TERMS OF REFERENCE:
APPOINTMENT OF SERVICE PROVIDER
TO SUPPLY, INSTALL, COMMISSION AND
MAINTENANCE OF A DEVELOPMENT
FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM
(INCLUDING COMMUNITY CORRECTIONS)
FOR THE DEPARTMENT OF
CORRECTIONAL SERVICES FOR A
PERIOD OF THREE (3) YEARS
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
TABLE OF CONTENTS
The Response must be clearly indexed as stipulated hereunder; please do not change the
numbering as this may disqualify your bid or suffer penalty thereof.
1
INTRODUCTION .................................................................................................................. 5
2
BACKGROUND .................................................................................................................... 5
3
LEGISLATIVE AND OTHER POLICY MANDATES ................................................................... 7
4
GOALS AND OBJECTIVES .................................................................................................... 7
5
DEVELOPMENT FRAMEWORK & PLATFORM DEFINITION ................................................. 9
6
SERVICES DEFINITION ...................................................................................................... 13
7
EVALUATION CRITERIA..................................................................................................... 20
Index
No
Item Description
5.
DEVELOPMENT FRAMEWORK & PLATFORM DEFINITION
5.1
Integrated Security
5.2
GPS and Location Services
5.3
Services-Oriented Architecture (SOA)
5.4
Open Standards and Best Practise
5.5
Open Database and Connectivity
5.6
Mobile Device and Applications Development
5.7
Process-centric Development
5.8
End User Experience
5.9
Extensibility and Customizability
Page
No
9
Page 2 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
Index
No
Item Description
5.10
Biometric Capability and Integration
5.11
Active Facility Modelling
5.12
Reporting Architecture Framework
6.
SERVICES DEFINITION
6.1
A centralized SOA and web services enabled application
6.2
A centralized database architecture solution
6.3
Data Integrity
6.4
User Access Security and Identity Management
6.5
Integrated Biometric Identification
6.6
Integrated Mobile Devices and/or Personal Digital Assistants
6.7
Integration/Interface with other Systems
6.8
Integrated business processes and business rules
6.9
Integrated Facilities Management
6.10
Data Migration
6.11
Reports Development
6.12
Infrastructure Requirements
6.13
Training and Skills Transfer
7.
EVALUATION CRITERIA
Page
No
13
20
Page 3 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
Index
No
Page
No
Item Description
7.1
DEVELOPMENT FRAMEWORK & PLATFORM
7.2
CONSULTING SERVICES
A. Consultant Resource Management Services
B. Development Framework Installation, Commission and Maintenance
Services
C. Systems Analysis and Architect Services
D. Systems Development / Programming Services
E. Reports Development Services
F. Database Administration, Support and Maintenance Services
7.3
DEMO OF DEVELOPMENT FRAMEWORK & PLATFORM
A. Presentation
B. Demo
ANNEXURE A: ABBREVIATIONS
Tables and Figures
Figure 1: DCS Admission Sample Process for Inmates............................................................. 35
Page 4 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
1
INTRODUCTION
1.1
The Department of Correctional Services (DCS) is seeking proposals for the supply,
install, commission and maintenance of a development framework, technology
platform and services to develop an Integrated Inmate Management System (IIMS)
solution including Community Corrections for a period of three (3) years
1.2
The objectives in terms of the development framework, platform and the services are:
1.3
To provide the capability to develop a bespoke IIMS solution
1.4
To offer the department an increased level of productivity for building enterprise
applications that are based on industry standards
1.5
Leveraging on a sound architecture, open standards and alignment with governmentwide enterprise architecture (GWEA) and Minimum Interoperability Standards (MIOS)
1.6
The ultimate output of this project is therefore a combination of the department’s
business policies, procedures, and processes, integrated software technologies,
consolidated server hardware and converged communications network infrastructure.
1.7
For the purposes of this terms of reference, the term inmate includes all inmates
detained in Correctional Facilities, both sentenced and unsentenced as well as all
persons in the system of Community Corrections.
2
BACKGROUND
2.1
The Department of Correctional Services’ (DCS) operating environment comprises of
approximately 243 Correctional Centres, 228 Community corrections offices, training
sites, 48 Management areas, 6 Regional offices and a centralised Head Office.
2.2
The DCS is a critical role player in the Criminal Justice System (CJS) and participates
actively in the structures and substructures of the Justice Crime Prevention and
Security (JCPS) Cluster.
2.3
The interaction between and among the JCPS cluster departments such as the
Department of Justice, the DCS, the South African Police Service, the National
Prosecuting Authority as well as the Judicial Inspectorate for Correctional Services (JICS)
requires sharing of information on a regular basis.
2.4
DCS also shares the information through published reports with its stakeholders such
as the non-governmental organizations, tertiary institutions and prisoner organizations.
2.5
The department’s current inmate management systems can largely be described by the
following process inefficiencies:
 Overdependence on manual processes
Page 5 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
 Information silos due to decentralised databases
 Insufficient information due to system functionality gaps
 Poorly defined business processes
 Slow reaction in adapting to changing business processes
 Lack of business rules in the system
 Lack of biometric identification
2.6
The Information and Communications Technology (“ICT”) infrastructure environment is
currently a distributed architecture with few or limited centralization and integration
capabilities.
2.7
The need for an Integrated Inmate Management System (IIMS) is as a result of the
dynamic business requirements facing the department and the JCPS environment
within which it interacts and operates.
2.8
The purpose of the DCS Integrated Inmate Management System development strategy
is to optimize across the DCS business environment the often fragmented legacy of
processes (both manual and automated) into an integrated environment that is
responsive to change and supportive of the delivery of the business strategy, the
political and legislative mandates.
2.9
The ICT systems in place are categorised into core, support and decision-making
systems. The core inmate management systems are built on a Magic/UniPaas
application development platform, with Microsoft SQL Server 2000 and/or 2005/8 as
the database backend.
2.10 The department has in operation MS Active Directory (AD) as its domain network
directory service, which tightly integrates some of its business applications for
authentication and authorization.
2.11 MS Office 2007/10 is used as a standard user productivity suite by all members who
have access to laptops and desktops
2.12 The relational database management systems that are used and in which database
applications are developed are:
 MS SQL 2000, 2005, 2008 and 2012
 Oracle 12c
Page 6 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
3
3.1
LEGISLATIVE AND OTHER POLICY MANDATES
Constitutional Mandate
3.1.1 The Constitution of the Republic South Africa (Act 108 of 1996),
3.2
Legislative Mandates
3.2.1 Correctional Services Act 1998 (Act No. 111 of 1998),
3.2.2 Criminal Procedure Act, 1997(No. 51 of 1977)
3.2.3 Child Justice Act (Act No. 75 of 2008)
3.2.4 The Promotion of Administrative Justice Act, (Act 3 of 2000)
3.2.5 The Health Act (Act No. 61 of 2003)
3.2.6 The Mental Health Care Act (Act No. 17 of 2002)
3.2.7 Prevention and Combatting of Torture of Persons Act (Act No.13 of 2013)
3.3
Other Policy Mandates
3.3.1 The White Paper on Corrections in South Africa, 2005
3.3.2 The White Paper on Remand Detention Management in South Africa
3.3.3 National Development Plan Vision 2030
4
GOALS AND OBJECTIVES
4.1
The goal of this bid is to acquire the development framework, platform and services for
the IIMS project to implement a centralized inmate database, and agile inmate
management solution for use and benefit of the department as well as the JCPS cluster.
4.2
The Development Framework & Platform seeks to achieve the following objectives:
4.2.1 Integrated security
4.2.2 GPS and location services
4.2.3 Service-Orientated Architecture (SOA)
4.2.4 Open standards and best practice
4.2.5 Open database connectivity
4.2.6 Mobile device applications development (PDAs, mobile phones and tablets
specifications)
Page 7 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
4.2.7 Process-centric development capability
4.2.8 End user experience (e.g. wizards, online support, navigation, process flows,
notifications and alerts, enterprise intelligence, etc.)
4.2.9 Extensibility and customizability
4.2.10 Biometric capability and integration (e.g. fingerprint, iris, facial recognition, etc.)
4.2.11 Active facility modelling (Graphical)
4.2.12 Reporting Architecture Framework
4.3
The services will seek to achieve the following objectives:
4.3.1 A centralised, SOA and web services enabled application
4.3.2 A centralised database architecture solution
4.3.3 Data Integrity
4.3.4 User access security and identity management
4.3.5 Integrated biometric identification, primarily fingerprints
4.3.6 Integrated Mobile devices and/or Personal Digital Assistants
4.3.7 Integration/interfacing with other systems
4.3.8 Integrated business processes and business rules;
4.3.9 Integrated Facilities Management
4.3.10 Data Migration
4.3.11 Location Management (GPS co-ordinates, google maps)
4.3.12 Reports Development
4.3.13 Infrastructure Requirements
4.3.14 Training, Knowledge and Skills Transfer
Page 8 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
5
5.1
DEVELOPMENT FRAMEWORK & PLATFORM DEFINITION
Integrated security
5.1.1 The platform must be able to integrate with Active Directory (AD).
5.1.2 The user management functionality must enable the creation of system users, user
roles and the assignment of permissions to user roles.
5.1.3 This enables a flexible environment where users only have access to required system
functionality.
5.2
GPS and location services
5.2.1 Solution must have ability to display interactive location maps (e.g. Google Maps), and
manage general mapping and location mapping requirements.
5.2.2 It should also be possible to search an address, click on the target area to
automatically retrieve and populate GPS co-ordinates (latitude and longitude) in the
application, and vice-versa
5.2.3 Solution must have a service capability to calculate distance between two places,
when required
5.3
Service-Orientated Architecture (SOA)
5.3.1 The solution must implement a SOA. This means that a service bus must exists, which
enables web-service-based communications between components of the solution
framework and third-party solution components.
5.4
Open standards and best practice
5.4.1 Solution must promote industry open standards and best practise so as not to “lockin” DCS into a single service / product provider
5.5
Open database connectivity
5.5.1 The industry standard relational database management systems are used as the
central database for the entire system.
5.5.2 The major advantage of this architecture is that it ensures that only one version of
every data record is stored in one database. The major disadvantage is that in the
case of network failure, client applications cannot continue executing as they do not
have access to the database.
5.5.3 To enable client applications to continue to deliver critical business processes, the
framework must have the ability to connect to a local data-store.
Page 9 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
5.5.4 This local data-store does not contain the full data-set, but only enough data to
enable it to perform the critical business processes.
5.5.5 The content of this local data-store is updated from the central data-store
automatically and also local transactions performed when the network is down, are
trickled back to the central data-store automatically, once connectivity has been
restored.
5.6
Mobile device applications development (PDA’s (spec))
5.6.1 Enable development of mobile applications for handheld devices such as personal
digital assistants, enterprise digital assistants or mobile phones.
5.6.2 These applications can be delivered as web applications using server-side or clientside processing
5.7
Process-centric development capability
5.7.1 Business processes management is the functionality that must enables users to define
a complex sequence of tasks, graphically using an extension of the modelling
notation.
5.7.2 The tasks that make up a business process may be system or user tasks. System tasks
are executed by the business process execution components of the system. User
tasks are placed in the user's inbox and executed by the user indicating that he is
starting the task and then completing the task.
5.7.3 A business process may include any number of system tasks and user tasks assigned
to any number of different users. This must allow for the extension of system
functionality without having to code a new version of the application and deploy it.
5.8
End user experience – The system must have the following for users:
5.8.1 Wizards, online support, navigation, process flows, notifications and alerts, enterprise
intelligence, etc.
5.8.2 Messaging: The message system enables users to send a message to a single user or a
group of users. Messages may contain references to application business objects,
which enables the recipient to open the referenced object in the application.
Messages must be forwarded out of the system to email, SMS or other destinations.
5.8.3 Notifications: This is a customizable mechanism that enables the components of the
system to send messages to users or groups of users. A typical use of this functionality
is to have the system monitor itself and report issues to system administrators.
Page 10 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
5.8.4 Inbox: The inbox functionality enables an environment where tasks assigned to users
are visible to the user, in a typical inbox user interface. This inbox user interface
enables the user to act on the task and to indicate to the system what this action is,
for example tasks may be started, paused, completed, aborted, reassigned, etc.
5.8.5 Calendar: Users and other business objects, such as facilities or inmates, may each
have an individual calendar. These calendars makes visible important dates for each
business object and also allow tasks to be performed; an example would be that a
court date for an inmate could be entered which would trigger a business process to
create an inbox task for the responsible user, a couple of days in advance of the court
date.
5.9
Extensibility and customizability
5.9.1 The extensibility and customizability of the platform and framework must have the
following capabilities:
5.9.2 Business Objects: The framework must enable developers to code new business
objects, this is typically done when requirements definition demand that new
business objects be managed by the system or on addition of custom business
objects. This must enable the creation of business objects while the system is
deployed and running.
5.9.3 Business Object Life-cycle functionality must enable users to define the life-cycle
states for each business object. This definition must be done graphically in the form of
a state diagram. The life-cycle modeller must allow sub-states to exist, these states
and events are data and are defined while the system is deployed and running. The
current state and history of state changes for each business object instance is
reportable data. On each state transition a business process may be executed. These
business processes may be defined or modified while the system is deployed and
executing.
5.9.4 Scheduled Business Object Events: The scheduled business object event functionality
must allow users to define calendar based events for specific business object
instances. These events may be recurring and they may depend upon data contained
in the business object.
Page 11 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
5.9.5 Updates: The system's architecture must contain a couple of management services
that specifically handles deployment of the system's line-of-business services and
client workstations. This must enable new versions of a client application to be
effortlessly deployed, even if client application are running at various workstations
across the department. Each must receive specifically targeted communication
updates to inform it that a new version of the application or module has been
deployed and that current activity can be resumed after the upgrade.
5.9.6 Ownership of all DCS related customizations of the Development framework and
platform, extents, intellectual property and source code will remain with DCS.
5.10 Biometric capability and integration
5.10.1 For example fingerprint, retina, facial recognition, etc.
5.10.2 Requires a central biometric database capable of servicing multiple systems requests
for inmate identity (enterprise level)
5.10.3 Requires also localised replications and/or smart client capability for performance
optimization reasons
5.11 Active facility modelling (Graphical)
5.11.1 The framework must be able to View facility floor plans in 2D or 3D for utilization
during process execution
5.12 Reporting Architecture Framework
5.12.1 The framework must have built-in reports design and development capability which
are coded by developers and are not user-modifiable. The content of these reports
will be controlled by the use of the filters and these reports enable drill-down into the
underlying data. Reports can be automatically generated by user defined business
process or scheduled event. Reports can be saved as various types of files e.g. Excel,
pdf etc., sent via email or printed.
5.12.2 Filters and Look-ups: the framework must be able to provide the filter and look-up
functionality that enables users to find data in the system. A filter is a user interface
that displays attributes of the type of business object searched for.
5.12.3 The user may then enter data in more than one attribute and all matching records are
retrieved from the database. The look-up must be visible as the top-row inside the
grid and it allows the user to enter a value in one or more columns which then further
filters the data displayed.
Page 12 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
6
6.1
SERVICES DEFINITION
A Centralized SOA and web services enabled application
6.1.1 Single capture of information pertaining to inmates, persons awaiting trial under
supervision, probationers, day parolees and parolees
6.1.2 All DCS correctional centres and community corrections offices must be able to access
a single data source to obtain a single view of the individual or inmate in concern.
6.1.3 Capability to work in off-line mode
6.2
A centralized database architecture solution
6.2.1 The centralized database architecture will ensure access by all authorized
administrative levels to share common data and other inmate related information in a
seamless integrated platform in real time.
6.2.2 Capability to store biometric and basic persons information locally with
synchronization to the central database
6.3
Data Integrity
6.3.1 Quality of data captured must be assured at source on first capture.
6.3.2 Referential integrity is one of the key principles of database design, ensuring
complete and unambiguous inmate information.
6.3.3 It is critical for DCS management to trust that information drawn from the system is
reliable and accurate.
6.3.4 Data capture errors and duplicates must be eliminated or kept to the minimum,
allowing for field and record levels validation and compliance with business logic,
processes and rules.
6.4
User Access Security and Identity Management
6.4.1 Enable access to the system by authorized users only to authorized content and
applicable navigation
6.4.2 User authentication is enforced by the department’s security standards and policies
as well as integration with directory servers, identity management solutions and
biometric identification
6.4.3 Capability for biometric authentication of users
Page 13 of 41
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TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
6.5
Integrated Biometric Identification
6.5.1 DCS often relies on warrant information from SAPS for the capture of an inmate
identity upon admission. However, the warrant and other SAPS/DoJ documentation
do not always guarantee the true identity of the inmate.
6.5.2 Inmates returning to DCS facilities are not always easily identifiable and recognized as
such, as a result new records are created instead of updating the existing records.
This creates duplication of records and identities of the same person in the database.
6.5.3 A biometric solution is sought to deter false identity incidents and thus eliminate
duplicate records, duplicate identities and erroneous inmate release i.e. escapees.
6.5.4 Also, to facilitate tracing of absconders who are readmitted into the correctional
system. It should essentially afford accuracy and efficiency to the process of
identification of inmates
6.5.5 Primarily, fingerprints validation for the biometric solution is required. Fingerprint
identification is considered to be very accurate and unique to any person.
6.5.6 In addition, a facial photo and body marks of the inmate shall be taken. The system
must be able to keep the history of an inmate’s facial photo images
6.5.7 The system should make provision for other types of biometric identification in
addition to fingerprints such as retina and facial recognition
6.5.8 The biometric identity of the inmate shall link, at the very least, all alias names and
duplicate records (where exists) of the inmate; and report these as such.
6.5.9 Biometric identity verification must be possible through interfacing with Home Affairs
6.5.10 Integration with the IJS Hub, specifically through to the Department of Home Affairs,
SAPS and the Criminal Records Centre, will utilize the inmate’s fingerprint as a unique
identifier and results returned may show various identities of the inmate at different
sources. The IIMS must be enabled to capture this profile of the individual.
6.5.11 A visitation module (for inmate’s visitors) must be developed, also with the ability to
capture, identify and match the visitor’s fingerprints. The visitor’s profile shall
therefore be maintained for improvements in the related service delivery to the
community, but also for security reasons
Page 14 of 41
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TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
6.6
Integrated Mobile devices and/or Personal Digital Assistants
6.6.1 Convenience with innovative and smarter technology is key, with mobile devices that
interface securely to business applications and related data
6.6.2 This includes the hardware components, portable application and host integration
software, professional services, consumables and all peripheral requirements in
assuring service delivery
6.6.3 Portable and mobile integrated biometric devices for supporting specific business
processes e.g. inmate / offender identification, roll calls, lock and unlock, releases,
monitoring visits to offenders that are subject to Community Corrections, rapid
response upon parole/probation conditions violations, etc.
6.6.4 It is specially required that client lock-in to a single brand be avoided at all costs. The
bidder must propose an architecture solution that can accommodate and translate
multiple brand devices having met a standard specification or integration
requirement. Biometric hardware and software must be open source compliant
6.6.5 An image resolution of 500 dpi is a preferred requirement for fingerprints, and device
options must include both single and multiple fingerprint scan and capture
6.6.6 Biometric devices must be able to withstand the toughest law enforcement operating
environment with minimal maintenance, yet providing accurate high-resolution
fingerprint scans in virtually any environment
6.6.7 Also, must have durability, shock resistant, live finger detection, operates in direct
sunlight, with dry and dirty fingers, and easy to integrate with other IIMS devices and
application systems
6.6.8 OS support: Windows 7, Linux, iOS and Android 4.0 minimum and later versions
6.7
Integration/interfacing with other systems
6.7.1 It is required that IIMS architecture and its applicable solution components has
integration capabilities that comply with international standards, specifically with the
Government-wide Enterprise Architecture (GWEA) principles and Minimum
Interoperability Standards (MIOS)
6.7.2 The following departmental systems, (list non-exhaustive and not limited to), are key
primary considerations for the IIMS solution requirements
 Integrated Justice System (IJS) hub
 Electronic Document Management System (EDMS)
Page 15 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
 Enterprise Architecture (EA) SOA
 MS Active Directory
 Sexual Offences Register (DOJ)
 Victim Information (DSD)
 Electronic Monitoring (EM) system
 Inmate Cash Management System
 Legacy core business applications (i.e. A&R and CommCorr for interim inmate data
transfers between IIMS and non-IIMS enabled centres during the transition period)
 Other subsidiary or business support systems like health, pharmacy, facilities,
production workshops, education and skills development.
6.8
Integrated business processes and business rules
6.8.1 At the minimum, the department’s core business processes and policies are
embodied in its existing Admission & Release (A&R) and Community Corrections
(CommCorr) systems, and their respective subsidiary system modules, which shall be
made available to the successful bidder upon request for further requirements
analysis and interrogation
6.8.2 The following processes underpin the department’s core value chain of admission,
detention and release of inmates, parolees and probationers:
 Admission and release of remand detainees, sentenced offenders, awaiting trial
persons under supervision and probationers
 Assessment, Sentence Planning, Rehabilitative programmes and other services
 Pre-release and placement of offenders under Community Corrections (including
probationers, day parolees and parolees)
Page 16 of 41
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TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
6.8.3 The department requires a business process-centric systems architecture and design
that can ensure that the IIMS is built to accommodate the dynamic needs and intent
of the business users, and
6.8.4 To create an architecture that employs a business rules engine based upon processes
responding to business events
6.8.5 The ability to store and manage a business rules repository that is integrated with the
functioning of the application systems is also very important
6.8.6 The ability to record and report on performance management areas aligned to the
department’s key performance indicators (KPI’s) related to its mandate and the crime
prevention, justice and security cluster (CPJS)
6.8.7 The business process focus is important throughout the entire system lifecycle, and
forces a continuous awareness on everyone participating in its development,
enhancement and support, of the department’s strategies and objectives, as well as
the National Development Plan (NDP)
6.9
Integrated Facilities Management
6.9.1 Ability to capture facility’s physical layout and integrate into the system’s business
processes
6.9.2 Solution to build and configure inmates’ housing units as well as track inmate
movements around a facility
6.9.3 Ability to calculate inmate population and display density areas graphically utilizing
various parameters and display options
6.9.4 Can also be used to calculate bed space (i.e. accommodation) available and
overcrowding scenarios
6.10 Data Migration
6.10.1 The department comprises of approximately 243 Correctional Centres and 228
Community Corrections offices each running an independent instance of the Magic
Software’s Magic8/UniPaas development platforms of core business systems, on a MS
SQL Server 2000/5/8 R2 database platforms
6.10.2 It is required that the successful bidder performs a data intake of inmates and
offender information from the last 5 years from the existing legacy core business
applications into the central IIMS data store upon activation of the corresponding
correctional centre or community corrections office on IIMS platform
6.10.3 All active inmates data must be migrated even if it is more than 5 years old
Page 17 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
6.10.4 Data cleansing shall be the responsibility of the department
6.10.5 Upon migration of data from the legacy core applications, and subsequent to the
activation of the corresponding correctional centre or community corrections office
into IIMS, the legacy core business application database must be archived in a central
data store for future audits and information enquiries
6.10.6 It is required that IIMS build an enquiry and data transfer layer with the centrally
archived legacy core business database for subsequent ad hoc queries and data
movements to the IIMS datastore
6.10.7 The legacy core business application, its database and hosting hardware platform are
to be decommissioned with immediate effect upon a successful data migration
6.11 Reports Development
6.11.1 Standard reporting according to business requirements and related operations is
required, and an unlimited number of these custom reports must be considered and
form part of the implementation throughout the contract period
6.11.2 The existing core business applications’ standard reports shall be the basis of inputs to
the reporting requirements, and these are in excess of 200+ combined.
6.11.3 The solution must also integrate or align with the current management information
system (MIS) reporting requirements during the transition period. A central MIS
database is currently being maintained, runs on a MS SQL Server 2008 R2 database
platform
6.12 Infrastructure Requirements
6.12.1 The Department is hosting all its applications at a centralized data-center in SITA
Centurion.
6.12.2 The hosting service provides for a virtualized solution for all application systems used
within the Department.
6.12.3 The Department is in the process of migrating all its database platforms onto Oracle
database.
6.12.4 The procurement of the Oracle database licenses, or any other database licenses, is
the responsibility of the Department.
6.12.5 The procurement of the physical infrastructure, specifically the biometric scanners
and equipment, PC/Workstations, mobile devices, servers and network hardware
components, is the responsibility of the Department.
Page 18 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
6.12.6 The bidder must include in the bid response and pricing all applicable appliances and
devices specific to the development framework and platform, and necessary for the
development and test environments. The server and network components are
excluded as these shall be the responsibility of the department.
6.12.7 Such applicable appliances and devices, shall be the property of the department
subject to approval and acceptance by DCS.
6.12.8 Non-acceptance of appliances and devices, for whatsoever reasons, recommended
for the development and test environments, irrespective of payments already
effected for purchase thereof, shall be subjected to a refund by the bidder and a
credit note thereby submitted to DCS.
6.13 Training, Knowledge and Skills Transfer
6.13.1 Technical training and skills transfer of the platform/framework must be conducted.
6.13.2 Training manuals and materials to be provided by the successful bidder.
Page 19 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
7
EVALUATION CRITERIA
DCS requires a development framework, platform and services to develop an integrated
inmate management solution (IIMS), including Community Corrections, for a period of three
(3) years. Only companies with the ability to provide a software development framework
and resources that meets the minimum requirements specifications mentioned hereunder
will be considered.
NB: The Response must be clearly indexed as stipulated herein; please do not change the
numbering as this may disadvantage you during the bid evaluation process.
The format below must be utilized in the response. Please obtain electronic copies from the
department’s procurement unit for ease of response capture.
7.1
DEVELOPMENT FRAMEWORK & PLATFORM
7.1.1 The bidder must provide a list of not more than five (5) trade references in the past
5 years where the proposed Development Framework, or components thereof, was
implemented bearing:
i.
Client name, contact details and letter of recommendation
ii.
Status of the job or project, i.e. completed, ongoing, or pending
iii.
Period of engagement and year the contract was awarded
iv.
Nature of Engagement (Job / Contract / Project description)
Substantiate:
Client Name
Details
and
Contact
Status
Nature of Engagement (Summary)
(Period)
e.g. Completed
(1990 to 2000)
Page 20 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
7.1.2 What development technologies are supported by the Development Framework &
platform? Elaborate in detail.
Substantiate:
7.1.3 Can the Applications developed on the framework run on different hardware and
OS platforms?? Elaborate in Detail.
Substantiate:
7.1.4 The Application Development framework/platform must support different kinds of
applications (including mobile, Web etc.) and be consistent such that the same
tools and skills are utilized in creating the different application types that can run in
diverse hardware and OS environments. Explain in detail how your platform
supports this requirement.
Substantiate:
7.1.5 Explain the security management capability of the framework
Substantiate:
Page 21 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
7.1.6 Describe the Application Framework/Platform and elaborate on its components
and services.
i.
Minimize on the marketing material and focus mainly on the practical
requirements of DCS.
Substantiate:
7.1.7 Describe the interoperability capabilities of the framework or applications
developed on the framework (standards based)
Substantiate:
7.1.8 Do applications or enhancements developed after deployment to a user
environment need code re-compiling? How does code execution in the context of
the business process efficiencies afford greater performance and client user’s
speed of delivery satisfaction
i.
Demonstrate a process-centric application development, focusing on how quick
and easy it is to deploy new logic to a live end user environment
ii.
How visible is the code syntax to the developer when effecting a process logic
change? For example, is the framework more of hard code development,
declarative, graphical, parameterized configuration or process modelled? Please
provide snapshots.
Substantiate:
Page 22 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
7.1.9 Describe the Framework components providing GPS and/or map location services.
How are they built into or integrated with the framework
i.
For example, integration of Google Maps in a system application
ii.
Detail a scenario of how such location maps services may be used in an application
system
Substantiate:
7.1.10 Describe the Framework components providing mobile applications development
services. How are they built into or integrated with the framework
i.
For example, compatibility with iOS, Android and Windows devices in a system
application
ii.
Detail a scenario of how such mobile application services may be used in an
application system, with special focus on Personal Digital Assistants (PDA’s) and
smartphones
Substantiate:
7.1.11 Describe the Framework components providing biometric device capability. How
are they built into or integrated with the framework
i.
For example, fingerprint identification in a system application
ii.
Detail a scenario of how such biometric services may be used in a centralized,
distributed and localized computer environments
iii.
The DCS requires centralized biometric services having the capability to replicate
Page 23 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
itself at local data-stores for network performance and other process optimisation
purposes.
Substantiate:
7.1.12 Describe the Framework components providing central biometric server and the
fingerprint scanners devices. How does the Framework mitigate for the “locked-in”
into a single brand, single service provider or manufacturer
i.
Can one use multi-brand biometric scanner devices without being compromised to
a lock-in with a specific service provider?
ii.
Describe such an architecture, if possible, its integration with the Framework
Substantiate:
7.1.13 Please elaborate on the Framework’s reports development environment and its
architecture
i.
Does the Framework provide standard, operational reports development out-ofthe-box, or recommend a 3rd party tools
Substantiate:
Page 24 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
7.2
SERVICES
The purpose of the services component is to support the head of department, senior
management and the other users in the department in the efficient and effective utilisation
of information and information technology as strategic resources to enable them to execute
their functions efficiently and effectively. Also, to assist manage the information technology
function of the department and to ensure the establishment of sound information
management systems.
Availability of the proposed resources must be stated as either or combination of the
following:
i.
Immediate (i.e. initially and less than 3 months) /
ii.
Short-term (3-6 months) /
iii.
Long-term (6-18 months) /
iv.
Subject to Need and/or Ad hoc Requirements /
v.
Full-time/
vi.
Part-time
A.
Consultant Resource Management Services
7.2.1 Describe and propose a resource management framework. Bidder must supply a
full-time resource manager and other service administration services, as may be
required
i.
to manage bidder’s Development Framework, consultant resources, including
their human resource administration, billing and performance management
ii.
supply a primary contact between the bidder’s executive management or
company, DCS project and executive sponsor management and the bidder’s
consultant resources
iii.
have the dedicated and full-time resource manager allocate tasks accordingly to
the consultants, maintain a work allocation schedule, manage their individual
deliverables and report weekly/bi-weekly/monthly of key performance areas
Page 25 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
iv.
consult and provide technical advisory to the DCS (GITO) in all areas of systems
development framework
v.
only one(1) resource is required to fulfil the services of a full-time resource
manager
Substantiate:
7.2.2 The bidder must provide a high-level project plan, attach a sample Work-Breakdown
Structure (WBS) in Microsoft Project, including a Gantt Chart, for the installation
and configuration of the proposed Development Framework customized to the DCS
environment and responsive to the bid requirements specified herein.
i.
Please detail all phases; related activities; deliverables and estimated timeframes.
ii.
Acquisition, Initiation and Planning activities commencing shortly and completing
within three (3) months after the Service Level Agreement signoff
iii.
State clearly the provision and deployment of respective resources according to
the proposed Development Framework and the Services as defined and
responded to in this bid.
iv.
Completion and sign-off acceptance of the Development Framework earliest
possible in the first year, to begin customization of the framework for the IIMS
development
Substantiate:
Page 26 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
7.2.3 The bidder must supply name(s) with CV’s or resume of the resource management
services candidate(s), having a considerable combination of the following:
i.
Minimum of ten (10) years of IT and business or industry work experience, with at
least three (3) years of leadership experience in managing multiple, large, crossfunctional teams or projects, and influencing senior level management and key
stakeholders
ii.
Resource(s) should have excellent understanding of the following key areas:
Programming languages, SDLC methodology, centralized and distributed
application architecture, web and mobile application development, Serviceoriented Architecture (SOA), Microsoft and Open Source (OSS) technologies,
Database management systems, integration technologies, program and project
management, innovative thinking, analytical, interpersonal understanding,
problem solving, time management skills, strategic and conceptual orientation.
iii.
Three contactable references for each, where applicable, must be supplied
iv.
Detailed CVs or Resumes may be supplied as Annexures. Bidders must complete
accordingly the table format prescribed below.
Substantiate:
Name & Surname
No
(Availability)
Provide Short Summary of
Relevant Experience,
Certifications & Qualifications
Contactable References
1.
2.
3.
Page 27 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
B.
Development Framework Installation, Commission and Maintenance Services
7.2.4 The bidder must provide a methodology and/or approach for the planning,
preparation and development of a skills and knowledge transfer plan to DCS for the
bidder’s customized Development Framework.
i.
Develop a technical team training strategy and plan
ii.
Design a skills and knowledge transfer schedule, plan and co-ordinate training
workshops and/or hands-on job experience on the Development Framework for
the DCS technical development personnel
iii.
Develop end user training tools, methods and online help videos, etc.
Substantiate:
C.
Systems Analysis and Architect Services
7.2.5 The bidder must supply name(s) with CV’s or resume of the systems analyst,
specialist and/or solution architect candidate(s), having a considerable combination
of the following:
i.
Minimum of seven (7) years each of IT and business experience
ii.
For installation, configuration, administration and maintenance of the proposed
development framework and platform
iii.
Liaise with developers and various end users to ensure technical compatibility and
user satisfaction
iv.
Liaise with stakeholders to conduct functionality, technical and business overview
Page 28 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
of proposed solutions
v.
Oversee the work of the programmers or technical development teams
vi.
Oversee data migration (SQL Server to ORACLE) services and measurable outcomes
vii.
Interface design development
viii.
Biometric system database installation, administration and maintenance
ix.
Biometric identification integration and interfacing
x.
Minimum of four (4) full-time senior resources is required to lead, design and
provide the development framework administration, business analysis, systems
design and development, mobile applications development, integration, and
biometric identification database administration services and management
xi.
Three contactable references for each, where applicable, must be supplied
xii.
Detailed CVs or Resumes may only be supplied as Annexures. Bidders must
complete accordingly the table format prescribed below.
Substantiate:
Name & Surname
No
(Availability)
Provide Short Summary of
Relevant Experience,
Certifications & Qualifications
Contactable References
1.
2.
3.
Page 29 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
D.
Systems Development / Programming Services
7.2.6 The bidder must supply name(s) with CV’s or resume of the Development
Framework systems developers, and/or analyst programmer candidate(s), having a
considerable combination of the following:
i.
Minimum of three (3) years each of IT and the proposed Development Framework
experience
ii.
Resource(s) are required for the Development Framework customization,
development and maintenance of the IIMS
iii.
Solid understanding of software development technologies and platforms
iv.
Systems analysis skills is essential
v.
Design and development of system according to business requirements
vi.
Experience in ability to translate business, functional and technical specifications
to build required application modules
vii.
Minimum of ten (10) full-time technical resources is required to design and
provide development services for the build, test and deployment of IIMS on the
proposed Development Framework and platform.
viii.
ix.
At least one contactable reference for each, where applicable, must be supplied
Detailed CVs or Resumes may only be supplied as Annexures. Bidders must
complete accordingly the table format prescribed below.
Substantiate:
Name & Surname
No
(Availability)
Provide Short Summary of
Relevant Experience,
Certifications & Qualifications
Contactable References
1.
Page 30 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
2.
3.
E.
Reports Development Services
7.2.7 The bidder must supply name(s) with CV’s or resume of the Development
Framework systems report developers candidate(s), having a considerable
combination of the following:
i.
Minimum of one (1) year each of IT and the proposed Development Framework
reports development experience
ii.
Resource(s) required for the Development Framework customization, development
and maintenance of the IIMS operational reports
iii.
Minimum of three (3) full-time technical resources is required to design and
provide reports development services for the build, test and deployment of IIMS
on the proposed Development Framework and platform.
iv.
At least one contactable reference for each, where applicable, must be supplied
v.
Detailed CVs or Resumes may only be supplied as Annexures. Bidders must
complete accordingly the table format prescribed below.
Substantiate:
Name & Surname
No
(Availability)
Provide Short Summary of
Relevant Experience,
Certifications & Qualifications
Contactable References
1.
Page 31 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
2.
3.
F.
Database Administration, Support and Maintenance Services
7.2.8 The bidder must supply name(s) with CV’s or resume of candidate(s) on the
proposed Development Framework database administration, support and
maintenance, having specialist work experience in Oracle and Microsoft SQL Server
database platforms, having also a considerable combination of the following:
i.
Minimum of three (3) years each of IT and database management, support and
maintenance work experience
ii.
Resources(s) are required for the Development Framework customization,
development and maintenance of the IIMS inmate data management and
biometric services
iii.
For data migration services, the legacy core business applications are currently
running on MS SQL Server database platforms.
iv.
Proven experience and/or training of working on Oracle 12c or later
v.
Physical design of the database, creating and maintaining of the Oracle 12c
database
vi.
Monitoring and advise on the effective use of the RDBMS and related tools for
optimizing the database query access
vii.
Minimum of two (2) full-time DBA resources is required to design, install and
provide Oracle 12c database administration services for the build, test and
Page 32 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
deployment of IIMS on the proposed Development Framework and platform.
viii.
ix.
Three contactable references for each, where applicable, must be supplied
Detailed CVs or Resumes may only be supplied as Annexures. Bidders must
complete accordingly the table format prescribed below.
Substantiate:
Name & Surname
No
(Availability)
Provide Short Summary of
Relevant Experience,
Certifications & Qualifications
Contactable References
1.
2.
3.
Page 33 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
7.3
DEMO OF THE DEVELOPMENT FRAMEWORK & PLATFORM
7.3.1 The bidder shall be required, subject to having met the qualifying criteria of the
mandatory bid requirements, and having successfully met the minimum threshold
requirements of 7.1 Development Framework & Platform and 7.2 Services above,
notwithstanding all other evaluation criteria, to make a technical demonstration and
presentation of its Development Framework & Platform customized and optimized to
DCS specifications set out herein below.
7.3.1.1 Process Based Development (Demo process flow probably through wizards or
graphics as process is executed)
7.3.1.2 Biometrically Verify the Identity of an individual at the different points specified.
7.3.1.3 Also use Biometrics to track the movement of an individual through the Correctional
Centre (as outlined below)
7.3.1.4 Ease of Data Capture (User Experience) - show the navigational features of the
framework, including user authorization profiling capability
7.3.1.5 The basic application of the security/authentication capability
7.3.2 The presentation and demo of the development framework/platform must be made
in the context of the DCS business processes and requirements, given the
understanding of the DCS business as outlined in the introduction, background,
legislative and other policy mandates, as well as the goals & objectives sections of this
bid document.
7.3.3 A sample DCS business process scenario is depicted below, bidders are required to
reference this process scenario in order to build, customize and demonstrate their
development framework and platform capabilities.
7.3.4 The process herein depicted is a subset of the DCS Remand Detainee ADMISSIONS
process. It is critical for the bidder to understand and demo the process flow (key
steps) below as it is part of the evaluation criteria.
Page 34 of 41
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TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
ADMISSION – Receive and Register Remand Detainee From Court
DCS Admission Official
Start
Biometrically Verify Inmate
(Identify via Fingerprint Scan)
Inmate Exists on
Database?
YES (Re-Admission)
Display and Review Biometric
Details and Update if Necessary
NO (New Inmate/Register)
Perform Biometric Enrolment
(Enrol 10 Inmate Fingers while concurrently the
system generates a unique RegistrationNumber for this set fingerprints)
(e.g. if Inmate needs a NEW Photo)
Take Inmate Photo
Display and Review Personal
Details and Update if Necessary
(e.g. if Warrant has a Different Name
Add Alias)
Display and Review Warrant
Details and Update if Applicable
(e.g. if Warrant has a NEW Court Date
or Case-No or A NEW additional
Warrant)
Capture Personal Details
(Name and Surname, DOB, Age, Nationality,
Population Group, Gender, Marital Status)
Capture Warrant Details
( Court Case-No, Court Name, Next-CourtDate, Crime Description, Police CAS-No,
Police Station, Investigating Officer)
Allocate to Housing Unit
Inmate Scans Biometric Details as the Leave
the Admission Unit and Enter the Housing
Unit)
Query an Inmate Record
(Search Criteria based on Registration-No,
Name, Surname, Court-Name and/or CourtDates)
Display and Print-Out Inmate Profile
Report
(Report contains the Inmate Details Captured
Above)
End
Figure 1: DCS Admission Sample Process for Inmates
Page 35 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
7.3.5
Sample Admissions Process Flow Overview
7.3.5.1 The DCS receives and manages inmates (i.e. Remand Detainees) based on warrants
issued at the courts (Department of Justice). SAPS transports and delivers the
Inmates to DCS with the requisite warrants of detention. DCS receives the inmates
from SAPS and admits them into DCS custody.
7.3.5.2 The ADMISSION process consists of the following sub-processes (for purposes of the
DEMO)
 Receive Inmate,
 Verify Inmate Identity,
 Register Inmate (Personal, Biometric and Warrant Details)
 Allocate Inmate to a Housing Unit (Detain Inmate).
7.3.6 It is recommended that the bidder makes effort to demonstrate the following key
sub-processes in the development framework platform:
7.3.6.1
7.3.6.2
7.3.6.3
7.3.6.4
7.3.6.5
Receive Inmate (Body Receipt)
>>Biometrically Verify Inmate is NEW Admission or a Re-Admission
>>Enrol minimum of 2 Inmate Fingerprints (Thump and Index finger Included)
>>Generate a Registration-No (Unique DCS Inmate-Number)
>>Capture Surname and Name against this Registration-Number and Fingerprint
Set
7.3.6.6 Register Inmate
7.3.6.7 >>Enrol the remaining 8 out of 10 Fingers (if NOT already done above)
7.3.6.8 >>Capture Basic Inmate Details (based on Warrant)
7.3.6.9
Name and Surname
7.3.6.10
Population Group, Gender, Age, DOB, Nationality
7.3.6.11 >>Capture Inmate Warrant Details (based on Warrant of Detention info)
7.3.6.12
Court Case Number, Court Name, Next-Court-Date
7.3.6.13
Crime Committed, Bail Indicator (YES or NO)
7.3.6.14
SAPS CAS-Number, Police Station name
Page 36 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
7.3.6.15 Allocate Inmate to Housing Unit
7.3.6.16
Suggested format (UnitNo-FloorNo-CellType-CellNo-BedNo)
7.3.6.17 Biometric Identification of Inmates allocated in Housing Units
7.3.6.18 >> i.e. to biometrically track Inmate movements around and within the facility using
mobile devices and/or workstations where biometric scanners are made located.
7.3.6.19 >>for example, as they move in and out of various housing units, the inmate scans
fingerprint which then records that location as configured for that workstation or
mobile device.
Page 37 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
ABBREVIATIONS
A&R
Admission and Release system (DCS)
AD
Microsoft Active Directory
API
Application Programming Interface
BI
Business Intelligence
BP
Business Process
BPM
Business Process Management
BPML
Business Process Modelling Language
BPMN
Business Process Modelling Notation
BR
Business Rule
CJS
Criminal Justice System
COM
Component Object Model
CommCorr
Community Corrections System (DCS)
COTS
Commercial Off The Shelf
DCL
Digital Command Language
DCS
Department of Correctional Services
DR
Disaster Recovery
EA
Enterprise Architecture
EAI
Enterprise Architecture Integration
EDA
Event Driven Architecture
EII
Enterprise Information Integration
Page 38 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
ESB
Enterprise Service Buss
GAN
Global area network
GPS
Global Positioning System
GUI
Graphical User Interface
GWEA
Government-wide Enterprise Architecture
ICT
Information and Communications Technology
IEEE
Institute of Electrical and Electronic Engineers
IIMS
Integrated Inmate Management System
IJS
Integrated Justice System
IrDA
Infrared Data Association
ISO
International Standards Organization
JCPS
Justice, Crime Prevention and Security
KPI
Key Performance Indicator
KRA
Key Responsible Area
LAN
Local area network
LDAP
Lightweight Directory Access Protocol
MAC
Media Access Control
Mbps
megabits per second
MIOS
Minimum Interoperability Standards
MISS
Minimum Information Security Standards
MS
Microsoft
Page 39 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
OLAP
On Line Analytical Processing
OSI
Open Systems Interconnection
OSS
Open Source Software
PAN
Personal area network
PC
Personal computer or Workstation
PM
Project Manager
POC
Proof of Concept
RFP
Request For Proposals
SAJXML
South African Justice XML
SAPS
South African Police Services
SDLC
Software Development Lifecycle
SI
System Integrator
SLA
Service Level Agreement
SMTP
Simple Mail Transfer Protocol
SOA
Service Oriented Architecture
SOAP
Simple Object Access Protocol
SQL
Structured Query Language
TCO
Total Cost of Ownership
TCP/IP
Transmission Control Protocol/Internet Protocol
TOGAF
The Open Group Architecture Framework
UPS
Uninterrupted power supply
Page 40 of 41
CONFIDENTIAL
TERMS OF REFERENCE: APPOINTMENT OF SERVICE PROVIDER TO SUPPLY, INSTALL,
COMMISSION AND MAINTENANCE OF A DEVELOPMENT FRAMEWORK FOR AN INTEGRATED
INMATE MANAGEMENT SYSTEM (INCLUDING COMMUNITY CORRECTIONS) FOR THE
DEPARTMENT OF CORRECTIONAL SERVICES FOR A PERIOD OF THREE (3) YEARS
URL
Uniform Resource Locator
USB
Universal Serial Bus
VoIP
Voice over IP
WAN
Wide area network
WLAN
Wireless Local Area Network
WPAN
Wireless Personal Area Network
XML
extensible Mark-up Language
Page 41 of 41