Manatee County Sheriff s Office

Transcription

1 2015 Manatee County Sheriff s Office Request for Information RFI RMS/JMS

2 REQUEST FOR INFORMATION ( RMS/JMS) DATE: March 4, 2015 TO: Public Safety Software Vendors FROM: Bid Coordinator, Manatee County Sheriff s Office The Manatee County Sheriff s Office, a political subdivision of the State of Florida (hereinafter "Sheriff s Office") requests information from vendors authorized to do business in the State of Florida as related to both a new Records Management System (RMS) and a Jail Management System (JMS). The Sheriff s Office intends to issue an Invitation to Negotiate for both the RMS and JMS systems in the months ahead. The purpose of this Request for Information is to gather information about new technologies and services that today s management systems offer and to garner pricing for budget planning purposes. You are invited to submit a sealed reply subject to the terms, conditions, and specifications contained herein. TIMELINE OF EVENTS: Release March 4, 2015 Questions due from vendors March 13, :30 p.m. Responses due April 3, :00 p.m., Operations Center RFI opening April 3, :00 p.m., Operations Center Information packages received after April 3, 2015 at 12:00 p.m. will be rejected. Vendor information will be opened publicly on April 3; however information submitted will NOT be reviewed at the time of opening. FOR INFORMATION RELATED TO THIS REQUEST FOR INFORMATION DIRECT YOUR QUESTIONS IN WRITING TO: Bid Coordinator, via Bids@ManateeSheriff.com or via regular mail at this address: Fiscal Section, Bid Coordinator ATTN: RFI RMS/JMS Manatee County Sheriff s Office Boulevard, West, Suite 202 Bradenton, FL All inquiries, with responses, will be made available to all interested parties on an equal basis without prejudice. Important note: A prohibition of Lobbying has been enacted. Please review paragraph A.23 carefully to avoid violation and possible sanctions. AUTHORIZED FOR RELEASE: March 4, 2015 Request for Information Manatee County Sheriff s Office Page 1

3 CONTENTS OF THIS REQUEST FOR INFORMATION REQUEST FOR INFORMATION ( RMS/JMS)... 1 SECTION A: GENERAL CONDITONS AND SPECIAL CONDITIONS... 4 A.1 OPENING LOCATION AND DATE... 4 A.2 INFORMATION AND DOCUMENTS SUBMITTED... 4 A.3 INQUIRES... 4 A.4 RESPONSE FORM DELIVERY REQUIREMENTS... 4 A.5 CLARIFICATION & ADDENDA... 4 A.6 SEALED & MARKED... 4 A.7 LEGAL NAME... 4 A.8 SUBMISSION EXPENSES... 4 A.9 EXAMINATION OF SUBMISSION... 4 A.10 DISCLOSURE... 5 A.11 UNDERWRITERS LABORATORIES... 5 A.12 PRICES, TERMS AND PAYMENT... 5 A.13 BEST PRICING... 5 A.14 ORDERING... 5 A.15 RESERVED RIGHTS... 5 A.16 APPLICABLE LAWS... 5 A.17 CODE OF ETHICS... 5 A.18 COLLUSION... 5 A.19 RESPONSE FORMAT... 6 A.20 PUBLIC ENTITY CRIMES... 6 A.21 PUBLIC CONTRACTING AND ENVIRONMENTAL CRIMES... 6 A.22 DRUG FREE WORK PLACE... 6 A.23 LOBBYING... 6 A.24 EQUAL EMPLOYMENT OPPORTUNITY... 6 A.25 AMERICANS WITH DISABILITIES ACT... 6 A.26 MAINTENANCE OF EQUIPMENT... 7 A.27 EXCLUSIVE OEM PARTS, SUPPLIES & CONSUMABLES... 7 SECTION B: SUBMISSION FORMAT AND CONTENT... 8 B.1 TITLE PAGE... 8 B.2 CHECKLIST OF REQUIREMENTS... 8 Request for Information Manatee County Sheriff s Office Page 2

4 B.3 PROVIDER PROFILE AND QUALIFICATIONS... 8 B.4 ADMINISTRATIVE FORMS... 9 B.5 REFERENCES... 9 B.6 DESCRIPTION OF RECORDS MANAGEMENT SYSTEM... 9 B.7 DESCRIPTION OF JAIL MANAGEMENT SYSTEM B. 8 COST ESTIMATE B. 9 RESERVED RIGHT SECTION C. SCOPE OF SERVICES C. 1 GENERAL OVERVIEW C. 2 RECORDS MANAGEMENT NEEDS AND JAIL MANAGEMENT NEEDS C. 3 TECHNICAL STANDARDS FOR EQUIPMENT AND SOFTWARE C. 4 REQUIREMENTS FOR MAINTENANCE AND TECHNICAL SUPPORT SECTION D. STANDARD FORMS TO BE COMPLETED D.1 SUBMISSION CHECKLIST (Attachment) D.2 SIGNATURE FORM FOR RFI RMS/JMS (Attachment) D.3 DRUG FREE WORKPLACE FORM (Attachment) D.4 PUBLIC CONTRACTING CERTIFICATION FORM (Attachment) D.5 REFERENCE FORM (Attachment) D.6 COST ESTIMATE FORMS (Attachments for multiple agencies) Request for Information Manatee County Sheriff s Office Page 3

5 SECTION A: GENERAL CONDITONS AND SPECIAL CONDITIONS Respondents must comply with the following instructions to be considered for the negotiation process. A.1 OPENING LOCATION AND DATE Responses will be opened at the Manatee County Sheriff s Office, Boulevard West, Suite 202, Bradenton, Florida on the date and time indicated on the first page of this request. A.2 INFORMATION AND DOCUMENTS SUBMITTED The Request for Information and documents can be accessed via the Sheriff s Office website at On the home page, click on the Fiscal tab at the top of the page. Then click the Purchasing link in the navigation bar on the left. Documents may also be obtained via or regular mail by calling the Bid Coordinator at Manatee County Sheriff's Office (941) x2043. A.3 INQUIRES For information related to this Request for Information please contact the Bid Coordinator in writing via or regular mail using the addresses below and reference RFI RMS/JMS. Regular mail: Bids@ManateeSheriff.com Fiscal Section, Bid Coordinator Manatee County Sheriff s Office Blvd West, Suite 202 Bradenton, FL Responses will be provided by the Bid Coordinator who will confer with personnel who can provide information related to specific requirements as needed. The Sheriff s Office will endeavor to provide information expeditiously, but any delay in providing such information will not be considered cause to extend the submission date. A.4 RESPONSE FORM DELIVERY REQUIREMENTS Any responses received after the stated time and date will not be considered. It shall be the sole responsibility of the Respondent to have the submission delivered to the Manatee County Sheriff's Office Purchasing Office for receipt on or before the stated date and time. If a submission is sent by U.S. Mail, the Respondent shall be responsible for its timely delivery to the Purchasing Office. Submissions delayed by mail shall not be considered. GENERAL CONDITIONS A.5 CLARIFICATION & ADDENDA Each Respondent shall examine all documents associated with this Request for Information and shall judge all matters relating to the adequacy and accuracy of such documents. Any inquiries, suggestions or requests concerning interpretation, clarification or additional information pertaining to the Request for Information shall be made in writing through the Manatee County Sheriff s Office Bid Coordinator no later than ten days prior to the designated opening date for the RFI. The Sheriff s Office shall not be responsible for oral interpretations given by any Sheriff s Office employee, representative, or others. The issuance of a written addendum is the only official method whereby interpretation, clarification or additional information can be given. If any addenda are issued to this Request for Information, the Sheriff s Office will provide the addenda information on the Sheriff s Office website Respondents should check the website before responding to this Request for Information. A.6 SEALED & MARKED Four (4) signed copies of the submission binder and one copy of the submission on CD in a WORD compatible or Adobe pdf format shall be submitted in one sealed package clearly marked on the outside: "Sealed Response: Request for Information RMS/JMS and addressed to: Fiscal Section, Bid Coordinator Manatee County Sheriff s Office Blvd West, Suite 202 Bradenton, FL A.7 LEGAL NAME Submissions shall clearly indicate the legal name, address and telephone number of the Respondent (company, firm, partnership, or individual) on the Signature Form. The form shall be signed below the typed or printed representative name and title of the signer. The signer shall have the authority to represent the Respondent. A.8 SUBMISSION EXPENSES All expenses for submitting responses to the Sheriff s Office are to be borne by the Respondent. A.9 EXAMINATION OF SUBMISSION The examination of the response and the Respondent s background information generally requires a period of not Request for Information Manatee County Sheriff s Office Page 4

6 less than thirty (30) calendar days from the date of the opening of the responses. A.10 DISCLOSURE In accordance with the provisions of Chapters 119 and 120 of Florida Statutes, submissions become public records at the time a notice of a decision or intended decision is provided or within twenty days after the solicitation opening, whichever is earlier. Results will be posted on the website at When requested, results may also be provided by mail when the requester provides a stamped, self-addressed envelope. A.11 UNDERWRITERS LABORATORIES Unless otherwise stipulated in the response submitted, all manufactured items and fabricated assemblies shall carry U.L. approval and reexamination listing where such has been established. A.12 PRICES, TERMS AND PAYMENT Firm prices shall be quoted, typed or printed in ink and include all packaging, handling, shipping charges and delivery to the destination shown herein. A.13 BEST PRICING The Sheriff s Office is requesting information and pricing for budget purposes. It is not expected that a contract will result from this Request. However, please note that if the Sheriff s Office becomes aware of better pricing offered by a Respondent for substantially the same product outside an active Contract, but upon the same or similar terms of the Contract, then, at the discretion of the Sheriff, the price under the Contract shall be immediately reduced to the lower price. A.14 ORDERING The Sheriff s Office reserves the right to purchase commodities/services specified herein through contracts established by other governmental agencies or through separate procurement actions due to unique or special needs. A.15 RESERVED RIGHTS The Sheriff's Office reserves the right to accept or reject any and/or all submissions, to waive irregularities and technicalities, and to request resubmission. The Sheriff s Office shall be the sole judge of submissions. Also, in order to determine the integrity of pricing quoted, the Sheriff s Office reserves the right to make such investigation as it deems necessary to determine the ability of any Respondent to perform the work or service requested. Information the Sheriff's Office deems necessary to make this determination shall be provided by the Respondent. Such information may include, but shall not be limited to: current financial statements prepared by an independent CPA; verification of availability of equipment and personnel; and past performance records. A.16 APPLICABLE LAWS Respondent must be authorized to transact business in the State of Florida. All applicable laws and regulations of the State of Florida and ordinances and regulations of the Sheriff s Office will apply to any resulting agreement. A.17 CODE OF ETHICS With respect to this Request for Information, if any Respondent violates or is a party to a violation of the Code of Ethics of Manatee County or Manatee County Sheriff s Office per Manatee County's Purchasing Ordinance 2-26, Article V., Ethics in Public Contracting, and/or the State of Florida per Florida Statutes, Chapter 112, Part III, Code of Ethics for Public Officers and Employees, the Respondent may be disqualified from performing the work described in this Request for Information or from furnishing future goods or services for which response is submitted and shall be further disqualified from submitting any future proposals for work or for goods or services for the Manatee County Sheriff s Office. A copy of Purchasing Ordinance 2-26 is available for review on Manatee County s website. A hard copy can be provided on request. A.18 COLLUSION By offering a submission to this Request for Information the Respondent certifies the Respondent has not divulged to, discussed or compared his response with other Respondents and has not colluded with any other Respondent or parties to this submission whatsoever. Also, Respondent certifies, and in the case of a joint response, each party thereto certifies, as to their own organization that in connection with this response: a. any prices and/or data submitted have been arrived at independently, without consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices and/or cost data, with any other Respondent or with any competitor; b. any prices and/or cost data quoted for this response have not been knowingly disclosed by the Respondent prior to the scheduled opening directly or indirectly to any competitor; c. no attempt has been made or will be made by the Respondent to induce any other person or firm to submit or not to submit a response for the purpose of restricting competition; Request for Information Manatee County Sheriff s Office Page 5

7 d. the only person or persons interested in this response as principal or principals is/are named therein and that no person other than therein mentioned has any interest in this response or in any future contract that may be entered into; and e. no person or agency has been employed or retained to solicit or secure any future contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees. A.19 RESPONSE FORMAT Responses must be submitted in a three-ring binder in the format specified in Section B within this document. Additional support information may be included, but should be inserted after the required content. Tabs are required to identify each item defined in Section B, Form of Response, thereby facilitating expedient review of all responses. A.20 PUBLIC ENTITY CRIMES In accordance with Section , Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases or real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section for Category Two (as of 1/01/2005 it is $25,000) for a period of 36 months from the date of being placed on the convicted vendor list. A.21 PUBLIC CONTRACTING AND ENVIRONMENTAL CRIMES In accordance with Ordinance 2-26, the Sheriff's Office adopted a policy prohibiting the award of Sheriff s Office contracts to persons, business entities, or affiliates of business entities who have not submitted written certification to the Sheriff s Office that they have not been convicted of bribery, attempted bribery, collusion, restraints of trade, price fixing, and violations of certain environmental laws. The Public Contracting and Environmental Crimes Certification form is to be attached to a response to this Request to insure that Respondents would be able to meet these criteria. By nature of the business within the Sheriff s Office, individuals working for the Respondent must be able to pass a background check to be admitted on premises if required. A.22 DRUG FREE WORK PLACE The Manatee County Sheriff s Office has a policy regarding maintaining a Drug Free Work Place. Respondents are asked to describe their firm's policy or program as it relates to maintaining a drug free workplace. A Drug Free Work Place Certification is included with this Request for Information for this purpose. This response will be considered with the other criteria described herein. A.23 LOBBYING After the issuance of any Request for Proposals, Request for Information, Invitation to Negotiate or Invitation for Bids, prospective bidders, Respondents or any agent, representative or person acting at the request of such bidder or Respondent shall not contact, communicate with or discuss any matter relating in any way to the Request for Proposals, Request for Information, Invitation to Negotiate, or Invitation for Bids with any officer, agent or employee of Manatee County Sheriff s Office other than the Comptroller or Purchasing Director or Bid Coordinator without expressed permission of the Comptroller or Purchasing Director. This prohibition begins with the issuance of any Request for Proposals, Request for Information, Invitation to Negotiate, or Invitation for Bids, and ends upon execution of the final contract or when the invitation or request has been canceled. A.24 EQUAL EMPLOYMENT OPPORTUNITY Manatee County Sheriff s Office, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 and the Regulations of the Department of Commerce (15 CFR, Part 8) issued pursuant to such Act, hereby notifies all prospective Respondents that they will affirmatively ensure that minority business enterprises will be afforded full opportunity to participate in response to this advertisement and will not be discriminated against on the basis of race, color, creed, sex, age or national origin in consideration for an award. A.25 AMERICANS WITH DISABILITIES ACT The Manatee County Sheriff s Office does not discriminate upon the basis of any individual s disability status. This non-discrimination policy involves every aspect of the Sheriffs Office's functions including one s access to, participation, employment, or treatment in its programs or activities. Request for Information Manatee County Sheriff s Office Page 6

8 SPECIAL CONDITIONS A.26 MAINTENANCE OF EQUIPMENT All equipment referenced shall be maintained in accordance with the manufacturer s specifications; with only those supplies which meet such specifications. Pricing should be provided accordingly. A.27 EXCLUSIVE OEM PARTS, SUPPLIES & CONSUMABLES At all times throughout the response submitted, respondents shall exclusively quote pricing that utilizes the manufacturer s officially approved OEM parts, supplies and consumables in all equipment placed, if such pricing is applicable. Request for Information Manatee County Sheriff s Office Page 7

9 SECTION B: SUBMISSION FORMAT AND CONTENT All information must be submitted in a single package or container. Faxed or ed information will not be accepted. The face of the package shall contain the Request for Information number [RFI RMS/JMS] and the company name, and be delivered to: Fiscal ATTN: Bid Coordinator Manatee County Sheriff s Office Blvd West, Suite 202 Bradenton, Florida In order to insure uniformity, all information must be submitted in accordance with the format described herein. Forms or exact photo copies must be signed by an authorized representative of the company submitting the information. Sealed replies must be submitted in 3-ring binders. This section details requirements and specific information which must be included with each responding vendor s submission. The contents of each binder shall be separated and arranged with tabs in the same order as listed in Sections B.1 through B.8 below, including all forms and information as outlined. B.1 TITLE PAGE This page must contain the following: - RFI number: RFI RMS/JMS - Respondent s Company Name - Respondent s Tax ID # - Company Address - Contact Name - Contact Phone - Contact Please note: Do not use logos or other symbols related to the Manatee County Sheriff s Office in your submission. B.2 CHECKLIST OF REQUIREMENTS A checklist is listed in Section D of this Request for Information as a form to be completed. It is provided as an attachment for ease of completion. Check each item included and insert the form in the response. B.3 PROVIDER PROFILE AND QUALIFICATIONS At a minimum, vendors should have 5 years' experience providing Commercial Off the Shelf (COTS) records management software to law enforcement agencies and jail management system software to correctional facilities comparable to Manatee County Sheriff s Office in size. 1) Provide a summary that demonstrates the minimum qualifications as described below: a. Provide a brief description of the firm's background and size. b. Include a statement of qualifications and summarize your experience with law enforcement agencies and correctional facilities. Request for Information Manatee County Sheriff s Office Page 8

10 c. Include the firm s professional credentials and the legal status of the organization, indicating if you are registered to do business in the State of Florida. d. Describe your corporate structure and indicate whether your company is under the control of any other corporation or organization. e. Provide the name, location, telephone and contact information for the Respondent's representative to contact for all matters. 2) The Respondent's key staff must have the competencies and knowledge required meet or exceed the requirements necessary for the size and scope of this project. Identify each principal of the firm and all key personnel who will potentially be associated with the Sheriff's Office. 3) Provide a description of the high level of functionality your system delivers in accordance with the submission, i.e. service response time, upgrades, and how maintenance is scheduled. 4) Identify the location of the main office that would provide services to the Sheriff s Office. B.4 ADMINISTRATIVE FORMS 1. Signature Form 2. Drug Free Form 3. Public Entities Form B.5 REFERENCES Please provide details on at least three (3) references that are of a size comparable to the Manatee County Sheriff's Office. Use the form provided. B.6 DESCRIPTION OF RECORDS MANAGEMENT SYSTEM Please briefly describe the type of system that your pricing would include. The following information should be provided: - Modules provided and features and cost of each, including one for Internal Affairs if available. - Methodology to provide a multi-agency RMS solution with one master database - Software version that would be provided, given a contract date of January 2, Describe the process for converting existing records. - Detail upgrade procedure including downtime (if any) and cost - Support provided including times available, response time and resolution time - Please describe your approach to enabling high availability (HA) and scalability within the RMS/JMS. - MCSO requires that RMS/JMS system architecture take into account the likelihood of disaster within the State of Florida and/or Manatee County, whether the disaster is natural or man-made. Provide a brief description of your approach to disaster recovery (DR) and Business Continuity (BC) for the RMS/JMS, including the following: DR plan for server software/interfaces to recover the system DR plan for the implemented database(s) to ensure data security Any additional hardware or software required to implement the plan Also, please complete Attachments A and B to indicate whether your Records Management and Jail Management systems are compatible with agency needs. Request for Information Manatee County Sheriff s Office Page 9

11 Please describe how other agencies in Manatee County could use the same Records Management System as MCSO if your solution were implemented. B.7 DESCRIPTION OF JAIL MANAGEMENT SYSTEM Please provide a brief description of the type of system that your pricing would include. The following information should be included: - Modules provided and features of each - Software version that would be provided, given a contract date of January 2, Detail upgrade procedure including downtime (if any) and cost - Support provided including times available, response time and resolution time Also, please complete Attachments A and B. B. 8 COST ESTIMATE Please provide an estimate of the cost for the COTS Records and Jail Management System that your company would provide to meet the needs of our agency as described herein. Also, please provide cost estimates for each of the other law enforcement agencies within the county to have connectivity to the Records Management System. The configuration would include all agencies in the master database, with each operating independently. B. 9 RESERVED RIGHT The Sheriff's Office reserves the right to make such investigation and solicit additional Information or submittals as it deems necessary to determine the ability of any Respondent to perform the Scope of Services stated in this Request for Information. SECTION C. SCOPE OF SERVICES C. 1 GENERAL OVERVIEW Manatee County Sheriff's Office Manatee County is located on the west coast of Florida, south of the Tampa/St. Petersburg area, and is home to approximately 330,000 residents. The Sheriff is elected to serve a minimum of 265,034 citizens who live in the unincorporated areas of the county, with service to the county as a whole. With state and national accreditations, the Sheriff s Office has over 1200 employees, making it one of the largest agencies in the nation. Close to 59% of the workforce is comprised of certified patrol deputies and/or corrections deputies. These frontline deputies are supported by civilians who make up the remaining 41% of the workforce. Employee demographics demonstrate the Sheriff s commitment to building a diverse team to serve the county. The Sheriff s Office Operations Center is located at Boulevard West near DeSoto Square Mall. This is the central location for daily business operations. Fingerprinting, Civil Records and Crime Prevention services are offered to citizens from this location, as well. Other Agencies Other law enforcement agencies with jurisdiction within Manatee County include: Bradenton Police Department - serves City of Bradenton, Population 51,763 Palmetto Police Department Serves City of Palmetto, Population 12,964 Request for Information Manatee County Sheriff s Office Page 10

12 Bradenton Beach Police Department Serving the City of Bradenton Beach, Population 1,210 Holmes Beach Police Department Serving the City of Holmes Beach, Population 4,053 Longboat Key Police Department Serving the City of Longboat Key, Population 7,082 Manatee County Central Jail The Manatee County Jail operates under the authority of the Sheriff. Accredited by the American Correctional Association, the Manatee County Central Jail complex is comprised of several buildings. Construction on the current facility was completed in 1995 on 70 acres of property belonging to Port Manatee in northern Manatee County. The facilities are manned by a total of 214 sworn deputies and supervisors, and 131 civilian employees. Records Management and Jail Management Systems The Sheriff s Office is currently utilizing Intergraph s I/Leads software for both Records Management and Jail Management needs. Replacement of the software is long overdue. The agency has supported its use for as long as possible due to financial constraints associated with the purchase of new systems. With Microsoft scheduled to sunset the I/Leads language in the near future, it is time to secure something that will carry the agency forward. In an effort to better coordinate law enforcement efforts, the law enforcement agencies within the County are hoping to utilize the same Records Management database. We are interested in operating one server node with connectivity to terminals for Manatee County Sheriff's Office employees and employees from agencies with jurisdiction in the incorporated areas of the County. It is hoped that incidents and transactions can be tagged by agency, with personnel from each having access to agency files. At this information stage, we are interested in knowing what a solution would provide for a MCSO stand-alone system and also would like information on how a system could be configured to incorporate other agencies within the County. We are interested in modules available and the cost associated with each. Key Information Records Management The Sheriff s Office manages a high volume of records/data each year. The tables below provide information demonstrating various ways the Records Management System is utilized. All Manatee County Sheriff s Office tables are labeled with the digit 1. Table 1A shows the total number of records in various categories, as well as the number of records added in five categories over the past three years. Table 1B lists the number of changes made to criminal history in the system in Table 1C lists the retention period for each type of criminal history file, and Table 1D provides important miscellaneous information related to the system. Table 1A. Total of Records by Category - MCSO Record Type Total # of Records Added in 2012 Added in 2013 Added In 2014 Average Additions Annually Person 1,111,645 35,729 38,264 36,899 36,964 Vehicle 248,558 12,005 13,333 13,991 13,110 Property 1,193,388 52,545 55,004 50,969 52,839 Location 2,236, , , , ,504 Warrants 178,630 6,128 6,129 5,677 5,978 Request for Information Manatee County Sheriff s Office Page 11

13 Average Total # of Record Type Added Added Added Additions Records in 2012 in 2013 In 2014 Annually TOTAL 4,968, , , , ,395 Table 1B. Average of Criminal History Changes to Database in MCSO Action Total of changes in 2014 Maximum of Changes Per Day in 2014 Average of Changes Per Day in 2014 New Records 4,534,040 21,444 12,422 Record Updates 3,661,867 38,466 10,033 Expungements Sealing Orders Deletions 414,698 3,668 1,236 TOTAL 8,610,802 63,584 23,693 Table 1C. Retention Period for Criminal History Records By Category - MCSO Record Type Misdemeanors Felony Property Crimes Felony Violent Crimes Homicides and Sex Offenses Juveniles Incarceration Records Table 1D. Record Management System Information-MCSO Total of Changes in years 8 years 13 years 100 years Until Subject reaches age 23 if Defendant Until Subject reaches age 26 if Victim 3 years Information Total Average of Criminal History Records for an Individual 6 Maximum of Criminal History Records for Any One Individual 336 Average of Reports Written Annually 53,752 Maximum of Reports Written Annually 67,342 of Citations Written in 2013 (UTC & Non-UTC) 20,280 of Citations Written in 2014 (UTC & Non-UTC) 18,695 Average of Arrests Annually 18,839 Maximum of Arrests Annually 23,715 Maximum of RMS Inquiries via Web Portal Daily 4000 Average of RMS Inquiries via Web Portal Daily 3000 RMS Administrators 2 RMS Administrators in Other Agencies 0 Request for Information Manatee County Sheriff s Office Page 12

14 Information Total RMS User Accounts 818 RMS Mobile Units 429 RMS Desktop Units 1438 Key Information - Jail Management The tables below provide a summary of information related to the Jail Management system. Table 1E includes jail capacity, as well as a breakdown of the jail population. Table 1F details miscellaneous information pertinent to the use of the JMS in our agency. Table 1E. Jail Population Information - MCSO Information Average Maximum/ Total Maximum Capacity at Jail 1300 Daily Jail Population in of Male Inmates 915 of Female Inmates 206 Day s Snapshot of Sentenced Misdemeanant Inmates 21 Day s Snapshot of Sentenced Felons 151 Juveniles Processed Daily in Total of Juvenile Intakes in Male Juvenile Intakes in Female Juvenile Intakes in Total of Juveniles Same Day Release 818 Male Juveniles Same-Day Release 599 Female Juveniles Same-Day Release 219 of Juveniles In Custody Daily 27 Male Juveniles in Custody Daily 27 Female Juveniles in Custody Daily 0 Table 1F. Jail Management System Information - MCSO Information Average Maximum / Total of JMS Administrators 2 of JMS Users 845 Average of Bookings Annually 16,367 Maximum of Bookings Annually 21,079 of Bookings Daily Total of Individuals with Incarceration Records in Current JMS 221,391 of Arrest/Booking or Incarceration Records for EACH Individual 2 81 Retention Period for Incarceration Records 3 Years Request for Information Manatee County Sheriff s Office Page 13

15 Data for other agencies in the County is included below. Please note that tables for agencies are labeled with the number changing for each agency. However the letters remain consistent for the tables. Bradenton Police Department was able to provide data for tables A and D. The number associated with each table is 2 for them. The Holmes Beach number that relates to tables is 3. They provided data for only table D. Data for other agencies follows the same pattern. BRADENTON POLICE DEPARTMENT Bradenton Police Department s current Records Management System is OSSI SunGard. If they choose to operate with the same RMS solution as the Sheriff s Office, they do want their existing records converted. Table 2A. Total of Records by Category for Bradenton Police Department Record Type Total # of Records Added in 2012 Added in 2013 Added In 2014 Average Additions Annually Person 157,386 15,255 16,955 17,982 1,673 Vehicle 96,190 2,336 2,445 2,421 2,401 Property 32,923 5,213 5,904 7,428 6,182 Location 120,995 9,299 9,504 8,641 9,148 Warrants N/A N/A N/A N/A N/A TOTAL 377,864 32,103 34,808 36,469 34,461 Table 2D. Record Management System Information for Bradenton Police Department Information Total Average of Criminal History Records for an Individual N/A Maximum of Criminal History Records for Any One Individual N/A Average of Reports Written Annually 7,000 Maximum of Reports Written Annually 10,000 of Citations Written in 2013 (UTC & Non-UTC) 8909 of Citations Written in 2014 (UTC & Non-UTC) 7881 Average of Arrests Annually 2325 Maximum of Arrests Annually 2500 Maximum of RMS Inquiries via Web Portal Daily 0 Average of RMS Inquiries via Web Portal Daily 0 RMS Administrators 3 RMS Administrators in Other Agencies 0 Request for Information Manatee County Sheriff s Office Page 14

16 Information Total RMS User Accounts 190 RMS Mobile Units 80 RMS Desktop Units 35 HOLMES BEACH POLICE DEPARTMENT Holmes Beach Police Department s Records Management System is from USA CRIMEFILE. The data available for the purpose of this RFI is limited by their capacity to pull data from the system. The table labeled 3D below provides the bulk of information needed. Table 3D. Record Management System Information for Holmes Beach Police Department Information Total Average of Criminal History Records for an Individual N/A Maximum of Criminal History Records for Any One Individual N/A Average of Reports Written Annually 3,050 Maximum of Reports Written Annually 3,200 of Citations Written in 2013 (UTC & Non-UTC) 822 of Citations Written in 2014 (UTC & Non-UTC) 1,024 Average of Arrests Annually 200 Maximum of Arrests Annually 338 Maximum of RMS Inquiries via Web Portal Daily 0 Average of RMS Inquiries via Web Portal Daily 0 RMS Administrators 2 RMS Administrators in Other Agencies 0 RMS User Accounts 21 RMS Mobile Units 115 RMS Desktop Units 8 LONGBOAT KEY POLICE DEPARTMENT The City of Longboat Key s Police Department uses WINTEGRATE for their Records Management needs. They have provided the data below for reference as related to participation in the Records Management System that the Sheriff s Office will utilize. They have indicated that they will not require record conversion. Request for Information Manatee County Sheriff s Office Page 15

17 Table 4C. Retention Period for Criminal History Records By Category for Longboat Key Police Department Record Type Misdemeanors 8 Felony Property Crimes 8 Felony Violent Crimes 13 Homicides and Sex Offenses 100 Juveniles Total of Changes in 2014 Until Subject reaches age 23 if Defendant 26 if the subject is Victim Incarceration Records * Table 4D. Record Management System Information for Longboat Key Police Department Total Information Average of Criminal History Records for an Individual * Maximum of Criminal History Records for Any One Individual * Average of Reports Written Annually 5,622 Maximum of Reports Written Annually 5,979 of Citations Written in 2013 (UTC & Non-UTC) 876 of Citations Written in 2014 (UTC & Non-UTC) 665 Average of Arrests Annually 61 Maximum of Arrests Annually 65 Maximum of RMS Inquiries via Web Portal Daily 0 Average of RMS Inquiries via Web Portal Daily 0 RMS Administrators 1 RMS Administrators in Other Agencies 0 RMS User Accounts 27 RMS Mobile Units 6 RMS Desktop Units 13 Request for Information Manatee County Sheriff s Office Page 16

18 CITY OF PALMETTO POLICE DEPARTMENT The City of Palmetto is using USA CRIMEFILE for their Records Management and In-Field Reporting needs of the Police Department. If they choose to use the same RMS solution as MCSO, they want their records converted. The information that they were able to extract from their current system is below: Table 5B. Average of Criminal History Changes to Database in 2014 Palmetto Police Department Action Total of changes in 2014 Maximum of Changes Per Day in 2014 Average of Changes Per Day in 2014 New Records * * * Record Updates * * * Expungements 3 * * Sealing Orders 2 * * Deletions * * * TOTAL 8,610,802 63,584 23,693 Table 5C. Retention Period for Criminal History Records By Category Palmetto Police Department Record Type Misdemeanors Felony Property Crimes Felony Violent Crimes Homicides and Sex Offenses Juveniles Incarceration Records Total of Changes in 2014 No reports have been purged from RMS. Table 5D. Record Management System Information for Palmetto Police Department Total Information Average of Criminal History Records for an Individual * Maximum of Criminal History Records for Any One Individual (Master Name Hit) 92 Average of Reports Written Annually 3,500 Request for Information Manatee County Sheriff s Office Page 17

19 Information Total Maximum of Reports Written Annually 4,627 of Citations Written in 2013 (UTC & Non-UTC) 3,100 of Citations Written in 2014 (UTC & Non-UTC) 3,100 Average of Arrests Annually 1,100 Maximum of Arrests Annually 1,176 Maximum of RMS Inquiries via Web Portal Daily 0 Average of RMS Inquiries via Web Portal Daily 0 RMS Administrators 2 RMS Administrators in Other Agencies 0 RMS User Accounts 55 RMS Mobile Units 37 RMS Desktop Units 15 C. 2 RECORDS MANAGEMENT NEEDS AND JAIL MANAGEMENT NEEDS Please see Attachment A, Preliminary List of Records Management Needs Identified by Sheriff s Office Employees, for a preview of requirements agency stakeholders have identified as important for a new Records Management System. Due to the fact that the requirements are still incomplete, the document may be utilized for information only at this stage. MCSO is in the process of consolidating, refining and augmenting these requirements and will publish a complete comprehensive requirements specification in the next stage of this procurement process. The purpose of this preliminary specification is to provide initial information on current and desirable capabilities for your use in providing a budgetary estimate and an information response, but these should not be considered to be hard requirements and we are not prepared at this point to engage in an extended Q&A process to refine the requirements. Your RFI response should include descriptions and/or lists of your system s standard capabilities as detailed in B.6 and B.7. Please respond on Attachment A /B with a yes/no indication for each individual RMS or JMS function to indicate whether the stated requirement is supported by your current COTS system. A complete exposition on how the various described requirements are or could be met is not requested at this time, but this level of information may be requested at the next stage when our complete requirements specification has been assembled and vetted. C. 3 TECHNICAL STANDARDS FOR EQUIPMENT AND SOFTWARE Although they are subject to change, some of the minimum requirements that the Sheriff s Office has for equipment and software are listed below. Please consider these factors in prices quoted, if your response includes hardware. 1. All equipment must be new. 2. Commercial level surge protectors must be provided with any hardware installed. 3. The system must be equipped for disaster recovery and business continuity in the event of any disaster whether caused by nature or man. 4. In the event that a machine may have a PC attached, a Commercial Level Uninterrupted Power Supply (UPS) must be provided. Request for Information Manatee County Sheriff s Office Page 18

20 5. All hardware must be network capable and ready. 6. Voltage requirements must be compatible with designated locations. 7. Pricing must include all regular service, emergency service, delivery costs, removal costs, all parts, all supplies, all software updates, all connecting cables, all bulbs, all mounting stands and any/all hardware necessary for normal operation. 8. All machines must be network ready. C. 4 REQUIREMENTS FOR MAINTENANCE AND TECHNICAL SUPPORT 1. Service standards must, at a minimum, include parts and labor, if required. 2. All parts and supplies are to be included in maintenance pricing, if required. 3. All equipment will be delivered and installed and moved as needed. 4. All regularly scheduled maintenance is to be performed during normal business hours. 5. All updates and safety modifications recommended by the manufacturer, State of Florida, OSHA or any recognized industry association will be communicated to the Sheriff s Office and a plan to address said recommendations will be created and implemented. 6. All recall items required by the manufacturer, state or federal government agency will be communicated to the Sheriff s Office and a replacement equal to or better will be provided. SECTION D. STANDARD FORMS TO BE COMPLETED Forms are provided as attachments for ease of completion. While this Request for Information is not intended to result in a contract, we request that the Drug Free Workplace Certification Form and the Public Contracting and Environmental Crimes Certification forms be completed. We want to ensure that cost estimates are submitted by vendors who have the capacity to meet standard criteria as required by the Sheriff s Office as pricing could be affected. Attachments to be completed and submitted include: D.1 SUBMISSION CHECKLIST (Attachment) D.2 SIGNATURE FORM FOR RFI RMS/JMS (Attachment) D.3 DRUG FREE WORKPLACE FORM (Attachment) D.4 PUBLIC CONTRACTING CERTIFICATION FORM (Attachment) D.5 REFERENCE FORM (Attachment) D.6 COST ESTIMATE FORMS (Attachments for multiple agencies) Request for Information Manatee County Sheriff s Office Page 19