR VIEWING AND/OR DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS:

SERIAL 170002-RFP

TABLE OF CONTENTS

NOTICE

TABLE OF CONTENTS

SECTIONS:

1.0INTENT

2.0BACKGROUND

3.0SCOPE OF WORK

4.0SPECIAL TERMS & CONDITIONS

5.0INSTRUCTIONS TO RESPONDENTS

ATTACHMENTS:

ATTACHMENT ACOST PROPOSAL

ATTACHMENT BAGREEMENT/SIGNATURE PAGE

ATTACHMENT CVENDOR RESPONSE TOOL

ATTACHMENT DFUNCTIONAL REQUIREMENTS RESPONSE TOOL

ATTACHMENT ENON-FUNCTIONAL/TECHNICAL RESPONSE TOOL

ATTACHMENT FVENDOR REFERENCE RESPONSE TOOL

ATTACHMENT GPROJECT STAFFING RESPONSE TOOL

ATTACHMENT HCOST PROPOSAL – COMPETITIVE GAP ANALYSIS

EXHIBITS:

EXHIBIT 1VENDOR REGISTRATION PROCEDURES

EXHIBIT 2SAMPLE TRANSMITTAL LETTER

EXHIBIT 3SOLE PROPRIETOR WAIVER

EXHIBIT 4OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY

EXHIBIT 5DRAFT CONTRACT

EXHIBIT:MCSO VENDOR ONBOARDINGFORMS:

6AMCSO APPLICATION FOR TOC CERTIFICATION AND WAIVER OF LIABILITY AND RELEASE

6BFBI-CJIS SECURITY ADDENDUM

6CMCSO NON-DISCLOSURE/CONFIDENTIALITY AGREEMENT

6DMCSO APPLICATION FOR COURTESY IDENTIFICATION

EXHIBIT 7INTEGRATION/INTERFACES

EXHIBIT 8ICJIS DIAGRAMS

8AICJIS INTEGRATION ENGINE IIE

8BICJIS-IE-ONRAMPS-NEW JMS

EXHIBIT:REPORTS, QUERIES AND MESSAGES:

9AJMS WEB REPORTS

9BJMS PRINTER REPORT JOBS

9CSHERIFF MORNING REPORT

9DSTATISTICAL REPORTS

9EJMS QUERIES

9FLEGACY JMS MESSAGES

9GLEGACY JMS PROGRAMMATIC MESSAGES

9HIFCS REPORTS

9IFINANCE REPORTS

9JOPERATIONS JOURNAL REPORTS

9KCOURT OPERATIONS REPORTS

EXHIBIT 10ACRONYMS GLOSSARY

EXHIBIT 11MCSO BIDDER’S REFERENCE LIBRARY CONTENTS

(NOTE: Complete Bidder’s Reference Library to be provided to Vendors on CD at the Pre-Proposal Conference)

EXHIBIT 12NON-FUNCTIONAL/TECHNICAL REQUIREMENTS

EXHIBIT 13RFP RESPONSE CHECKLIST

EXHIBIT 14LOGISTICS FOR VENDOR SITE WALK-THROUGHS

1

SERIAL 170002-RFP

REQUEST FOR PROPOSAL FORNEW JAIL MANAGEMENT SYSTEM SOLUTION

1.0INTENT

The purpose of this Request for Proposal (RFP) is to select a vendor who will partner with the Maricopa County Sheriff’s Office (MCSO) to successfully implement a commercial off-the-shelf (COTS) SHIELD New Jail Management System solution (SHIELD New JMS). The solution must be configurable and should meet the needs of the MCSO with minimal customization. It is also imperative that the solution be based upon widely-adopted technical standards that facilitate seamless integration and interoperability with external entities.

The SHIELD New JMS Project includes all software, and related services such as hardware identification, sizing, software installation, system configuration, interfaces, data migration, training, and other development or implementation tasks. In addition to the project implementation components listed, vendors shall include warranty, maintenance and support services that total ten(10) years, with the option of a ten (10) year extension. The success of the project will be defined by end user acceptance of the proposed solution.

The JMS solution will replace and enhance both “Core” and “Ancillary” functionality that is now available in disparate systems, including the MCSO legacy Jail Management System (Legacy JMS), Inmate Fund Canteen System (IFCS), Pre-Booking, Operations Journal (OJ), Court Operations, and SAPBusiness One Accounting Systems. MCSO seeks a proven, fully-integrated solution requiring minimal customization to address the following “Core” business processes:

  • Intake
  • Classification
  • Property and Clothing
  • Housing
  • Grievance and Appeals Processing
  • Court Operations
  • Inmate Trust and Accounting
  • Canteen
  • Inmate Discipline
  • Inmate Programs
  • Visitation
  • Release

MCSO highly desires the following “Ancillary” functionality:

  • Pre-Booking
  • Transportation
  • Operations Journal

Additionally, MCSO has identified the following priorities for SHIELD New JMS functionality:

  • Application shall be web-based
  • Database platform shall be product independent
  • Application shall be highly configurable

As part of this RFP, vendors are asked to provide information for a number of options and/or technologies that may be implemented in later phases of the SHIELD New JMS Project, e.g., kiosk, mobile, and bar-coding software and devices, etc. Responding firms are also encouraged to identify additional software modules and alternative technologies to take advantage of technical and operational capabilities of their proposed jail management solution. All options shall be listed but not priced in Attachment A on the Options tab.

Key outcomes expected from the New Jail Management System Project are to:

a)Replace functionality of existing “legacy” detention systems;

b)Provide new and enhanced business functionality as specified, and/or as included in the vendor’s standard product;

c)Successfully map and convert/migrate data from existing “legacy” databases;

d)Successfully interface with other systems; and

e)Operate onhardware and software operating environments that are supportable and maintainable.

Future phases of the SHIELD New JMS Project will further increase, enhance, and integrate functionality of the core system. Expansion of the SHIELD New JMS will proceed incrementally, subject to business priorities established by MCSOand/or other resource constraints.

This Request for Proposal is to award a firm, fixed price purchasing contract to cover a ten (10) year term. This ten year term includes:

  • A fixed price deliverable based implementation of the SHIELD New JMS solution (software and services)
  • Up to 2 years of support and maintenance as part of the initial purchase, to cleanly align with the annual R&M budgeting process
  • A rate schedule for the remaining years of the initial ten year period

The County reserves the right to add additional vendors, at the County’s sole discretion, in cases where the currently listed vendors are of an insufficient number or skillset to satisfy the County’s needs, or to ensure adequate competition on any project or task order work. The County will procure hardware, which meets vendor specifications, for this project using other available contracts.

2.0BACKGROUND INFORMATION

2.1GENERAL BACKGROUND INFORMATION

Measuring 9,226 square miles, Maricopa County is larger than seven states by land area and is the 14th largest County in the Continental U.S. About 1,441 square miles of the County are incorporated (15.6%), and 7,785 square miles are unincorporated (84.4%). Topography ranges from flat desert to lofty mountain ranges on the north, east, and west. Temperatures range from highs above 110 degrees in summer to below freezing in winter. The humidity level is typically low in summer months, which significantly tempers the extreme heat.

The County consists of high-density urban areas, small towns and communities, rural farm and ranch areas, unpopulated desert areas, and numerous recreational lakes and parks. Individuals and corporations make up 30% of total land ownership in Maricopa County, with the remainder publicly owned. Of the 70% of land owned by public entities, 5% is owned by Native American communities, 29% by the U.S. Bureau of Land Management, 11% by the U.S. Forest Service, 11% by the State of Arizona, and the remaining 14% by various other public entities.

With over four million residents in 2015, Maricopa County now ranks 4th in the nation by population. According to the U.S. Census Bureau, more than half of Arizona’s residents live within the geographic confines of Maricopa County. Twenty-five cities lie within the County’s outer boundaries, and its largest city, Phoenix, is the County seat, State capital, and sixth largest city in the U.S.

Many of the significant population in-migrations in recent times have been spurred on by the low cost of living, economic growth, wonderful climate, and easy access to other major metropolitan areas. Between 2000 and 2015, Maricopa County experienced a 17.7% population increase, making it one of the fastest growing populations in the United States.

2.2SHERIFF’S OFFICE BACKGROUND INFORMATION

2.2.1OVERVIEW

The Maricopa County Sheriff is an elected official whose statutory responsibilities include law enforcement activities and the care and custody of persons booked into jail. The Sheriff’s Office is one of the largest departments in Maricopa County, employing just over 27% of the County’s 14,172 employees, and representing about 14.9% of the County’s $2.37 billion appropriated expenditures budget in Fiscal Year 2016 (FY16).

MCSO is responsible for patrolling all unincorporated areas within Maricopa County, including numerous large recreation areas that attract hundreds of thousands of people each year. The Office also provides law enforcement services for eight contract cities – Fountain Hills, Carefree, Cave Creek, Guadalupe, Litchfield Park, Gila Bend, Sun Lakes, and Mobile. In addition, MCSO provides dispatch and 911 services for the Town of Youngtown.

The Sheriff’s Office runs one of the largest jail systems in the nation, with 7,000-8,500 inmates housed at any given time. During Fiscal Year 2015, almost 102,000 persons were booked into MCSO jails by more than 120 different criminal justice agencies. Releases averaged just over 8,476 per month in FY15, which equates to 279 per day. Most cities within Maricopa County have contracted with the Sheriff’s Office to house prisoners at fixed rates for bookings and per diem.

The Sheriff’s Office currently operates five main jail facilities – 4th Avenue, Lower Buckeye, Estrella, Towers, and Durango. In addition, “Tent Cities” are located at the Durango complex, housing fully sentenced inmates. Satellite jail facilities in Mesa and Avondale previously held prisoners on a short-term basis, but are currently not in service. Plans are also underway for construction of a new intake, transfer, and release center with a 1,280-bed jail facility.

MCSO has 3,871 positions budgeted in FY 2016, including 2,269 Detention, 776 Sworn, and 826 Civilian personnel. In addition, the Office oversees the activities of 63 reserve deputies, 833 posse members, and almost 750 active volunteers who work in the jails.

The Sheriff’s Office values the reputation it has earned for effective leadership and innovation around the nation and the world. In keeping with this commitment, MCSO is always looking for ways to save taxpayer dollars while maintaining high standards of service. MCSO strives to be a goal-oriented, problem-solving, data-driven organization.

2.2.2ORGANIZATIONAL STRUCTURE

The mission of the Sheriff’s Office is to enforce laws, deter criminal activity, protect life and property, maintain order, and operate a safe, constitutional jail system. To accomplish this mission, the Office is organized into bureaus, divisions, sections, and units where personnel work under the supervision of a Chief, Commander, Deputy Director, Manager, and/or Supervisor. The current organizational reporting structure is as follows:

SHERIFF Public Information Office

  • OPERATIONS COMMAND (Chief Deputy)
  • Professional Standards Division
  • Court Implementation Division
  • Internal Oversight Bureau
  • Audits and Inspections
  • Early Intervention Unit
  • ENFORCEMENT OPERATIONS COMMAND
  • Enforcement Support
  • Posse
  • Reserves
  • Security & Threats Protection
  • Patrol & Enforcement Support Bureau
  • Districts 1, 2, 3, 4, 6, 7
  • Lake Division
  • SWAT
  • Aviation
  • Extraditions
  • Investigations & Intelligence Bureau
  • Major Crimes Division
  • Crime Lab
  • Special Investigations
  • Intelligence/Ops Program
  • Jail Intel
  • Records/Video
  • Inmate Telephone System
  • Criminal Intelligence
  • Support Services Bureau I
  • Community Outreach
  • CUSTODY COMMAND
  • Custody Region I
  • Central Intake
  • 4th Avenue Jail
  • Court Security & Inmate Transportation
  • Court Security
  • Court Operations
  • Transportation
  • Jail Wagon
  • Food Services
  • Institutional Services Division
  • Distribution
  • Custodial Services
  • Laundry
  • Inmate Canteen
  • Custody Region II
  • Estrella Jail
  • Towers Jail
  • Inmate Medical Services
  • Inmate Services / Programs
  • Inmate Education
  • Religious Services
  • Adult Programs
  • Custody Business Ops / Special Projects
  • Custody Region III
  • Lower Buckeye Jail
  • Durango Jail
  • Tents Jail
  • Inmate Classification
  • Custody Bureau Hearing Unit
  • PREA Compliance Section
  • Sheriff’s Information Management (SIMS)
  • Workbox Unit
  • Victim Notification Unit
  • Inmate Information
  • Special Response Team (SRT)
  • Occupational Safety
  • ADMINISTRATION COMMAND
  • Business Services
  • Budget and Finance Bureau
  • Budget Development and Risk Management Division
  • Financial Reporting Division
  • Financial Services Division
  • Procurement Services
  • Human Resources Bureau
  • Pre-Employment Services Division
  • Personnel Services Division
  • Legal Compliance / Policy / Legal Liaison
  • Fleet Management Division
  • Construction, Maintenance, & Warehouse
  • Support Services Bureau II
  • Communications Division
  • Records & AFIS Division
  • Civil Division (aka Judicial Enforcement)
  • Training Division
  • Property Division
  • Technology Management Bureau
  • Business Applications and Systems Development
  • Mainframe Operations and Technical Support
  • Telecommunications Technology
  • IT Infrastructure & Security
  • Project Management Office

2.2.3JAIL FACILITY LOCATIONS

Following is a listing of existing MCSO Jail Facility locations:

4th Avenue JailLower Buckeye Jail

201 S. 4th Avenue3250 W. Lower Buckeye Road

Phoenix, AZ 85003Phoenix, AZ 85009

Towers JailDurango Jail

3127 W. Durango3225 W. Durango

Phoenix, Arizona 85009Phoenix, Arizona 85009

Estrella JailTents Jail

2939 W. Durango2939 W. Durango

Phoenix, Arizona 85009Phoenix, Arizona 85009

The following jail facilities have previously held prisoners on a short-term basis but are currently not in service:

Southeast JailAvondale Jail

1840 S. Lewis Drive920 E. Van Buren

Mesa, Arizona 85210Avondale, Arizona 85323

In addition, plans are underway for construction of a new Intake, Transfer, and Release (ITR) center, including a new 1,280-bed jail facility and partial demolition of the existing Durango Jail. This project is currently in the architectural design phase.

2.3SHIELD - NEW JMS PROJECT GOALS AND OBJECTIVES

Acquisition and implementation of a NewJail Management solution is an enterprise-level project that will impact the Maricopa County Sheriff’s Office for many years to come. Key goals for the project are to:

(1)Replace the Legacy JMS, Pre-Booking, IFCS, OJ, Court Operations, and SAP Business One Accounting and related detention interfaces with a state-of-the-art commercial off-the-shelf (COTS) solution that meets or exceeds needs of the Sheriff’s Office;

(2)Complete the implementation and replacement of “Core” JMS functionality by June, 2018;

(3)Deliver a fully-integrated SHIELD New JMS solution on time and within budget;

(4)Achieve sufficient knowledge transfer through training and documentation to allow in-house technical staff to easily enhance and support the new system and technologies going forward;

(5)Provide a technologically sound platform for expansion of information services into the future; and

(6)Establish a long term maintenance and support contract.

Other project objectives are to:

  • Provide ready access to near and/or real-time data
  • Automate data input processes
  • Reduce paper-based documentation and tracking
  • Streamline business workflows to reduce redundancy and repetitive action across the organization
  • Improve query and reporting capabilities
  • Provide accurate statistical data and dashboards
  • Enhance the ability to measure the effectiveness of strategies and tactics in a timely manner
  • Maximize resource management
  • Implement a solution that meets GAAP and other regulatory or court-ordered requirements
  • Provide audit functionality for all transactions and user activity
  • Improve and enhance data sharing with outside agencies
  • Leverage new technologies to reduce the need for customization and software development
  • Successfully implement the SHIELD New JMS solution with minimal stress and disruption to users and business operations

2.4CURRENT TECHNOLOGY ENVIRONMENT