ALAMEDA COUNTY
SHERIFF’S OFFICE
ADDENDUM No. 1
to
RFP No. 900914
For
JAIL MANAGEMENT SYSTEM
Specification Clarification/Modification and Recap of the Networking/Bidders Conferences
Held on September 27 and September 28, 2011
_________________________________________________________________________
NOTICE TO BIDDERS
THIS ACSO RFP ADDENDUM HAS BEEN ELECTRONICALLY ISSUED TO POTENTIAL BIDDERS VIA E-MAIL. E-MAIL
ADDRESSES USED ARE THOSE IN THE COUNTY’S SMALL LOCAL EMERGING BUSINESS (SLEB) VENDOR DATABASE
OR FROM OTHER SOURCES. IF YOU HAVE REGISTERED OR ARE CERTIFIED AS A SLEB PLEASE ENSURE THAT THE
COMPLETE AND ACCURATE E-MAIL ADDRESS IS NOTED AND KEPT UPDATED IN THE SLEB VENDOR DATABASE.
THIS RFP ADDENDUM WILL ALSO BE POSTED ON THE GENERAL SERVICES AGENCY (GSA) CONTRACTING
OPPORTUNITIES WEBSITE LOCATED AT
HTTP://WWW.ACGOV.ORG/GSA/PURCHASING/BID_CONTENT/CONTRACTOPPORTUNITIES.JSP.
1401 LAKESIDE DRIVE, SUITE 907, OAKLAND, CALIFORNIA 94612
510 208 9600 FAX 510 208 9626 www.acgov.org
October 1, 2011 / Page 1
Responses to Submitted Questions
Alameda County JMS RFP #900914
General Questions
1. Would the County consider extending the submission date by three weeks to November 9, 2011?
County Response: No extensions will be permitted.
2. Is the RFP available in Microsoft Word format?
County Response: Yes. To obtain a copy, simply email Lt. Shawn Sexton (SSexton@acgov.org) and request a copy in
Word.
3. What database technologies are supported by county resources?
County Response: DB2 (supported on IBM ZOS platform) and SQL Server 2005 / 2008(R2), supported on Standalone
server, Windows cluster server, or County Wide Enterprise SQL Server.
4. What wireless infrastructure is currently in place?
County Response: Wireless LAN Infrastructure is as follows:
a. Santa Rita Jail (in Dublin): 3 wireless access points that provides coverage to the two training classrooms and one
conference room (all are located in the CORE building); no wireless infrastructure exists in the housing units.
b. Glenn Dyer Jail (in Oakland): None.
5. Does the county have preferred database and operating system platforms?
County Response:
a. DB2 (release 9 or 10) on ZOS or SQL 2005/2008(R2) on Window Server 2003 or 2008. Use of DB2 or SQL Server is
dependent on application ease of interface to existing databases and knowledge of staff supporting application.
b. For SQL server database and SQL SSRS, the County prefers to implement on the central County Wide Enterprise SQL
Server 2005 platform (a County Wide SQL database solution with clustered Enterprise servers supporting High
Availability on Windows Cluster servers with EMC SAN Disk system also supporting redundant High Availability).
c. The preferred operating system platform for new deployments of Windows based systems is Windows Server 2008
R2. The current enterprise SQL environment runs on Windows 2003.
October 1, 2011 / Page 1
Responses to Submitted Questions
Alameda County JMS RFP #900914
6. Are there any County architectural standards that proposers need to be aware of?
County Response:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.
n.
Developer may define and administer databases on a development instance of SQL Server.
Maintenance of production databases are done by the DBA team.
Changes to production databases are scheduled with DBA team and migrated by DBA team to production.
Security is maintained by the security and DBA teams.
Security is granted via AD groups associated with AD user ID.
If SQL user ID is required by application, different user ID’s and passwords are used in production versus development
environments.
SA and DBO authority in production is only granted to County DBA’s. DBO is granted to developers in development
environment.
County DBA team will create initial database shell in all environments.
Developers are granted authority (via DBO) to create and administer database objects within a database in
development environment.
Migration of SSRS reports to production is handled by county operations staff.
Full backups are done automatically every night in production.
Transaction log backups are done automatically every 10 minutes in production.
Daily backups are copied and stored offsite daily.
Enterprise SQL stored procedures should not contain business logic (SQL only).
7. How many terminals are connected to the current Jail Management System?
County Response: 421.
8. What is the number of users we have on the current Jail Management System?
County Response: There are approximately of 260 users in a 24-hour period at SRJ and 100 at GDJ.
October 1, 2011 / Page 2
Responses to Submitted Questions
Alameda County JMS RFP #900914
9. Does the SO wish to be able to track the deputies activities associated with court and other duties to determine
cost?
County Response: This is not a requirement of the RFP.
10. “Proposed application makes use of facial recognition software that is provided by the vendor’s solution”, would
you accept Fingervein recognition which is far more reliable than facial?
County Response: This is not a requirement of the RFP.
11. By the County’s standards, what qualifies as Minor Modification and what qualifies as a Major Customization?
County Response: The County has no additional qualifier beyond the definitions in the RFP.
12. Will there be a project management office in place?
County Response: Yes.
13. How many project managers will be assigned to the project and do they represent IT or the business or both?
County Response: There will be one ACSO Project Manager, one external Project Manager, and chairs of operational and
technical working groups.
14. Is there a Change Manager? If so, how many resources are allocated to change management?
County Response: The external Project Manager will be providing change management services.
15. How many subject matter experts will be allocated from the business?
County Response: There are currently 5 subject matter experts, and more will be brought into the project during
implementation.
16. How many business analysts will be allocated?
County Response: There is no set number of analysts. ACSO will supplement the existing 10 business experts (analysts) on an
as-needed basis.
October 1, 2011 / Page 3
Responses to Submitted Questions
Alameda County JMS RFP #900914
17. How many technical resources (developers, DBAs, report writers, architects, etc.)?
County Response: There are two full time IT resources, in addition to the support provided by the County’s Information
Services Division.
18. Can the County define WAITER in more detail?
County Response: The County is preparing a response to this question, but may not be able to publish it prior to
the bid submission due date.
19. Is the County willing to extend the due date for the RFP response?
County Response: No
20. What is the budget for the JMS project?
County Response: Undisclosed
21. Have funds already been allocated for the JMS project?
County Response: An undisclosed percentage of funds have been allocated, with future funding in the pipeline.
22. Referencing the RFP, Exhibit O, page 2 (Interfaces). Can our response to this section be in a format similar to the
information requested in Part II (Statement of Work), Section D (Specific Requirements), 4 (Implementation), c
(Data Migration Plan), to describe our interface capabilities, instead using a response code?
County Response: No.
23. Can bidders get access to the County’s Small Local and Emerging Business (SLEB) listing?
County Response: This list is available from the County website.
24. Will SLEB participation improve bidder’s scores?
County Response: SLEB participation is not measured.
October 1, 2011 / Page 4
Responses to Submitted Questions
Alameda County JMS RFP #900914
25. Referencing the RFP, under Part II. Statement of Work, section D (Specific Requirements), 4 (Implementation), d
(Training), 4 (Post-implementation training). Does the County object to pricing these services as time & material,
or is fixed price required?
County Response: Either fixed-price or time & materials pricing is acceptable.
26. Referencing the RFP, under Part I (Acronym and Term Glossary) there's an entry for Performance Test, but the type
of testing tool(s) are not specified.
County Response: A mutually-agreed upon tool set will be used.
27. Prior to releasing the RFP, did the County have any demonstrations from JMS vendors?
County Response: No.
28. Will a list of the bidder attending today's meeting be made available?
County Response: See attached.
29. Referencing the RFP, exhibit D-1 (Current References), says, “The Proposer must provide five (5) customer
references...which the Proposer has completed within the past three (3) years.” Are these to be completed by
vendor, referenced client, or both)? Would the County be willing to accept customer references completed within
the past five (5) years?
County Response: The County will accept proposer references from the past five (5) years (indicating JMS
installations provided by the proposing vendor).
30. Referencing the RFP, under Part II (Statement of Work), section D (Specific Requirements), 4 (Implementation), C
(Data Migration), does the County anticipate migrating any other data, besides master name records?
County Response: There is value in migrating other data, some of which is set to expire, but the selected
contractor will need to work with the County Information Technology Department to describe how they would map
and export data. The data migration will be determined based on the complexity and cost of their export/import
procedures.
October 1, 2011 / Page 5
Responses to Submitted Questions
Alameda County JMS RFP #900914
31. What is the plan for decommissioning AJIS? Does the County intend on keeping the system online after the JMS
implementation is compete?
County Response: Possibly, depending on the vendor’s proposed data migration plan.
32. The JMS will be used at two detention facilities (Santa Rita Jail and Glenn E. Dyer Detention facility). Does the
County expect the JMS to keep data and associated statistics divided between the facilities?
County Response: The JMS should use a shared database for both facilities, with uniform functionality, workflow
and reporting tools.
33. Will the JMS need to provide functionality to manage juvenile inmate data?
County Response: No.
34. Does the County support contract housing?
County Response: ACSO occasionally houses behavioral healthcare inmates with Santa Clara County.
35. If the proposed JMS has a MAR (Medication Administration Record) system, would the County have an interest in
utilizing the JMS MAR?
County Response: This area would not be part of the scope of work for the selected contractor. The County
subcontracts correctional healthcare to Corizon, Inc. (formally PHS Correctional Healthcare) for inmate health
services. Corizon subcontracts with Maxor to provide inmates with prescription medications.
36. How many concurrent JMS users does the County anticipate?
County Response: The County envisions no more than 100 concurrent users. However, the County is interested in
site licensing.
37. How many workstations/terminals does AJIS support?
County Response: The County is researching this answer, but may not be able to provide a response prior to the
bid submission deadline.
October 1, 2011 / Page 6
Responses to Submitted Questions
Alameda County JMS RFP #900914
38. Per the RFP, the selected contractor will provide the required JMS. Does the County have a hardware preference?
County Response: No.
39. Are both facilities connected to the County data center?
County Response: Yes.
40. Per the RFP, the JMS may use Crystal Reports from SAP BusinessObjects as a reporting tool. Does the County
currently have a Crystal Reports licensing agreement (i.e. site license)?
County Response: No.
41. Are the funds already allocated for the JMS project required to be spent by end of this year?
County Response: No.
42. Is there a requirement to support medical screening during intake in the JMS?
County Response: Yes. Per the RFP, Exhibit O, page 12 (Medical Processing), "The proposed solution will enable
collection of intake medical information”.
43. During intake, do deputies complete the Chrono form?
County Response: No, it's completed by the intake nurse. Most of the Chrono questions are medical in nature, and
the JMS would interface with inmate medical charts to reduce data entry.
44. Does the County house "weekenders?"
County Response: Yes. Most are housed at the Glenn Dyer facility, with females at Santa Rita.
45. Does the County have a Sheriff's Work Alternative Program (SWAP)?
County Response: Yes.
October 1, 2011 / Page 7
Responses to Submitted Questions
Alameda County JMS RFP #900914
46. How does County reconcile inmate appointments for the health clinic with court dates?
County Response: The Corizon medical staff has to enter appointment data into both the Catalyst Electronic Health
Record (EHR) system and AJIS.
47. How close to capacity is Santa Rita Jail?
County Response: Total inmate population is currently 3300, jail capacity is 3900. The County anticipates a gradual
increase in population due to Assembly Bill 109 (Criminal justice alignment).
48. Will the kitchen interface with JMS?
County Response: Yes. Per the RFP, Exhibit O, page 43 (Food Service Requirements), "When a member of the
medical staff enters an order for a restricted medical diet into an inmate's medical record, JMS shall add the new
order to a list of restricted diet orders, and shall communicate the request to Food Services."
49. Who is the Santa Rita Jail phone vendor?
County Response: Global Telelink (GTL).
50. Does the current commissary vendor provide Santa Rita Jail with kiosks?
County Response: No.
51. Who is the commissary vendor?
County Response: Canteen
52. After a subject is booked, can he/she be released on personal recognizance?
County Response: No.
53. How many agencies book inmates into Santa Rita Jail?
County Response: Approximately 40.
October 1, 2011 / Page 8
Responses to Submitted Questions
Alameda County JMS RFP #900914
54. Does the Cogent LiveScan system interface with AJIS?
County Response: Minimally.
55. Does the County currently photograph inmate property?
County Response: No.
56. Are inmates dressed-out in different colors, depending on classification?
County Response: Yes.
57. Has the County be accredited by the American Correctional Associations (ACA)?
County Response: Yes.
58. Does the County have a separate academy for jail deputies?
County Response: No, there's is one academy, which is on a campus adjacent to Santa Rita Jail. There is a training
classroom at the academy where there are approximately 30 dedicated computers and another classroom in Santa
Rita which can accommodate approximately 20 computers.
59. Does the County have a separate academy for jail deputies?
County Response: No, there's is one academy, which is on a campus adjacent to Santa Rita Jail. There is a training
classroom
60. Will the same project staffing team be in place after go-live? If not, what is the post go-live staffing plan?
County Response: Yes.
61. Will the business or the IT department be responsible for the system post go-live?
County Response: There will be a sustainment team comprised of both IT and business participants.
October 1, 2011 / Page 9
Responses to Submitted Questions
Alameda County JMS RFP #900914
62. Will the County provide the names of pre-proposal attendees?
County Response: Yes, as follows.
September 27, 2011 2:00 – 3:00 p.m. (Glenn E. Dyer Detention Facility)
Joe Dabay
Boris Shukman
Ty Thompson
Kevan Dobsin
Paul Turner
Jeff Sweeney
Steve Alvey
Steve Mason
Bruce Foster
GTL
ATIMS
New World Systems
SYSCON
GTL
Intellitech
Motorola
Motorola
Intellitech
304/320-8612 joe.dabay@gtl.net
818/709-5885 bshukman@atimsle.com
719/510-1649 ty.thompson@newworldsystems.com
604/606-7672 kevandobsin@syscon.net
925/833-1002 pturner@gtl.net
330/707-1090 jeff.sweeney@intellitechcorp.com
815/341-3743 steve.alvey@motorolasolutions.com
951/676-0319 s.mason@motorolasolutions.com
330/707-1090 brucef@cboss.com
September 28, 2011 10:00 – Noon (Santa Rita Jail Facility)
Bruce Foster
Jeff Sweeney
Mark Bryggman
Ty Thompson
Paul Turner
Joe Dabay
Kevan Dobsin
Jim DeFreeuw
Jeanette Walkley
Boris Shukman
Intellitech
Intellitech
HP
New World Systems
GTL
GTL
SYSCON
Intergraph
ATIMS
ATIMS
330/707-1090 brucef@cboss.com
330/707-1090 jeff.sweeney@intellitechcorp.com
925/575-0193 mark.bryggman@hp.com
719/510-1649 ty.thompson@newworldsystems.com
925/833-1002 pturner@gtl.net
304/320-8612 joe.dabay@gtl.net
604/606-7672 kevandobsin@syscon.net
925/324-5570 jim.defreeuw@intergraph.com
310/999-3433 jwalkley@atimsle.com
818/709-5885 bshukman@atimsle.com
October 1, 2011 / Page 10
Responses to Submitted Questions
Alameda County JMS RFP #900914
RFP Requirement Questions
#
Page
Section
6
3
A2
Sub
section
b
Requirement
Question
County Response
Ability to receive electronic
booking information from fieldbased devices
a. Please define the term
‘field based devices’.
a. Field based devices would
include mobile data products
(i.e., laptops) which connect
wirelessly to the County.
b. What data fields need to
be transferred?
c. Is interface real time or
batched?
7
3
A2
f
The JMS is integrated with
CRIMS (the countywide Intranet
browser-based software
application that serves as a
criminal justice information
portal, facilitating information
sharing among all participating
justice partners in Alameda
County. The software has been
designed using modern
technologies and practices,
promoting
inter-operability between a
variety of criminal justice
computer systems within and
outside Alameda County)
a. Please explain how you
would envision the
integration with CRIMS
working?
b. What data fields would be
transferred between the
CRIMS and JMS system and if
the interface is real time or
batched?
b. Electronic booking
information.
c. Real time.
a. See the Business Use Case
on Page 7 (under Intake).
b. The electronic booking
information would be
transferred in real time.
October 1, 2011 / Page 11
Responses to Submitted Questions
Alameda County JMS RFP #900914
8
9
3
3
A2
A2
g
h
The JMS is integrated with the
Electronic Medical
Accountability Records System
(eMARS), provided by PHS
corporation. Specifically, the
data captured on the
application’s “chrono” form (a
medical authorization for
medically necessary items in the
housing unit, e.g. an extra
mattress and pillow) must be
integrated into the new JMS
The JMS is able to conduct two
VINE extracts per day from AJIS
a. Please provide more
information about what data
from the Electronic Medical
Accountability Records
System (eMARS) will be
integrated into the new JMS.
b. Would the County please
provide a list of the data
fields that need to be
transferred and if the
interface is real time or
batched?
a. What Vine data is being
extracted from AJIS?
b. Would the county consider
storing the VINE data in the
JMS and eliminating the need
for an interface to AJIS?
10
4
A2
j
The JMS conducts a daily
pharmacy extract from AJIS and
provides data to the County’s
external provider (Maxor)
a. Since a record of the
inmate medicine is required
to meet the requirements on
page 50, would the county
consider providing the
pharmacy data stored in the
JMS to Maxor eliminating the
need for an interface to AJIS?
The County has provided a
sample ‘chrono form’ (see
Attachment 1) which defines
the data fields that would
need to be transferred in real
time.
Data exchange information
may be retrieved from the
VINE website at:
https://www.vinelink.com/vi
nelink/siteInfoAction.do?siteI
d=5001. The County would
evaluate storing the VINE
data in JMS as an alternative.
The County would evaluate
the option.
October 1, 2011 / Page 12
Responses to Submitted Questions
Alameda County JMS RFP #900914
11
4
A2
m
The JMS is able to receive
inmate location, disciplinary,
and appointment data from AJIS
and loaded by FTP to Waiter
a. Please explain how you
envision the integration
between AJIS and the JMS
working?
The County is preparing a
response to this question,
but may not be able to
publish the information prior
to the bid submission date.
b. What data fields would be
transferred between the AJIS
and JMS system and if the
interface is real time or
batched?
12
13
9
B2
a(51)
Hazard or Keepsafe warning
10
B2
c
10
B2
j
If JMS contains medical history
based on a prior record (or
records), the system shall alert
the user when a previous
dangerous condition has not
been recorded during the
current booking
Ability for system to generate a
bar code on the booking sheet
which represents a user-defined
7 digit number
c. What data fields would be
transferred between the
Waiter and JMS system and if
the interface is real time or
batched?
Please define the terms
‘Hazard or Keepsafe
warning’.
Please define the term
“dangerous condition”.
Is the 7 digit number defined
by an individual user or by
the system administrator?
Any hazards or warnings
which pertain to an inmate,
captured at the time of
booking.
An example of a “dangerous
condition” would be an
inmate prone to violence
against jail personnel.
The system administrator.
October 1, 2011 / Page 13
Responses to Submitted Questions
Alameda County JMS RFP #900914
14
11
B3
A(3)
Pending bail enhancements
Please define ‘pending bail
enhancement’.
15
12
B4
a
Can the county please direct
us to Appendix A?
16
12
B4
b
17
12
B3
e
18
14
B5
e
The proposed solution will
enable collection of intake
medical information (see
Appendix A)
The proposed solution conforms
with HIPPA regulations
regarding security and privacy
of medical data collection
When JMS has received an
amount of bail equal to the total
for all charges, the system shall
print a notice to release at the
holding area printer (if the
inmate has not been transferred
to a housing unit)
JMS shall allow the user to
modify the amount of default
receipts
19
15
B5
n
The property storage shall use
bar coding
technology
Please explain how you
envision bar coding being
used for property storage?
Bail enhancements are
increases in bail values as
determined by the Courts.
This requirement has been
deleted.
Please define ‘HIPPA’.
“HIPAA – Health Insurance
Portability and Accountability
Act”?
Would the County consider
an alternative method of
notifying holding area staff
which eliminates the reliance
on printers?
Correct.
Please explain what you
mean by alter the amount of
default receipts and when
this modification is carried
out?
Certain receipts may include
default dollar values, which a
user should be able to
override (in the current
environment, default values
cannot be modified).
Bar coding technology is
widely used for quickly
labeling bags of property in
storage facilities. Once
applied to a bag, the
movement of such properly
can be quickly monitored by
scanning it.
Potentially (depending on the
proposed alternative).
October 1, 2011 / Page 14
Responses to Submitted Questions
Alameda County JMS RFP #900914
20
17
B7
d(6)
The information on the
biometric identification unit is
generated concurrently with
the booking sheet. The number,
size, and content of any other
labels printed on the booking
sheet shall be user-definable
21
17
B7
d(7)
22
18
B9
a
Optionally: A passive radiofrequency
identification (RFID) tag built
into the unit
JMS shall allow for disposition
information to be entered into
the Master Name Index record
for an
inmate
B9
b
23
If the inmate is sentenced to
serve time in local custody, then
JMS shall have the ability to
calculate the release date,
considering credit for time
served, “good time” and “work
time” credits and debits,
percentage reductions and any
other sentence modifications
allowed by law, any court or
other lawful process. The
algorithm for this calculation
shall be user-maintainable and
definable
Please clarify what biometric
data is being stored on the
biometric identification unit
(wristband) and if the
biometric identification unit
uses the facial recognition
functionality (defined on
page 26) or another type of
biometrics?
Will providing this optional
functionality increase the
marks awarded to a bidder
response?
The County is interested in
the proposed solution’s
ability to fulfill this
requirement and has not
prescribed a specific
biometric data. The example
on Page 26 is a separate
requirement.
Given that the number of variations
to sentence calculation are limitless,
can we assume that the user
maintainability of the algorithm is
based on the current structure? (For
example credits are based on
certain number of days per month
or credits are based on a
percentage of the overall sentence
length) And that if subsequent
changes are required that are
outside of the current structure,
that it is understood that a change
order may be required. (For
example if the courts change the
aggregation logic for multiple
sentences which could impact the
credit/debit adjustments, that this
may not have been accounted for
and would require further
development.)
This requirement merely
requires that the MNI include
a field that reflects a
disposition code, defined
collaboratively by the vendor
and the County.
Yes, the algorithm would be
based on then-current
conditions.
No.
October 1, 2011 / Page 15
Responses to Submitted Questions
Alameda County JMS RFP #900914
24
22
C1
a
Utilizing the Live-Scan device, a
fingerprint technician shall be
capable of downloading
identification information on
any subject match to JMS. The
system should capture and
populate the JMS entry fields
for the following criteria:
Proposed application makes use
of facial recognition software
that is provided by the vendors
solution
25
26
C1
u
26
27
D1
b
Ability to populate inmate
records with information
downloaded from Criminal
Offender Record Information
(CORI) record
27
30
D3
A(6) and
(7)
28
34
E3
b(2)
Reclassification delay summary
report
(6) Initial classification delay
summary report
(7) Initial and reclassification
delay summary report
Running local wants and
warrant checks on visitors
Is the fingerprint data being
matched against fingerprint
data in the JMS or is it being
matched against another
AFIS system (Automated
Fingerprint Identification
system)?
Against an AFIS system.
Please explain how you
envision facial recognition to
be used in the application
and if it would only be used
on inmate images?
Please define the data
elements to be downloaded
and if the interface is real
time or batched?
See C1, v and w on Page 26
for more infomraiotn on the
use of facial recognition.
Would the county accept an
inquiry screen rather than a
report to meet this
functionality?
Please clarify how the data
on local wants and warrants
will be obtained?
CORI includes the inmate’s
criminal offender history in
real time (the County will
work with the finalist vendor
to identify specific data
fields).
Yes.
Such an inquiry would be
executed using the CLETS
interface.
October 1, 2011 / Page 16
Responses to Submitted Questions
Alameda County JMS RFP #900914
29
36
E4
d
JMS shall also find suitable
housing for inmate workers
Please explain the criteria
used to select suitable
housing?
30
41
F1
e(11)
Number of other persons to be
transported
31
46
H1
i
JMS will have the capacity to
handle the inventory and cash
ramifications of returns
Please explain if this is a
calculated field based on
inmate and staff assigned to
transport or a data entry
field?
Please explain if inventory is
being managed in the JMS or
in the Canteen system
referred to on page 4?
The list of suitable housing is
user-definable and would be
populated during product
configuration by the County.
The vendor’s solution only
needs to have the ability to
match user-defined housing
with inmate work programs.
Neither: it would be a
numeric field where users
could enter a number that
identifies the number of
people being transported.
Inventory is handled by
Canteen. The specification
should read: JMS will have
the capacity to handle cash
ramifications of returns
October 1, 2011 / Page 17
Responses to Submitted Questions
Alameda County JMS RFP #900914
46
H3
a
JMS shall keep records of all
purchases of OTC medications
by inmates. An inmate's
purchases of OTC medications
shall be recorded in his or her
medical record. It shall also be
incorporated in a report of all
purchases of OTC medications
by inmates and medical
services. The report shall be
organized by detention facility
and alphabetically by inmate.
The report shall be printed on a
user- defined cycle and at userdefined times
Please explain how medical
services issue OTC
medications to the inmate?
OTC purchases are made by
inmates (not issued to
inmates by medical services).
32
51
J1
d(1)
Ability to enter property that
has been booked into the police
RMS
Please explain how this
would differ from other
property items?
33
53
K1
a
Activity logs should
automatically derive
information from the RMS log-in
screen, including the following
information
Should this read JMS rather
than RMS?
Certain objects (i.e., a gun)
would be booked into the
Sheriff’s Office’s property
and evidence facility (not the
jail). Most property booked
into the jail would be
personal belongings which
are on the inmate at the time
of booking.
Yes.
If not, please explain how the
RMS logon details should be
passed to the JMS?
October 1, 2011 / Page 18
Responses to Submitted Questions
Alameda County JMS RFP #900914
34
53
K1
a(6)
Listing of all employees on-duty
and off-duty for exceptive
reasons
Please clarify where this
information is obtained?
35
53
K1
b
Equipment must be entered
into the officer’s log-in screen at
the beginning of each shift,
including:
Please clarify if the alarm
number and radio number
are manually entered and if
serial numbers/other
identifiers are captured for
the other items issued to
staff?
36
56
K1
c
Ability to assign security
controls to the equipment
inventory module.
Are items returned at the
end of the shift?
Please define the term
‘security controls’.
Conceptually, default
schedules would be entered
into JMS by jail staff on a
periodic basis.
Yes, they are entered
manually. All items are
returned.
Security controls would
include audit, access,
modification and deletion of
any parameters within the
inventory module.
October 1, 2011 / Page 19
Attachment 1 – Chrono Form
October 1, 2011 / Page 20
October 1, 2011 / Page 21
October 1, 2011 / Page 22
Attachment 2 – Bid Acknowledgement Form
RFP No. 900914, Addendum No. 1
The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the above
referenced RFP number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response.
Obligations assumed by such signature must be fulfilled.
1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections
printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFP. No alterations or changes or any
kind shall be permitted to the Bid Form. Responses that do not comply shall be subject to rejection in total.
2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid
Acknowledgement and state the reason you are not bidding.
3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFP, the prices quoted herein do not include Sales, Use or other taxes.
(b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose,
except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c) Amount paid for
transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the
shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the exempt character of the shipment.
(d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate.
4. Award: (a) Unless otherwise specified by the bidder or the RFP gives notice of an all-or-none award, the County may accept any item or group of
items of any bid. (b) Bids are subject to acceptance at any time within thirty (30) days of opening, unless otherwise specified in the RFP. (c) A valid,
written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance specified results in a binding contract
without further action by either party. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of
California.
5. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from
liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process,
patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.
6. Samples: Samples of items, when required, shall be furnished free of expense to the County and if not destroyed by test may upon request (made when
the sample is furnished), be returned at the bidder’s expense.
7. Rights and remedies of County for default: (a) In the event any item furnished by vendor in the performance of the contract or purchase order should
fail to conform to the specifications therefore or to the sample submitted by vendor with its bid, the County may reject the same, and it shall thereupon
become the duty of vendor to reclaim and remove the same forthwith, without expense to the County, and immediately to replace all such rejected items
with others conforming to such specifications or samples; provided that should vendor fail, neglect or refuse so to do the County shall thereupon have
the right purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any moneys due or that may there
after come due to vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the County. In the
event that vendor fails to make prompt delivery as specified for any item, the same conditions as to the rights of the County to purchase in the open
market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the
government. (b)Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the vendor. (c) The rights and
remedies of the County provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.
8. Discounts: (a) Terms of less than ten (10) days for cash discount will considered as net. (b) In connection with any discount offered, time will be
computed from date of complete, satisfactory delivery of the supplies, equipment or services specified in the RFP, or from date correct invoices are
received by the County at the billing address specified, if the latter date is later than the date of delivery. Payment is deemed to be made, for the
purpose of earning the discount, on the date of mailing the County warrant check.
9. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it
will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C.
Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising
from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and
become effective at the time the purchasing body tenders final payment to the bidder.
10. No guarantee or warranty: The County of Alameda makes any guarantee or warranty as to the condition, completeness or safety of any material or
equipment that may be traded in on this order.
THE undersigned acknowledges receipt of above referenced RFP and/or Addenda and offers and agrees to furnish the articles and/or services specified
on behalf of the vendor indicated below, in accordance with the specifications, terms and conditions of this RFP and Bid Acknowledgement.
Firm:
Address:
State/Zip
By:_______________ ________________________________________________ Date____________ Phone_____________________
Printed Name Signed Above:_______________________________________________________________________________________
Title:__________________________________________________________________________________________________________
October 1, 2011 / Page 23