Corrections Jail Management System

The vendor required to provide corrections jail management system (JMS) shall replace and enhance existing system functions at a minimum but should also add functionality that is currently being provided by either third party systems or tracked manually within the agency.
- Reduce or eliminate redundant data entry, streamline workflows, and maximize resource management through automated input processes and full integration with other critical justice systems.
- Real time access to data and analytics with the use of executive dashboards and robust built-in and ad hoc reporting capabilities.
- Functional requirements
•    The contractor shall provide concurrent user license for approximately 900 concurrent users at any given time.
•    The system shall be capable of performing all operations on both current and historical inmate records
•    The system shall have the capability to have multiple sessions and screens open at the same time without the user having to log out or close the current screen. 
•    The system shall have end user query capabilities which permit easy access to information in the database
•    The system shall include all frequently used terms, statutory codes, and descriptors in administrator defined tables rather than application code. 
•    Creation of inmate identification is required. 
•    The system shall provide for a method of producing an inmate card and armband with inmate photo, name, race, sex, date of birth, and inmate number and a barcode and QR code. 
•    The system shall allow for multiple search functions to include inmate first name, inmate last name, jail number, offender-based system (OBTS) number, permanent id, state id, jacket number, case number, gender, etc. which pulls both archived and current data within the same interface.
•    The system shall have an information banner that displays inmate information on every page you select. 
•    Information should include photo, name, jail number, housing assignment, alerts, keep separates, elapsed time in jail, etc.
•    The system shall have spelling and grammar check feature for free form text fields. 
•    The system shall have the ability to reject invalid dates. 
•    The system shall be able to create a date and time stamp for all rows added to the database. 
•    The system shall be able to auto fill date and time with the ability to manually change the date with audit capabilities to show the actual entry date and time. 
•    The system must have a calendar to select from to populate the date field. 
•    The system shall provide a field to record the race and ethnicity of staff.
•    The JMS is required to contain a solution to conduct inmate intake and bookings. 
•    This booking solution shall contain the following elements:
o    Booking data shall include:
1.    Identification
2.    Mug shots – take mugshots, store it in the system, and make it present in all inmates related screens
3.    Demographic information
4.    Records of offense(s)
5.    Detainers
6.    Bond
o    Court appearance scheduling 
o    Timestamps for all steps in the booking and charging process and denote if they are currently active 
o    The system shall provide an auto-generated inmate booking number that corresponds with the current year plus booking sequence and automatically updates at the turnover of the new year. 
o    The system shall be charge based, not case based. 
o    County has a charge-based court process which requires modifications at the charge level not the case level. 
o    Biographical and arrest information (charges, probable cause, witness, verification of bail, etc.) will need to be accepted through electronic means – currently integrated criminal justice information system (ICJIS) with the ability to lock the charging documents from being altered. 
o    The system shall be able to identify juvenile bookings and provide an alert to include a different color header for easy recognition that changes as soon as the inmate turns 18. 
o    The system shall allow users to book an inmate without a name (jane doe) 
o    The system shall allow for designated information to be restored on future bookings 
o    The system shall capture, store and report on both arresting officer and transporting officer. 
o    The system shall allow the merging of booking number or transfer of booking number after positive identification if necessary. 
o    The system shall have a place to capture the federal bureau of investigation number (FBI#), state identification number (SID#), inmate permanent number (perm#), social security number (SSN), etc. 
o    Ability to seal and expunge records through an electronic process while maintaining audit data providing date, time, and two levels of approval with staff names that performed the action and the ability to restore in the system if court ordered to do so. 
o    Ability to record deoxyribonucleic acid (DNA) collection, if required, with date, time and staff completing the collection. 
o    Ability to record scar marks, tattoos with photo upload capability. 
o    Ability to provide an alert to pretrial-services for inmates identified as being part of the program upon re-arrest. 
o    Ability to send and receive electronic notifications to probation and pretrial release for inmates identified as being on supervised release. 
o    Ability to report on bookings by day, period of time, booking averages, by staff member, etc. 
o    Ability to identify specific statutes and auto-generate detainers and notification to designated contacts. 
o    The system shall provide an alert when an “out of county” charge or warrant is entered into the system, so the user knows to send the teletype to the outside agency. 
o    Ability to enter specific act related questions to be asked and recorded at booking which can easily be reported on. 
o    Ability to enter next of kin, social, and emergency contact information. 
o    Ability to require completion of entries in a specific order according to the workflow so no steps are missed. 
o    Ability to record inmate searches (strip, at, secure pass). 
o    Ability to track inmate bookings by designated search filters – date, time, staff member. 
o    The JMS is required to provide a solution to allow for inmates to be booked into the system off site, to include photographs and scanning of necessary documents.
•    The JMS is required to contain a solution for conducting inmate sentences and releases. 
•    The sentence and release solution shall contain the following elements:
o    Automate the release process to include requiring two supervisors for approval with final verification. 
o    Ability for different types of releases such as temporary or final. 
o    Ability for the system to automatically calculate a projected release date using “todays date” with ability for staff to manually override if necessary. 
o    Ability for the system to ensure there are no active holds, warrants, or pending charges and bonds and all property has been issued prior to release 
o    Ability for the system to ensure there are no scheduled release dates after the current date. 
o    The system shall provide recordings of center and local warrants check completed. 
o    Ability to notify housing areas, property and medical of inmates requiring release. 
o    Ability to track date and time of release with releasing authorities sign in credentials. 
o    Ability to release an inmate that is off site, ex. 
o    Hospital or another external location 
o    Ability to record the transfer of an inmate to another agency, including agency name, transferring officer name, and badge number if applicable 
o    Ability to record conditions of release. 
o    Ability to retrieve and open previously closed cases and previous booking records.
o    Ability to close charges, bonds and alerts, etc. with a future date

- Contract Period/Term: 5 years
- Non-Mandatory Pre-Proposal Virtual Conference Date: December 3, 2025
- Questions/Inquires Deadline: December 10, 2025