Jail and Case Management System

The vendor is required to provide s from qualified vendors for the development and purchase of an advanced jail management and case management system(s).
- Jail management system (JMS):
• JMS to replace the outdated and limited ij5 system that has constrained our operations for far too long.
• Our current system is booking-driven, which scatters inmate information across multiple records, making it difficult to access a complete history
• This approach, combined with a lack of integrations and user-friendly features, has resulted in fragmented inmate data, inefficient workflows, and a heavy reliance on manual processes.
• These limitations have caused delays, errors, and operational inefficiencies that affect multiple departments, hindering our ability to maintain the high standards we expect.
• The new JMS must transition us to a person-driven system, providing centralized access to all inmate information and integrating seamlessly with other platforms.
• It must include robust tools for data management, user-friendly features like hotkey navigation and comprehensive reporting, and the scalability to meet our evolving needs. by addressing the pain points of the current system, the new JMS will streamline operations, reduce redundancies, and enhance the efficiency of our facility
- Case management system (CMS)
• CMS to address significant inefficiencies and unify case management across multiple departments, including probation
• Pretrial, and alternative sentencing. currently, case management is divided between systems: some departments manage cases within ij5, while others rely on separate platforms or manual processes.
• This fragmentation creates challenges in sharing case data, tracking participant progress, and information management across departments.
• These documents are often scanned into other systems or stored separately, leading to redundant work, inefficiencies, and potential errors
• We need a system that is intuitive, adaptable, simple to use, and built to meet the diverse needs of our programs and staff, ensuring better outcomes for the participants we serve.
- County will review the proposers' reporting modules against the following key requirements
1. Custom reporting capabilities:
• Tools to generate custom, user-defined reports on inmate data, activities, incidents, trends, and overall facility operations.
• Dynamic report creation with the ability to filter and organize data based on specific variables such as inmate behavior, staff actions, and facility operations.
• Flexibility to save custom reports as templates or favorites for future use.
• Ability to drill down from high-level reports into more granular data for detailed insights.
2. Data replication for custom reporting:
• The ability to replicate and export system data into a secure, local database to enable custom reporting and advanced data analysis, without impacting live system performance.
3. Advanced analytics:
• Built-in analytics tools to identify trends, patterns, and potential security threats within the facility based on data from incidents, inmate behavior, and staff activities.
• Predictive analytics capabilities to forecast potential security risks or operational inefficiencies based on historical data.
4. Detailed report filtering:
• Flexible report filtering options, including but not limited to date, time, inmate jail id number, booking number, inmate name, housing unit, deputy badge number, and incident category
5. Automated report generation and distribution:
• Automation tools for scheduled or event-triggered reports, with email distribution to personnel or external agencies.
6. Exporting data in multiple formats:
• The ability to export data in various formats such as pdf, excel, csv, html, and xml for easy printing, sharing, or storage on a local area network (LAN) or cloud storage solutions.
7. Visual dashboards and interactive reports:
• Interactive dashboard capabilities to provide real-time data visualization, including charts, graphs, and heat maps, to monitor key metrics at a glance.
• Ability to customize dashboards based on user roles or departmental needs.
• Support for mobile-friendly and responsive dashboards accessible from smartphones or tablets.
• Reports that allow for interactive filtering and sorting of data to provide better insights.
8. Real-time and historical reporting:
• Support for real-time reporting with live data, allowing for immediate insights into ongoing incidents, activities, or security risks.
• Ability to access and report on historical data archives, allowing long-term analysis of inmate activities, incidents, and operational changes over time.
• Capability to combine both real-time and historical data in a single report for comprehensive trend analysis.
9. Compliance and legal reporting:
• Pre-built and customizable reports that meet regulatory and audit requirements, ensuring compliance with state, federal, and internal policies
• Ability to generate reports that meet industry-specific standards, such as CJIS, HIPAA, and other regulatory guidelines
10. Third-party integration and data import/export:
• Integration with third-party systems or data sources to enhance the scope of reporting.
• Support for connecting to external tools such as peregrine, tableau, or microsoft excel to enable advanced analytics and data visualization.
11. Scalability and performance:
• Ability to handle large datasets and generate reports quickly, even under heavy data loads.
• Support for background report generation to ensure system performance is not impacted during report creation.
c. Options for incremental reporting to focus on newly added or modified data.
12. Automation and scheduling:
• Capability to schedule reports to be generated at specific intervals (e.g., daily, weekly, monthly) and automatically distributed to selected recipients.
• Trigger-based report generation based on specific events (e.g., security incidents, inmate transfers).
- Integrations
1. Proposers must indicate whether their proposed solution has an out-of-the-box integrations with the following:
• Data works
• Odyssey
• Central square CAD and RMS
• Vine
• Od security body scanner
• Northpointe
• CorEMR
• ViaPath
• Cisco video visitation software (VVS)
• CADMUS inmate tracking
• Cactas inmate accounting
- Technical
1. System architecture:
• The proposed solution should utilize a cloud-based, SaaS model with data hosted within the country
• FedRAMP authorization is preferred.
• All system(s) data must be stored in the us and encrypted end to end, including during transmission and at rest.
• The system must provide a recommended yearly availability level of 99.9% or better.
2. Hardware compatibility:
• If hardware is included as part of the solution, wi-fi compatibility with wpa3 and standards wi-fi 5 or wi-fi 6 is required.
• If mobile devices are part of the solution, compatibility with ios is required.
3. Software compatibility:
• The system(s) must be compatible with both microsoft edge and google chrome.
• The system must be fully functional on operating systems windows 11 (22h2 and above).
4. Support services:
• Critical failures: failures that render the system unusable (hardware, software, or web services).
o Response and diagnosis within 2 hours of a reported issue.
o Resolution within 8 hours of diagnosis.
o Support available 365 days a year.
• Non-critical failures: failures where the system remains operable but causes inconvenience or disruption.
o Response and diagnosis within 24 hours of a reported issue.
o Resolution within 48 hours of diagnosis.
o Support available 365 days a year.
• Support services must include:
o Correction of errors and malfunctions.
o Release notes and documentation for software upgrades.
o Updates and patches managed and deployed by the provider without manual installation.
o Technical assistance for troubleshooting software issues.
5. Additional information requested:
• A detailed description of the hardware and software platform, including architecture diagrams, process flows, network diagrams, and minimum client computer configurations.
• User interface descriptions.
• A description of the cloud hosting environment, including how it is secured and maintained.
• Integration capabilities with azure active directory (ad) and support for sambaed single sign-on (SSO).
• Sync capabilities with azure ad to periodically update user profiles.
• Required skill sets for office staff to support and manage the system.
• The number of concurrent users the system can support.
• A description of installation processes for the proposed solution.
• Information on whether third-party software or licenses are required for full functionality.
• Details regarding disaster recovery plans, including backup procedures and recovery timelines.
• Compatibility with SQL server 2022 and windows server 2022 for on-premises options.
• Availability of development (test) and training environments and a description of how they function.
• A clear plan for the end-of-life of the proposed solution.
• Disaster recovery: provide detailed plans for the system’s disaster recovery, including backup procedures, redundancy processes, and recovery timelines.
• On-premises compatibility: for on-premises solutions, confirm compatibility with SQL server 2022 and windows server 2022.
- Optional Pre-Proposal Meeting Date: March 27, 2025
- Questions/Inquires Deadline: April 2, 2025