NOTICE OF SOLICITATIONSERIAL 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, 2016 for 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 www.BidSync.com 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 agencysupport@BidSync.com

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 http://www.maricopa.gov/procurement/

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 WWW.BIDSYNC.COM.

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 GUYPROCUREMENT OFFICER

TELEPHONE: (602) 506-8718EMAIL: guyj@mail.maricopa.gov

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, FROM 11:00AM TO 4:00PM WITH A BREAK FOR LUNCH.

SERIAL 170002-RFP

VENDORS MUST PROVIDE A BRIEF LETTER STATING THEIR INTENT TO BID.  THIS LETTER SHALL BE DELIVERED VIA EMAIL ADDRESSED TO GUYJ@MAIL.MARICOPA.GOV. 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:

http://www.maricopa.gov/procurement/solicitation.aspx

SERIAL 170002-RFP

TABLE OF CONTENTS

NOTICE

TABLE OF CONTENTS

SECTIONS:

1.0 INTENT

2.0 BACKGROUND

3.0 SCOPE OF WORK

4.0 SPECIAL TERMS & CONDITIONS

5.0 INSTRUCTIONS TO RESPONDENTS

ATTACHMENTS:

ATTACHMENT A COST PROPOSAL

ATTACHMENT B AGREEMENT/SIGNATURE PAGE

ATTACHMENT C VENDOR RESPONSE TOOL

ATTACHMENT D FUNCTIONAL REQUIREMENTS RESPONSE TOOL

ATTACHMENT E NON-FUNCTIONAL/TECHNICAL RESPONSE TOOL

ATTACHMENT F VENDOR REFERENCE RESPONSE TOOL

ATTACHMENT G PROJECT STAFFING RESPONSE TOOL

ATTACHMENT H COST PROPOSAL – COMPETITIVE GAP ANALYSIS

EXHIBITS:

EXHIBIT 1 VENDOR REGISTRATION PROCEDURES

EXHIBIT 2 SAMPLE TRANSMITTAL LETTER

EXHIBIT 3 SOLE PROPRIETOR WAIVER

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

EXHIBIT 5 DRAFT CONTRACT

EXHIBIT: MCSO VENDOR ONBOARDING FORMS:

6A MCSO APPLICATION FOR TOC CERTIFICATION AND WAIVER OF LIABILITY AND RELEASE

6B FBI-CJIS SECURITY ADDENDUM6C MCSO NON-DISCLOSURE/CONFIDENTIALITY AGREEMENT6D MCSO APPLICATION FOR COURTESY IDENTIFICATION

EXHIBIT 7 INTEGRATION / INTERFACES

EXHIBIT 8 ICJIS DIAGRAMS

8A ICJIS INTEGRATION ENGINE IIE8B ICJIS-IE-ONRAMPS-NEW JMS

EXHIBIT: REPORTS, QUERIES AND MESSAGES:

9A JMS WEB REPORTS9B JMS PRINTER REPORT JOBS9C SHERIFF MORNING REPORT9D STATISTICAL REPORTS9E JMS QUERIES9F LEGACY JMS MESSAGES9G LEGACY JMS PROGRAMMATIC MESSAGES9H IFCS REPORTS9I FINANCE REPORTS9J OPERATIONS JOURNAL REPORTS9K COURT OPERATIONS REPORTS

EXHIBIT 10 ACRONYMS GLOSSARY

EXHIBIT 11 MCSO BIDDER’S REFERENCE LIBRARY CONTENTS

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

EXHIBIT 12 NON-FUNCTIONAL/TECHNICAL REQUIREMENTS

EXHIBIT 13 RFP RESPONSE CHECKLIST

EXHIBIT 14 LOGISTICS FOR VENDOR SITE WALK-THROUGHS

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REQUEST FOR PROPOSAL FOR NEW JAIL MANAGEMENT SYSTEM SOLUTION

1.0 INTENT

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 SAP Business 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.

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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; ande) Operate on hardware 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 MCSO and/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.

2.0 BACKGROUND INFORMATION

2.1 GENERAL 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.

2.2 SHERIFF’S OFFICE BACKGROUND INFORMATION

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2.2.1 OVERVIEW

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 – 4 th 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.

2.2.2 ORGANIZATIONAL 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

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o Enforcement Support Posse Reserves Security & Threats Protection

o Patrol & Enforcement Support Bureau Districts 1, 2, 3, 4, 6, 7 Lake Division SWAT Aviation Extraditions

o Investigations & Intelligence Bureau Major Crimes Division

o Crime Lab Special Investigations Intelligence/Ops Program

o Jail Intelo Records/Videoo Inmate Telephone System

Criminal Intelligenceo Support Services Bureau I

Community Outreach

CUSTODY COMMANDo 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

o Custody Region II Estrella Jail Towers Jail Inmate Medical Services Inmate Services / Programs

o Inmate Educationo Religious Serviceso Adult Programs

Custody Business Ops / Special Projectso Custody Region III

Lower Buckeye Jail Durango Jail Tents Jail Inmate Classification Custody Bureau Hearing Unit PREA Compliance Section Sheriff’s Information Management (SIMS)

o Workbox Unito Victim Notification Unit

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o Inmate Information Special Response Team (SRT) Occupational Safety

ADMINISTRATION COMMANDo Business Serviceso Budget and Finance Bureau

Budget Development and Risk Management Division Financial Reporting Division Financial Services Division Procurement Services

o Human Resources Bureau Pre-Employment Services Division Personnel Services Division Legal Compliance / Policy / Legal Liaison Fleet Management Division Construction, Maintenance, & Warehouse

o Support Services Bureau II Communications Division Records & AFIS Division Civil Division (aka Judicial Enforcement) Training Division Property Division

o Technology Management Bureau Business Applications and Systems Development Mainframe Operations and Technical Support Telecommunications Technology IT Infrastructure & Security Project Management Office

2.2.3 JAIL FACILITY LOCATIONS

Following is a listing of existing MCSO Jail Facility locations:

4th Avenue Jail Lower Buckeye Jail201 S. 4th Avenue 3250 W. Lower Buckeye RoadPhoenix, AZ 85003 Phoenix, AZ 85009

Towers Jail Durango Jail3127 W. Durango 3225 W. DurangoPhoenix, Arizona 85009 Phoenix, Arizona 85009

Estrella Jail  Tents Jail2939 W. Durango 2939 W. DurangoPhoenix, Arizona 85009 Phoenix, Arizona 85009

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

Southeast Jail Avondale Jail1840 S. Lewis Drive 920 E. Van BurenMesa, Arizona 85210  Avondale, Arizona 85323

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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.

2.3 SHIELD - NEW JMS PROJECT GOALS AND OBJECTIVES

Acquisition and implementation of a New Jail 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

2.4 CURRENT TECHNOLOGY ENVIRONMENT

2.4.1 Maricopa County Sheriff’s Office Technology Environment

MCSO Windows Server Environmento HP c7000-class blade enclosure  o HP ProLiant BL460c Gen9 blade server:  o HP StoreServ 10400 

Virtual Machine (VM) hostso VMware vSphere 6.0o VMware version upgrades as they become available. 

Virtual Desktop Infrastructure (VDI)

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o VMware Horizon View 6.1 VM host server configuration:

o 2x 12-Core Intel processorso 192 GB RAMo No local hard drives, boots VMware from locally-installed 32GB SD card

2.4.2 Integrated Criminal Justice Information System (ICJIS)

The Maricopa County Integrated Criminal Justice Information Systems (ICJIS) group is responsible for planning, management, and control of the County’s law enforcement and justice community’s shared enterprise bus architecture to exchange data between justice partner applications. Diagrams in Exhibit 8 provide a conceptual overview of ICJIS Integration Engine (IIE) handling of interfaces.

ICJIS prefers IBM MQ Series as the transport protocol. Current MCSO data exchanges with external departments/agencies should generally remain the same. The vendor shall map input/output to/from the SHIELD New JMS solution in formats currently being consumed by external departments/agencies. If external data exchanges are not implemented as direct replacements, XML is an alternate message format acceptable to the ICJIS group.

Infrastructureo Cloverleafo IBM Websphereo IBM MQ Serieso National Information Exchange Model (XML)

2.5 MCSO CURRENT APPLICATION ENVIRONMENT OVERVIEW

The current MCSO Jail Management solution is comprised of the Legacy Jail Management System (Legacy JMS), Inmate Fund Canteen System (IFCS), Pre-Booking, Court Operations systems, Operations Journal (OJ), and SAP Business One Accounting system. Concurrent usage statistics are as follows:

Estimated Number of Concurrent Users by Legacy Systems

Max. Avg. Min.

Current Jail Management Solution: (24 X 7) Legacy JMS 1,000 500 300 Operations Journal (OJ) 150 70 30 Pre-Booking (4,000 Registered users) 350 70 30 Inmate Fund Canteen System (IFCS) 50 30 9 Court Operations/Tramsportation Systems 20 10 4 SAP Business One Accounting (Bus.

Hours)5 3 1

Third party components and Web Services (24 X 7) – Includes Interfaces and Justice Web (JWI)

1,000 500 300

Jail Management Reporting Service (24 X 7) 150 70 30

Application profiles of the current MCSO Jail Management solution are detailed below.

2.5.1 Legacy Jail Management System (Legacy JMS)

The Legacy Jail Management System is the main enterprise application used by MCSO Detention to manage all aspects of the County Jail System, from initial booking through release. The flow of data in the criminal justice process begins with arrest and booking

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data that is continually updated with additional information needed to determine if the inmate should be held, released, or transferred to another agency.

Hardware and Operating System:Mfr/Make/Model:

Bull NovaScale 9045/341 – HeliosPacBase (Development Tool) – AIX P520

Operating System:

GCOS8PacBase – AIX 6.1

Communications Servers:

Bull P520 (Qty 2)

Backup Hardware:

Bull Virtual Media Server P520 (Tape application emulations)

Backup Operating System:

AIX Version: 6100-06-05-1115

Application and Data Detail:DBMS: IDS-IIDatabase Size: 13.20GBNo. Database Elements:

1,560

Data Conversion: Yes – Full data from current bookings for inmates in custody at go-live and for inmates released within thirty (30) days prior to go-live who were fingerprinted but identity was not confirmed. For all other inmate bookings, only “skeleton” data will be migrated to the New JMS solution.

Data Retention: See MCSO Records Retention Policies and Arizona State Library, Archives, and Public Records (ASLAPR) Retention Schedules

Communication Protocol:

3270SNA G-Link, E-Term

Application Growth:

1% per yr.

Programming Language:

Cobol74; PacBase Development Tool

Deployment: CentralizedProcessing: Both Batch & On-LineUser Interface: ASCII, Character Based

Application Metrics:No. Users: 1,200 in County; 3,000 Total (Internal and External)No. Programs: Online: 630

Batch: 730Macros (DB Routines): 220Integration Connectors/Adapters: 20

No. Trans.: Average Approximately 9M per monthNo. Modifies: 50-100 minor/yr.; 1-2 major

2.5.2 Inmate Fund Canteen System

The primary function of the Inmate Fund Canteen System is to manage accounts (funds held in trust) for individual inmates, and to support operations of the MCSO Canteen Unit, including ordering, delivery, and inventory control. Transactions to inmate accounts include initial and secondary deposits; deductions for canteen purchases,

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medical co-pays, litigation fees, subscriptions, bonds and fines, etc.; and the return of remaining funds to the inmate upon release.

Hardware and Operating System:Mfr/Make/Model:

IBM 9117-P570

Operating System:

AIX Version: 5.3

Application and Data Detail:DBMS: Informix RDBMSDatabase Size: 68 GBNo. Database Elements:

About 700 (74 Tables)

Data Conversion: Yes – Full data from current bookings for inmates in custody at go-live and for inmates released within thirty (30) days prior to go-live who were fingerprinted but identity was not confirmed. “Skeleton” data from IFCS will be migrated to the New JMS for all other inmate bookings where the release date was up to eight (8) years prior to go-live.

Data Retention: See Exhibit 11-MCSO Records Retention Policies and Arizona State Library, Archives, and Public Records (ASLAPR) Retention Schedules

Comm. Protocol: TCP/IPApplication Growth:

3% per Year

Programming Language:

Informix 4GL

Deployment: CentralizedProcessing: Both Batch & On-LineUser Interface: ASCII, Character Based

Application Metrics:No. Users: 600; 30 ConcurrentNo. Programs: Estimated 200No. Trans.: Approximately 6,000 per day

2.5.3 Pre-Booking

The Pre-Booking System allows deputies and police officers to capture booking data prior to the transport of detainees to jail intake facilities using devices with a browser (e.g., thin-client PCs, Mobile Data Computers (MDCs), etc.). The system can also accept remote feeds of electronic booking data from an external agency’s Records Management System (RMS) via the ICJIS Integration Engine (IIE).

Hardware and Operating System:Mfr/Make/Model:

IBM P520 8203-E4A

Operating System:

AIX Version: 6.1

Application and Data Detail:DBMS: DB2 version: 9.5.5Database Size: 20 GB

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Application and Data Detail:No. Database Elements:

1,849 (152 tables)

Data Conversion: No – Pre-Booking data is purged 72 hours after initial entryData Retention: See Exhibit 11-MCSO Records Retention Policies and

Arizona State Library, Archives, and Public Records (ASLAPR) Retention Schedules

Comm. Protocol: TCP/IPApplication Growth:

Approximately 1% per Year

Programming Language:

Versata / Java / WebSphere Application Server (WAS 6.1 FP-27)

Deployment: CentralizedProcessing: On-LineUser Interface: Web Application

Application Metrics:No. Users: 4,000 Using 250 Devices, average 70 concurrent usersNo. Programs: 49 HTML applications, 231 screensNo. Trans.: 2.6 Million per year

2.5.4 Court Operations Systems

The Court Operations Systems allow Court Security and Transportation staff to coordinate and manage inmates who will be seen at court on a specific day. In addition, the system has a module for Court Operations staff to dispatch equipment and resources to support various inmate transportation needs. The final major function of the Court Operations Systems is a transportation module that maintains statistical information on inmate transports between facilities and the court.

Hardware and Operating System:Mfr/Make/Model: SQL Database – Virtual ServerOperating System: Windows Server 2012 R2

Application and Data Detail:DBMS: Microsoft SQL Server 2012No. Database Elements:

1976 (180 Tables)

Database Size: 13GBData No – Data is refreshed daily. Data in the existing system at

go-live may be retained by MCSO for read-only query access until the end of the required retention period.

Data Retention: See Exhibit 11-MCSO Records Retention Policies and Arizona State Library, Archives, and Public Records (ASLAPR) Retention Schedules

Comm. Protocol: TCP/IPApplication Growth:

15% per Year

Programming Language:

C#

Deployment: CentralizedProcessing:

Both Batch & On-Line

User Interface: GUI

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Application Metrics:No. Users: Ct Security – 20, Transportation – 10, Concurrent – 4No. Programs: 4 (Court Operations, SE Courts, Transportation, and Code

Client Server & Display Module for Activity)No. Trans.: Approximately 15,000 per day

2.5.5 Operations Journal

The Operations Journal system allows MCSO Detention Staff to record activities and incidents occurring in the daily operations within specific duty areas and jail locations throughout MCSO Custody Operations. Currently the system provides the ability for MCSO Staff to review the detailed entries and to query information relating to events involving staff and inmates for legal and administrative purposes.

Hardware and Operating System:Mfr/Make/Model: SQL Database – Virtual Server

Firebird Database – HP ProLiant BL460c G1Operating System: Windows Server 2003 R2 x64 Version: Enterprise

Application Detail:DBMS: Microsoft SQL Server 2012

Firebird version: 2.5No. Database Elements:

617 columns (83 tables)

Database Size: 7GBData Conversion: No – All journal information and audit history existing at

go-live will be retained by MCSO for query-only access until the required retention period is reached

Data Retention: See Exhibit 11-MCSO Records Retention Policies and Arizona State Library, Archives, and Public Records (ASLAPR) Retention Schedules

Comm. Protocol: TCP/IPApplication Growth:

2% per Year

Programming Language:

Delphi

Deployment: CentralizedProcessing: On-LineUser Interface: GUI

Application Metrics:No. Users: 400No. Programs: 128No. Trans.: 5.2 Million per year

2.5.6 SAP Business One Accounting System

The SAP Business One Accounting system allows MCSO Financial Services staff to record inmate trust fund accounting transactions in accordance with GAAP requirements. Currently, the system provides the ability for MCSO staff to write checks for inmate vendor payments, perform bank and TouchPay (kiosk) reconciliations, and complete an escheatment process for abandoned/unclaimed funds, as well as other accounting

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transactions in accordance MCSO’s legal, custodial, and fiduciary responsibilities for inmate trust fund accounts.

Hardware and Operating System:Mfr/Make/Model: VMware ESXi 5.1 Virtual MachineOperating System: Version: Windows Server 2008 R2

Application Detail:DBMS: MS-SQL version: 2008-R2 (10.50.2500.0)Database Size: 6.5 GBNo. Database Elements:

Unknown

Data Conversion No – General ledger balances will be migrated by MCSO Financial Services staff as manual entries into the new system

Data Retention: See Exhibit 11-MCSO Records Retention Policies and Arizona State Library, Archives, and Public Records (ASLAPR) Retention Schedules

Comm. Protocol: TCP/IPApplication Growth:

5% per year

Programming Language:

Unknown

Deployment: CentralizedProcessing: Both Batch & On-LineUser Interface: Thick Client MCSO Db -95MB

Application Metrics:No. Users: Finance Unit – 4, Tech Bureau – 1 (support)No. Programs: UnknownNo. Trans.: Unknown

2.6 MCSO APPLICATION/HARDWARE STANDARDS

2.6.1 Network Infrastructure

Maricopa County is connected via a fiber optic (ONS) backbone with a current speed of gigabits one hundred per second (100Gbs). Firewalls are provisioned at the edge of the network. Data coming into or leaving the County goes through proxies.

Servers and networking equipment have statically assigned IP addresses. Workstations, which are ethernet based, have IP as the only accepted protocol.

Almost all IP addresses are dynamically assigned.

2.6.2 Operating Systems

The following operating systems are currently in place throughout the Maricopa County Sheriff’s Office:

Operating System Use Future UseSuse Linux Enterprise v11 Arkeia backup software MatureWindows Server 2012 R2 Application, web, file/print, etc. MatureWindows Server 2008 Application, web, file/print, etc. DecliningWindows 10 Enterprise Being tested for Desktop PCs EmergingWindows 7 Enterprise Desktop PCs Mature

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IBM AIX 5.3 Applications, web, FTP DecliningIBM AIX 6.1 Applications, web, FTP,

communicationsMature

2.6.3 Desktop Environment

2.6.3.1 User Configuration Do not have administrative rights Dynamically assigned IP address

2.6.3.2 Application Software Windows 7 Enterprise (predominant), Windows 10 Enterprise (test phase) MS Office 2010 (predominant), MS Office 2013, MS Office 365 Enterprise

Cloud Suite MS Outlook 2010 (predominant), MS Outlook 2013 Internet Explorer 9.x, 10.x, 11.x (predominant) Chrome and Microsoft Edge (some users) Trend Micro OfficeScan Enterprise (current) Symantec Endpoint Protection (planned for FY17)

2.6.3.3 Hardware Dell PC units utilizing Intel chips ranging from 2.4GHz to 3.4 GHz. 8GB RAM (average) HDD 80GB (minimum) – 500GB (current standard)

2.6.4 Other Solutions

2.6.4.1 Laptops HP Elitebook (standard laptop) HP GETAC B300 (ruggedized laptop)

2.6.4.2 Handheld Field Data Collection None

2.6.5 Application Standards

CJIS Policies ACJIS Policies National Information Exchange Model (NIEM) Global Reference Architecture (GRA) Global Federated Identity and Privilege Management (GFIPM)

2.6.6 Security Standards

Item Description

Anti-Virus Software

Trend Micro Network (current) Symantec Endpoint Protection (planned for 2017)

Client/Server Security

Microsoft Security updates must be current on all computers Verification by MCSO Tech Bureau is required for access to

County networkFirewall Technology

Controlled by MCSO/County IT/Telecom

Internal Hubs Not permittedJava Scripting/ Active X Controls

Require approval of Information Services Unit prior to installation

Network Security Microsoft Active Directory Unix

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Item Description

Remote Access Managed by MCSO Tech Bureau Access to Maricopa County network is only through VPN

using a Smart Card All equipment must have prior approval of the MCSO Tech

Bureau MCSO requires signatures by External User/Vendors on VPN

Authorization Form and Maricopa County Acceptable Use Policy

NetMotion (for employees) – will soon require tokens SecureLink v5.1.0.6 (vendor access to MCSO network)

Wireless Direct wireless access to Zone 2 not permittedWiring Changes to building wiring regarding IT must be approved by

the MCSO Tech BureauWorkstationNaming

Must comply with a standard naming convention determined by the MCSO Tech Bureau

2.6.7 Governance

2.6.7.1 Arizona Revised Statutes (A.R.S.) Title 41 – State Government Title 11 – Counties 11-441 – Sheriff – Powers and Duties

2.6.7.2 County Security Policies Maricopa County Office of Enterprise Technology (OET) Policies and

Procedures

2.6.7.3 Justice and Law Enforcement Technology (JALET) Group Senior representative from Maricopa County Criminal Justice agencies

make decisions on strategic direction and priorities for technology sharing Assigns approved projects to ICJIS group

2.7 MCSO DESKTOPS

MCSO desktop workstations include Dell hardware (OptiPlex 7040 SFF, Microsoft Office 2010 Suite, Trend Anti-Virus, LANDesk Client Management Suite license, and LANDesk Patch Manager Subscription. Current desktop standards are:

Processor: Intel® Core™ i7-6700 (Quad Core, 8MB, 8T, 3.4GHz, 65W) Memory: 16GB (2x8) 2133MHz DDR4 HDD: 3.5” 500GB 7200rpm Hard Disk Drive Video: AMD Radeon R7 350X, 4GB, HH (DP, SL-DVI-I) DVD: 16X DVD+/-RW Bezel, Small Form Factor Speakers: Dell AC511 USB Sound Bar (Stereo) Warranty: 5-Year ProSupport Plus and 5-Year Next Bus. Day Onsite Service Windows 10 OS Professional Monitor: Dell Flat Panel LED-Backlit LCD 22” Widescreen (3-Year Warranty)

2.8 PRINTERS

Ricoh MP C4503 – Color Laser Copier/Scanner/Fax (Network) Ricoh MP4002 – B&W Laser Copier/Scanner/Fax (Network) HP Color LaserJet Pro M277DW All-in-One (Duplex, WiFi Ready) HP Color LaserJet P4025n (Network) HP B&W LaserJet M506DN (Duplex Network) HP B&W LaserJet M604n (Network)

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HP OfficeJet 100 Mobile – L411a (InkJet) Canon PIXMA MX922 Wireless Office All-in-One (Color) Lexmark 2591+ Dot Matrix (with JetDirect Card) Lexmark 4227+ Dot Matrix Printing & Scanning Devices: Model recommendations depend on low, medium & high

volume needs. Those presented above are the most common purchases based on user needs. There are various models to choose from with multiple options to consider (Duplex printing, network capable, additional trays, etc.)

2.9 REMOTE ACCESS BY EXTERNAL AGENCIES

2.9.1 Secure Agency VPN Access to Legacy JMS

Secure Agency VPN Access to Legacy JMS is provided to external agencies by MCSO through B2B VPN connections via firewalls to perform data entry and query functions. Data entry examples:

Pre-Booking Information Medical Information from Correctional Health Services Limited Bond Payments for Child Support Cases

Query access within Legacy JMS is based on user rights and permissions granted and may include:

Personal descriptors to include name(s), physical description, and fingerprint-based identifiers

Arresting agency, location, and Department Report (DR) number(s) Prisoner location including current housing assignment and release description Disposition of charge, bond information, and next court date Hold information Sentence information including imposed jail time, fine information, and warnings Prisoner visitation information including date of visit, visitor’s name, and

relationship to prisoner

2.9.2 State and National Network Query Access to Legacy JMS

State and National Network Query Access to Legacy JMS information is provided to external agencies by MCSO for inquiry, to include:

Personal descriptors to include name(s), physical description, and fingerprint-based identifiers

Arresting agency, location, and DR number(s) Prisoner location including current housing assignment and release description Disposition of charge, bond information, and next court date Hold information Sentence information including imposed jail time, fine information, and warnings Prisoner visitation information including date of visit, visitor’s name, and

relationship to prisoner

2.10 MCSO DETENTION WORKLOAD AND POPULATION INFORMATION

The volume of real-time events processed per day is of high importance for the total impact on the solution’s performance. Due to the nature of jail and criminal justice system events, the volume and type of transactions processed per day vary significantly. Transaction volumes for FY13, FY14, and FY15 are provided in the tables below and can be used to derive solution workloads.

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Bookings by Type FY13 FY14 FY15Local Police (Maricopa County) 81,603 82,287 76,704Federal Agencies 579 380 288Other Maricopa Cnty Agencies 6,674 6,253 6,020State Agencies 158 176 179All Other Agencies 682 621 548Self-Surrenders:

City Court 11,041 10,265 9,445 Justice Court 1,802 1,722 1,763 Superior Court 5,382 6,086 6,862

Total Bookings By Type 107,921 107,790 101,809

Releases By Days Incarcerated FY13 FY14 FY15< 24 Hours 41,368 45,335 41,5751 – 2 Days 10,460 9,101 8,6183 – 4 Days 6,389 5,905 5,3455 – 7 Days 9,769 8,996 9,2038 – 14 Days 12,441 11,701 10,28915 – 30 Days 8,646 8,071 8,20031 – 90 Days 10,024 9,734 9,82391 – 180 Days 5,078 5,026 4,837181 – 364 Days 2,816 2,885 2,804365 + Days 751 1,021 1,019Total Inmates Released 107,742 107,775 101,713

Average Daily Population by Category of Offense

FY13 FY14 FY15

Felony 6,472 6,537 6,550Misdemeanor 402 368 322City 987 938 876Agency Hold 181 171 182Other 59 55 44Total Average Daily Population 8,101 8,069 7,974

Inmate Population High Count (Single Day)

FY13 FY14 FY15

Population 8,495 8,322 8,325

Avg. Length of Stay By Type (in days)

FY13 FY14 FY15

Pretrial 7.94 8.11 8.68Sentenced 23.79 24.40 23.78Agency Hold 72.57 72.80 76.32All Other 2.80 5.18 4.03

Inmates Transported FY13 FY14 FY15Superior Court 105,054 106,260 104,665Justice Court 5,336 2,647 3,211Video 3,377 3,570 2,330City Court 19,422 18,758 20,634Special * 4,779 5,375 5,777

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Inmates Transported FY13 FY14 FY15Total Inmates Transported 137,968 136,610 136,617

* E.g., remands and other agency transports

In-Person Jail Visits ** FY13 FY14 FY15Regular 274,235 253,076 72,108Out-of-County 15,826 7,737 250Privileged 70,879 76,432 72,312Special 15,397 14,421 13,986Total In-Person Jail Visitors 376,337 351,666 158,656

** Does NOT include numbers for Web-Based Visits, which began in July 2014 at 4th Ave and in Oct 2014 at LBJ.

In-Person Jail Visitors ** FY13 FY14 FY15Regular 353,542 330,882 95,007Out-of-County 20,973 10,017 312Privileged 76,583 82,386 78,286Special 17,306 15,913 14,183Total In-Person Jail Visitors 468,404 439,198 187,788

** Does NOT include numbers for Web-Based Visits, which began in July 2014 at 4th Ave and in Oct 2014 at LBJ.

Web-Based Visits *** FY13 FY14 FY15At Facility --- --- 22,847Home User --- --- 56,778Privileged (Private Attorney) --- --- 3,363Total Web-Based Visits -0- -0- 82,988

*** Counts for Web-Based Visits program began in Nov 2014.

Other Workload Indicators FY13 FY14 FY15Grievances Filed 13,766 16,031 16,106Canteen Orders Processed 404,985 305,847 378,457Meals Served 9,920,902 9,922,935 9,213,707Warrants & OOP Received 62,815 63,778 64,641

2.11 MCSO SOFTWARE LICENSE REQUIREMENTS

A summary of software license requirements by functional area or module is provided in the chart below. Note that the estimated number of users includes the number of individual staff who work in a specified functional area or location, and assumes 24 x 7 x 365 operations. Personnel who work in multiple functional areas or locations are included in the count for each function or location. The estimated number of concurrent users is a best-guess for the maximum number of individual users who will access each functional area or module at a single point in time. All estimates are projected to meet the anticipated needs of MCSO through the life of the contract.

In general, the Vendor shall propose enterprise / unlimited-user licensing, unless per-seat or concurrent-user licensing options are available and would be more cost-effective for the Sheriff’s Office. Proposers shall also specify and provide pricing when view-only or reduced function licensing for jail management modules or functionality is an option, preferably with query capability included.

Refer to Attachment A – Cost Proposal to provide detailed pricing.

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Functionality/Module Location / User Estimated# Users

EstimatedConcurrent

UsersComments

Pre-Booking MCSO Intake 150 50

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Functionality/Module Location / User Estimated# Users

EstimatedConcurrent

UsersComments

Pre-Booking MCSO Deputies 700 100Pre-Booking Outside Police Agencies 4,000 500Intake Processing –Incl. Page 2’s & holds 4th Ave & LBJ Intake 75 25

Release Processing – Incl. Page 2’s & holds

4th Ave & LBJ – Court Desk & Release Areas 100 35

Fingerprint Processing Records & AFIS Division 45 15

Inmate Kiosks (future) Inmates in Jail Facilities Average 8,000/Day

100(TBD)

Assumes ~100 kiosks available in MCSO jails

Detention Operations(e.g., logbook entries, housing queries, visitation, etc.)

Jail Facilities 1,000 250

Inmate Property Tracking Jail Facilities 6 3

Mobile Devices (e.g., headcount scanning) Jail Facilities 1,000 150

(TBD)Now performed manually

Mobile Devices (e.g., for inmate movements) Court Security & Transp. 150 50

(TBD)Now performed manually

Mobile / Barcode / Other Devices Other Business Areas TBD TBD

Depends on the purpose; will be new technology for Detention

Inmate Funds Queries Hearings & Grievances 30 10Inmate Funds Queries &/or Processing Jail Facilities 800 30 Will decrease as

kiosks installedInmate Funds Queries &/or Processing Inmate Legal Services 5 5

Inmate Funds Queries, Processing, &/or Accounting Tasks

Financial Services 20 8

Canteen System Canteen Operations 15 10Inmate Movement Court Security & Transp. 150 50Inmate Movement Medical Services 25 10Scheduling Court Security & Transp. 150 50Scheduling Medical Services 25 10Scheduling Correctional Health 700 100Scheduling SIMS 70 35

Scheduling Jail Facilities 1,200 200 Primarily view-only with queries

Scheduling Inmate Classification 20 10Scheduling Inmate Programs 75 15Scheduling Hearings & Grievances 30 20

Court Case Processing Inmate Legal Services 10 10 Primarily view-only with queries

Court Case Processing SIMS 70 25Sentence Calculation SIMS 70 15Classification Processing Jail Intel – Gang Mgmt 10 3 Primarily view-

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Functionality/Module Location / User Estimated# Users

EstimatedConcurrent

UsersComments

only with queriesClassification Processing Inmate Classification 20 10Proxy Scoring Inmate Classification 20 10Proxy Scoring Inmate Programs 30 3Administration of Inmate Programs Inmate Programs 30 30 Day shift only

Ancillary Services Laundry 3 1 Primarily view-only with queries

Ancillary Services Food Factory / Diets 10 5 Primarily view-only with queries

System Administration Technology Bureau 10 5User Profiles & Password Admin MCSO Business Units 100 20

Dashboard Reporting MCSO Commanders 300 20System Queries All Detention Areas 1,500 300Report Processing All Detention Areas 1,500 100Document Management All Detention Users 1,500 100Business Rules All Detention Users 1,500 500 Admin – 5-10Workflows All Detention Users 1,500 500 Admin – 5-10

3.0 SCOPE OF WORK:

Vendors should carefully review the entire solicitation packet, including all Attachments and Exhibits. Each Attachment begins with detailed instructions on how the Vendor shall provide their response.

3.1 Attachment C – Vendor Response Tool shall be completed by the vendor in its entirety including the following sections:

1) Company Background and Overview (including Attachment F Vendor Reference Response Tool)

2) Solution Description3) Software History4) Technical and Non-Functional Requirements (including Attachment E Non-Functional/

Technical Response Tool)5) Functional Requirements and Specifications (including Attachment D Functional

Requirements Response Tool)6) Future Support7) Implementation and Management Approach8) Vendor Staffing Plans (including Attachment G Project Staffing Response Tool)9) Integration and Interface Development10) Reporting and Query Development11) Training Support Requirements12) Data Conversion and Migration13) Other Vendor Service Requirements

3.2 TESTING AND ACCEPTANCE PLANNING:

3.2.1 For MCSO’s initial purchase of each software product, Vendor shall provide testing and acceptance periods (the “Test Period”) that commence upon each formal installation. Installation shall be defined as: a) the software is formally installed in a MCSO specific

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cloud environment or on MCSO server(s) and/or personal computer(s); b) software is configured per MCSO specifications; and c) team training specific to the installation, if necessary, is complete. During each Test Period, MCSO shall determine whether the software meets the Vendor published electronic documentation (“Specifications”) and MCSO requirements applicable to delivered functionality. This section outlines MCSO’s testing and acceptance expectations.

3.2.2 The Vendor shall be responsible for developing unit, system, integration, performance, data conversion and migration, and interface (inclusive of any bridge interfaces) test plans and shall provide MCSO with drafts of these test plans when the system implementation project plan is delivered. MCSO shall be responsible for reviewing and providing feedback on the Vendor’s draft test plans. Test plans shall include but are not limited to the following:

Testing all software components in accordance with published functions and features Testing all software components in accordance with RFP/RTM specifications Testing all system software based on business scenarios Testing all system software based on user friendliness Testing of all contracted interfaces based on design and business scenarios Parallel testing prior to cutover (if parallel processing is appropriate) Data Conversion and Migration testing including transformation, loading and

successful operations of the New JMS with converted data Security Testing Performance Testing Integration testing Load testing Fail-over testing

3.2.3 The Vendor shall review MCSO’s feedback on the test plans and make updates/changes accordingly. Final Test Plans shall be submitted as contract deliverables and will require formal sign-off prior to execution. If the vendor wishes to perform any initial off-site testing prior to software delivery, MCSO will not consider any of the off-site testing results as being in any way a substitute for testing the software on-site using MCSO’s development/test, training and production environments and accepted test plans. If vendor pre-delivery testing is performed, MCSO shall be provided with the results, but only for comparison to the on-site results. MCSO reserves the right to revise the test plans provided that reasonable notice is given to the Vendor. MCSO maintains sole authority to certify the successful completion of any and all tests performed by the Vendor on the proposed system.

3.2.4 The Vendor shall be responsible for conducting and/or assisting MCSO personnel with the following User Acceptance Testing (UAT) activities:

Drafting a realistic User Acceptance Test Plan Product performance testing Interfaces/Integration testing Parallel testing (if parallel processing is appropriate) Security testing Data conversion and migration testing Hardware and network testing Load testing Fail-over testing System acceptance testing

3.3 TESTING AND ACCEPTANCE PROCESS:

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The overall testing process encompasses the testing of each formal delivery of software. This includes not only the final delivery of software per phase (if applicable), but any formal deliveries made during the duration of the project. Any testing prior to UAT (final delivery per phase) will be referred to as Validation Testing. All Test Periods will require a formal gate review upon completion.

3.3.1 Validation Testing

3.3.1.1 Validation testing will be conducted in two stages. (1) Vendor Delivery, Installation, and Certification; and (2) Validation Test.

3.3.1.1.1Vendor Delivery, Installation, and Certification shall include the following tasks:

The vendor shall certify delivery and installation of all agreed upon system components, modules and functionality

Complete Technical (System Administrator) Training Complete Functional (User) Training The vendor shall verify that all MCSO configured tables are

properly entered or converted The vendor shall certify that all system components, modules,

functionality, MCSO configured and user defined tables are fully operational for MCSO use

Delivery of a complete set of system test cases applicable to all functionality provided (exported from/to a mutually agreed upon testing tool)

Delivery of automated test scripts Delivery of Updated Requirements Traceability Matrix Delivery of Release Notes

3.3.1.1.2Validation Test is a test period defined in the project plan for a specified duration and shall include the following tasks:

MCSO will conduct a Validation Test commencing within 10 days of written certification that all systems components, modules and functionality are ready and available for use, and all associated deliverables have been provided

The Validation Test periods will consist of a duration of time agreed to in the project plan and depend on the extent of functionality being delivered

During the Validation Test periods, the system shall operate properly and in compliance with the Vendor’s proposal, contract, and system functionality defined in the Requirements Traceability Matrix (RTM), including all interfaces

MCSO will ensure that each functional and non-functional requirement is met and all documentation matches the functionality of the installed system

Defect reporting, triage and tracking The vendor shall ensure that resources are available for making

corrective adjustments to the system as required following the discovery of defects

If at any time during a Validation Test period MCSO discovers a failure to meet any standard, encompasses any malfunction, or discovers any non-conformity to requirements or Vendor published documentation, MCSO will provide the vendor with written notice of failure. The contractor must correct this failure within a

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mutually agreed to timeframe. If the failure is not corrected, MCSO has the option to declare non-performance and seek remedy

Upon completion of a Validation Test period, a gate review will be conducted to determine whether the software delivery is “accepted” along with any applicable terms and conditions of acceptance

3.3.2 User Acceptance Testing

3.3.2.1 The user acceptance test process per phase (if applicable) for final delivery shall include three stages: (1) the acceptance test period, (2) the reliability test period, and (3) final acceptance. If at any time during the acceptance test process, the system reveals any show stopper defects or ten (10) or more minor defects, the process shall be terminated and the Vendor shall be responsible for resolving outstanding issues. Once all of the issues have been addressed by the Vendor, the Vendor may be required to repeat the acceptance test process from beginning to end. Vendor will be responsible for all schedule and cost impacts related to prolonged acceptance testing associated with these outstanding issues. Following five (5) unsuccessful attempts to complete each of, acceptance testing, the reliability test period, and final acceptance (as defined below), the Sheriff’s Office reserves the right to declare non-performance and seek remedy.

3.3.2.1.1Acceptance Test Period:

Vendor Delivery, Installation, and Certification shall include the following tasks:

The vendor shall certify delivery and installation of all agreed upon system components, modules and functionality

Complete Technical (System Administrator) Training Complete Functional (User) Training The vendor shall verify that all MCSO configured tables are

properly entered or converted The vendor shall certify that all system components, modules,

functionality, MCSO configured and user defined tables are fully operational for MCSO use

Delivery of a complete set of system test cases applicable to all functionality provided (exported from/to a mutually agreed upon testing tool)

Delivery of automated test scripts Delivery of Updated Requirements Traceability Matrix Delivery of Release Notes

The acceptance test period shall consist of one hundred twenty (120) calendar days and begins when MCSO, along with the assistance of the Vendor, first performs testing in accordance with the User Acceptance Test Plan. MCSO will evaluate all results to include manual testing, automated testing, interface testing, security testing, and data conversion and migration testing to ascertain whether the performance standard has been met. At the conclusion of the acceptance test period a gate review will be conducted to determine whether the software delivery is acceptable to proceed to “go-live”.

3.3.2.1.2Reliability Test Period: After successful completion of the “go-live” cutover period, there shall be a thirty (30) day reliability test period during which the newly installed system will be in production and its performance monitored. During this period, the system must perform

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fully without degradation of any kind in order for the reliability test to be satisfied. If any major defects or ten (10) or more minor defects are discovered, the reliability test period shall be terminated and the Vendor shall resolve any and all issues. Once all issues have been addressed by the Vendor, the Vendor shall repeat the test process from beginning to end.

3.3.2.1.3Final Acceptance: In concurrence with the Reliability Test Period, the Vendor shall demonstrate through an acceptance process performance (stress) test that the system performs as required in the Sheriff’s Office’s technical environment and that the system meets or exceeds the Sheriff’s Office’s functional requirements. The stress test shall include all LAN connected applications (i.e., JMS, Canteen, Inmate Funds, etc.). The final Acceptance Test Plan (ATP) shall have use of Sheriff’s Office’s approved data and include report generation.

The final acceptance test shall exercise all system functionality and components successfully

MCSO shall test back-up features successfully MCSO shall test recovery features successfully The failure of any specific portion of a test may require that the

entire test be rerun, not just the failed portion of the test

3.3.2.2 At the end of the successful completion of the User Acceptance Testing periods, a gate review will be conducted to determine formal acceptance, at which time the Sheriff’s Office shall issue the final acceptance certificate.

3.4 SOFTWARE UPDATES, WARRANTY, MAINTENANCE & ROADMAP/ENHANCEMENTS:

3.4.1 The Vendor shall make available to the Maricopa County Sheriff’s Office at no additional charge all updates to the proposed software as they are released so long as the County is currently under the Vendor’s software maintenance agreement. The County shall decide at its discretion whether or not to take advantage of the updated version and support it under the on-site maintenance agreement.

3.4.2 To ensure that documentation is consistent with the operating environment, updated documentation shall be delivered concurrently with every software fix-pack or software update.

3.4.3 The software warranty shall commence after 30 consecutive days with no significant failure, outage or event in software following the “go-live” cutover. If a significant system failure/outage/event occurs, the 30 day period will reset and begin again. The software warranty shall last for two (2) years after the first 30 consecutive day period after “go-live” cutover without a significant software failure, outage, or event.

3.5 HARDWARE SPECIFICATIONS:

3.5.1 The Vendor shall submit detailed specifications of all hardware, operating systems (OS) and tools required to meet the performance and operational specifications described in their response.

3.5.1.1 The Vendor shall provide hardware, software and tool specifications for all project environments including development & test, training, production and disaster recovery in Attachment A-6 Hardware Specifications.

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3.5.1.2 The Vendor shall install and perform initial configuration of software and tools on the specified hardware including all environments.

3.5.1.3 The Vendor shall provide a hardware and software installation plan which specifies the dates that the hardware environment must be available to support the proposed project schedule/plan.

3.5.2 The Sheriff’s Office shall procure all hardware, operating system (OS) software and tools for this project using other available County contracts.

4.0 SPECIAL TERMS & CONDITIONS:

4.1 DRAFT CONTRACT SEE EXHIBIT 5:

5.0 INSTRUCTIONS TO RESPONDENTS: (Please note that this Section does not become part of any resultant contract.)

5.1 SCHEDULE OF EVENTS:

Request for Proposals Issued: __July 21, 2016________

Intent to Bid Letters Due _August 5, 2016______

Vendors must provide a brief letter stating their intent to bid. This letter shall be delivered via email addressed to guyj@mail.maricopa.gov. 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.

Pre-Proposal Conference & Site Walkthrough: __August 11, 2016______

The deadline for written questions is August 18th, 2016, 5:00 PM Arizona time. Questions will not be responded to prior to the Pre-Proposal Conference.  All questions and answers shall be posted to www.bidsync.com under the Q&A’s tab for the solicitation. All questions will be responded to in BidSync by the end of business on August 23, 2016.

Proposals Opening Date: __August 25, 2016_______

Deadline for submission of proposals is 2:00 P.M., Arizona Time, on August 25, 2016. All proposals must be received before 2:00 P.M., Arizona Time, on the above date at the Maricopa County Office of Procurement Services, 320 West Lincoln Street, Phoenix, Arizona 85003.

Proposed Review of Proposals and Short List Decision: __September 19, 2016____

Respondent Presentations, Scripted SolutionDemonstrations and Proctored Sandbox: __Sep 26 – Oct 7, 2016___

MCSO Site Visits to Vendor Client Sites: Optional __Oct 17 – Oct 28, 2016__

Competitive Gap Analysis: (Optional) __Nov 7 – Nov 18, 2016_ _

Proposed Selection and Negotiation: __November 21, 2016 _

Proposed Best & Final (if required): __December 2, 2016 __

Proposed Award of Contract: __January 4, 2017 _

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All responses to this Request for Proposal become the property of Maricopa County and (other than pricing) will be held confidential, to the extent permissible by law. The County will not be held accountable if material from proposal responses is obtained without the written consent of the Respondent by parties other than the County.

5.2 INQUIRIES AND NOTICES:

All inquiries concerning information herein shall be addressed to:

Maricopa CountyOffice of Procurement Services ATTN: Contract Administration320 West Lincoln StreetPhoenix, Arizona 85003

Administrative telephone inquiries shall be addressed to:

Joseph Guy, Procurement Officer(602) 506-8718(guyj@mail.maricopa.gov)

Inquiries may be submitted by telephone but must be followed up in writing. No oral communication is binding on Maricopa County.

5.3 INSTRUCTIONS FOR PREPARING AND SUBMITTING PROPOSALS:

Respondents shall submit their proposals electronically via the BidSync.com system in accordance with Section 5.6 as follows:

Respondents shall upload each response document individually. All documents must be uploaded in their native file format (Word, Excel, etc.). The following naming convention shall be utilized for each document: Vendor Name –

Document Name as indicated in section 5.6 In the event that the Respondent would like to request that certain documents be held

confidential, they need to have a name indicating confidential. Please see Exhibit 5 – Draft Contract section 6.31 Public Records for more information.

Proposals shall be signed by an owner, partner or corporate official who has been authorized to make such commitments (see Exhibit 2 and Attachment B). All prices shall be held firm for a period of one year after the RFP closing date.

5.4 EXCEPTIONS TO THE SOLICITATION:

The Respondent shall identify and list all exceptions taken to all sections of 170002–RFP and list these exceptions referencing the section (paragraph) where the exception exists and identify the exceptions and the proposed wording for the Respondent’s exception under the heading, “Exceptions to the PROPOSAL Solicitation, SERIAL 170002-RFP.” Exceptions that surface elsewhere and that do not also appear under the heading, “Exceptions to the PROPOSAL Solicitation, SERIAL 170002-RFP,” shall be considered invalid, void, and of no contractual significance.

The County reserves the right to reject, determine the proposal non-responsive, enter into negotiation on any of the Respondent exceptions, or accept them outright.

5.5 GENERAL CONTENT:

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5.5.1 The Proposal should be specific and complete in every detail. It should be practical and provide a straightforward, concise delineation of capabilities to satisfactorily perform the Contract being sought.

5.5.2 The Respondent should not necessarily limit the proposal to the performance of the services in accordance with this Request for Proposal but should outline any additional services and their costs if the Respondent deems them necessary to accomplish the program.

5.6 FORMAT AND CONTENT:

To aid in the evaluation, all proposals shall follow the same format. Responses are limited to the number of pages specified for each section in Attachment C Vendor Response and shall be single sided in 10 point font type.

5.6.1 Table of Contents

5.6.2 Letter of Transmittal (Exhibit 2)

5.6.3 Executive Summary – This section shall contain an outline of the general approach utilized in the proposal, and contain a statement of all of the programs and services proposed, including conclusions and generalized recommendations.

5.6.4 Proposal exceptions

5.6.5 Acceptance of Testing and Acceptance Planning and Process Expectations (a brief statement acknowledging acceptance of Section 3.2)

5.6.6 Acceptance of Software Updates, Warranty, Maintenance and Roadmap Enhancements (a brief statement acknowledging acceptance of Section 3.4)

5.6.7 Attachment A (Cost Proposal)

5.6.8 Attachment B (Agreement/Signature Page)

5.6.9 Attachment C (Vendor Response Tool)

5.6.10 Attachment D (Functional Requirements Response Tool)

5.6.11 Attachment E (Non-Functional/Technical Response Tool)

5.6.12 Attachment F (Vendor Reference Response Tool)

5.6.13 Attachment G (Project Staffing Response Tool)

5.6.14 Attachment H (Cost Proposal – Competitive Gap Analysis)

5.6.15 Exhibit 3, Sole Proprietor Waiver (If applicable)

5.7 EVALUATION OF PROPOSAL – SELECTION FACTORS:

A Proposal Evaluation Committee shall be appointed, chaired by the Procurement Officer, to evaluate each Proposal. At MCSO’s option, Respondents may be invited to make presentations to the Evaluation Committee. Best and Final Offers and/or Negotiations may be conducted, as needed, with the highest rated Respondent(s). Proposals will be evaluated on the following criteria which are listed in descending order of importance.

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(1) Proposed Solution(2) Vendor Response Tool (SHIELD – New JMS Requirements)(3) Implementation Plan and Services(4) Experience and Qualifications(5) Pricing

5.8 ADDITIONAL EVALUATION AND SELECTION CRITERIA

5.8.1 GENERAL GUIDELINES DISCLAIMER

Maricopa County reserves the right to modify any of the following evaluation sections, up to and including the wholesale removal of any section. If said right is invoked, all Vendors shall be provided written notification of the change and adequate time to make any adjustments that the change may require.

5.8.2 RESPONDENT PRESENTATIONS

Vendors may be invited to present an initial high-level overview of their proposed Jail Management System solution. A maximum of three (3) hours will be allowed for each presentation, to be held at County facilities.

5.8.3 SCRIPTED SOLUTION DEMONSTRATIONS AND PROCTORED SANDBOX

5.8.3.1 Vendors may be invited to participate in on-site scripted solution demonstrations at MCSO and concurrently implement a proctored “sandbox” environment for their proposed solution. MCSO will assign each Vendor a one week period in which both activities must be conducted.

5.8.3.2 Scripted Solution Demonstrations: MCSO will provide the Vendor with demonstration scripts representative of selected MCSO processes. The Vendor shall demonstrate the scripted scenarios utilizing the proposed SHIELD - New JMS solution. Vendors will be asked to demonstrate how their solution can be leveraged to support processes with an un-customized product. The solution demonstrated shall be the same as the one proposed in response to this RFP.

Scripts, schedule, and instructions for the on-site scripted demonstrations will be provided only to respondents still active in the procurement process. MCSO may invite others to view the on-site scripted demos to provide input to the Evaluation Committee, including but not limited to, potential software end-users, other public agencies, and outside experts.

5.8.3.3 Proctored Sandbox: Vendors shall provision their proposed solution in a “sandbox” environment. The sandbox shall be proctored by Vendor resources for a period of two days, in parallel with the scripted solution demonstration. The intention of the solution sandbox is to provide Evaluation Committee members and potential software end-users an opportunity to engage with the proposed solution in an unstructured setting.

MCSO will provide adequate facilities including a dedicated room. The Vendor has the option to remotely host the solution on its servers or to install locally on Vendor supplied equipment. In either event, the Vendor is responsible for all server hardware/software and client software. Vendors will be provided access to the facility for the sandbox no sooner than 18 hours prior to the commencement of the sandbox availability for MCSO use.

5.8.4 COMPETITIVE GAP ANALYSIS

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5.8.4.1 MCSO will conduct a Competitive Gap Analysis session with the Vendor(s) still active in the procurement process. The purpose is to further understand the scope of the implementation project by better defining functional areas of the proposed solution to ascertain where enhancement will be required. We DO NOT expect that this limited gap analysis will afford the opportunity to evaluate all functional areas but only the high-priority areas or those areas where the proposal informs MCSO that a gap analysis would be beneficial.

5.8.4.2 Following are Gap Analysis scope and approach limitations:

The duration of the Gap Analysis may be no longer than one (1) week on-site, with one (1) additional week allowed off-site for the Vendor to prepare and deliver a final written report.

The Vendor’s cost proposal Competitive Gap Analysis shall not exceed $25,000.

The Respondent shall be allowed four (4) hours to present the written report to the MCSO Evaluation Committee. This is not a review but simply an opportunity to communicate the intent of the report, and no corrections will be allowed.

There will be no review of written Gap Analysis report drafts by MCSO personnel prior to final delivery; however, questions and communication will be allowed during the two week preparation time to clarify findings and recommendations prior to final deliverable.

MCSO and the Vendor shall collaborate to determine the business processes to be in scope for the Gap Analysis.

Gap Analysis shall be conducted onsite at MCSO facilities. If needed, projectors, conference space, and typical meeting facilities will be provided by MCSO.

MCSO staff will be prepared to describe business processes, interpret relevant Maricopa County specific laws and statutes, clarify requirements, demonstrate current legacy systems, and provide any other reasonable business or technical information.

The Vendor shall produce a written Gap Analysis report that contains the following information: o Description of each functional gapo Recommended approach/workaround to close the gapo Estimated cost to close the gapo Any options available (with costs as applicable)

MCSO may, at its discretion, conduct Gap Analyses with other Vendors. Each analysis is subject to the scope described above.

5.8.4.3 Sole Source Contracts will be awarded to vendors invited to participate in the Competitive Gap Analysis. Vendor shall complete Attachment H – Cost Proposal Competitive Gap Analysis detailing their costs, which shall not exceed $25,000. The non-selected vendor(s) shall be compensated for their time and effort expended in the Gap Analysis portion of this Solicitation based upon the vendor defined fee structure contained in Attachment H.

5.8.5 BEST AND FINAL OFFERS

MCSO reserves the right to request a Best and Final Offer from finalist Respondents, if it deems such an approach necessary. The Best and Final Offer would consist of updated costs as well as answers to specific questions identified during the evaluation period.

If MCSO chooses to request a Best and Final offer, responses will be re-evaluated by incorporating the information requested in the Best and Final Offer document, including

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costs, and answers to specific questions presented in the document. The specific format for the Best and Final Offer would be determined during evaluation discussions.

5.8.6 ADDITIONAL DUE DILIGENCE

5.8.6.1 MCSO may, in its sole discretion, perform other activities in order to assess the proposed solutions and associated firms. These activities may include but are not limited to reference checks and site visits.

5.8.6.2 MCSO may contact references submitted in the Respondent’s Attachment F (Vendor Reference Response Tool) to assist in understanding the Respondent’s experience, prior performance, strengths, weaknesses, and proposed approach. MCSO may at its sole discretion use information received during reference checks to reject the Respondent’s proposal in its entirety or to rescore any part or parts of the Respondent’s proposal. MCSO may contact any former client of the Respondent, whether or not that client has been submitted by the Respondent as a reference.

5.8.6.3 Site Visits: MCSO may elect to visit customer sites for participating Respondents. The site(s) selected for visits shall be determined by MCSO at its sole discretion. Site visits will be conducted by the Evaluation Committee without the Respondent present. The committee may invite others (including but not limited to) potential software end-users, MCSO management, other public agencies, and outside experts to the site visits to provide input.

NOTE 1: RESPONDENTS ARE REQUIRED TO USE ATTACHMENT FORMS TO SUBMIT THEIR PROPOSAL.

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ATTACHMENT A

COST PROPOSAL

THE PRICING IS PREPARED IN MICROSOFT EXCEL 2000 OR LATER AND IS ATTACHED AS AN ICON. DOUBLE CLICK ON THE EXCEL ICON BELOW TO OPEN, VIEW AND/OR PRINT THE FOLLOWING

PRICING PAGES. (NOTE: WORD MUST BE IN THE PAGE LAYOUT VIEW TO SEE THE ICON.)

See: Attachment A – Cost Proposal.xlsx

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ATTACHMENT B

AGREEMENT

Respondent hereby certifies that Respondent has read, understands and agrees that acceptance by Maricopa County of the Respondent’s Offer will create a binding Contract. Respondent agrees to fully comply with all terms and conditions as set forth in the Maricopa County Procurement Code, and amendments thereto, together with the specifications and other documentary forms herewith made a part of this specific procurement

BY SIGNING THIS PAGE THE SUBMITTING RESPONDENT CERTIFIES THAT RESPONDENT HAS REVIEWED THE ADMINISTRATIVE INFORMATION AND DRAFT RFP CONTRACT’S TERMS AND CONDITIONS LOCATED AT http://www.maricop a .gov/materials AND AGREE TO BE CONTRACTUALLY BOUND TO THEM.

[] Small Business Enterprise (SBE)

RESPONDENT (FIRM) SUBMITTING PROPOSAL FEDERAL TAX ID NUMBER DUNS #

PRINTED NAME AND TITLE AUTHORIZED SIGNATURE

/ ADDRESS TELEPHONE FAX #

CITY STATE ZIP DATE

WEB SITE EMAIL ADDRESS

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ATTACHMENT C

VENDOR RESPONSE TOOL

See: Attachment C – Vendor Response Tool.docx

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ATTACHMENT D

FUNCTIONAL REQUIREMENTS RESPONSE TOOL

See: Attachment D – Functional Requirements Response Tool.xlsx

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ATTACHMENT E

NON-FUNCTIONAL REQUIREMENTS RESPONSE TOOL

See: Attachment E – Non-Functional Technical Requirements Response Tool.xlsx

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ATTACHMENT F

VENDOR REFERENCE RESPONSE TOOL

See: Attachment F – Vendor Reference Response Tool.docx

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ATTACHMENT G

PROJECT STAFFING RESPONSE TOOL

See: Attachment G – Project Staffing Response Tool.docx

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ATTACHMENT H

GAP ANALYSIS COST PROPOSAL

See: Attachment H – Cost Proposal – Competitive Gap Analysis.xlsx

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EXHIBIT 1

VENDOR REGISTRATION PROCEDURES

BidSync.com Registration is FREE and REQUIRED for all vendors.

Register On-line at https://www.bidsync.com

Select Free Registration. Upon completion of your on-line registration, you are responsible for updating any changes to your information. Please retain your Login ID and Password for future use.

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

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EXHIBIT 2

SAMPLE TRANSMITTAL LETTER

(To be typed on the letterhead of Offeror)

Maricopa CountyOffice of Procurement Services 320 West Lincoln StreetPhoenix, Arizona 85003-2494

Re: 170002-RFP SHEILD NEW JAIL MANAGEMENT SYSTEM

To Whom It May Concern:

(NAME OF COMPANY) (Herein referred to as the "RESPONDENT"), hereby submits its response to your Request for Proposal dated , and agrees to perform as proposed in their proposal, if awarded the contract. The Respondent shall thereupon be contractually obligated to carry out its responsibilities respecting the services proposed.

Kindly advise this in writing on or before if you should desire to accept this proposal.

Very truly yours,

_______________________________NAME (please print)

_______________________________SIGNATURE

_______________________________TITLE (please print)

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EXHIBIT 3

SOLE PROPRIETOR WAIVER

MARICOPA COUNTY RISK MANAGEMENT222 North Central Avenue, Suite 1110

Phoenix, Arizona 85004

SOLE PROPRIETOR WAIVER

NOTE: THIS FORM APPLIES ONLY TO MARICOPA COUNTY DEPARTMENTS, DISTRICTS, BOARDS, COMMISSIONS AND UNIVERSITIES UTILIZING SOLE PROPRIETORS WITH NO EMPLOYEES. IF YOU ARE CONTRACTING WITH A CORPORATION, LIMITED LIABILITY COMPANY, PARTNERSHIP OR SOLE PROPRIETORS WITH EMPLOYEES, THIS FORM DOES NOT APPLY.

The following is a written waiver under the compulsory Workers’ Compensation laws of the State of Arizona, A.R.S. §23-901 (et. seq.), and specifically, A.R.S. §23-961(L), that provides that a Sole Proprietor may waive his/her rights to Workers’ Compensation coverage and benefits.

I am a sole proprietor and I am doing business as (name of Sole Proprietor’s Business). I am performing work as an independent contractor for Maricopa County. For Workers’ Compensation purposes, therefore, I am not entitled to Workers’ Compensation benefits from Maricopa County.

I understand that if I have any employees working for me, I must maintain Workers’ Compensation insurance on them.

Name of Sole Proprietor Social Security Number Telephone Number

Street Address / P.O. Box City State Zip Code

Signature of Sole Proprietor Date

Maricopa County Office of Procurement Services

Signature of Procurement Officer Date

Both signatures must be present and the completed form submitted by the Procurement Officer to Maricopa County Risk Management, 222 North Central Avenue, Suite 1110, Phoenix, Az 85004. An authorized Risk Management Representative will sign and return to the Maricopa County Office of Procurement Services to be maintained in their records.

Signature of Risk Management Representative Date

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EXHIBIT 4

OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY

1.0 All contract-related travel plans and arrangements shall be prior-approved by the County Contract Administrator.

2.0 Lodging, per diem and incidental expenses incurred in performance of Maricopa County/Special District (County) contracts shall be reimbursed based on current U.S. General Services Administration (GSA) domestic per diem rates for Phoenix, Arizona. Contractors must access the following internet site to determine rates (no exceptions): www.gsa.gov

2.1 Additional incidental expenses (i.e., telephone, fax, internet and copying charges) shall not be reimbursed. They should be included in the contractor’s hourly rate as an overhead charge.

2.2 The County will not (under no circumstances) reimburse for Contractor guest lodging, per diem or incidentals.

3.0 Commercial air travel shall be reimbursed as follows:

3.1. Coach airfare will be reimbursed by the County. Business class airfare may be allowed only when preapproved in writing by the County Contract Administrator as a result of the business need of the County when there is no lower fare available.

3.2. The lowest direct flight airfare rate from the Contractors assigned duty post (pre-defined at the time of contract signing) will be reimbursed. Under no circumstances will the County reimburse for airfares related to transportation to or from an alternate site.

3.3. The County will not (under no circumstances) reimburse for Contractor guest commercial air travel.

4.0 Rental vehicles may only be used if such use would result in an overall reduction in the total cost of the trip, not for the personal convenience of the traveler. Multiple vehicles for the same set of travelers for the same travel period will not be permitted without prior written approval by the County Contract Administrator.

4.1. Purchase of comprehensive and collision liability insurance shall be at the expense of the contractor. The County will not reimburse contractor if the contractor chooses to purchase these coverage.

4.2. Rental vehicles are restricted to sub-compact, compact or mid-size sedans unless a larger vehicle is necessary for cost efficiency due to the number of travelers. (NOTE: contractors shall obtain pre-approval in writing from the County Contract Administrator prior to rental of a larger vehicle.)

4.3. County will reimburse for parking expenses if free, public parking is not available within a reasonable distance of the place of County business. All opportunities must be exhausted prior to securing parking that incurs costs for the County. Opportunities to be reviewed are the DASH; shuttles, etc. that can transport the contractor to and from County buildings with minimal costs.

4.4. County will reimburse for the lowest rate, long-term uncovered (e.g. covered or enclosed parking will not be reimbursed) airport parking only if it is less expensive than shuttle service to and from the airport.

4.5. The County will not (under no circumstances) reimburse the Contractor for guest vehicle rental(s) or other any transportation costs.

5.0 Contractor is responsible for all costs not directly related to the travel except those that have been pre-approved by the County Contract Administrator. These costs include (but not limited to) the following: in-room movies, valet service, valet parking, laundry service, costs associated with storing luggage at a hotel, fuel costs associated with non-County activities, tips that exceed the per diem allowance, health club fees, and entertainment costs. Claims for unauthorized travel expenses will not be honored and are not reimbursable.

6.0 Travel and per diem expenses shall be capped at 15% of project price unless otherwise specified in individual contracts.

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7.0 Contractor shall provide, (upon request) with their invoice(s), copies of receipts supporting travel and per diem expenses, and if applicable with a copy of the written consent issued by the Contract Administrator. No travel and per diem expenses shall be paid by County without copies of the written consent as described in this policy and copies of all receipts.

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EXHIBIT 5

DRAFT CONTRACT

See: Exhibit 5 – Draft Contract

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EXHIBIT 6

MCSO VENDOR ONBOARDING FORMS

1. Forms Required for the MCSO Background Check and TOC Certification: (See also Draft Contract 6.17)

Exhibit 6A – MCSO Application for TOC Certification and Waiver of Liability & ReleaseExhibit 6B – FBI-CJIS Security AddendumExhibit 6C – MCSO Non-Disclosure / Confidentiality Agreement

2. Forms Required to Access MCSO Facilities or to Request a Courtesy ID: (See also Draft Contract 6.18)

Exhibit 6E – MCSO Application for Courtesy Identification

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Exhibit 6A – MCSO Application for TOC Certification and Waiver of Liability & Release

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Exhibit 6B – FBI-CJIS Security Addendum

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Exhibit 6C – MCSO Non-Disclosure / Confidentiality Agreement

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Exhibit 6D – MCSO Application for Courtesy Identification

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EXHIBIT 7

INTEGRATION / INTERFACES

The interfaces identified in the Exhibit 7 spreadsheet are required new &/or current interfaces of existing MCSO applications identified as “in scope” for this procurement.

SEE: EXHIBIT 7 – INTEGRATION INTERFACES INVENTORY.XLSX

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EXHIBIT 8

ICJIS DIAGRAMS

See: Exhibit 8A – ICJIS Integration Engine IIE.pdfExhibit 8B – ICJIS-IE-OnRamps-New JMS.pdf

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EXHIBIT 9

REPORTS, QUERIES, AND MESSAGES

LEGACY JMS REPORTS

Reference Documents: Exhibit 9A – JMS Web Reports-REV.docxExhibit 9B – JMS Printer Report Jobs-REV.xlsxExhibit 9C – Sheriff Morning Report-REV.pdfExhibit 9D – Statistical Reports-REV.docx

Reports requirements for the New JMS solution include both the development of essential “in-scope” standard reports now produced from the Legacy JMS application, as well as the ability to produce ad hoc reports using reporting tools or other means. “Standard” batch reports currently run on a daily, weekly, and/or monthly basis and are used by internal MCSO and external stakeholders to perform business functions.

MCSO relies on the following groups of reports produced within the Legacy JMS application:

Daily and Weekly Reports – These reports are traditional batch reports produced on a scheduled basis. Reports are posted to an MCSO website and are available to users authorized to access the MCSO Intranet. See “Exhibit 9A - JMS Web Reports-REV.docx” for the full inventory.

Nightly Batch Reports Directed to Printers – Some Legacy JMS reports are run nightly and output is sent directly to specific MCSO printers. These reports serve as key tools used during MCSO business processes. Analysis of these reports is required to determine if they will still be needed in the New JMS solution or if they will be replaced by process workflows, onscreen displays, or other functionality of the New JMS solution. See “Exhibit 9B – JMS Printer Report Jobs-REV.xlsx.”

Online Reports Generated Real-Time – There are two types of these online reports. 1) background batch reports initiated via online screens, and 2) programmatic reports. Similar to the report group above, analysis of these reports is required to see if these reports are still needed in the New JMS solution.

Ad hoc – As with any application system, users have a need to request and receive ad hoc reports. It is expected that JMS users and/or MCSO in-house technology staff will be able to design and generate ad hoc reports as needed in the New JMS solution via reporting tools or other means.

In addition to the traditional batch reports mentioned above, there are a number of statistical reports (Excel spreadsheets) prepared today from manually captured data that is not available from a single system. See “Exhibit 9D – Statistical Reports-REV.pdf” for a full inventory. Data is derived from a number of sources including Legacy JMS reports, reports from other applications, and/or Excel templates completed by staff in MCSO business units. MCSO command and management staff and external stakeholders rely on these statistical reports to make policy and strategic decisions. There are two primary types of statistical reports:

The Inmate Section Report (more commonly referred to as “the Morning Report”) – This report is on the Sheriff’s desk every morning and presents key statistics monitored by the Sheriff and his Command team. See “Exhibit 9C – Sheriff Morning Report-REV.docx” for an example.

Excel Statistical Reports (also known as the “Schroeder Reports”) – These reports typically include raw and summarized data as well as charts and graphs in Excel format. Following are the intervals for which statistics are regularly produced, along with a description of processes for gathering the data:

o Daily – JMS reports are run daily at midnight and then become available as web reports. Data from these reports is reviewed and manually entered into the Excel spreadsheets. Excel files are stored on a designated Sheriff’s Office workgroup network drive.

o Monthly – Extensive statistics are gathered in a similar manner for monthly reporting. Recent counts show the number of separate Excel spreadsheet files generated and stored is approaching 100. Additional monthly statistics are captured manually, using Excel Templates completed by staff in Business Operations,

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Food Services, Court Security and Transportation, Sexually Violent Persons Unit, Custody Support, and other Detention areas.

o Yearly – Fiscal year and calendar year statistics are compiled from monthly data and these annual reports are placed on a universal network drive accessible by all MCSO employees.

The content of these reports must be analyzed by the vendor to determine the extent to which the New JMS solution captures required statistical information. It is anticipated that many statistical reports will be automatically generated in the New JMS solution, and that this data will also be used in dashboard displays for monitoring by command and management personnel. For a summary listing of current statistical reports, see Appendix D of the “As-Is” State of MCSO Detention Systems document (included in the MCSO Reference Library, to be provided on CD at the Pre-Proposal Conference).

LEGACY JMS QUERIES

Reference Document: Exhibit 9E – JMS Queries-REV.xlsx

The Legacy JMS Query Inventory identifies all internal and external queries that are considered as “in scope” for replacement in the new JMS solution. Internal queries include those that initiated within JMS by MCSO staff, while external queries are incoming requests for data retrieval from the JMS database made by non-MCSO entities.

There are 164 internal, on demand JMS queries, which can be further sub-defined as: those employing standard input masks (129), those using no mask (20), those using group commands (14), and one free form (SEND).

In addition to the above referenced internal MCSO JMS inquiries, JMS services data requests made via the Arizona Criminal Justice Information System (ACJIS) network. External entities, i.e., law enforcement or criminal justice agencies authorized to utilize the ACJIS network, have access to the eight (8) standard ACJIS queries that are received and fulfilled by JMS on demand.

Each query listed in the inventory is identified by a command code, a brief description of the query and a Y(yes) N(no) identifier of whether a mask input template is used for query generation. Part one details all internal MCSO initiated queries via JMS and part two details external queries received by JMS via the ACJIS network.

LEGACY JMS MESSAGES

Reference Documents: Exhibit 9F – Legacy JMS Messages.docxExhibit 9G – Legacy JMS Programmatic Messages.docx

MCSO’s Legacy JMS utilizes an internal messaging component to communicate notifications, requests, acknowledgements, announcements, and orders using JMS menu options and commands. Messages can be routed both internally and externally, and are communicated via the system, email, and/or a utility module (dot matrix printer). Other than several “smart” messages where content is validated, such as those related to holds, most are considered “dumb,” meaning that content is not validated except for fields such as date.

There are 58 total messages inventoried, two of which are freeform messages. The “SEND” free form message goes to external recipients and the “SESM” message is internal to JMS users.

In addition to messages available through menu options and commands, there are many programmatic, auto-generated messages/reports within the Legacy JMS related to inmate transfers, releases, visitor passes, holds, LEJIS number maintenance issues (i.e., linking current and past bookings to the LEJIS man record), victim notifications, and many other detention activities. These system messages must be addressed during implementation to determine how each message will be handled in the New JMS solution.

All messages are considered “in scope” for the New JMS solution. The purpose and content of each message must be analyzed by the Vendor to determine whether the New JMS solution will incorporate similar messaging and alerts functionality within the new system. Alternatively, messages and automatic alerts may be part of workflow processes in the new solution, or they may be handled using other means or logic.

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IFCS REPORTS

There are two types of IFCS reports used by MCSO personnel: (1) Standard reports generated in the IFCS application, and (2) Reports from other systems that are used by Financial Services staff. Some of these other reports are Crystal Reports (using the IFCS database), while others are reports from the SAP application or the TouchPay system. Finance staff also use reports developed internally with Excel.

Reference Documents: Exhibit 9H – IFCS Reports-REV.docxExhibit 9I – Finance Reports-REV.docx

OPERATIONS JOURNAL REPORTS

These reports are internal to the Operations Journal application.

Reference Document: Exhibit 9J – Operations Journal Reports-REV.docx

COURT OPERATIONS/TRANSPORTATION REPORTS

These reports are internal to the Court Operations/Transportation system.

Reference Document: Exhibit 9K – Court Ops Reports-REV.docx

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EXHIBIT 10

ACRONYMS GLOSSARY

See: Exhibit 10 – Acronyms Glossary.xlsx

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EXHIBIT 11

MCSO BIDDER’S REFERENCE LIBRARY CONTENTS

A CD with the complete Bidder’s Reference Library will be available for each vendor attending the Pre-Proposal Conference. The CD will contain additional documents, links, and other information that may be useful to bidders in preparing their proposal for the New JMS Solution RFP. At minimum, contents will include the following:

1 – “As Is” State of MCSO Detention Systems

2 – Conceptual Design for MCSO New Jail Management System

3 – Manual Forms Inventory – Detention (partial)

4 – Legacy JMS Architecture Diagram and Data Models

5 – Additional Information about MCSO Legacy Systems:

a) Legacy JMSb) Inmate Fund Canteen Systemc) Pre-Bookingd) Court Operations / Transportation Systeme) Operations Journal

6 – Useful Links:

a) Maricopa County Procurement Codeb) ASLAPR Retention Schedules for Arizona Countiesc) Arizona Revised Statutes (A.R.S.)d) Other

7 – Security Policies

8 – Billings to Non-MCSO Agencies:

a) Detention Services and Related Costsb) State Criminal Alien Assistance Program (SCAAP) Guidelinesc) Nightly Billing Process Flow

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EXHIBIT 12

NON-FUNCTIONAL/TECHNICAL REQUIREMENTS

See: Exhibit 12 – Non-Functional Technical Requirements.docx

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EXHIBIT 13

RFP RESPONSE CHECKLIST

VENDOR NAME:1 Previously submitted Letter of Intent by required date specified in the RFP Yes 2 Proposal submitted by the date and time specified in the RFP. Yes 3 Proposal includes Table of Contents and Executive Summary as specified in the RFP. Yes 4 Electronically submitted all Solicitation Response Documents to the BidSync.com portal Yes 7 Proposal is organized as required by Section 5.6 of the RFP. Yes 8 Proposal is addressed as required by Section 5.3 of the RFP. Yes 9 Transmittal Letter (Exhibit 2) and Agreement page (Attachment B) are signed by the owner,

partner or corporate officer who has been authorized to make such commitments.Yes

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EXHIBIT 14

LOGISTICS FOR VENDOR SITE WALK-THROUGHS

See: Exhibit 14 – Logistics for Vendor Site Walk-Throughs.pdf