Client Electronic Monitoring Services

Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 3 of 57 Vendor Initials: ____________ Date: ____________ 9. Final Selections ....................................................................................................................... 25 10. Rights of the NH Department of Corrections .......................................................................... 25 SECTION G: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS ................................ 26 1. RFP Addendum ....................................................................................................................... 26 2. Non-Collusion ......................................................................................................................... 26 3. Property of the State

................................................................................................................ 26 4. Confidentiality of a Proposal ................................................................................................... 26 5. Public Disclosure ..................................................................................................................... 26 6. Non-Commitment .................................................................................................................... 27 7. Proposal Preparation Cost ....................................................................................................... 27 8. Ethical Requirements .............................................................................................................. 27 9. Challenges on Form or Process of the RFP ............................................................................. 27 SECTION H: CONTRACT TERMS AND AWARD ............................................................................... 28 1. Non-Exclusive Contract .......................................................................................................... 28 2. Award ...................................................................................................................................... 28 3. Standard Contract Terms ......................................................................................................... 28 4. Special Terms (Not Applicable) .............................................................................................. 28 SECTION I: APPENDIXES ...................................................................................................................... 29 Appendix A Transmittal Letter ................................................................................................... 30 Appendix B Exception to Terms and Conditions ....................................................................... 31 Appendix C Standard Terms and Conditions ............................................................................. 32 FORM NUMBER P-37 (version 2/23/2023) .............................................................................................. 33 EXHIBIT A - SPECIAL PROVISIONS ..................................................................................................... 37 EXHIBIT B - SCOPE OF WORK .............................................................................................................. 38 1. Purpose .................................................................................................................................... 38 2. Terms of Contract .................................................................................................................... 38 3. Location of Services ................................................................................................................ 38 4. Minimum Services .................................................................................................................. 39 5. General Service Provisions ..................................................................................................... 39 6. Administrative Home Confinement Population: ..................................................................... 40 7. General Electronic Monitoring System Requirements: ........................................................... 41 8. Central Monitoring Center Computer System ......................................................................... 41 9. Monitoring Equipment: ........................................................................................................... 42 10. Receiver/Dialer/Monitor: ........................................................................................................ 44 11. Maintenance and Repair Services: .......................................................................................... 45 12. Support Services: ..................................................................................................................... 45 13. Warranty Information: ............................................................................................................. 45 14. Inventory: ................................................................................................................................ 45 15. Curfew Schedules .................................................................................................................... 46 16. Security and Data Integrity ...................................................................................................... 46 17. Training ................................................................................................................................... 46 18. Indigent Probationer and Parolee Participation ....................................................................... 46 19. Administrative Rules, Policies, Regulations and Policy and Procedure Directives ................ 46 20. Protected Health Information (PHI) ........................................................................................ 46 21. Health Insurance Portability and Accountability Act (HIPAA) .............................................. 47 22. Prison Rape Elimination Act (PREA) 2003 & Acknowledgement of PREA Education ........ 47 23. Criminal Justice Information Services (CJIS) Security Policy, if applicable. ........................ 47 Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 4 of 57 Vendor Initials: ____________ Date: ____________ 24. Change of Ownership .............................................................................................................. 47 25. Contractor Designated Liaison ................................................................................................ 48 26. Contractor Liaisons Responsibilities...................................................................................... 48 27. NH Department of Corrections Contract Liaison Responsibilities ......................................... 48 28. Reporting Requirements .......................................................................................................... 49 29. Performance Evaluation .......................................................................................................... 49 30. Performance Measures ............................................................................................................ 49 31. Bankruptcy or Insolvency Proceeding Notifications ............................................................... 49 32. Embodiment of the Contract ................................................................................................... 49 33. Cancellation of Contract .......................................................................................................... 50 34. Contractor Transition .............................................................................................................. 50 35. Audit Requirement .................................................................................................................. 50 36. Notification to the Contractor .................................................................................................. 50 37. Additional Information ............................................................................................................ 50 38. Contractor Personnel ............................................................................................................... 51 39. Other Contractual Documents Required by the NH Department of Corrections .................... 51 EXHIBIT C - ESTIMATED BUDGET/METHOD OF PAYMENT ......................................................... 52 1. Estimated Budget (Cost Proposal)........................................................................................... 52 SECTION E: PROCESS FOR SUBMITTING A PROPOSAL ................................................................. 53 1. Method of Payment ................................................................................................................. 53 PROPOSAL CHECK SHEET .................................................................................................................... 54 GLOSSARY OF TERMS ........................................................................................................................... 57 Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 5 of 57 Vendor Initials: ____________ Date: ____________ SECTION A: OVERVIEW AND SCHEDULE 1. Executive Summary 1.1 Purpose: The purpose of this Request for Proposal (RFP) is to seek statewide Client Electronic Monitoring Services for the NH Department of Corrections (herein known as the NHDOC, State, or Department) probationers and parolees, by providing twenty-four/seven (24/7), three hundred and sixty-five (365) days a year, supervision and continuous monitoring of clients. Requested services shall include rental equipment to probationers and parolees, reporting, ancillary training, program management and support to enforce curfews, scheduling, established prohibited and/or restricted areas and assess and monitor client movement within the community. This program is client funded. 1.2 Performance Period: A contract awarded by the NHDOC as result of RFP NHDOC 2024-10 is expected to be effective upon Governor and Executive Council approval for the period beginning upon July 1, 2024 through June 30, 2027. The NHDOC may extend contracted services for one (1) additional period of up to two (2) years, contingent upon satisfactory Vendor performance, Commissioner approval, continued appropriations and Governor and Executive Council approval. 1.3 Service Locations: Client Electronic Monitoring Services shall be available at the NHDOC District Office (DO) locations listed below, through the Division of Field Services: District Office Address County Exeter DO 8A Continental Dr, Exeter, NH 03833 Rockingham Manchester DO 60 Rogers St, Suite 208, Manchester, NH 03103 Hillsborough Concord DO 314 North State St, Concord, NH 03301 Merrimack Berlin DO 138 East Milan Rd, Berlin, NH 03570 Coos North Haverhill DO 3785 Dartmouth College Hwy, Box 1, No. Haverhill, NH 03774 Grafton Dover DO 259 County Farm Rd, Suite 104, Dover, NH 03820 Strafford Laconia DO 64 Court St, Laconia, NH 03246 Belknap Keene DO 28 Mechanic St, Keene, NH 03431 Chesire Newport DO 17 Main St, Newport, NH 03773 Sullivan Wolfeboro DO 10 Center St, Wolfeboro, NH 03894 Carroll Nashua DO 3 Pine Street Extension, Nashua, NH 03060 Hillsborough-S 1.4 Locations may be added and/or deleted after the awarding of a contract at the discretion of the NHDOC and upon mutual agreement of the Commissioner of the NHDOC and the Vendor. 1.5 In the event that the NHDOC wishes to add or remove locations at which the Vendor is to provide services, it shall: 1.5.1 Give the Vendor fourteen (14) days written notice of the proposed change ; and 1.5.2 Secure the Vendors written agreement to the proposed changes. 1.6 Notwithstanding, the foregoing, or any provision of this Agreement to the contrary, in no event shall changes to facilities be allowed that modify the Completion Date or Price Limitation of the agreement. 2. Schedule of Events (Timetable) The following table provides a Schedule of Events for this RFP through contract finalization and approval by the Governor and Executive Council. The NHDOC reserves the right to amend this Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 6 of 57 Vendor Initials: ____________ Date: ____________ schedule at its sole discretion and at any time through a published Addendum that will serve as a Public Notice. Event # Description of Event Date of Event 1 RFP Issued April 05, 2024 2 Vendor Conference TBD, if required 3 Vendor Written Inquiries Due April 12, 2024 at 2:00PM 4 NHDOC Posts Answers to Inquiries April 17, 2024 5 Proposals Due April 26, 2024 at 2:00PM 6 Best & Final Offer TBD, if applicable 7 Anticipated Contract Finalization May, 2024 8 Anticipated Approval by the Governor and Executive Council May, 2024 9 Expected Services Start Date July 1, 2024 Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 7 of 57 Vendor Initials: ____________ Date: ____________ SECTION B: DESCRIPTION OF THE NHDOC/DIVISION/PROGRAM The NHDOC is an executive agency of the State of New Hampshire charged with overseeing the States correctional facilities supervising clients, patients and probation and parolees by providing safe, secure, humane supervision and evidence-based rehabilitation to enhance public safety in New Hampshire. The remainder of this page is intentionally blank. Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 8 of 57 Vendor Initials: ____________ Date: ____________ SECTION C: GENERAL SCOPE OF SERVICES 1. Minimum Required Services 1.1 Minimum Services: The Vendor shall provide a cost effective and reliable electronic monitoring system with options for continuous and remote alcohol breath testing and Global Positioning System (GPS) capabilities passive, intermediate and active. Vendor shall be able to provide services through a rental system to probationers and parolees. The cost of the rental shall be inclusive of all costs, including monitoring, equipment, maintenance, replacement parts, repair, training, phone charges, shipping, storage, installation and warranty, Vendor associated costs for employees, monitoring facility to include equipment for the facility and any and all other ancillary charges associated with the provision of electronic monitoring as a per unit cost basis. 1.2 Continuous Monitoring Service: The Vendor shall provide twenty-four (24) hours, seven (7) days a week, 365 days a year, supervision of probationers and parolees to monitor and verify a persons presence or absence at a specified location during specific time periods to prevent recidivism through electronic monitoring and an immediate response alerting system. 1.3 Reporting: The Vendor shall report unauthorized absences, late returns, equipment malfunctions and tampering to a central computer system with occurrences reported to the NHDOC in accordance with the level of monitoring service, as mutually agreed upon between the Vendor and the NHDOC. 1.4 Requested services: The Vendor shall include rental equipment to clients, reporting, ancillary training, program management and support to enforce curfews, scheduling, established prohibited and/or restricted areas, and assess and monitor client movement within the community through a radio frequency monitoring system. 1.4.1 The Vendor shall provide and/or comply with the following: Client location detection, path tracking capabilities, response and alarm notifications. Electronic monitoring and management. Data processing, storage and disposal. The Vendor shall work with the NHDOC to identify probationers and parolees unique vulnerabilities and level of risk using online and/or automated tools and functionalities to establish a clients unique profile. 1.5 Funding: This program is client funded. Clients shall be responsible for maintaining telephone service at their monitored location. Clients are expected to pay up to two (2) weeks of services in advance. 2. General Service Provisions 2.1 NHDOC Contact: The Director of Field Services, or designee, shall be the point of contact for the Vendor. 2.2 Vendor Tools and Equipment: The Vendor must furnish the required tools and equipment inclusive of computer hardware and electronic monitoring necessary to provide the requested services of the contract. Any tools, containers and vehicles the Vendor needs to provide for the required services shall be inventoried before entering and leaving the District Office and are subject to search by the NHDOC probation and parole staff at any and all times while on the NHDOC District Office grounds. 2.3 Rules and Regulations: The Vendor agrees to comply with all Policy and Procedure Directives of the NHDOC. The Vendor shall adhere to the Departments Administrative Rules, Conduct and Confidentiality of Information policies. 2.4 Additional Facilities: Upon agreement of both parties, additional facilities belonging or associated to the NHDOC may be added to the contract. Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 9 of 57 Vendor Initials: ____________ Date: ____________ 2.5 Vendor Employee Information: The Vendor shall be responsible for obtaining a criminal background check to include fingerprinting on all potential employees assigned by the Vendor and/or sub-contractor(s) to provide services for the NHDOC. Upon award of a contract, the NHDOC Director of Field Services, or designee, will notify the selected Vendor the procedures to obtain background checks and fingerprinting, when necessary. The Vendor and/or sub-contractor employee hiring status shall be contingent upon receipt of a criminal background check(s) and fingerprinting report(s) from the NH Department of Safety to the NHDOC and a procedural review of said reports by the NHDOC. 2.5.1 The NHDOC reserves the right to conduct a procedural review of all criminal background check(s) of all potential Vendor and/or sub-contractor employees to determine eligibility status. 2.5.2 The NHDOC will notify the Vendor of any potential Vendor and/or sub-contractor employees who do not comply with the criteria identified in 2.5.3, below. 2.5.3 In addition, the Vendor and/or sub-contractor(s) shall not hire employees meeting the following criteria: Individuals convicted of a felony shall not be permitted to provide services; Individuals with confirmed outstanding arrest warrants shall not be permitted to provide services; Individuals with restrictions on out-of-state and/or State of New Hampshire professional licenses and/or certifications; Individuals whose professional licenses and/or certification have been revoked and reinstated from other states and/or the State of New Hampshire without review by the NHDOC prior to hire; Individuals with a history of drug diversion; Individual staff on the National Offender Database; Individuals who were former State of NH employee(s) and/or former contracted employee(s) that were dismissed for cause or resigned or retired pending investigation; Individuals previously employed with the NHDOC without prior approval of the NHDOC; Relatives or associates of people currently incarcerated or under departmental supervision (probation or parole) may not be permitted to provide services without prior approval by the NHDOC; and Individuals with a record of misdemeanor offense(s) may be permitted to provide services pending determination of the severity of the misdemeanor offense(s) and review of the criminal record history by the Director of Field Services, or designee, of the corresponding facility requiring services. 2.5.4 Licenses, Credentials and Certificates: The Vendor and its staff shall possess the licenses, credentials and/or certification required by law and regulations to provide the required correctional electronic monitoring services. 2.5.5 Qualified Technicians/Personnel: The Vendor shall have in their employ a sufficient number of qualified technicians/personnel to conduct the required scope of service. 2.5.6 Admittance: The NHDOC may, at its sole discretion, remove from or refuse admittance to any NHDOC facility any person providing services under a contract without incurring penalty or cost for exercising this right. The Vendor shall be responsible for assuring that the services that the person(s) so removed or denied access are delivered. Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 10 of 57 Vendor Initials: ____________ Date: ____________ 3. Administrative Home Confinement Population 3.1 Daily population of electronic monitoring cases average of fifteen (15) clients per month and should be prepared to accommodate up to thirty (30) at any given time. 3.2 Case averages shall not commit the NHDOC to either a maximum or minimum amount of projected usage that is based on past usage and anticipated future usage. 3.3 The specific number for each device may be increased or decreased at any given time depending upon need of specific equipment. 4 General Electronic Monitoring System Requirements The Vendor shall be responsible for providing all equipment, maintenance of equipment services, collecting fees from offenders at no cost to the NHDOC. 4.1 The Vendor shall be responsible for installation of transmitters and electronic monitoring units. 4.2 The Vendor shall provide a system of continuous signaling, radio frequency based/cellular transmitter and receiver monitoring, random calling monitoring capability, email, text and/or telephone notification capability. 4.3 The Vendor shall provide a system that can communicate between individual transmitters/receivers and the central computer. All monitoring equipment and accessories shall be designed specifically for electronic monitoring and shall not be an adaptation of readily and commercially available products. 4.4 The monitoring equipment shall be easily attached to a client. 4.5 The Vendor shall provide a central computer system to be located at a secure facility, capable of receiving, storing and disseminating the data generated by the monitoring equipment. It shall also provide a reliable and secure means of transmitting data between the central computer and the clients monitoring equipment. 4.6 The Vendor shall detail the following logistical processes: delivery of equipment, coordination of inventory with the NHDOC, enrollment process of the clients, changes in client curfew schedules and maintenance of equipment, repairs, upgrades and replacement. 4.7 The Vendor shall be the sole responsible party for the cost of replacement for lost and damaged equipment if the client does not make restitution. The Vendor shall maintain equipment and inventory in proper working condition. 4.8 The Vendor shall repair and/or replace defective or malfunctioning parts and/or equipment immediately after the notice or knowledge of a malfunction or failure that may impede or interrupt the provision of electronic monitoring. 4.9 The Vendor may be asked to demonstrate components of their system (either monitoring units or ability to input data) prior to a contract being awarded. 4.10 All types of monitoring units must operate in conjunction with each other and be compatible with each other. 5. Central Monitoring Center Computer System The Vendor shall provide a central monitoring computer system capable of automatically initiating and receiving telephone calls to/from the clients location to communicate with the client and the monitoring equipment. 5.1 Minimum Requirements: 5.1.1 Monitoring system shall be single use facility located at a secure office location/venue and equipped with a functional alarm system. 5.1.2 Monitoring system shall be staffed twenty-four (24) hours a day, seven (7) days a week, three hundred and sixty-five (365) days a year. 5.1.3 Monitoring system shall be operated by Vendor staffed employees devoted to providing electronic monitoring services. Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 11 of 57 Vendor Initials: ____________ Date: ____________ 5.1.4 Monitoring system shall have a secondary power, uninterruptible back-up power-supply, which shall enable the computer system to continue running at full capacity of operation in the event of a power outage. 5.1.5 Monitoring system shall provide for an orderly back up of data at least once a day to prevent data loss due to system failure to include a description of procedures to back up data. 5.1.6 Monitoring system shall be capable of continuously initiating, receiving and storing all calls and voice responses of the client and data sent by the receiver dialer, together with the date and time of each occurrence. All voice responses shall be permanently recorded on tape for later playback and analysis for substance abuse, unusual responses and additional identification. All data shall be continuously stored electronically with print out capability online in real time and later shall be printable in various report formats as required and/or requested by the NHDOC. 5.1.7 Monitoring system shall be equipped with sufficient number of workstations and operators to accommodate the data entry, changes, report printing and other functions without disrupting the monitoring process. 5.1.8 Monitoring system shall have the ability to perform random calling within at least six (6) different curfew periods per day on a customized schedule for each client. In the event that a clients unauthorized absence is reported by the radio frequency portion of the system, the computer system must have an automatic call back feature and provide immediate and one hundred percent (100%) accurate verification that the client is or is not present. 5.1.9 Monitoring system shall be capable of retaining relevant information for each client, including but limited to: Name, address and phone number Equipment serial numbers Name of case probation and parole officer, and Any other information deemed necessary by the NHDOC. 5.1.10 Monitoring system shall have an alert system so that the Vendors monitoring center shall notify the NHDOC by telephone or email of any unauthorized absences, late arrivals, equipment malfunctions and tampering upon occurrence indicating the clients name, unit number and violation type as agreed to and arranged by the NHDOC. 5.1.11 The monitoring system shall be able to generate reports as required and requested by the NHDOC. 6. Monitoring Equipment Transmitter and/or other device(s) worn by client(s). 6.1 Minimum Requirements: 6.1.1 Structural Components/Features: Transmitter shall be small, lightweight and easily installed on the clients ankle or wrist with minimal training and experience of the installer. List size, weight, installation procedure and time, special tools required, also procedure and time for replacing straps; The strap and any required fasteners must not be available to the general public either commercially or through a mail order outlet; Transmitter shall be shock resistant, water and moisture proof and function reliably under normal atmospheric and environmental conditions; Transmitter shall be hypoallergenic and not pose a safety hazard or unduly restriction of activities to the client; and Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 12 of 57 Vendor Initials: ____________ Date: ____________ Transmitter coded radio signal shall not be the same as any commercially available product and shall be designed to discourage tracing and duplication of the signal by a participant or an accomplice. 6.1.2 Radio Frequency Range: Transmitter shall not interfere or be interfered with radio transmitters normally used by police/corrections officials, law enforcement, emergency services, electronic security systems, or other radio devices; and Identify transmitter operating radio frequency range. 6.1.3 Programmability: Transmitter must be field programmable. 6.1.4 Passive Client Identifier: Transmitter shall have a totally passive clients identifier unit which shall be used to automatically, immediately and accurately confirm its presence when a telephone call to the location is initiated by the central computer system. 6.1.5 Battery Features: Transmitter shall be battery powered and have a one (1) year minimum continuous operating life without need for battery recharging or replacement. List battery shelf life, operating life and how battery is replaced; and Batteries powering the transmitter shall be easily replaced in the field and shall not require replacement of either the transmitter or the receiver/monitor in the home. 6.1.6 Tamper Resistant Features: Transmitter must be capable of being securely attached to the client in such a manner in which efforts to tamper with or remove the device are detectable. The strap and circuitry within the transmitter must enable the transmitter to immediately notify the central computer (when in range of the receiver) of any tamper attempt or removal from the client. This would include severing the strap or removal of the transmitter without severing the band. 6.1.6.1 The transmitter shall transmit a specific Tamper signal immediately when it has been tampered with; 6.1.6.2 If tampered with and is out of range of the receiver, the tamper signal shall still be present and recorded by the receiver when the transmitter returns within range of the receiver; and 6.1.6.3 The tamper signal shall continue to be transmitted to the central computer until reset by authorized NHDOC personnel. 6.1.7 Operation of Tamper Resistant Features: Vendor shall identify the following: How tamper resistant features operate; What conditions or circumstances will a false tamper alarm be produced; Known instances where a client has defeated the resistant feature; and Ability and how to reset the tamper feature. 7. Receiver/Dialer/Monitor 7.1 Minimum Requirements: 7.1.1 Federal Communications Commission (FCC): The receiver/dialer/monitor shall comply with all applicable FCC Part 15 and 68 regulations and shall be registered with the FCC. List FCC registration number where applicable. 7.1.2 Installation: Receiver/dialer/monitor shall be capable of being easily attached and/or installed to the clients telephone and telephone outlet using standard RJ11-C modular telephone connector jack or plug, and/or using cellular technologies. 7.1.2.1 Describe method of installation and time involved. 7.1.3 Transmitter Signal Features: Receiver/dialer shall accept and activate reporting activities only from the unique signal of the corresponding transmitter attached to that one (1) client. Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 13 of 57 Vendor Initials: ____________ Date: ____________ 7.1.4 Power Features: Receiver/dialer shall be powered by 110-volt AC line current, with an internal battery backup capable of providing a minimum of sixteen (16) hours of continuous operating power in the event of a 110 AC power loss. 7.1.5 Internal Clock/Memory: Receiver/dialer shall contain an internal clock and a memory to store and time stamp data in the event that telephone communication with the central computer is disrupted. 7.1.6 Alerts: Receiver/dialer shall be capable of seizing a telephone line when not in use and deliver courtesy alert beeping tones on a line in use, in order to initiate communications with the central computer system. 7.1.7 Radio Signal: Receiver/dialer shall be capable of receiving the radio signal from the clients transmitter within the specified range of approximately one hundred and fifty (150) feet without undue obstruction from metallic objects or interference from household electronic equipment. Transmitter shall send an individually coded signal that has a ring of approximately one hundred and fifty (150) feet. 7.1.8 Health and Safety Features: Receiver/dialer shall not pose any health or safety hazard to the client or others and shall function reliably under normal environmental and atmospheric conditions. 7.1.9 Surge Protector: Surge protectors shall be built-in or provided for incoming power and telephone lines which are designed in accordance with the receiver/dialer manufacturers recommendations to be fully compatible with the proposed receiver/dialer equipment. 7.1.10 Detection Features: Receiver/dialer shall be able to detect the following events, and immediately communicate them to the central computer with the time of occurrence. Arrival of transmitter within range of the receiver/dialer; Departure of transmitter out of range of the receiver/dialer (subject to a present time interval); Cutting or removal of the transmitter attachment strap from the participant; Loss or restoration of 110 AC power; Tampering with receiver/dialer including attempts to gain unauthorized access to the internal mechanism; Disconnection and restoration of telephone service (disconnection must be communicated as soon as service is restored); Attempts to simulate or duplicate the radio signal by a device other than participants own transmitter; Attempts to simulate or duplicate the clients transmitter signal and immediately report this to the central computer system. 7.2 Non-Activity Communication Feature: Receiver/dialer shall automatically communicate with the central computer at preset intervals with a maximum of six (6) hours or less if no client activity is detected. This shall present status reports and to indicate that it is connected and functioning properly. 8. Maintenance and Repair Services 8.1 Minimum Requirements: 8.1.1 Vendor shall maintain all equipment and spare parts in good operating condition and shall provide prompt repair, replacement and service; 8.1.2 Vendor shall provide remote service and diagnostics from its service facility, for the NHDOC monitoring system as required while the system is in full monitoring operation; 8.1.3 Vendor shall be the responsible party for the cost of replacement of lost and damaged equipment, if the client does not make restitution; 8.1.4 Vendor shall maintain equipment in proper working condition; and Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 14 of 57 Vendor Initials: ____________ Date: ____________ 8.1.5 Vendor shall be responsible for paying all postage or shipping for sending and/or return of units for initial placement, servicing or repair for the life of the contract and any renewal contract thereof. 9. Support Services Vendor shall provide a free telephone hot line support/service center. Each service/support location must have the ability to electronically access the system for the purposes of performing remote diagnostics. 10. Warranty Information 10.1 Vendor shall warranty their equipment for rental to clients due to manufacturing defects, defective or malfunctioning parts and/or complete product failure. 10.2 Vendor shall repair and/or replace defective equipment immediately after the notice or knowledge of a malfunction or failure that may impede or interrupt electronic monitoring. 11. Inventory Vendor shall maintain an inventory of equipment and devices sufficient to meet the needs of the required Scope of Services and maintain inventory in proper working condition. 11.1 Continuous Monitoring Services: Vendor shall provide twenty-four (24) hours, seven (7) days a week, three hundred and sixty-five (365) days a year, supervision of clients to monitor and verify a clients location, including presence or absence at a specified location during specific time periods. 11.2 Equipment Technology: The NHDOC requires the use of a continuous monitoring system with transmitter device and home monitoring units with the following options, basic radio frequency or cellular service, alco-sensor testing and GPS. All available technologies will be considered including but not limited to radio frequency monitoring, cellular monitoring, voice verification systems, facial recognition, or other client verification systems, in-home alcohol monitoring devices, field location devices, page/text/email alert systems, GPS or any alternative equipment as proposed by a bidder that provides a range of monitoring functions with equipment. 11.3 Reporting: Vendor shall report client variances to include but not limited to unauthorized absences, late returns, equipment malfunctions and tampering to a centralized computer system. The Vendor shall report such occurrences to the NHDOC in accordance with the level of monitoring service, as mutually agreed upon between the Vendor and the NHDOC. 11.4 Management: Vendor shall be responsible for installation of transmitters and electronic monitoring units. The Vendor shall be responsible for providing all equipment, maintenance of equipment services, collecting fees from clients at no cost to the NHDOC. 12. Curfew Schedules The Vendor shall have the ability to accommodate changes in curfew schedules without disrupting electronic monitoring services. 13. Security and Data Integrity 13.1 The Vendor shall certify that it maintains a drug free workplace environment to ensure workplace safety and integrity during the life of the contract and any renewal contract thereof. 13.2 The Vendor agrees to provide a copy of its drug free workplace policy at any time upon request of the NHDOC. 13.3 The Vendor shall certify the prevention of unauthorized access to computer terminal and restriction on access to or modification of data. 13.4 The Vendor shall safeguard the prevention of unauthorized access by telephone lines or modems. Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 15 of 57 Vendor Initials: ____________ Date: ____________ 14. Training The Vendor shall be responsible for training the NHDOC staff at no cost to the NHDOC. 14.1 The Vendor shall provide the necessary on-site training, essential manuals for equipment and system operations, on-going support to the NHDOC employees and follow up training and support as needed and requested by the NHDOC. 14.2 Training may include programs on Vendor policies and procedures that will be beneficial in training new probation and parole officers of the NHDOC. 15. Indigent Probationer and Parolee Participation The Vendor agrees to provide monitoring services for indigent offenders free of charge and shall provide, at a minimum, one (1) free unit for every eight (8) accounts. 16. Administrative Rules, Policies, Regulations and Policy and Procedure Directives The Vendor shall comply with any applicable NHDOC Administrative Rules, Policies, Regulations and Policy and Procedure Directives (PPD) to include but not limited to PPD 371 (formerly 5.08): Staff Personal Property Permitted In and Restricted from Prison Facilities. Additional information can be located as a separate link: https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources. 17. Protected Health Information (PHI) The Vendor shall safeguard any and all PHI according to the terms of the Health Information Portability and Accountability Act of 1996, Public Law 104-191 and the Standards for Privacy and Security of Individually Identifiable Health Information, 45 CFR Parts 160, 162 and 164 and amendments. In performing its obligations under the contract, the awarded Contractor may gain access to information of the clients, including confidential information or PHI. The awarded Contractor shall not use information developed or obtained during the performance of, or acquired or developed by reason of the contract, except as is directly connected to and necessary for the Contractors performance under the contract. The awarded Contractor agrees to maintain the confidentiality of and to protect from unauthorized use, disclosure, publication, reproduction and all information of the client that becomes available to the awarded Contractor in connection with its performance under the contract. In the event of unauthorized use of or disclosure of the clients information, the awarded Contractor shall immediately notify the NHDOC. All financial, statistical, personnel and/or technical data supplied by the NHDOC to the awarded Contractor are confidential. The awarded Contractor is required to use reasonable care to protect the confidentiality of such data. Any use, sale or offering of this data in any form by the awarded Contractor, or any individual or entity in the awarded Contractors charge or employ, will be considered a violation of this contract and may result in contract termination. In addition, such conduct may be reported to the State Attorney General for possible criminal prosecution. 18. Health Insurance Portability and Accountability Act (HIPAA) The Vendor agrees to comply with the Health Insurance Portability and Accountability Act, Public Law 104-191 and with the Standards for Privacy and Security of Individually Identifiable Health Information, 45 CFR Parts 160 and 164. As defined herein, Business Associate shall mean the Vendor and sub-contractor(s) and agents of the Vendor that receive, use or have access to protected health https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 16 of 57 Vendor Initials: ____________ Date: ____________ information under this Agreement and Covered Entity shall mean the State of New Hampshire, Department of Health and Human Services. Additional information can be located as a separate link: https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources. 19. Prison Rape Elimination Act (PREA) of 2003 The Vendor shall comply with the Prison Rape Elimination Act (PREA) of 2003 (Federal Law 42 U.S.C.15601 et. seq.), with all applicable Federal PREA standards, and with all State policies and standards related to PREA for preventing, detecting, monitoring, investigating, and eradicating any form of sexual abuse within facilities/programs/offices owned, operated, or contracted. Vendor acknowledges that, in addition to self-monitoring requirements, the State will conduct compliance monitoring of PREA standards, which may require an outside independent audit. Additional information can be located as a separate link: https://www.corrections.nh.gov/resources/bids- contracts/rfp-resources. 20. Criminal Justice Information Services (CJIS) Security Policy, if applicable. The essential premise of the CJIS Security Policy is to provide appropriate controls to protect the full lifecycle of CJI, whether at rest or in transit. The CJIS Security Policy provides guidance for the creation, viewing, modification, transmission, dissemination, storage, and destruction of CJI. This Policy applies to every individual awarded Contractor, private entity, noncriminal justice agency representative, or member of a criminal justice entity with access to, or who operate in support of, criminal justice services and information. The awarded Contractor shall comply with the CJIS policy and is located as a separate link: https://www.corrections.nh.gov/resources/bids-contracts/rfp- resources. The remainder of this page is intentionally blank. https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources https://www.corrections.nh.gov/resources/bids-contracts/rfp-resources Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 17 of 57 Vendor Initials: ____________ Date: ____________ SECTION D: PROCESS FOR SUBMITTING A PROPOSAL 1. Proposal Submission Deadline, Labeling, Addressing Instructions Submission Deadline and Labeling Proposal(s): Sealed Proposals submitted in response to this RFP must be received by the NHDOC, no later than 2:00 PM on April 26, 2024, EST as specified in the Schedule of Events section, herein. Proposal envelopes, boxes and/or containers must be clearly marked as follows: Addressing Proposal(s): Proposals may be submitted via Email to: doc.bids_contracts@doc.nh.gov; overnight/mail delivery service or in-person with proposals addressed as such: ELECTRONIC SUBMISSIONS ARE PREFERRED. The NHDOC located at 64 South Street is a secured facility. Please allow sufficient time for shipping. Vendors shall assume all risk for overnight delivery services and U.S. Mail not meeting the RFP deadline and date. 2. Hard Copy Submission Criteria 2.1 If submitting a hard copy, verses electronic version, all hard copy proposals submitted in response to this RFP shall consist of: 2.1.1 One (1) original clearly identified, including all required attachments. 2.1.2 One (1) clearly identified electronic copy of the proposal in Microsoft Word, including all required attachments contained on a thumb drive. 2.2 The NHDOC reserves the right to reject any and all proposals, to waive informalities and minor irregularities in proposals received, and to accept any portion of a proposal or all items of the proposal if deemed in the best interest of the State. 2.3 Vendors who are ineligible to bid on proposals, bids or quotes issued by the NH Department of Administrative Services (NHDAS), Division of Procurement and Support Services, pursuant to the provisions of RSA 21-I:11-c shall not be considered eligible for an award under this proposal. 2.4 Unless waived as a non-material deviation in accordance with and SECTION F: EVALUATION OF PROPOSALS, late submissions shall not be accepted and may be returned to the Vendors unopened. 2.5 Delivery of the proposals shall be at the Vendors expense. Any damage that may occur due to shipping shall be the Vendors responsibility. STATE OF NEW HAMPSHIRE DEPARTMENT OF CORRECTIONS RESPONSE TO: RFP NHDOC 2024-10 Client Electronic Monitoring Services Overnight Delivery Service or In-Person State of New Hampshire Department of Corrections Attn: Barbara Mitera, Contract Specialist 64 South Street Concord, NH 03301 mailto:doc.bids_contracts@doc.nh.gov http://www.gencourt.state.nh.us/rsa/html/I/21-I/21-I-11-c.htm Promoting Public Safety with Respect, Professionalism, Dedication and Courage as One Team NH Department of Corrections Client Electronic Monitoring Services Division of Field Services RFP NHDOC 2024-10 Page 18 of 57 Vendor Initials: ____________ Date: ____________ 2.6 For overnight delivery service, the time of receipt shall be when a proposal is received at the location designated above. For in-person delivery, the time of receipt shall be when the proposal is delivered to the Contract Specialist, or designee. 2.7 The NHDOC accepts no responsibility for mislabeled mail or mail that is not delivered or undelivered for whatever reason. 2.8 Partial proposals shall not be accepted. All proposals shall be submitted for the full scope of services being requested within the RFP. 2.9 If an unsigned proposal is received in response to the RFP, the Vendor may be notified by the NHDOC and shall be considered technically non-compliant. 2.10 A Vendor who has failed to sign a proposal may file a signed version of the RFP response within three (3) business days of the day the notice is issued. 2.11 The NHDOC shall not consider a proposal which remains unsigned on the fourth (4th) business day after issuing notification of the unsigned proposal. 2.12 Vendors are permitted to submit one (1) proposal in response to this RFP. 3. Contact Information Sole Point of Contact (SPC) The sole point of contact, Barbara Mitera, Contract Specialist, relative to the bid or bidding process for this RFP, from the RFP issue date until the selection of a Vendor, and approval of the resulting contract by G&C is: Other personnel are not authorized to discuss this RFP with Vendors before the proposal submission deadline. Contact regarding this RFP with any other State personnel could result in disqualification. The State will not be held responsible for oral responses to Vendors regardless of the source. 4. Proposal Inquiries All inquiries concerning this RFP, including but not limited to, requests for clarifications, questions and any changes to this RFP or standard contract terms, shall be submitted via email to the SPC, identified in SECTION D: PROCESS FOR SUBMITTING A PROPOSAL, Paragraph 3, Contact Information sole point of contact citing the RFP Title, RFP Number, RFP Section/Paragraph and RFP page number. 4.1 Inquiries must be received by the NHDOC RFP point of contact no later than the conclusion of the Vendor written inquiry period as specified in SECTION A: OVERVIEW AND SCHEDULE, Paragraph 2: Schedule of Events, herein. Inquiries received later than the conclusion of the Vendor Written Inquiry Period shall not be considered properly submitted and may not be considered. 4.2 Inquiries received shall be addressed only if they are deemed by the NHDOC to be critical to the bid process. The NHDOC at its discretion may request clarification of an inquiry submitted by a Vendor. Inquiries and/or questions that are not understood will not be answered. Statements that are not questions will not receive a response. 4.3 The NHDOC intends to issue official responses to properly submitted inquiries on or before the date specified in the Schedule of Events (Timetable), herein; however, this date is subject to change at the NHDOC discretion. NH Department of Corrections Barbara Mitera, Contract Specialist P.O. Box 1806 Concord, NH 03302 Tel: (603) 271-7468 Barbara.A.Mitera@doc.nh.gov