request for information (rfi) for global …...rfi #10456 florida department of juvenile justice-...

RFI #10456

Florida Department of Juvenile Justice- GPS Electronic Monitoring System RFI

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REQUEST FOR INFORMATION (RFI) FOR

GLOBAL POSITIONING SERVICE (GPS) ELECTRONIC MONITORING OPERATIONS TRACKER SERVICES IN VARIOUS CIRCUITS STATEWIDE

RFI #10456

RESPONSES DUE BY: NOVEMBER 15, 2016 AT 11:00 A.M., EASTERN DAYLIGHT TIME

MAIL OR DELIVER RESPONSES TO:

CHARLOTTE SHORTER-RUMLIN, PROCUREMENT MANAGER FLORIDA DEPARTMENT OF JUVENILE JUSTICE KNIGHT BUILDING 2737 CENTERVIEW DRIVE, SUITE 1100 TALLAHASSEE, FLORIDA 32399-3100 TELEPHONE NUMBER: (850) 717-2606 ELECTRONIC SUBMISSION FOR THIS RFI SHALL BE SUBMITTED TO: Email Address: [email protected]

mailto:[email protected]

mailto:[email protected]

RFI #10456


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Table of Contents

I. INTRODUCTION 3 A. Calendar of Events 3 B. Inquiries/Vendor Conference 3 C. Background 4 D. Statement of Need 5

E. Service Tasks/Scope of Services 5 II. RESPONSE CONTENTS 7

A. Contact Information 7 B. Management Capability/Experience 7 C. Response Requirements 7 D. Pricing Information 8 E. Implementation Plan/Timeframes 8 F. Florida Business Registration 8 G. Reservation of Rights 8 H. Public Records 8

III. SUBMITTAL INSTRUCTIONS 9 A. Format 9 B. CD Submission 9 C. Deadline for Responses 9 D. Scope of Service Information from 10347 - GPS/EM Units Contract 9


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I. INTRODUCTION Pursuant to Rule 60A-1.042 Florida Administrative Code (F.A.C.), an agency may request information from the business community by issuing a written Request for Information (RFI). Agencies may use RFI’s in circumstances including, but not limited to: determining whether or not to competitively procure a commodity or contractual service, determining what solicitation process to use for a particular need, or researching general, special, and/or technical specifications for a solicitation. A vendor’s answer to an RFI is not an offer and shall not be used to justify a Contract with that vendor without otherwise complying with chapter 287, Florida, Statutes (F.S.), and Chapter 60A-1, F.A.C. Vendors submitting answers to an agency’s RFI are not prohibited from responding to any related subsequent solicitation. The Department reserves the right to use or reject any information supplied in response to this RFI. THIS RFI IS NOT A PROCUREMENT THAT WILL RESULT IN A CONTRACT. However, information received in response to this RFI may be used to develop future specifications. Interested parties are encouraged to respond with solutions that meet all or part of the specified requirements. Interested parties may offer one (1) or more solutions to the issue(s) presented. All questions should be directed to the contact person identified on the cover page of this RFI. The Department’s Office of Probation and Community Intervention seeks information about the availability of Providers who are willing and able to provide daily operations management and tracking of Department youth on GPS/EM (Global Positioning Satellite/Electronic Monitoring) by court order. GPS/EM Operations Tracking Services to be provided include the oversight and responsibility of all daily operations of the Department’s GPS/EM program, to include, but not be limited to, installation of devices, programming of youth information into software, daily review of reports, prompt response to system alerts, follow-up contacts with youth and other daily operations tasks necessary to ensure optimum performance of the Department’s GPS/EM program and ensure the safety and security of the public and youth on GPS/EM. Interested Parties who are encouraged to respond to this RFI include For Profit, Not-for-Profit, Governmental Agencies and Law Enforcement Agencies. Any information solicited and acquired by this RFI may be used to inform the development of future competitive solicitations. A. Calendar of Events:

Listed below are the important actions, including dates and times by which the actions must be taken or completed. All times are local time (Eastern Daylight/Savings Time) in Tallahassee, Florida.

DATE TIME ACTION

Monday, September 26, 2016

COB Release of (RFI)

Thursday, October 6, 2016

5:00 PM EDT

Due Date of Notice of Attendance at RFI Vendor Conference and Deadline to submit Pre-Conference Questions

Friday, October 14, 2016

10:00 AM EDT

RFI Vendor Conference Call: To Participate on the Conference Call telephone 1-888-670-3525 and enter code 9491404769 when directed. Twenty-four (24) hours prior to the conference call an Agenda can be found on MyFlorida.com web site http://www.myflorida.com/apps/vbs/vbs_www.main menu under the RFI #10456.

Monday, October 17, 2016

5:00 PM EDT

Final Deadline for Questions – Last date and time written questions will be accepted for this RFI

Monday, October 31, 2016

COB Anticipated date that the answers to the written questions will be posted to the Vendor Bid System

Tuesday, November 15, 2016

11:00 AM EST

RFI Responses Due

B. Inquiries/Vendor Conference: The Department may conduct an RFI conference, for the purposes of asking questions of vendors regarding available services on the date and at the time specified in the Calendar of

http://www.myflorida.com/apps/vbs/vbs_www.main%20menu


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Events. The purpose of the conference is to discuss the needs of the Department and vendors’ questions to clarify areas of misunderstanding or ambiguity. If no interest in the RFI vendor’s conference is indicated, the Department has the option of cancelling the conference by placing a notice of cancellation of the conference on the MyFlorida.com website at http://www.myflorida.com/apps/vbs/vbs_www.main_menu under the RFI number. If the conference is cancelled, questions and answers will be posted in the form of an addendum on or before the date specified in the Calendar of Events. Vendors interested in the RFI vendor’s conference shall take note of the following: 1. Notice of Attendance to RFI Vendors Conference: Vendors interested in participating

in a conference are encouraged to submit their company name, address, city, state, zip and contact name with telephone number to the Procurement Manager by fax or e-mail at (850) 414-1625 or [email protected]. This is not a mandatory requirement.

2. Pre-RFI Vendors Conference Questions: Questions for verbal discussion at the RFI vendor’s conference shall be submitted in writing and sent to the Procurement Manager by email or facsimile (850-414-1625) no later than seven (7) days prior to the RFI vendor’s conference. The intent of this deadline is to provide the Department sufficient time to prepare answers for discussion at the conference.

3. Agenda: An Agenda with questions submitted by prospective Providers will be posted on the MyFlorida.com website at http://www.myflorida.com/apps/vbs/vbs_www.main_menu under the RFI number no less than twenty-four (24) hours (one (1) business day) prior to the meeting time.

4. Conference Call: At the scheduled time of the conference call, vendors shall contact the Bureau of Procurement and Contract Administration at the number listed in the Calendar of Events.

5. Final Questions/Inquiries: Final questions after the RFI vendors conference, or any other inquiries regarding the RFI, shall be submitted in writing and sent to the Procurement Manager at [email protected] or by mail or facsimile (850-414-1625) and shall be received by the date specified for Final Deadline for Questions in Section I., A., Calendar of Events, of this RFI. The Department will not accept questions regarding this RFI after close of business on the date specified for Final Deadline for Questions in the Calendar of Events.

6. Non-Binding Communication: The Department will accept verbal questions during the RFI Conference and will make a reasonable effort to provide answers at that time. Impromptu questions will be permitted and spontaneous answers provided; however, the Department will issue written answers ONLY to questions subsequently submitted in writing. Any information communicated through oral communication shall not be binding on the Department and shall not be relied upon by any vendor.

7. Department’s Official Answer to Questions: The Department’s official response to all written questions will be posted at http://www.myflorida.com/apps/vbs/vbs_www.main_menu as an addendum to this RFI on or about the date specified in the Calendar of Events.

C. Background: Historically, the Department has utilized EM on a statewide basis beginning in late 2011. The Department’s GPS/EM program is for youthful offenders and provides a community-based alternative to confinement in detention facilities and is also a progressive alternative for youth in violation of their court-ordered sanctions, but who don’t otherwise meet the criteria for commitment to a DJJ residential facility. Currently, the Department’s GPS/EM program utilizes up to two hundred seventy-five (275) GPS/EM tracking devices, depending on court orders, which are attached to the youth’s ankle and provide twenty-four (24)/seven (7) monitoring/tracking of a youth’s location. Youth eighteen (18) years of age and under, who are under the custody of the Department, may be eligible for GPS/EM services. The decision to place any youth on EM is determined by the sentencing authority and the eligible youth must meet certain criteria prescribed by the Department.

http://www.myflorida.com/apps/vbs/vbs_www.main_menu




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Operationally, the tracking and response to alerts has placed a significant workload on DJJ’s Juvenile Probation Officers, already managing large youth caseloads and providing necessary supervision, contacts and interventions for youth. The Department has identified a need to respond promptly, timely and properly to system alerts and ensure the necessary follow-up/communication with offenders on GPS/EM tracking is provided. Such necessary activity has created a significant impact on workloads that the Department is unable to maintain with current personnel resources.

D. Statement of Need: This RFI has been issued for the purpose of gathering information regarding the interest and availability of vendors to offer staff/individuals to perform GPS/EM tracker operational services in various Circuits throughout the State. All circuits except 3, 5, and 16 will have a minimum of one (1) EM tracker. Circuits 1, 4, 6, 9, 11, 15, and 17 will have two (2) EM trackers. With the provision of GPS/EM operations trackers in the identified Circuits, eligible offenders on GPS/EM will receive required community based supervision through continuous monitoring and Department response twenty-four (24) hours a day, seven (7) days a week. These youth will continue to be assigned a Juvenile Probatio Officer (JPO) responsible for case management services and interventions but shall also be assigned to a GPS/EM Operations tracker for the purposes designed by the electronic monitoring program. The information compiled in response to this RFI may be used in future solicitations by the Department. The Department is seeking information on equipment/hardware, software, data management systems, monitoring services, training resources, and program support. Based on the unique needs of the Department’s population, the Department is seeking equipment that can be attached to the youth at all times with tamper resistance/removal resistance capability.

E. Scope of Services/Service Tasks: The following provides a description of the anticipated services tasks and the scope of service to be required for each GPS/EM Operations Tracker position. 1. Weekly Work Schedule: Each Circuits GPS/EM Operations Trackers must be

required to work non-traditional hours to include weekends and evenings. 2. Training: GPS/EM Operations Trackers must be trained in Motivational Interviewing

(MI) and Protective Action Response (PAR), but do not need to be certified Juvenile Probation Officers (JPO’s). Training shall be documented in the Department’s online Learning Management System, “SkillPro”.

3. Management/Supervision/Follow-up/Contacts: The GPS/EM Operations Tracker shall utilize the GPS monitoring software as the primary supervision tool to manage and monitor offender activities and compliance with the rules and conditions of supervision. The EM Tracker will be responsible for the supervision of offenders assigned to the GPS/EM program. Each Circuit’s GPS/EM Operations Tracker shall make a minimum of one (1) face-to-face contact a week with offenders assigned to the GPS program, regardless of the level of compliance with the conditions of supervision. At that time, each Circuit’s GPS/EM Operations Tracker shall visually inspect the EM equipment to ensure that it is working and properly attached to the youth’s ankle. This may occur more frequently due to alerts and violations.

4. Equipment Installation/Removal: The GPS/EM Operations Tracker shall be responsible for installing and de-installing the EM unit on the youth’s ankle.

5. Weekly Youth Programming/Scheduling: The GPS/EM Operations Tracker shall be responsible for establishing/ maintaining a weekly schedule within the software to be used to determine location, and deviations from the offender’s normal travel pattern and non-compliance with inclusion and exclusion zones.

6. Alert Monitoring: The GPS/EM Operations Tracker shall review the daily alerts report from the EM vendor no later than noon the next business day to determine which youth have an alerted GPS/EM Operations Tracker shall be responsible for responding to ALL EM alerts within twenty-four (24)-hours of notification. Alert types include: Low battery, Motion no GPS, Strap removal or tamper, Unable to connect and Zone alerts (inclusion and exclusion).


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7. Alert Follow-up: Depending on alert type or violation incurred, a response may include, but is not limited to: a telephone call to the offender, a home visit, or the GPS/EM Operations Tracker requesting the offender report to the office for a visual inspection of the equipment. All Alerts shall be responded to in accordance with DJJ EM policy by the GPS/EM Operations Tracker and notification to the youth’s JPO.

8. Monthly Department Inventory and Inventory Calls with the DJJ GPS/EM Tracking Unit Provider: Each’s Circuit’s GPS/EM Operations Tracker will be responsible for maintaining an accurate inventory of EM equipment for their respective Circuit. The GPS/EM Operations Tracker will be responsible for going out and attempting to locate EM equipment that is reported lost/stolen. Each Circuit’s GPS/EM Operations Tracker will participate in a monthly EM inventory call with the Circuit Management Team (CMT) and the Department’s GPS/EM Tracking Unit Provider.

9. Data Entry: The GPS EM Operations Tracker shall be responsible for entering a JJIS case note for all alerts to include: date and time alert or violation occurred, description of alert or violation (i.e. type), details of the contact made with the offender and when the alert or violation is cleared and the outcome. Then, the GPS/EM Operations Tracker shall send a notification email to the assigned JPO and the Juvenile Probation Officer Supervisor (JPOS) detailing same information.

10. Reporting: At the end of each week, the GPS/EM Operations Tracker shall submit a written report to the Chief Probation Officer (JPO)/Assistant Chief Probation Officer (ACPO)/JPOS in the specific Circuit assigned, detailing all the alert activity for the week and how each specific incident was handled.

II. RESPONSE CONTENTS:

Respondents are requested to include information relating to all types of equipment (hardware and software) available and how each piece of equipment would be utilized in the Department’s EM program. Information should describe in detail each type of monitoring/tracking device, monitoring service, attachment devices, and software programs that can track the movement of youth in the community. Information about external monitoring services should be included in this section of the response. Respondents should include descriptions of EM programs currently in place as well as processes and procedures involved in the operation of the program, specifically addressing the following: A. Contact Information:

Provide the company’s complete name, address, telephone number, facsimile number, email address, and the company contact person for this RFI. Please indicate if your company is For Profit, Not for Profit, Governmental Agency or Law Enforcement Agency.

B. Management Capability/Experience/Client List: Provide a general overview of the company’s profile including a detailed description of the company’s past experience, capability, and capacity for providing GPS/EM Operational Tracking services as specified in this RFI that will meet the needs of the Department. Please include the name of the agency or department that utilizes the devices and services owned and operated by the company.

C. Response Requirements: Please provide a narrative response to the following questions regarding your company’s proposed provision of services. Please ask all questions as specified in Section B, Inquiries/RFI Conference. Please also reference the Department’s Contract #10347/Scope of Services (which is attached to this document) for additional information regarding provision of the GPS/EM tracking units and program requirements. 1. Weekly Work Schedule: Provide a detailed work schedule proposed (Schedule for a

Circuit with one (1) or two (2) GPS/EM Operations Tracker positions identified as required by the Department) that addresses the ability to perform all required work to include working during non-traditional hours (evenings, weekends and holidays) and maintain required service tasks. A proposed schedule should NOT be a straight forty (40) hour week – 8 to 5 working schedule, but must take into consider daily required tasks. Describe a process for changes to the weekly schedule that may occur to ensure the service tasks are provided.


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2. Staffing: Provide staff qualifications and educational experience of proposed staff to provide services as specified.

3. Management/Supervision/Follow-up/Contacts: Describe proposed methods of monitoring the GPS/EM system/software and providing supervision and contact with offender assigned to the GPS/EM program proposed to be utilized by the successful vendor. Include proposed frequency, timeframes and follow up.

4. Equipment Installation/Removal: The GPS/EM Operations Tracker shall be responsible for installing and de-installing the EM unit on the youth’s ankle. Describe capability and experience with installation and removal of monitoring equipment from a youth.

5. Weekly Youth Programming/Scheduling: Describe capability and methods for establishing/maintaining a weekly schedule for monitoring, including programming of GPS/EM software to include location, and deviations from the offender’s normal travel pattern and non-compliance with inclusion and exclusion zones.

6. Alert Monitoring: Describe the process for alert monitoring by the required time frames. Describe your understanding of Alert types and system communications and notification methods and time frames required for responding to alerts and follow-up.

7. Monthly Department Inventory and Inventory Calls with the DJJ GPS/EM Tracking Unit Provider: Describe a proposed method for conducting and maintaining inventory and for tracking lost/stolen damaged equipment in each Circuit assigned.

8. Data Entry: Describe the process for entering alert data into the Department’s data base (JJIS) and follow up with Circuit staff.

9. Reporting: Describe the process for reporting as required each week, and provide an example format. Describe how this report can track alerts from week to week for each youth in a Circuit to identify patterns of alerts and the need for additional supervision.

D. Pricing Information: Provide your company’s estimated hourly rate based on the total annual salary including benefits for one (1) position, based on one (1) FTE/ forty (40) hours per week. Please identify all benefits required to be paid by your company on behalf of the position. The price shall be inclusive of all services, material and labor necessary to fully provide the services as specified in this RFI.

E. Implementation Plan: Provide an implementation/transition plan with time frames necessary for hiring, training and providing staff to provide services as specified.

F. Florida Business Registration: 1. Is your company registered with the Florida Department of State to authorize your

company to conduct business in Florida? If not please register at http://www.sunbiz.org/ 2. Is your company registered to do business with the State of Florida in

MyFloridaMarketPlace? If not please register at https://vendor.myfloridamarketplace.com/.

G. Reservation of Rights: The Department reserves the right to selectively request additional information from any and/or all vendors, and may invite such vendors to elaborate upon its RFI response in an oral presentation to Department staff. If scheduled, such presentations will be held at the Florida Department of Juvenile Justice headquarters in Tallahassee, Florida. If requested, the date and time will be identified after responses to this RFI are due. All presentations related to this RFI are open to the public.

H. Public Records: Article 1, Section 24, Florida Constitution, guarantees every person access to public records. Florida law generously defines what constitutes a public record in section 119.07, Florida Statutes. As such, all responses this RFI are public records unless exempt by law. I f a vendor believes that its response contains information that should not be a public record, the vendor shall clearly segregate and mark that information (for example, placing the material in a separate electronic file, and including “Confidential” in the filename) and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption.

http://www.sunbiz.org/

https://vendor.myfloridamarketplace.com/


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III. SUBMITTAL INSTRUCTIONS

Responses shall be submitted as follows: A. Format: All electronically mailed submissions shall be in the Microsoft format. Attachments

shall be submitted in a PDF, Microsoft Word, Adobe and/or Microsoft Excel file. B. CD submission: Electronic responses saved on a compact disc may be mailed to the

Department’s Procurement Officer (listed in this RFI). C. Deadline for Responses: Responses are due by 11:00 a.m. on Tuesday, November 15, 2016. All submissions for this RFI shall be submitted to: Email: [email protected] Charlotte Shorter-Rumlin, Procurement Manager Bureau of Procurement and Contract Administration Florida Department Of Juvenile Justice Knight Building 2737 Centerview Drive, Suite 1100 Tallahassee, Florida 32399-3100 Telephone Number: (850) 717-2606

All written inquiries shall be directed to the Procurement Manager at the above electronic address and shall be received by the date and time specified above. It is anticipated all written inquiries and the Department’s answers will be posted on the web site on the time and date noted above. D. ATTACHMENT I - FOR INFORMATIONAL PURPOSES ONLY

SEE GPS/EM SCOPE OF SERVICES ON THE NEXT PAGE.

THE GPS/EM SCOPE IS THE GPS MONITORING SERVICE THE DEPARTMENT UTILIZES FOR THE GPS TRACKING UNITS AND SUPPORT SERVICES. THIS RFI IS FOR STAFF TO MONITOR YOUTH PLACED ON GPS/EM. THE SCOPE IS ONLY PROVIDED FOR YOUR UNDERSTANDING

OF THE DEPARTMENT CURRENT GPS/EM SERVICE.


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THIS IS NOT THE SCOPE OF WORK FOR THE SERVICE REQUESTED IN THE RFI

ATTACHMENT I

GLOBAL POSITIONING SATELLITE ELECTRONIC MONITORING SERVICES

TECHNICAL SPECIFICATIONS/SCOPE OF SERVICES I. GENERAL DESCRIPTION

A. General Description of Services 1. General Description: The Provider shall deliver Active Global Positioning

Satellite Electronic Monitoring (GPS/EM) services on a statewide basis, as specified in this Attachment I, Technical Requirements/Scope of Services. The Department requires Active GPS/EM Monitoring. Active GPS/EM services shall be provided on a per diem basis per activated unit in service (installed on a youth and monitoring/tracking the youth). All equipment and systems shall remain the property of the Provider with the Provider being responsible for any and all system and equipment upgrades, maintenance and repair/replacement, at the Provider’s costs, based on a requested allowance. (See Section III, B., 7., Lost, Stolen, Damaged Equipment Allowance of this Attachment). In addition, the Provider shall deliver Alcohol Monitoring (AM) units which shall provide an approximation of the wearer’s blood-alcohol level based on the concentration of alcohol in the wearer’s perspiration and communicate such to the monitoring center as specified herein.

2. Required Equipment Units: The Provider shall provide a minimum of two hundred fifty (250) active GPS/EM tracking/monitoring units to transition to currently monitored youth, with a back-up inventory of twenty percent (20%) which is fifty (50) units to be placed in the Circuits for back-up, which constitutes a total of three hundred (300) units to be available (Delivery addresses and number of tracking units to be specified by the Department’s Probation Office Statewide EM Operational Coordinator. The Department requests for Circuit 11, a minimum of eleven (11) AM units to be placed in service, with one (1) unit in Circuit inventory for backup. The number of Alcohol units may be increased as necessary based on Circuit needs. The Provider should note; however, the Department cannot accurately predict an exact number of GPS/EM or AM units that will be placed on youth under the supervision of the Department at any given time, and there is no way to determine the number of active GPS/EM or AM monitoring (daily service units) that will be provided under this Contract. The youth to be placed on GPS/EM is determined by the sentencing authority and eligible youth must meet certain criteria prescribed by the Department. The number of active GPS/EM or AM units to be utilized may increase or decrease at the discretion of the Department and/or based on available funding.

3. Service Implementation: The Department will allow a transition period to include the delivery, training of Department staff and installation of new tracking units with active GPS/EM and AM monitoring of youth and monitoring services to commence statewide in all Circuits no later than December 1, 2016 or sooner.

4. Monitoring Services for both GPS/EM units and AM units shall be available twenty-four (24) hours a day, seven (7) days a week, (including holidays) and shall be considered inclusive of all technology systems, associated equipment, accessories, installation, training, monitoring, monitoring center staff, system and Provider reporting, maintenance and any other applicable industry support services; therefore, any technology, system and equipment proposed shall be currently available and shall meet or exceed the minimum specifications detailed herein, and have a proven track record of customer satisfaction.

5. The Provider shall provide the most current, viable, and technically proficient GPS/EM and AM services, to include the monitoring system and related


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equipment available meeting the requirements of Attachment I, Technical Specifications/Scope of Services and ensure maximum operating efficiency with minimum downtime for system interruptions, including upgrades and routine maintenance. AM services and monitoring units shall meet the monitoring service requirements specified herein as applicable to alcohol monitoring.

B. Technical Specifications/Services to be Provided 1. The Provider shall provide GPS/EM services and AM services twenty-four (24)

hours a day, seven (7) days a week, which shall include a monitoring system that is capable of being accessed through a secure internet connection and fully supported by a secure database for transactional records. The service shall be inclusive of all technology, equipment, systems and related support services, data storage support services and shall be fully supported by twenty-four (24) hour monitoring services and staff.

2. For all GPS/EM and AM services, the Provider shall provide, at their own expense, all systems and equipment (software and hardware) required for the service delivery, regardless of the actual number of units including but not limited to: a. a system with a database to monitor youth activity; b. all monitoring units (monitoring units to be single body worn units which

include the transmitter, receiver/dialer and other related equipment) to communicate location data to the Provider’s system. Monitoring units must also communicate directly with the youth by vibration, LED lights, and/or voice (active or pre-recorded) for notification of alerts to the youth; and

c. all software and hardware required to access the Internet, with the exception of Department personal computers; all labor, materials, equipment, cellular wireless service costs and consumables necessary to perform active GPS/EM tracking and monitoring services and AM services on an as-needed basis.

3. All technical specifications and service requirements shall meet or exceed the minimum requirements outlined herein. All equipment and systems furnished shall be the Original Equipment Manufacturer (OEM) new, unused equipment and standard products of the Provider identified, shall be in proper working order, clean and free from defects or features affecting appearance, serviceability, or the safety of the youth in normal intended use. No deviations from the minimum specifications are allowed. The Provider shall not subcontract any portion of these services at this time.

C. Authority Section 985.01(1)(b) Florida Statutes, authorizes the Department of Juvenile Justice to provide for the health and well-being of youth in the state’s care and to provide for the care, safety, and protection of children in an environment that fosters healthy social, emotional, intellectual, and physical development; to ensure secure and safe custody; and to promote the health and well-being of all children under the state’s care.

D. Service Definitions 1. Active Global Positioning Satellite (Active GPS): A type of GPS electronic

monitoring that utilizes a transmitter attached to the youth. This transmitter is electronically tethered to a tracking unit (receiver). This technology may also include a single body worn unit attached to a youth. The active system includes GPS tracking of the youth and cellular communications capability. An active system provides nearly real-time youth location and reporting of alarm notifications through email, text messaging and/or cellular communication.

2. Alarm/Alert: A notification provided by the electronic monitoring system indicating non-compliance of the established parameters on the part of a youth that has been detected or that a problem exists in the monitoring system. Alarm/Alerts to the monitoring units worn on the youth must communicate, at a minimum, by vibration


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LED lights, and/or voice (active or pre-recorded) to notify the youth of non-compliance or problems with the equipment unit.

3. Alcohol Monitoring Bracelet: A court-mandated “bracelet” worn on the ankle, which provides an approximation of the wearer’s blood-alcohol level based on the concentration of alcohol in the wearer’s perspiration.

4. Consumables: All necessary GPS/EM or AM tracking supplies and replacement supplies, including but not limited to; straps, clips, batteries, installation/removal equipment supplies, charger units, cords and instruction/training materials.

5. Crime Data Integration System: A system where youth location is electronically overlaid or integrated with crime location mapping data for analysis as shown by “points” at which the youth was located at a point in time.

6. Daily Unit of Service: Active GPS/EM and AM monitoring inclusive of all tracking units, systems and related services on a daily basis for a twenty-four (24) hour period.

7. Equipment: The hardware utilized to comprise the monitoring unit. The equipment to monitor youth (GPS/EM or AM) shall be a single body worn unit, which includes the transmitters, receiver/dialers, straps, batteries. Any tools or devices used to secure any of the equipment to the youth and battery chargers for the unit shall be provided and included with the price.

8. Manufacturer: The person or company in the business of manufacturing products. 9. Service: The overall GPS/EM or AM service as described in this Contract to be

performed by the Provider, including but not limited to, the technology, system, monitoring unit equipment, monitoring center, training, Provider staff and other ancillary services described herein.

10. Subcontract: An agreement entered into by the Provider with any other person or organization that agrees to perform any performance obligation for the Provider specifically related to securing or fulfilling the Provider’s obligations to the Department under the terms of this Contract resulting from the RFP. Subcontracting for any direct GPS/EM services, including equipment, system, monitoring etc. is not authorized under this Contract without prior written permission from the Department’s Contract Manager. Subcontract for AM units and service is authorized, pursuant to the terms and conditions of subcontracting outlined in this Contract.

11. System: The technology/product to be provided under this Contract, including but not limited to, all hardware, software, application programming and the single integrated database that assists in electronically monitoring youths.

E. Major Goal(s) of the Service The intended goal of the Department and the GPS/EM or AM service is to provide services in a manner that ensures troubled youth remain crime free, within the least restrictive environment possible, while maintaining public safety.

II. YOUTH TO BE SERVED

A. General Description of Youth Youth, eighteen (18) years of age and under, under the custody of the Department of Juvenile Justice may be eligible for GPS EM or AM services.

B. Youth Determination and Eligibility The youth to be placed on GPS/EM or AM service is determined by Court Order and eligible youth must meet certain criteria prescribed by the Department.

III. SERVICE TASKS

A. System Requirements 1. General System(s) Specifications:

a. The Provider shall provide a web-based GPS/EM system that is capable of being accessed through a secure (password protected) internet connection from desktop, laptop or remote means by


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Department personnel, who have appropriate security clearance and have been provided Provider-supplied security codes.

b. The GPS/EM system shall be supported by a database that allows for multiple data fields, and include the capability for customization based on Department data needs. The Department and the Provider shall work together to define all necessary data fields for specific reporting needed by the Department during this Contract’s implementation period and in operational meetings with Department staff.

c. The GPS/EM system shall provide the capability for the Department to download data and reports from the database, through secured internet access, as outlined in Section III, H (System Generated Reports) of this Attachment.

d. The GPS/EM system shall provide for one hundred percent (100%) redundancy to avoid any downtime due to hardware or software issues.

e. The GPS/EM system shall provide for youth enrollments and scheduling to be performed via direct telephone request (password accessible) when Department staff does not have immediate access to an internet connection.

f. The GPS/EM system shall provide for mapping of youth locations and for saving of mapped locations in near real time, but in the event that is not possible, a record of where the youth/tracking unit has been shall be made available upon request.

g. The GPS/EM system shall provide security features, which prevent unauthorized individuals from accessing any information held by the Provider. Secure access to the system shall be maintained at all times.

h. The GPS/EM system shall provide the capability for every human voice call in and out of the system to be recorded with a transaction record that indicates the called number or calling number, length and the result of the call. This information shall be made available to the Department’s Contract Manager or designee at the Department’s request.

i. The GPS/EM system shall provide that all data be recorded with a historical transaction record and stored/archived for retrieval/backup in a database when requested by Department personnel in accordance with the following: 1) All historical data shall be centrally stored and accessible for

reporting purposes; 2) This information shall be available for reporting in a standard

transaction file format; and 3) All current and historical data files shall be retained for a period of

seven (7) years by the Provider and this information shall be available at no charge to the Department after termination of this Contract.

j. The GPS/EM system shall enable the Department to monitor the near real time position for a specific youth’s location at any and all times. For Active monitoring, youth location data shall be uploaded a minimum of once every thirty (30) minutes while in compliance and immediately uploaded when the youth is in violation status. The system shall provide youth locations upon demand. The system shall also be capable of the following: 1) establishing configurable inclusion and exclusion zones; 2) collecting youth location points at a minimum of once every

one (1) minute while in compliance and once every thirty (30) seconds while in violation status;


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3) communicating through the equipment unit directly with the youth by vibration LED lights, and or voice (active or pre-recorded) alarm/alerts;

4) providing location mapping; 5) providing alarm notification; 6) providing mobile computing devices with wireless capability for

constant communication with the monitoring center; and 7) for AM units, the Provider’s system or subcontracted system

shall be capable of providing an approximation of the wearer’s blood-alcohol level based on the concentration of alcohol in the wearer’s perspiration.

k. All system requirements that are industry standard to AM tracking and monitoring shall be provided.

l. The Provider’s GPS/EM system shall have the capability to query the database for any/all GPS/EM services for youth based on a specified date, times and location. This also applies to AM services.

m. Upon written request (email acceptable) by the Provider and written approval (email acceptable) by the Department’s Office of Probation and Community Intervention or upon request and direction of the Department, all youth location data may be electronically transmitted to a Department approved crime data integration system. This shall be done in a time frame and in a format mutually agreed upon by the Department or entity receiving the data. The Department reserves the right to request location points be downloaded (at no additional charge) to other crime data integration systems as required by other law enforcement agencies.

n. The GPS/EM system shall provide the capability for the entry of narrative-style notes by Department personnel and/or the Provider’s monitoring center staff for each youth on active GPS/EM. These notes will be utilized as documentation of steps taken to resolve youth alarms.

o. The GPS/EM system shall have on-board processing and the ability to store inclusion/exclusion zone information, schedules and rules in the system. This is not required for AM services.

2. System User Interface: The system shall provide a software application for enrollment, scheduling and reviewing of youth location and mapping. a. System software shall allow for a non-erasable alpha numeric

identification designated by the Department (DJJ Youth identifier number), with no more or no less than seven (7) characters. A unique identification shall be used for each youth within the Provider’s system. In addition, the software shall require the following minimum mandatory fields for initial youth enrollment: 1) Type of Unit (GPS/EM or AM); 2) Name of youth; 3) Youth’s DJJ number; 4) Name of parent/Guardian; 5) Physical address where youth/guardian reside; 6) Serial number of equipment; 7) Time zone; 8) DJJ Program Area (Probation, Detention); 9) Judicial Circuit; 10) DJJ Region; 11) Name of Detention Center; 12) Address of Detention Center; 13) Detention Center contact telephone # and e-mail address (if

available) for notifications; and


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14) Assigned Juvenile Probation Officer (JPO) (including e-mail and phone number).

b. Enrollment screens shall be customizable for ease of use by authorized Department staff as determined by the Department. Any specific customization that requires programming changes is not required by this Contract’s start date, but must be implemented within ninety-one (91) days of the Contract start date with full implementation by January 2, 2017.

c. The mapping software utilized shall include, but not be limited to the following: 1) Allow unlimited access to the most up to-date maps available

with state of the art graphics with aerial photography capabilities;

2) Allow for zooming/scaling from street level to statewide; 3) Allow for identification/labeling of streets; 4) Display youth location information in a sequenced event and/or

at a specific date and time; and 5) Display inclusion and exclusionary zones that shall be

printable from the screen. d. Any software necessary for the Department interface shall be provided

at the expense of the Provider, with no licensing fee to the Department. Any and all software may be subject to pre-approval and testing by the Department.

e. The Provider shall provide a web-based application that includes, but is not limited to the following: 1) An internet link to the Provider’s web-based data application

software with all data processing functions occurring solely on the Provider’s servers.

2) The web site shall not require any software downloads or remote access to the Department’s computers to utilize the system.

3) The web-based application shall provide the ability to efficiently stream aerial mapping data and youth tracking points with minimal latency during critical hours of operations and concurrency.

4) The web-based application shall be accessible twenty-four (24) hours per day, seven (7) days per week while maintaining acceptable processing performance for youth mapping and tracking data.

5) The web-based application shall allow users to access the application over an SSL connection with 128-bit encryption, utilizing Microsoft Explorer web browser version 10 or higher.

B. Equipment Specifications 1. General Equipment Requirements: All GPS/EM and AM equipment provided

pursuant to this Contract shall meet the following requirements (this includes all, transmitters, receiver/dialers, re-charging systems, straps, batteries, and any equipment used to secure any of the equipment to the youth): a. The monitoring/tracking equipment unit shall be a single body worn unit

that includes the receiver/dialer and transmitter and the unit shall communicate directly with the youth by vibration alarm/alerts to the body worn unit.

b. The monitoring equipment (monitoring unit) shall be of the latest technology available and currently in use by the manufacturer and shall be identified by name of product and manufacturer.

c. The Provider shall provide only equipment that meets the highest levels of ruggedness, durability and performance available, when considering


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the following: operating temperature, stored temperature range, temperature cycling, shock and vibration, water resistance or waterproofing, operating humidity range, stored humidity range and tamper resistance.

d. The Provider shall provide equipment that meets market safety standards and presents no health or safety hazards to staff and/or youths.

e. All equipment shall be permanently marked with the model/serial identification numbers and will not change colors or lose labeling after being exposed to common cleaning products.

f. The equipment shall be capable of tracking/monitoring a youth on a twenty-four (24) hour, seven (7) day a week basis and shall be able to confirm the date, time and location of the tracking event.

g. The equipment shall not be available as an open market item if this could compromise the security of the system.

h. The equipment shall be currently registered and approved by the Federal Communications Commission (FCC).

i. The equipment shall be equal or equivalent to the latest industry standards.

j. All equipment shall be designed so that if a youth tampers with the equipment an alarm is generated.

k. All equipment assigned to the youth shall be manufactured to allow for repeated proper sanitization. The Provider shall provide instructions to sanitize the equipment, including recommended cleaning agents and methods.

l. The equipment shall not have any sharp edges and shall be designed so not to cause excessive chafing or bruising.

2. Receiver/Dialer Requirements: All receiver/dialer’s provided pursuant to this Contract shall be part of the one (1) piece monitoring/tracking equipment unit and shall meet the following requirements: a. The receiver/dialer shall be body worn and attached to the youth in a

manner that will not impede normal activities, school or work. b. Communication between the receiver/dialer (tracking unit) and

monitoring center shall be encrypted and should use wireless cellular telephone connection.

c. The Provider shall ensure that any cellular areas in the State with inadequate cell service maintain, at a minimum, unit location and tracking capability during the entire time frame that cellular connection is unavailable so that this data can be transmitted to the monitoring center when the tracking unit reconnects to cellular service. If direct communication by vibration, LED lights, and or voice (active or pre-recorded) is not immediately available, all necessary alert communication with the unit shall occur as soon as the unit is able to re-connect for cellular service to communicate an alert/alarm.

d. Any part of the receiver/dialer system (including re-charging systems if applicable) that requires the use of a telephone shall use wireless cellular telephones, communicate between the individual receiver/dialer and the monitoring center.

e. The receiver/dialer shall include an internal clock and enough memory to store five (5) days of data if communication with the monitoring center is disrupted.

f. The Provider shall provide a battery for the receiver/dialer that holds a single charge for a minimum period of sixteen (16) hours and shall require two (2) hours or less to be re-charged. The batteries shall be rechargeable for up to twelve (12) months before failing to hold a charge.


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g. The receiver/dialer shall be able to re-charge the battery to maximum capacity (100% charge) in under two (2) hours or less for a one (1) piece unit/single body worn device.

h. The receiver/dialer shall have internal diagnostics that can determine if it is operating properly and the ability to relay the information to the monitoring center.

i. The GPS/EM receiver within the receiver/dialer shall acquire GPS within five (5) minutes when placed in an outdoor environment with a three hundred sixty (360) degree view in the horizontal plane and one hundred eighty (180) degree view of the sky from horizon to zenith in the vertical plane.

3. Accessories: All accessories, including replacement batteries, straps other related supplies necessary for proper operation for each unit shall be provided at no additional cost to the Department as follows: a. All straps utilized to attach equipment to a youth shall have a fiber optic

wire in the strap and designed so that if a youth cuts, severs or otherwise compromises the integrity of the strap an alarm is generated. The Department prefers a strap that is difficult to remove.

b. Straps used to attach the equipment to a youth shall have exterior surfaces made of hypoallergenic materials, and shall be adjustable in length to fit all youths. All straps designed to attach equipment to a youth shall have the capability to be securely sized to a youth. If straps are pre-sized, they shall be immediately available in one-half (1/2) inch increments or less.

c. Batteries for single body worn monitoring/tracking units shall hold a single charge for a minimum period of sixteen (16) hours and shall require no more than two (2) hours to be re-charged. The batteries shall be rechargeable for up to twelve (12) months before failing to hold a charge.

d. The Provider shall provide one multi-charger for each Detention Center and each Probation Circuit Office for a total of forty (40) multi-chargers inclusive of all costs.

4. Shipping of Equipment: a. The Provider shall pay ALL costs associated with shipping (both

delivery and return) of all equipment and supplies. Shipping will be only to locations within the State of Florida.

b. The replacement of equipment, parts and consumables shall be sent via two (2)-day mail or overnight mail within twenty-four (24) hours of notification if requested by the Department’s Probation Office EM Statewide Operation Coordinator or the Department’s Contract Manager.

c. The equipment shall be provided in a shipping container with unpacking/packing instructions, all accessories parts list assembly instructions, care and maintenance instructions and a user manual.

5. Delivered Equipment: a. In the event any equipment becomes inoperative due to a malfunction

or through normal use, the Provider shall incur all repair and replacement costs. The Provider shall keep an inventory of any such malfunctioning or inoperative equipment separate from the lost, stolen or damaged equipment inventory.

b. The Department will determine the method, frequency and location of all equipment and supply deliveries throughout the State.

c. Upon approval by the Department’s Probation Office EM Statewide Operations Coordinator, the Provider shall furnish upgraded equipment with improved surveillance technology, at no additional cost to the Department. If it is determined that upgraded equipment is to replace


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existing equipment, the Department’s Probation Office EM Statewide Operations Coordinator and the Provider shall develop an agreed upon implementation plan that will include a systematic process to ensure a smooth transition.

6. Circuit Equipment Backup/Replacement Inventory: a. At each of the Department’s Detention Centers, the Provider shall provide

and maintain, at no additional charge, a backup/replacement inventory of active GPS/EM monitoring/tracking units equal to or exceeding twenty percent (20%) of the actual number of units currently in use in each Circuit under this Contract. The location of the back-up inventory shall be at each of the Department’s Detention Centers.

b. For AM units, a spare backup inventory of a minimum of fifteen percent (15%) shall be maintained in Circuits using such units at no charge.

c. The number of backup/replacement units may be increased, upon written request of the Department’s Probation Office EM Statewide Operations Coordinator as additional monitoring units (GPS/EM or AM units) are placed in service under this Contract.

d. In the event of any monitoring unit equipment failure, the Department will replace the equipment from the back-up/replacement inventory maintained at each Detention Center. If back-up inventory is placed in service, the Provider shall be responsible for all costs associated with replacing the Detention Centers back-up replacement inventory overnight, including standard overnight courier shipping charges, if applicable, for both GPS/EM and AM units.

e. The Department shall not pay the Provider an inventory fee, storage fee, installation equipment fee or any other fee related to inventory units and equipment. The Department shall only be obligated to pay for active units placed on a youth, and shall only pay the per diem unit rate as set forth in the terms of this Contract.

f. On a quarterly basis, the Provider shall notify in writing (email acceptable) the Chief Probation Officer, with a copy to the Regional Director and the Department’s Probation Office EM Statewide Operations Coordinator of the following for each Circuit: 1) the current inventory of units (with serial numbers) GPS/EM and

AM as applicable; 2) the number of active units in use in the respective Circuit; and 3) the number of units required to meet the twenty percent (20%)

back-up inventory. g. It is up to the Provider to monitor the number of back-up/replacements

units and back-up/replacement units in excess of twenty-percent (20%) of the active units in use in the Circuit, which may be collected by the Provider, at the Provider’s discretion.

7. Lost, Stolen or Damaged Equipment does not include malfunctioning or inoperative: a. The Provider shall provide the Department an allowance towards lost,

stolen and damaged equipment. The allowance shall be equal to fifteen percent (15%) of the total cost of the Lost, Stolen or Damaged (LSD) equipment for the quarter to the Department. This will be determined by the Department’s Contract Manager taking the total cost of the LSD equipment for the quarter and multiplying that amount by fifteen percent (15%). The result of this calculation will be the dollar amount that the value of lost, stolen or damaged equipment must exceed before a liability is attributed to the Department.

b. Additionally, the Provider’s DJJ dedicated Full-Time Equivalent (FTE) Account Manager(s) shall meet monthly in person or via conference call with the Chief Probation Officer (CPO) or designee in each circuit


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and Detention Superintendent or designee in each Detention Center to review equipment usage, performance and back-up inventory and conduct internal activities to improve performance, maintain appropriate inventory levels and minimize the risk for lost or stolen equipment. This shall be accompanied by a signed list of each Circuit’s inventory with serial numbers signed by both parties at the end of each monthly meeting, which shall be submitted to the Departments Probation Office GPS/EM Operational staff with a copy to the Department’s Contract Manager.

c. Lost, stolen or damaged equipment will be determined quarterly, through the conducting of a quarterly equipment inventory, performed by the Department at the end of each quarter. A copy of the quarterly inventory will be provided to the Provider for reconciliation purposes. If a Law Enforcement unit takes a tracking unit as evidence, the unit shall be deemed inactive and shall not be deemed lost stolen or damaged until the end of the entire contract term, and only then if not returned.

d. This allowance includes all items of equipment containing serial numbers that make up an entire electronic monitoring unit, (i.e. transmitter, receiver, dialer, charging system). The Provider shall identify and submit the serial number for any equipment determined to be lost, stolen or damaged to the Department’s Contract Manager and the Department’s Probation Office EM Statewide Operations Coordinator prior to any payment for such equipment by the Department.

e. Payment for any equipment in excess of the fifteen percent (15%) allowance will be made in accordance with the prices as specified in section III., B., Method of Payment of this Contract.

f. Based on the quarterly inventory and quarterly billing for LSD equipment, the Department will seek to find any lost, stolen or damaged equipment for which the Department was invoiced each quarter. If the LOST or STOLEN equipment is recovered and returned to the Provider, then the Provider shall reconcile the previous quarter’s invoice and issue the Department a credit against the next quarter’s invoice. If DAMAGED equipment is returned to the Provider and can be made operable for re-use, a credit shall also be issued. Any discrepancies in the inventory and charges/credits for LSD equipment shall be reconciled and mutually agreed to between the Provider’s Regional Account Manager, the Department’s Contract Manager and the Department’s Probation Office EM Statewide Operations Coordinator.

C. System/Equipment Technical Assistance 1. The Provider shall provide remote diagnostic support and trouble-shooting

technical assistance via a toll-free telephone line twenty-four (24) hours a day, seven (7) days a week, including holidays. The number of this line shall be communicated to the Department’s Contract Manager upon execution of this Contract.

2. In the event of technical problems that are not resolved from a remote location, the Department’s Probation Office EM Statewide Operations Coordinator or the Department’s Contract Manager or designee may, upon request, require the Provider to provide on-site, technical assistance within twenty-four (24) hours of request by the Department.

D. Monitoring and Notification The Provider shall provide twenty-four (24) hours per day, seven (7) days per week monitoring of assigned service units.


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1. System and Equipment Monitoring Notification Methods: Upon receipt of an alarm, the system shall have the capability to provide notification to the Department as specified below: a. Between the hours of 8:00 a.m. to 5:00 p.m., Monday through

Friday, notification of alarm alerts shall be provided to the youth’s assigned JPO via 1) live operator call or 2) automated voice message. The officer shall have the capability of acknowledging receipt of the call with security codes and user ID.

b. Between the hours of 5:00 p.m. to 8:00 a.m., Monday through Friday, on weekends (between 5:00 p.m. Friday and 8:00 a.m. Monday) and State holidays (5:00 p.m. the evening preceding the holiday until 8:00 a.m. the next business day), notification of alarm alerts shall be provided to the assigned JPO. The JPO shall have the capability of acknowledging receipt of the call with security codes and user ID.

2. System and Equipment Monitoring Required Notifications: a. For active GPS/EM, the alarm notification shall be made to the

Department immediately, but not longer than five (5) minutes after the alert/alarm processing has expired according to mutually agreed upon Provider response protocols as specified above in section III., D., 1., a., & b.

b. The GPS/EM system/equipment shall provide a means of notification (alert/alarm) to the youth when the system receiver loses the GPS/EM signal and the receiver has been in motion for ten (10) minutes (unless the system utilizes an alternate or assisted GPS/EM technology). For active GPS/EM, the alert/alarm notification shall be made to the Department immediately, but not longer than five (5) minutes after the alert/alarm processing has expired according to mutually agreed upon Provider response protocols as specified above in section III., D., 1., a., & b.

c. The system shall provide a means of notification (alert/alarm) to the youth when the youth is late returning home from an approved absence or leaves home when unscheduled (inclusion zone violation). For active GPS/EM, alert/alarm notification shall be made to the Department immediately, but not longer than five (5) minutes after the alert/alarm processing has expired according to mutually agreed upon Provider response protocols as specified above in section III., D., 1., a., & b.

d. The system shall provide a means of notification (alert/alarm) to the youth when the youth is in an area defined to be off limits (exclusionary zone violation). For active GPS/EM, alert/alarm notification shall be made to the Department immediately, but not longer than five (5) minutes after the alert/alarm processing has expired according to mutually agreed upon Provider response protocols as specified above in section III., D., 1., a., & b.

e. Monitoring unit equipment failures or tampering shall be considered an alert/alarm and shall be reported to the Department. For active GPS/EM, alert/alarm notification shall be made to the Department immediately, but not longer than five (5) minutes after the alert/alarm processing has expired according to mutually agreed upon Provider response protocols as specified above in Section III., D., 1., a., & b.

f. Monitoring unit communication failures shall be considered an alert/alarm and shall be reported to the Department. For active GPS/EM, alert/alarm notification shall be made to the Department immediately, but not longer than five (5) minutes after the alarm


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processing has expired according to mutually agreed upon Provider response protocols as specified above in section III., D., 1., a., & b.

g. The system shall provide some manner of notification (alert/alarm) to the youth’s receiver/dialer when the monitoring/tracking equipment unit’s battery is low. For active GPS/EM, alert/alarm notification shall be made to the Department immediately, but not longer than five (5) minutes after the alert/alarm processing has expired according to mutually agreed upon Provider response protocols as specified above in section III., D., 1., a., & b.

E. Alarm Processing Requirements 1. System generated alert/alarms requiring an initial response by the Provider’s

monitoring center staff: a. The following system generated alert/alarms shall allow the youth the

opportunity to resolve the alert/alarm in a time frame that will be predetermined by the Department and the Provider prior to the start of services. These alerts/alarms require further steps to be taken by the Provider’s monitoring center staff if the alert/alarm is not resolved by the youth: 1) Loss of GPS/EM signal while receiver/dialer is in motion (see

section III., D., 2., b.); 2) Inclusion/Home (unauthorized absence) (see section III., D.,

2., c.); 3) Equipment Unit Tamper (see section III., D., 2., e.); 4) Loss of cellular communication (see section III., D., 2., f.); and 5) Equipment Unit low battery (see section III., D., 2., g.).

b. The following sequential steps shall be taken for system generated alert/alarms that allow the youth to resolve: 1) The youth shall be made aware of the above listed specified

alert/alarms directly via the monitoring/tracking equipment unit vibration, LED lights, and or voice (active or pre-recorded) alarm/alerts on the body worn unit. Specific instructions shall be provided to the youth on how to acknowledge alert/alarms and steps to resolve alert/alarms during initial enrollment to the system. If the youth complies and the alert/alarm is resolved within a specified time frame, no further action is required by the monitoring center. Note: The Provider shall provide the Department a master “Quick List of Steps to be Taken for Youth to Resolve Alert/Alarms” which may be duplicated as needed by the Department.

2) If the alert/alarm does not clear within a specified time frame (final time frames to be determined by the Department upon this Contract implementation), the monitoring center shall attempt to contact the youth via voice to the monitoring unit or to the phone numbers for the youth listed within the Provider’s database. If there are no phone numbers listed or contact is unsuccessful, an alert/alarm via means of vibration, LED lights, or a voice message shall be sent to the receiver/dialer alerting the youth to contact the monitoring center by calling a toll-free telephone number (supplied by the Provider).

3) If the youth contacts the monitoring center and the alert/alarm is resolved and cleared, within the specified time frame (final time frames to be determined by the Department upon this Contract implementation), no further action is required to be taken by the monitoring center.


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a) The Provider shall provide a dedicated 800 toll free number for calls to the Monitoring Center to resolve alerts and for Department calls.

b) The Monitoring Center calls the youth at the number(s) listed in the monitoring software to resolve the alert, if not resolved within the allotted time frame.

4) If the youth fails to contact the monitoring center within a specified time frame (final time frames to be determined by the Department upon this Contract implementation) and the alert/alarm is still in effect, the alert/alarm notification shall be sent as specified above in Section D., 1., a., & b., System and Equipment Monitoring Notification Methods.

5) If acknowledgment is received within a specified time frame (final time frames to be determined by the Department upon this Contract implementation) from the assigned JPO that was notified, the Department will take responsibility for the alert/alarm resolution, and there is no further action required by the monitoring center.

6) If an acknowledgment by the assigned JPO is not made or received within a specified time frame (final time frames to be determined by the Department upon contract implementation), the alert/alarm notification shall be automatically returned to the monitoring center system, and the escalation process described in the Call Tree Escalation Protocol, shall be implemented.

2. System generated alerts/alarms automatically forwarded to Department staff: a. Only system generated alerts/alarms for violation of exclusion zones

shall be directly forwarded to the assigned JPO for immediate investigation and resolution.

b. The following sequential steps shall be taken for system generated alerts/alarms that shall be automatically forwarded to the assigned Department Detention Center contact and/or the assigned JPO to resolve: 1) If acknowledgment from the assigned JPO is received by the

monitoring center within a specified time frame (final time frames to be determined by the Department) the Department staff member will take responsibility for the alert/alarm resolution and there is no further action required by the monitoring center.

2) If an acknowledgment by the assigned JPO is not made or received within a specified time frame (final time frames to be determined by the Department) the alert/alarm notification shall be automatically returned to the monitoring center system, and the escalation process described in Call Tree Escalation Protocol shall be implemented.

3. Escalation Process for Unacknowledged Alarm/Alerts by the Department: a. A monitoring center staff member shall immediately start making phone

calls to identified Department staff on the Call Tree based on the day, and time of day, involved. Each Department staff member has a daytime and after hours/ holiday/weekend call tree list with corresponding phone numbers. Final process for notification to be determined by the Department and communicated directly to the Provider.

b. The monitoring center shall make these physical phone calls, in designated succession, until a Department staff member answers the phone and provides the verifiable security identification to the


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monitoring center staff. Upon verification of identity, the alert/alarm information shall be provided to the Department staff member for investigation and resolution, and no further action is required by the monitoring center.

c. If the first Department staff member within the list does not answer the phone or is unable to properly provide verifiable security information, the call is discontinued and the next Department staff member on the list is called until successful contact is made.

d. If the monitoring center staff reaches the last Department staff member on the list with no success, the monitoring staff shall start the list over again until a Department staff member is successfully contacted.

e. The monitoring center shall call each Department staff member on the list twice before moving on to the next Department staff member.

F. Provider Monitoring Center Requirements 1. The Provider’s place of business and monitoring center services facilities used

for this program shall be located within the Unites States of America at the following address: BI Monitoring Center 2801 Enterprise Drive Anderson, IN 46013 The Provider’s primary monitoring center shall be capable of uninterrupted operation twenty-four (24) hours per day, seven (7) days per week, and three hundred sixty-five (365) days per year. This will include all systems, hardware and software, communications and building support services such as electrical power. NOTE: Communication should be sent to BI’s Corporate Headquarter located in Boulder, Colorado and not to the Indiana address above.

2. The Provider’s monitoring center shall have sufficient staff to ensure the GPS/EM system is monitored twenty-four (24) hours a day, seven (7) days a week, including holidays to ensure that any interruption in service is detected and resolved.

3. The monitoring center shall have a permanently installed and functioning backup power source, independent of its main power source, capable of maintaining continuous operations, for a minimum of forty-eight (48) hours, in the event of failures of normal utility power.

4. The monitoring center shall have duplicate computers with the ability to, at a minimum, permit restoration of data collection and user monitoring services within ten (10) minutes after computer failure.

5. The monitoring center shall have duplicate data storage devices with automated fail-over and automatic re-establishment of the duplicate databases upon replacement of the failed storage device.

6. The Provider shall have a secondary (backup) monitoring center capable of providing full operational functions in the event the primary monitoring center is disabled. The secondary monitoring center shall be located sufficiently distant from the primary center, such that it is unlikely to be adversely affected by a manmade or natural event or loss of electrical or communications services that would disable the primary monitoring center.

7. The Provider shall maintain redundant equipment in the monitoring center so that interruptions in service are avoided.

8. The Provider shall have documented policies and procedures for network security, application security, data transmission and data security, as well as monitoring center physical security. Copies of these policies shall be provided to the Department’s Contract Manager and the Department’s Probation Office EM Statewide Operations Coordinator upon this Contract execution.

9. Each monitoring center shall have ventilation and temperature control adequate to ensure proper functions of the monitoring center hardware.


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10. The Provider shall maintain a written Disaster Recovery plan to cover power failures, telephone system failures, local equipment failures, flood or fire at the monitoring center and continued continuity of operations. Copy of the Disaster Recovery shall be provided to the Department’s Contract Manager and Department’ Probation Office EM Statewide Operations Coordinator upon this Contract execution.

11. The Provider shall perform complete support of all interface hardware and software equipment (within the monitoring center) necessary to ensure provision of the service for the duration of this Contract.

12. The Provider shall maintain professional highly trained and qualified staff to monitor and operate the monitoring center equipment.

13. The Provider shall provide the Department a contact number, accessible twenty-four (24) hours a day, seven (7) days a week for the purpose of reporting problems that might be experienced.

14. In the event any component of the Provider’s service becomes inoperable, the Provider shall immediately notify the Department’s Probation Office EM Statewide Operations Coordinator and the Department’s Contract Manager or designee by telephone, but no later than thirty (30) minutes after service failure.

15. The Provider’s monitoring center shall provide an initial response to pre-determined alarm notifications to troubleshoot and resolve the notifications per established protocols as agreed to by both the Department and the Provider. In the event an alarm notification is unresolved, the Provider’s monitoring center shall be responsible for contacting the Department’s designated officer via, text message, fax, email or phone. The means or mode of contact shall be at the Department’s discretion. These services shall be provided twenty-four (24) hours per day, seven (7) days per week.

16. The Provider shall provide a dedicated toll-free telephone number to be supplied to the Department’s youth placed on electronic monitoring that shall be utilized to contact the monitoring center for alarm notification resolution.

17. The Provider shall provide initial notification via telephone, cellular telephone, text message, and email twenty-four (24) hours a day, seven (7) days a week to designated Department staff when an alarm notification is generated. The Provider’s monitoring service shall include the capability to administer a phone call by a live staff person in the monitoring center in response to designated alarm notifications.

18. The Provider shall be able to receive a verifiable confirmation via a telephone call or text message response to the Provider’s monitoring center to confirm that all immediate alert/alarm notifications were received/acknowledged by Department staff. The Provider shall be responsible for maintaining the Department call tree to be utilized when contacting department staff to report alarm notifications pursuant to established protocols. (Exhibit 4)

19. The Provider’s monitoring center shall have redundant inbound and outbound communication services, provided by distinct carriers and/or methods, such that the failure of the primary service or method shall not adversely affect the secondary (backup) service or method. All communications shall be maintained in a historical transactions record.

G. System/Data Reporting Requirements 1. Data Requirements: At a minimum, the system shall provide data using

extensible markup (XML) tags as defined by the Justice XML workgroup and approved by the Department.

2. The Provider shall have the ability to write files to a server at the Provider’s site and shall allow the Department to retrieve the files on a daily basis through a File Transfer Protocol (FTP).

3. The files will need to include the following information: a. FILE 1 – Alarm file

1) The key file the Provider uses to distinguish each alarm.


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2) The type of alarm as defined by the Department. 3) The DJJ identification number for the youth. 4) Date and time of the alarm. 5) Length of the alarm (until resolution).

b. FILE 2 – Comment file 1) The key field the Provider uses to distinguish each alarm. 2) Comments relating to the alarm. 3) Date and time of updates to the comments.

c. FILE 3 – Alarm cleared 1) The key field that the Provider uses to distinguish each alarm. 2) Date and time the alarm was cleared.

d. FILE 4 – Points reviewed 1) The DJJ identification number for the youth. 2) The DJJ USERID of the juvenile probation officer reviewing the

points. 3) Date the points were reviewed. 4) Dates of the points reviewed by the Juvenile Probation Officer.

4. Upon request of the Department, the Provider shall work with the Department’s MIS staff, after this Contract implementation with regards to implementing a procedure for transfer of data files to the Department JJIS system. This requirement is not required upon system start-up.

H. System Generated Reports At a minimum, the system shall allow the Department to generate the following “canned” reports directly from the system database through the secure internet site. To ensure that reports are accurate and timely, the system’s database shall be updated in real time to ensure all report data is current when viewed and/or downloaded by Department personnel. All reports shall have the capability of being queried, sorted or filtered by any field contained in the report or by data parameters as applicable and reports shall be readable on screen, printable and shall be downloadable into an Excel format. Report formats shall be subject to final approval by the Department’s Probation EM Statewide Operations Coordinator or the Department’s Contract Manager or designee. The Department reserves the right to modify reporting requirements as necessary, upon ten (10) days written notification to the Provider. 1. Equipment Report or similar titled report: The system shall provide a real time

report of all assigned equipment (in use) and inventoried equipment containing a serial number. This report shall include description/type of equipment, serial number, assigned youth, assigned DJJ program area, (Detention, Probation), assigned Detention Center, if applicable, and assigned county, judicial circuit identifier and totals.

2. Youth Alarm Report or similar titled report: The system shall provide the Department the ability to generate an alarm report, queried by individual assigned youth and date parameters that identifies the type of alarm, time of alarm, method of alarm notification (live operator or automated voice message) recipient of alarm notification.

3. Monitored Youth Report or similar titled report: The system shall provide the Department the ability to generate a summary report of all youth by County, Circuit or Detention Center and/or assigned program area (Detention, Probation) that identifies the youth’s name, DJJ youth #, address, County, assigned Circuit and/or assigned Detention Center, and assigned JPO.

4. Data Fields/Entry Exceptions Report or similar titled report: The system shall provide the Department the ability to generate a report that identifies all data fields currently in use and identifying any incomplete or missing data entry.

5. Circuit/Detention Center Alarm Report or similar report: The system shall provide the Department the ability to generate an alarm report; queried by assigned Circuit and/or Detention Center identifier and date parameters that


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identifies the assigned youth, type of alarm, method of alarm (text message, email or phone call) and recipient of alarm.

6. Alarm Notification or similar titled report: The system shall provide the Department the ability to generate a report by date parameters, sorted by assigned Circuit and/or Detention Center identifying the number and type of alarms during specified time parameters, such as: a. Monday-Friday 8:00 a.m. - 5:00 p.m.; b. After hours; and c. Weekends.

7. Summary Totals or similar titled report: The system shall provide the Department the ability to generate a report by summary totals, such as: a. Total number of alarms per Circuit or Detention Center; b. Percent of total Circuit or Detention Center alarms per type of alarm;

and c. Average number of alarm notifications per month, per youth, within

the Circuit. 8. Current Usage Report or similar titled report: The system shall provide the

Department the ability to generate a current usage report indicating the actual number of daily service units used to date (real time) for the monthly period by program area (Probation/Detention). This report should be detailed to reflect the youth’s name, DJJ youth number, service type (active/passive), and number of days utilized to date.

9. Monthly Usage Report or similar titled report: The system shall provide the Department the ability to generate a total monthly usage summary report, downloadable on the 5th day of the month, indicating, by DJJ program area, the actual number of active/passive GPS/EM units utilized during the previous months’ time period. This report shall be detailed to reflect the youth’s name, DJJ youth number, type of service and number of days utilized for the preceding monthly period and shall be subtotaled by the Program Area. Any additions or deletions to the monthly usage report after the 5th of the month shall be provided by written notice to the Department’s Contract Manager or designee. A copy of this report shall also accompany the monthly invoice, in accordance with Section VI., C., 1., Sample Invoice.

10. Ad Hoc Reports or similar titled report: The Provider shall provide the Department ad hoc reporting from the system upon request of the Department’s Probation Office EM Statewide Operations Coordinator or designee.

I. Ongoing Demonstration/Testing of Units For the life of this Contract (including renewal period, if renewed), the Provider shall allow the Department, upon request, the use of two (2) monitoring units for demonstration and/or testing purposes, not to exceed a five (5) day period for any single demonstration/test period. These units shall not be part of the backup inventory and shall be provided at no additional cost. Units may be demonstrated/tested at the discretion of the Department.

J. Training and Training Manuals 1. The Provider shall provide appropriate training for all their staff working in the

monitoring center to ensure that they have sufficient knowledge regarding the system to allow them to effectively respond to questions and to fully utilize the system and equipment.

2. The Provider shall develop and provide on-site training for Department staff on the operational use of the system and the use of all associated equipment and services, specifically training in use of new electronic monitoring technology.

3. The Provider shall provide all materials and electronic monitoring/tracking equipment necessary to perform the field site testing, training and shall utilize actual equipment proposed.

4. The training curriculum and evaluation forms shall be submitted by Provider for Department approval, prior to the start of actual training of any necessary


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training of staff. The training documents shall be approved in writing by the Department’s Probation Office EM Statewide Operations Coordinator.

5. A minimum of five hundred twenty-five (525) copies of the approved training curriculum and/or user manuals for Department staff shall be available to the Department for the implementation training. Additional training manuals shall be provided upon request of the Department’s Probation Office EM Statewide Operations Coordinator.

6. If requested by the Department, the Provider shall provide available laptops for training purposes. Laptops will be on loan only for training and will remain the property of the Provider. The Department will ensure training sites have wireless access, if laptops are requested for training purposes.

7. In addition, after implementation training, if requested by the Department, the Provider shall provide additional training by the Providers’ staff at a minimum of one (1) time per year for Department staff at each of the Department’s Detention Centers and Circuit Probation offices. Training shall be performed on a mutually agreed upon schedule with final approval by the Department’s Probation Office EM Statewide Operations Coordinator.

8. The Provider shall conduct an evaluation of each training session specifically focused on course content and effectiveness of instructor, utilizing the Provider’s approved form, to be completed by Department staff. Copies of the evaluation forms shall be provided to the Department’s Probation Office EM Statewide Operations Coordinator and the Department’s Contract Manager, after conducting training.

9. All training and all associated training manuals shall be provided at no cost to the Department.

10. The Provider shall provide educational training to the judiciary system/courts as requested by the Department.

K. Litigation-Related Testimony 1. The Provider acknowledges that services performed under this Contract are for

criminal justice juvenile youth on legal supervision and as such, the Provider may receive written/verbal requests or legal subpoenas from the Circuit Court, State Attorney’s Office, Public Defender’s Office and/or other judicial entities to provide testimony regarding monitoring equipment, system specifications and functioning, including the accuracy and reliability of reports/results.

2. The Provider shall make available qualified personnel to provide testimony as requested or subpoenaed. Reimbursement for costs incurred shall be $100.00 per hour not to exceed five (5) hours, including preparation, travel and waiting time prior to testimony. The Provider shall document time spent by the date, and hours worked when submitting an invoice for such testimony and provide a copy of the request (email request acceptable) or the legal subpoena. If request was verbal, the Provider should request a written e-mail request from the Circuit CPO or designee.

3. The Provider shall maintain communication and work cooperatively with the Circuit Court, State Attorney’s Office, Public Defender’s Office and/or other judiciary entities in providing educational materials and/or instructions concerning monitoring equipment, system specifications and system functioning.

4. The Provider shall provide a central point of contact from which the Circuit Court, State Attorney’s Office, Public Defender’s Office and/or other judicial entities may request technical assistance on litigation issues and the methodology and accuracy of testing.

L. Advertising/Promotions The Provider shall not issue news releases, advertisements or news articles, or any other information of any kind related to the Department, including statistical data, program information without prior written approval from the Department’s Contract Manager or designee. In no instance should any information regarding youth on electronic monitoring or supervision by the Department be released.

M. Quality Assurance Program


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The Provider shall have a formal quality assurance/quality control program in place that demonstrates that internal review and quality control processes are in place and routine evaluations of the quality of the system, equipment and service are performed to ensure compliance with the terms and conditions of this Contract. A copy of the quality assurance/quality control program shall be provided to the Department’s Contract Manager upon this Contract execution.

N. Contract Expiration Tasks Upon the expiration date of this Contract (or any other termination date), the Provider’s Account Manager shall timely provide the most up-to-date copy of the system’s database, including all historical data, the data dictionary, file layouts, code tables, code values, data relationships, keys, and indices, etc., in a format to be determined by the Department’s Contract Manager. In addition, the Provider shall immediately provide a single read-only license for the Department’s use for a period of three (3) to six (6) months.

IV. STAFFING AND SERVICE LOCATIONS

A. Staffing Requirements 1. The Provider and all personnel provided under this Contract, whether

performance is as a Provider, subcontractor, or any employee, agent or representative of the Provider or subcontractor, shall continually maintain all licenses, protocols, and certifications that are necessary and appropriate or required by the Department or another local, state or federal agency, for the services to be performed or for the position held. All such personnel shall renew licenses or certifications pursuant to applicable law or rule. The Provider shall provide copies of all current licenses or certificates required for the delivery of services under this Contract, to the Department’s Contract Manager, prior to the delivery of services.

2. The Provider shall provide an adequate level of staffing for provision of the services outlined herein and shall ensure that staff providing services are highly trained and qualified.

3. The Provider shall have paid-awake staff on duty at the monitoring center twenty-four (24) hours a day, seven (7) days a week, including holidays.

4. The Provider shall provide a sufficient number of qualified staff, knowledgeable in system and equipment operation to provide training as specified in Section III of this Attachment.

5. In addition to technical and training staff, the Provider shall minimally provide one (1) Account Manager in support of this Contract, which shall consist of a full time position, located in Florida and solely dedicated to the Department. The Account Manager shall be directly responsible for overall operational performance of this Contract, including account management, troubleshooting, training and any other responsibilities agreed upon by the Department’s Probation Office EM Statewide Operations Coordinator and the Provider. Additionally, the Account Manager position(s) shall be responsible for conducting monthly meetings (conference calls) with the CPO or designee in each circuit and Detention Superintendent or designee in each Detention Center to review equipment usage, performance and back-up inventory and conduct internal activities to improve performance, maintain appropriate inventory levels and minimize the risk for lost or stolen equipment to the Department. This shall be accompanied by a signed list of each Circuit’s currently monthly inventory with serial numbers signed by both parties at the end of each meeting, which shall be submitted to the Department’s Probation Office EM Statewide Operations Coordinator with a copy to the Department’s Contract Manager.

6. The Provider shall be responsible for ensuring that the Account Manager attends meetings upon Department request. The Provider shall be responsible for all expenses incurred for travel, including transportation, meals, and per diem incurred on behalf of the Account Manager’s position.


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7. Additionally, the Provider shall establish and maintain a good working relationship with the judiciary, criminal justice system, Department staff and the community and serve as a liaison between each in addressing system issues.

B. Staffing Changes The Provider agrees to notify the Department’s Probation Office EM Statewide Operations Coordinator and the Department’s Contract Manager in writing within seven (7) working days when a require contract staff position becomes vacant. Planned staffing changes that may affect service delivery, as stipulated in this Contract, must be presented in writing to the Department’s Contract Manager for approval at least thirty (30) calendar days prior to the implementation of the change.

C. Background Screening Background Screening is Not Applicable to this Contract.

D. Service Locations and Times Service Delivery Locations The Provider shall ensure the provision of services statewide throughout each of the twenty (20) judicial circuits in Florida. Equipment Units to be delivered to each of the Department’s Detention Centers and Probation Offices with the number of equipment units and delivery addresses to be specified by the Department’s Probation Office EM Statewide Operations Coordinator. Services shall be available twenty-four (24) hours a day, seven (7) days a week including holidays.

E. Staff Training 1. Data Collection

Upon access to the Department’s JJIS, the Provider shall enter data into the following systems. The responsibility for entering data in JJIS is based on the Department’s capability to provide access and utilization to the Provider. The Provider shall contact the Department’s Data Integrity Officer in the area to gain appropriate access and secure training within forty-five (45) days of this Contract start date. a. Program Monitoring & Management (PMM) System: The purpose of

the PMM System is to provide a single site for the Department’s monitoring process, document storage, deficiency review and corrective actions, and performance measures. Providers will be able to view monitoring reports and enter comments, will build corrective action plans to respond to deficiencies, and will enter data on performance issues as determined in contract or service area.

V. DELIVERABLES

Service Units: The following are service units identified under this Contract: A. Daily Unit of Service for Active GPS/EM service as outlined in Section III, and as defined

in Section I. B. Daily Unit of Service for Alcohol Monitoring service as outlined in Section III and as

defined in Section I. VI. REPORTS

A. The Department will require progress or performance reports throughout the term of this Contract. The Provider shall complete reports as required to become eligible for payment.

B. The following individuals are the Contract Managers for the respective parties. All matters shall be directed to the Contract Managers for action or disposition. Any and all notices shall be delivered to the parties at the following addresses: Provider Department Todd Porter Gloria Perez Address: 6265 Gunbarrel Avenue, Ste B Address: 8500 Laurel Hill Drive City, State, Zip: Boulder, CO 80301 City, State, Zip: Orlando, FL 32818


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Provider Department Phone: (301) 865-1365 Phone: (407) 563-0442 Fax: (301) 865-3774 Fax: (407) 521-2608 Email: [email protected] Email: [email protected]

Department Probation Office EM

Statewide Operations Coordinator Sanshell Bussey Office of Probation & Community

Intervention 2737 Centerview Drive Tallahassee, FL 32399 Phone: (850) 717-2590 Fax: (850) 413-0293 Email: [email protected]

C. After execution of this Contract, any changes in the information contained in this section

will be provided to the other party in writing and shall be sent by United States Postal Service or other delivery service with proof of delivery. A copy of the written notification shall be maintained in the official Contract record. All notices required by this Contract or other communication regarding this Contract shall be sent by United States Postal Service or other delivery service with proof of delivery. 1. Sample Invoice

A properly prepared invoice shall be submitted directly to the Department’s Contract Manager within ten (10) business days following the end of the month for which services were rendered. A hard copy of the Monthly Usage Report in section III., H., 9., System Generated Reports of this Attachment, shall be provided as documentation to support the invoice. Payment of the invoice shall be pursuant to section 215.422, Florida Statutes and any interest due shall be paid pursuant to section 55.03(1), Florida Statutes. A Vendor Ombudsman, established within the Department of Financial Services, may be contacted if a Provider is experiencing problems in obtaining timely payment(s) from a State of Florida agency. The Vendor Ombudsman may be contacted at 850-413-5516.

2. Proof of Insurance A Certificate of Insurance shall be provided to the Department’s Contract Manager prior to the delivery of service, and prior to expiration of insurance. Certificates of Insurance shall reflect appropriate coverage(s) based on the recommendation of a licensed insurance agent, and the minimums listed in this Contract.

3. Organizational Chart The Provider’s organizational chart shall be provided upon execution of this Contract, annually, and upon changes. The organizational chart shall include the programmatic and administrative structure of the Provider’s organization.

4. Subcontract(s) A copy of all subcontracted agreements entered into by the Provider and a subcontractor for services required of the Provider via this Contract, shall be submitted to the Department in advance for review. A signed copy of the subcontract reviewed by the Department shall be provided to the Department’s Contract Manager prior to the delivery of service to Department youth and payment to the subcontractor.

5. Minority Business Enterprise (MBE) Utilization Report The Provider shall submit to the Department’s Contract Manager, along with each monthly invoice, listing all payments made for supplies and services to Minority Business Enterprises (MBEs) during the invoice period. The listing shall identify the MBE code for each payment.


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6. Continuity of Operations Plan (COOP) Prior to the delivery of service, the Provider shall submit a COOP, which provides for the continuity of Contract services in the event of a manmade/natural disaster/emergency. The Department approved Plan format can be found on the Department’s website. Additional information can be found in FDJJ 1050, Continuity of Operations Plans.

7. Specific EM Reporting The Provider shall submit reports as outlined below to the Department’s Probation Office EM Statewide Operations Coordinator. The Department reserves the right to modify reporting requirements as necessary, upon a thirty (30) day written notification to the Provider. a. Daily Alarm Summary Report

The Provider shall submit a daily report (between the hours of midnight and 6:00 a.m. for the previous day) that identifies each alarm, type of alarm, time and duration of alarm, assigned Juvenile Probation Officer, assigned Program Area, assigned youth, and totals. This report shall be sorted by Program Area and shall be emailed to all Detention Center and Juvenile Probation Officers associated with an active alarm for the previous day.

b. Monthly System Performance Report The Provider shall submit a monthly report, no later than the tenth (10th) day of the month for the preceding month, on performance of the system, including any system interruptions to the Department’s Probation Office EM Statewide Operations Coordinator or designee. Additionally, regular operational metrics such as timing of system updates, failed connections and any system unavailability shall be reported.

c. Annual Summary Report The Provider shall submit an annual summary report to the Department’s Probation Office EM Statewide Operations Coordinator, on the anniversary date of this Contract, of all issues identified or reported by field and central office staff, including the Department’s Probation Office EM Statewide Operations Coordinator. The Provider shall also include information on the following: new technology employed, improvements to the equipment and/or service delivery, dates of training and or on-site technical assistance and court appearances.

d. Ad Hoc Reports The Provider shall provide the Department ad hoc reports upon request of the Department’s Probation Office EM Statewide Operations Coordinator or designee.

REPORT LIST FREQUENCY DUE DATES DUE TO DEPARTMENT

Sample Invoice Monthly within ten (10) business days following the end of the previous month service rendered

Contract Manager

Proof of Insurance Coverage

Annually Prior to the delivery of services and prior to expiration of insurance

Contract Manager

Organizational Chart upon Contract execution;

Prior to the delivery of services and Annually on July 1

Contract Manager


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annually; and upon changes

Copy of Subcontracts prior to the delivery of service to Department youth and payment to the subcontractor

prior to the delivery of service to Department youth and payment to the subcontractor

Contract Manager

MBE Utilization Report Monthly within ten (10) business days following the end of the previous month service rendered

Contract Manager

Continuity of Operations Plan (COOP)

Annually Prior to the delivery of services and Annually on July 1

Contract Manager

System Generated Reports as per Section III, H.

As specified via Internet, in a downloadable format

As specified Contract Manager/Authorized Department Staff

Specific EM Reporting as per Section VI., C., 7.

As specified As specified Probation Office EM Statewide Operations Coordinator and as requested

D. Report Receipt and Documentation

The Provider shall submit written reports with all required documentation within the time frames listed above to the correct individuals to become eligible for payment. Delivery of deliverables and reports shall not be construed to mean acceptance of those deliverables and reports. The Department reserves the right to reject deliverables and reports as incomplete, inadequate, or unacceptable. The Department’s Contract Manager will approve or reject deliverables and reports.

VII. PERFORMANCE MEASURES

Listed below are the key Performance Measures, including outcomes and minimum level of performance, deemed most crucial to the success of the overall desired service delivery. The Provider shall ensure that the stated performance outcomes and minimum level of performance are met. Performance shall be measured (frequency as specified), beginning the second month after which service has been fully implemented. A. GOAL: 100% of Specific EM Reporting as per Section VI., C., 7. reports are timely

submitted. MEASURE: This shall be measured by calculating the total number Specific EM Reports as per Section VI., C., 7. reports received timely and available divided by the total number of system generated reports. This shall be measured on a monthly basis. MINIMUM STANDARD: Ninety-eight percent (98%) of Specific EM Reporting as per Section VI., C., 7. reports are timely submitted.

B. GOAL: One hundred percent (100%) of system failures are reported by the Provider to the Department within sixty (60) minutes of each system failure occurrence. MEASURE: This shall be measured by calculating the number of system failures reported to the Department within sixty (60) minutes of occurrence divided by the total number of system failures. This shall be measured for each occurrence. MINIMUM STANDARD: One hundred percent (100%) of system failures are reported to the Department within sixty (60) minutes of occurrence.

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