Loading...
HomeMy WebLinkAbout1999-053ORDINANCE NO `1 '7 —O �5_'� AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF DENTON, TEXAS AUTHORIZING THE MAYOR OR CITY MANAGER TO EXECUTE THE ATTACHED SERVICE AGREEMENT BETWEEN THE CITY OF DENTON, TEXAS AND INTERAC- TIVE SYSTEMS, LLC FOR EQUIPMENT, SOFTWARE AND SUPPORT FROM PREVI- OUSLY BUDGETED GRANT AND MATCHING FUNDS, AND PROVIDING FOR AN EF- FECTIVE DATE THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SECTION I That the City Council hereby authorizes the Mayor or City Manager to exe- cute an Agreement between the City of Denton and Interactive Systems, LLC, for equipment, software and support, substantially in the form of the attached Exhibit "A", and further author- izes the expenditure of previously budgeted grant and matching funds for that purpose SECTION II That this ordinance shall become effective immediately upon its passage and approval PASSED AND APPROVED this the Al P day of 1999 JACI LLER, MAYOR ATTEST JENNIFER WALTERS, CITY SECRETARY BY APPR ED A TO LEGAL FORM HERBERT L PROUTY, CITY ATTORNEY \\CH LGL\V0LNh.&dgA\LGL\0ur Documentl\Ordry as\96 WHeppmvd ordmeme dw Victim Agreement No, 980706074 BETWEEN Interactive Systems, LLC 332 West Broadway Suite 1300 Louisville, KY40202 Information & Notzfzcatzon Everyday Service Agreement (CUSTOMER) City of Denton, Date December 8, 1998 TX (Denton P D) 601 E Hickory, Suite E Denton, TX 76205 Interactive Systems, LLC (the "Service Provider'), hereby agrees to provide victim notification services as described herein and in the proposal attached to this agreement (the "Service') The Services will be provided in connection with the following correctional facilities City of Denton Jail The Services will be provided to The QU of Denton. Texas (Denton Police Department) (the "Customer') The Customer hereby agrees to purchase from the Service Provider the Services on e terms ao conditions hereinafter set forth This agreement shall be effective as of the ! 1 day of k4nmq, Iqy and continue for twelve consecutive months after the service is introduced in the community filie "Initial Term') This service will be introduced in accordance with the Implementation Schedule set forth in Section 7 of this Service Agreement, provided the Customer complies with any required changes or modifications to their existing automated system during that period 2 Description of Services. a VINE Service Subject to the conditions and limitations contained herein, the Service Provider shall provide a victim notification service on a 24 hour a day, 7 day a week basis through its automated call center This victim notification service shall herein be referred to as the VINE service Included in this service are the initial labor and expenses to dedicate a special telephone number for the Customer's use of the V17VZ call center The VINE service includes the processing of incoming and outgoing victim calls as well as other services which are described in the attached proposal Victim notification calls only occur after the Customer and or the Customer's equipment transmits an automatic or manual notification signal Upon receiving the notification signal, the notification processes as defined in the VINE® proposal are performed (this VINE proposal is attached and incorporated herein as Exhibit 2) The Customer shall bear all costs associated with changes or modifications to their existing automated system to provide the Service Provider with data required for the notification signal The Service Provider acts only in the capacity of consultant to assist in this work The Service Provider is responsible for all development associated with the processing of the notification signal and the actual notification attempts once the signal has been transmitted Where applicable, costs ofpostage and stationery are excluded 3 Service Provider's Express Warranties a Warranty of Title or Licensure Service Provider warrants that it holds title and copyright to all software and associated modules licensed and delivered pursuant to the Service Agreement and/or that it is f Illy licensed by the copyright and title holders of the software to license Customer's use of said software pursuant to this Service Agreement Page 1 of 6 b Warranty of Performance. Service Provider warrants that all software and provided hardware will perform free of defects that would prevent the system from operating in the manner described in the contract documents and any other related user documentation for the version installed Year 2000 Compliance The Service Provider warrants that the Software product VINE® which is to be licensed for use by the Customer, is designed and performs in such a manner that, within limitations of current hardware and operating systems that are generally accepted as standard in the computer industry, the following conditions exist • Calculation, storage, retrieval or transmission of data fields and date -dependent data will not cause the software to abnormally terminate or produce invalid results during use of the software product for the business purposes for which the product is designed • Century recognition and calculations accommodate same century and multi -century date values and provide date data interface values that reflect the century • The above year 2000 features assume that the date data passed from the Customer's software from the Customer has 4-character year fields and the data within those fields is accurate • If a Customer's system changes such that a date f eld is sent from the Customer without century data, the Service Provider's system will default to the current century the Customer(and Client, if any) is responsible for the continuation of data generation to the VINE Interface with accurate century date In the event the Customer is unable to provide the required data to the Interface due to any event affecting the Customer's booking system, or any other system used to generate inmate and/or victim data, the Customer is still bound by the terms and conditions of this contract for the payment of the monthly service fees as outlined in section 5(b) of this Service Agreement 4 Supplies and Materials The Service Provider shall make available certain materials and supplies to the Customer for use in introducing V17VE to the community The creation of print, radio and television PSA's is included in start-up fees Quantities of support materials such as brochures, victim cards, posters and similar material is included in start-up as indicated in the VINE proposal that is part of this contract At the customer's expense, additional quantities of support materials may be purchased 5 Pricing. Prior to this contract being valid, and service to begin, the Service Provider must receive a purchase order from the Funding Agency to cover the following fees a Non -Recurring StaIU12 Fees These fees are for establishing the system connection, startup, training, and interface development These fees are billed and due prior to work beginning on this project The startup fees for services on this project are $ 6,250.00 includingthe he Spanish Language All startup fees must be paid in full prior to the service being initiated Invoices paid after 30 days will be assessed a finance charge of I %per month Recurring 0Rerational Fees These fees cover the annual cost of operating and supporting the VINE® service Hardware and Software service are included in this fee All incoming and outgoing calls are included in these fees as well as 24 hour monitoring of the service and the cost of transmitting all data These fees are billed during the first month of service Billing will begin no Page 2 of 6 sooner than (1) moving the system into the production call center, or (2) the negotiated System Online date in the Implementation Schedule The operational fees for the f rst twelve months of the VINE service will be $ 6, 000.00• Invoices paid after 30 days will be assessed a finance charge of 1 % per month 6 Performance of Services Not Covered. The parties agree that should the Service Provider choose to perform, at the Customer's request, any services not covered by this contract, the Customer shall compensate the Service Provider for its direct labor, parts and subcontracted work at the Standard Rate of $ 75 00/Fir and Overtime Rates of $11 S 001Hr 7 Implementation Schedule. An Implementation Schedule will be developed and agreed upon during the design phase of Installation The completed schedule will be signed and attached to this contract as an addendum (a sample addendum is attached to this contract) Billings, as set forth in section 5(b) of this Service Agreement, will begin at the sooner of (1) moving the system into the production call center, or (2) the negotiated System Online date in the Implementation Schedule 8 Indemnity. Indem i cation of Service Provider The Customer shall indemnify to the extent permitted bylaw, the Service Provider and shall hold the Service Provider harmless against any damage, loss, cost or expense which the Service Provider may sustain or incur by reason of any claim, demand, suit or recovery by any person or entity arising out of the failure of the Customer to perform the Customer's obligations pursuant to this Agreement Customer shall not be liable under the foregoing indemnification provision to the extent any damage, loss, cost or expense results from the proportional negligence or willful misconduct of the Service Provider Indemajawtion to the Customer Notwithstanding Section 8(a) hereof, the Service Provider shall zndemnf; the Customer and shall hold the Customer harmless against any damage, loss, cost or expense which the Customer, may sustain or incur by reason of any claim, demand, suit or recovery by any person or entity arising out of the Service Provider's performance (or nonperformance) of the Service Provider's obligations pursuant to this agreement Such indemnification shall also extend to any third party claims that Service Provider's software, products or services violate or infringe any claimed intellectual property rights, and in such cases, Service Provider shall provide at its own expense separate counsel to defend Customer against such claims c Limitation Period Neither party hereto may assert against the other party any claim in connection with this Agreement unless the asserting party has given the other party written notice of the claim within one (1) year after the asserting partyfirst knew or should have known of the facts giving rise to such claim Force Majeure Neither parry shall bear any liability or responsibility whatsoever to any other party for any failure to perform or delay caused by fire, earthquake, explosion, flood, hurricane, tornadoes, the elements, acts of God or the public enemy, restrictions, limitations or interference of governmental authorities or agents, war, invasion, insurrection, rebellion, riots, strikes or lockouts, inability to obtain necessary materials, goods, services, utilities or labor, or any other cause whether similar or dissimilar Page 3 of 6 to the foregoing which is beyond the reasonable control of that party, and any such failure or delay due to said causes or any of them 10 Entire Agreement; Inconsistent Terms. This contract, with attached exhibits, includes the complete and exclusive statement of the agreement between the Customer and the Service Provider, and supersedes any and all other agreements, oral or written, between the parties This contract may not be modified except by written instrument signed by the Customer and by an authorized representative of the Service Provider The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with the terms and conditions hereof, shall not bind or obligate the Service Provider 11 Contract Renewals. This contract shall be renewed, after the initial term, from month to month unless either party provides to the other party thirty (30) days written notice of the intent to cancel The customer has two additional renewal year options without price increases, assuming service levels are not changed Any changes in pricing for this Agreement will be mutually negotiated between the Service Provider and the Customer prior to contract renewal 12 Assignment. Neither party may assign its rights, duties, or obligations under this contract without prior written consent of the other party, but such consent shall not be unreasonably withheld 13 Jurisdiction and Choice of Law. This agreement and all questions relating to its validity, interpretation, performance, and enforcement shall be governed and construed in accordance with the laws of the State of Texas Service Provider and Customer hereby consents to thelurisdiction of any competent court of record of the State of Texas with respect to any actions arising from this agreement and further consents to venue in Denton County, Texas 14 Customer's Project Manager For the purposes of this project the following contact will be used as the customer's project management contact All project responsibilities that belong to the customer will be coordinated and managed by this contact The Customer appoints the project manager to be INTERACTIVE SYSTEMS, LLC BY.- 3^ g Signature Date Thomas R. Sgigle VP of Sales & Marketing Name Title Page 4 of 6 Customer Acceptance of proposal - The above prices, proposal, provisions and conditions are satisfactory and are hereby accepted Service Provider is authorized to do the work as specified Payment will be made as described on the terms outlined in this service agreement CUSTOMER BY APPROVED AS TO L BY Herbert L Prouty, Page 5 of 6 Interactive Systems, LLC Implementation Schedule WORK DAYS (M-P) Contract signed 0 Project engineer contacts customer. 10 Planning & design complete. 40 Equipment installed. 45 Customer programming complete & 70 data delivered to VINE. VINE programming complete. 70 QA testing complete. 80 Customer testing complete. 90 System online 95 Training complete. 100 Media announcements. 100 This is to certify that I have reviewed the design specification and implementation schedule and find it acceptable I also understand that any changes from this point on will result in a change and subsequent delay in the implementation schedule I further understand that a requested change may result in a charge by The VINE Company (Interactive Systems LLC) as outlined in the signed contract VINE PROJECT MANAGER signs here EXIHJ317' u. Page 6 of 6 OCT 15 1998 15 48 FR THE VINE COMPRNY 502 992 0012 TO 19403827923 P 02/17 Victim Information & Notification Everyday Automated Victim Notification System Proposed to Denton County, Texas City of Denton, Texas City of Carrolton, Texas ? Citv of Lewisville. Texas Proposal Prepared by The VIlV'E Company 332 West Broadway, Suite 1300 Louisville, KY 40202-2130 OCT 15 1998 15 49 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 03/17 Denton County, Texas - VINE Program Proposal COMPANY BACKGROUND InteraMV0,Systetns ("Tbe VINE Company') was incorporated in 1993 with its headquarters located in Louisville, Kentucky. The company was formed to develop and provide automated Victim Notification services These services provide victims of crime information and notification about their attacker. Interactive System's vision is. To continue our growth as the leading provider of automated victim nodf icadon services to the criminal jwdce cononuntry. Our primary product 1s called VIl"JB' , which stands for Victim Information and Notification Everyday It was first developed for the Corrections Department in Louisville, Kentucky From this breakthrough in technology, Interactive Systems pioneered a new approach to notify victims of violent crimes when their attackers we released from custody. Today the VINE program is in 24 states covering more than 300 communities It has proven to be a positive outreach to all types of crime victims SERVICE OVERVIEW This proposal explains how Interactive Systems (the VINE Company) will provide an Automated Victim Notification Service for Denton County through its national call center located in Louisville, Kentucky The VINE program will be integrated into the customer's computer system The customer's staff will continue to use the existing software and procedures for processing inmate and court case information. Below is a brief description of the VINE service VINE Service Deseriptlon VINE is a service that provides incoming call services for crime victims within a specific county. Victims of crime will call this number to receive basic information about a defendant held in custody. If registered, VINE will monitor the inmate's status and automatically begin making notification attempts to the victim, until a successful notification is recorded. The customer will be given the VINE workstation for Windows software. This software allows the customer to register certain types of victims for written notification letters. The VINE workstation software will also provide audit reports on all notification calls that the system processes. Every single contact to a victim is recorded to provide assurance of the systems performance The VINE Company provides these services by linking the customers computer into the automated VM call center in Louisville. In addition to providing the automated services and support, VINE prepares and assists the customer with a complete Mining, promotion, and public relations campaign designed to ensure that the Program effectively reaches crime victims within the community AN InfMMloa 4nnoo W Inlhre pmpaW Isom Page t lani 97 P4060mou aonndmnm�.na proprl�r p►Y a mmreauw sr+reme, tic OCT 15 1998 15 49 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 04/17 Denton County, Texas - VINE Program Proposal DETAUM SERVICE DESCRIPTION Once this project is contracted by executing the VINE Service Agreement (See Enclosure, Titled - Service Ag:eemggl), Interactive Systems will assign a project team to assist in the development and introduction of the VINE'service This team will consist of the following members: Account Manager To act as the primary account contact for any issues relating to the contract or service proposal Project Engineer To coordinate and manage the technical implementation of the service Promotion Specialist To assist with the development of promotional materials such as the VINE brochure, victim ID Cards, Television and Radio Public Service Announcements (PSA's) This person will also coordinate training programs, media coverage, and press announcements. At the point the contract is executed, a customer representative must be named in the contract es the point of contact or customer's project manager. The Interactive Systems team will work with the customer's project manager to introduce the services described in this proposal. The Project Engineer will coordinate an initial design meeting with the customer's internal project manager This meeting will result in a script design for incoming and outgoing calls, as well as a project implementation schedule showing the responsibilities of the Customer and Interactive Systems, Within 30 days of executing the service agreement, a design specification document will be produced which will provide all of the technical details for the system interface described below Interactive Systems will establish a VINE'" telephone number dedicated for the Customer's use. Concurrently, Interactive Systems provides and installs the necessary interface hardware that collects the inmate data from the jail's mainframe computer system The Customer will be required to assist in the development of the software interface between the criminal justice information system and the Vnie Call Center. There are many methods of creating this interface. Interactive Systems will develop the necessary interface software to collect this information from a transaction file, created by the customer, and transmit it back to the VINE"a Call Center The cost of heating the transaction file that will be harvested by the VINE'" interface will be the responsibility of the customer. AsWormaftOmWedtnthbpnpseettedie P2092 10/2 W P#060997011 eadidenaet end FIFWery properly et b*4*n systems, LLe OCT 15 1998 15 49 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 05/17 Denton County, Texas - VINE Program Proposal The information typically required for this project Interface is shown below: INMATE DATA MEN ramejultim YES F Middle YES 7ftcialSwurity Iflotown YES r Sometimes called Docket # NO er Generated at the scene ND Number YES Race YES Location Code Currant physical location NO Custody Code Type of Status (i o Suparvrsod. Unsupervised, Released, Thutaterrod YES Sautwtca exWration If Sentenced YES Reason for Release if aralease/transfer has occurred NO Ball Amount Total amount of Bail NO CHARGEDATA VICTIM DATA (If victims are registered by the customer) Victim Nmnber Generated at int of entryYES Victim Name Fi>s Les Middle YES Maillm Address If known NO Tel hoax Number for notification calls YES PIN Code for acknowledging calls YES Inmate Key Key field to tie victim to an WPM YES COURT DATA AD INI Mon wnminsA dl this ptopessl Is Me Pages 10/22J97 P"60997011 cangdoW and prop labuy propeny of Inutaaave systems, LLC OCT 15 1998 15 49 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 06/17 Denton County, Texas - VINE Program Proposal This proposal assumes that the customer's technical staff will provide programming and testing assistance dung the design and development of the interface This interface may be accomplished by attaching a PC on the customer's network communicating with TCPIP protocol and defining the appropriate transaction files that will be transferred (via FTP). Inmate custody and victim files will be transferred every 10 minutes, court information will be transferred once per day The VIN> interface PC will contain software to transfer these files, process the information and then transmit the information to the VINE call center by calling out on a standard analog line. Sometimes the customers can generate standard reports to disk files which contain the mfomi4don on the files shown above These files can be picked up by the VINE PC and used for the VINE program This approach may require little or no changes on the customers computer system Tha interface hardware that is placed at the customer's site will be owned by the customer This equipment will be maintained by Interactive Systems as a part of the monthly service fee for the duration of this contract. Interactive Systems will be responsible for the telephone lines that (1) callers dial into, (2) notification calls are placed on, and (3) data from the booking system is transferred on. The only telephone lines provided by the customer are those used for VINE'" workstations as described in the next section tmnrl can* Wo mk,n vm ropmqonmnimb proceo nK1offin ���'1�p M ME System H*X Emhoommt used fat lo[acmodw=CbW%Q V *A interface Cunem Tomato R or ti7 Mmr D= 1 As httartaramn m akod h1 thle propaW to the Page 4 10/27J97 PNO997011 eotr0 "W1 and prapOwNrypwarty et h widve st%4M LLC OCT 15 1998 15 50 FR THE VINE COMPRNY 502 992 0012 TO 19403827923 P 07/17 Denton County, Texas - VINE Program Proposal Yam' Workstation Interactive Systems also provides a Wmdows software package called the VINE workstation. This software will run on a customer provided PC running Windows 3.11 or Windows 95. The software requires a modem and a customer supplied telephone line for accessing the VINE'" Call Center. This software will allow the customer to perform the following types of functions. • Register victims for telephone or written notification • Print notification letters for victims who are pie -registered • Print reports about registered victims • Print notification audit reports for documentation • Call Trace by Phone Number • Call Trace by Inmate Number • Summary of Unconfirmed Calls • Summary of Successful Calls • Notification Summary Report • Audit Report • Print VINE usage reports with statistics on number of calls, number of notifications, number of victims, number of inmates, and number of inmate searches • Print tracking report for the manual release line Notification Letters The VINE• service is able to make notifications using a combination of telephone calls as well as written letters. W* ww notiloahons regure p Mg1stered victims with dresses entered by the county/state. Notification calls am used for notification of release, transfer, arrest, or a change in security level. Calls are also used for notifying victims/witnesses of upcoming court events as well as other important dates. Written notification is a backup to telephone notifications Some victims may not have telephones, or may not be available by phone at the point of a notification event. Often phone numbers provided are disconnected or out of service at the moment of notification Notification Letters are generated at the county/state agency's site using the VINE° Wod istation for Windows software. This software connects daily with the call center and extracts all necessary letters generated since the last call. These letters are then printed on the customer's letterhead at the customer's site Letters maybe generated as a backup in case telephone notification is not confirmed, or as a primary notification in place of telephone calls This can be configured from project to project. AD kftFMM4AqMdM4M Inddsp Woodlaie° Page 10/=M P0060997011 oadt MWandimagdwyPMP"ofhim""syd w.,LLc OCT 15 1998 15 50 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 08/17 Denton County, Texas - VINE Program Proposal For those victims who the customer chooses to register, notification letters can be automatically generated with the VINE Workstation The customer may choose to use letters with one of the following options for each type of notifluggg tvtie (Chang& in csstody status. ArrrHaL CQ= date. Parole Hearing • Letters as a Backup to Calls - Letters will be generated for each victim registered by the customer only if the telephone notification is not confirmed e Letters in Addition to Calls - Letters will be generated for each victim registered by the customer in addition to notification calls made by the service Note that if a victim is registered by the customer and no telephone number is specified, the notification letter will be generated regardless of which option is chosen Letter Notification come standard with one designed letter templates per type of notification event. Incoming Calls from the Public Anyone in the public will be able to call the VINE and lookup an inmate using one of six possible identification methods: 1. Inmate Name (first & last) 2 Inmatc Number 3 Case Number 4, Social Security Number 5 Incident Number 6 Arrest Number Only inmates currently in custody, or recently released/transferred will be retained in the system The customer will be able to specify a period of time ranging from 1-90 days (Default at 24 hours) after which an inmate will no longer be located in the service An Inmate who has been transferred or released within this period of time will still be located and an appropriate status message will be played (i a "This mmate was in custody but has been recently transferred to .: ') Once the mmate is located, the caller will be given the following information about the inmate. • Custody Status of the Offender SUPERVI5l3D CUSTODY UNSUPERVISED CUSTODY TRANSFBRED TO ANOMER AGENCY RELEASED FROM CUSTODY AD intmmaft aennlnod In this propel Is the PAPS 10/22197 P#060997011 aanadnetfa) and praprb" pmpmry of pdamWn SpMes, u o OCT 15 1998 15 50 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 09/17 Denton County, Texas - VINE Program Proposal • Location of the Offender A location table will be defined by the customer showing all possible locations and an appropriate status message for each • Sentence Expiration Date Of available) • Up to 90 seconds of static text providing direction to other victim service agencies within the communities. • Next Upcoming Court Date • Type of Court Event • Location and time of Court Event • Bail Amount (for Pre -sentenced Inmates) • Charges Pending (up to 10 charge types per inmate, 200 Charges overall) The caller will also be asked If they would like to register for notification If they request notification, the registration telephone number and PIN code will be accepted from the caller Script Customizations During the Incoming call, the customer will be allowed to customize the script by modifying the following sections of the script. • Initial greeting when the call is first answered • Search options presented (from the list shown below) Inmate Number (Customer will choose what this is called) Case Number (Customer will choose what this is called) Arrest Number (Customer will choose what this is called) Social Security Number Inmate Name (first, last name, middle initial, date of birth, race) • Optional agency to refer the caller to when an inmate is not located (agency name and address) • Up to 90 seconds of static text providing general jail information =� i.e visitation information, how to leave money for an inmate • Up to 90 seconds of static information that will be available to direct the victim to other victim services within the community • Initial message for outgoing notification calls • Custody Status Table - With messages regarding where the offender is being held • Unsupervised Status Table - With messages regarding the types of unsupervised custody • Transfer Status Table - With messages defining the agencies the offender was transferred to • Notification Table - With messages defining all possible notification messages • Release Status Table - With messages defining the mason for release • Court Event Table - With messages defining the types of count events A0 k6m 0w pomaptb M tan pmp" b sb Pege7 1012WI Pi1060997011 oaniMsnsi qna pl'OprMbrr PropMr otim�ative ayDtlms, uc OCT 15 1998 15 51 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 10/17 Denton County, Texas - VINE Program Proposal • Court Location Table - With messages defining the court locations • Court Result Table - With messages defining the court event result • Charge Table - With messages defining the grouping of charge codes Notification Calling Patterns The VINE' service provides two different notification calling patterns based upon the type of notlfrcation The "HIGH PRIORITY" calling pattern begins Immediately after the event is detected and continues at thirty minute intervals for twenty four hours These notifications require the called party to enter a PIN code, provided during registration, to stop the notification calls Calling intervals are increased to 2 hours in the event that a message is left on an answering machine or a person hears the message and fails to provide the correct PIN code The second calling pattern is called "STANDARD". These calls will be restricted to 7:00am till 9:00pm (customer's local time) and are made at two hour intervals for forty eight hours These notifications may be acknowledged by anyone who hears the entire message and selects to and the notifications by pressing 1 Thew messages will also be stopped if two massages are left on an answering machine. These types of notifications are not ended with a PIN code. This is simply because these are information notices and do not represent an immediate safety issue. Calls will be made in the language the caller selects at registration. WGH PRIORITY Notification patterns are used when an inmate is being moved from the SUPERVISED status to UNSUPERVISED or RELEASED status The only exception to this will be an advanced notification of release for end of sentence If the advanced notice is more than 24 hours in advance a STANDARD notification will be sent All other notifications will be STANDARD The Customer will be allowed to specify a system parameter which will delay all transfer notifications for a specific period of trine (for security reasons). Manual Release Line Each customer will have access to a special 800 number for the purpose of manually overriding certain VINE service functions. This line would be used if the booking system is unavailable or some other service problem has occurred. The Manual Release line will allow the customer to • Enter a security ID code to identify the site • inter a PIN to identify the caller ANkdoefto=ift edlnWspmp W16dw Page 10/2 W P#060997011 aa�ldanaol slid proprieeuYProPeh of Nanetlw 8ysrome. LLC OCT 15 1998 15 51 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 11/17 Denton County, Texas - VINE Program Proposal • Hook in an mmate who should be 1n custody • Release an inmate who is leaving custody • Issue an escape notice & recaputre • Cancel notification calls to a specific phone number • Block or un-block inmate information from the service Account Promotions Assistance The Account Promotion specialist assigned to this project will provide the following services under this agreement. Promotional Wterlal Development Interactive Systems will create the following promotional materials used for long- term promotion of the VINE service. Victim Brochure (explaining the program, designed to be distributed by law enforcement and other victim service agencies) A pre -determined number of brochures and service promotion posters per year will be provided annually under this agreement Additional quantities can be purchased for a separately quoted fee. Introducing VINE to the Media and Public Interactive Systems will assist in introducing VINE to the public and the media through media releases and conferences Thus service includes creation and distribution of media advisories and Public Service Announcements Interactive systems will also assist in coordinating any needed media conferences Support items for media assistance include. ♦ Recommended press releases. s Generation of a media distribution list ♦ Press conference support, including media kits, Q & A reference sheet and press conference check list. The Account Promotions Department will continue to maintain a relationship with the local media, keeping them apprised of VDM success stories and any new VINE services available to the community AA InfunWon oontdned mods pmpoul to Oro Pape 10/22/97 PN60"7011 •wdtMM"dproprlourrprep•dlofMWOWNs OM%u0 OCT 15 1998 15 52 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 12/17 Denton County, Texas - VINE Program Proposal P rogrsim Training - i9rrahft the Trainers" lakwactive Systems staff will coordinate a VINE workshop for staff and related victim service providers to assist in introducing the VINE program to your community. The workshop consists of from one to four separate presentations to be completed within a one day (8 hour) period. The workshop will be conducted by a VINE educator. The intent of this training program will be to tram each agency so they will be able to continue training their staff In the future Arrangements for tlus training should be made at least two weeks In advance of the service being introduced. Support materials which are provided during this training include. ♦ One ti' mms kit containing a descriptive video of the VINE service ♦ A complete lesson plan designed specially for your VINE program ♦ Examples of support and promotional materials, i e pamphlets, ID cards, etc This proposal includes up to 10 training kits Additional training kits may be purchased by individual agencies at their request. Service Operation After the system startup is complete, Interactive Systems will provide the services on a 24 hour, 7 day per week basis. The VINE Call Center is monitored continuously to ensure that any interruption in service is detected and remedied immediately. Interactive Systems maintains redundant equipment in the Call Center so that interruptions in service are minimized Interactive Systems maintains a lughly trained and qualified staff to monitor and operate call center equipment. The customer is given a 24 hour, 7 days per week contact number for the purpose of reporting problems that might be experienced. Interactive Systems responds to these problem reports within 2 hours of their receipt Live Operator Service Options The VR& Call Center offers a vanety of live operator assistance features The most common is a 24 hour per day, 7 day per week option to allow callers to press zero for operator assistance In these cases an operator can assist the caller with performing a lookup or registenmg to be notified. This service will cost a county an additional service fee as well as an increase in the initial startup fee This approach will allow operators to give out information and register victims for either telephone or written notification. If the live operator option is used, the a victim will be given a message, during notifications, that will Instruct them to press `0' and an operator will take their PIN code and acknowledge notifications. AU MMMOM s W&W In fhb pmpu M i$ft Pepe 10 10iL M PA060997011 eoMkanitai ufd proprbury FroP+KY of brooreativ. einamw LLc OCT 15 1998 15*52 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 13/17 Denton County, Texas - VINE Program Proposal Description of Service Fees Program Startup Fees The VINE program requires a startup fee and an ongoing service fee The startup fee covers the following program expenses • All equipment requited for the interface • Development of custom interface software for the booking system • Installation and checkout of interface equipment • Startup costs for all telephone services • Project Management • Script Design, Recording, translation and programming • Call Center Programming for all customer options • System testing • Development of a customized training program • Video training program for arresting agencies and other victim service providers • Creation of Public Service Announcements for Television and Radio • Development of Victim Brochures and M Cards (minus prmtmg costs) • On Site Customer Orientation Program • Coordination of Media Announcements • Assistance with live Press Conference Presentation Su mutary of Startup Fee - ONE TIME FEE f,ucul.inu 5lartup l_'ost. tipauitilr.Option I.h�r, 1)p. Sta�'tti�� � I (11',�i, .�rfrrul �j� OCT 15 1998 15 53 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 14/17 Denton County, Texas - VINE Program Proposal Sy*em Support Fee A system support fee is used to cover the cost of providing the service, monitoring the system around the clock, maintain all software and hardware and support all system programming needs. This fee can be paid monthly, quarterly or annually It covers the following ongoing support services. • Service Operation 24 hours / day 7 days / week • Complete support of interface hardware and software • Monitoring of all system hardware and software every 10 minutes • 24 hour troubleshooting support if system alarms are generated • Ongoing support of system script or normal programming changes • Ongoing public relations support for generating ongoing media updates • All incoming and outgoing telephone calls • Communications cost fot'transferring all system transactions every 10 minutes All system support fees are base on the information obtained by the VINE Survey form. This estimate was based on the statistical data provided by the County Agencies. This information includes EADMinly44MUMM1,200 >100 >100 >100 >100 Population Number of Annual 10,000 NA NA NA NA Boo ' s Court Event -Total Felony U00 NA NA NA NA Cases/Year Court Event -Total 5,000 NA NA NA NA Esdemeanors/Year Estimated Total Court 14,250 NA NA I NA NA Event Notifications *NOTE, Pruce will be valid for 90 days following data listed m proposal footer Ad Wornw4lon colzlrnd In uhle proposal to to Pc!. 9 tl 10/ t?M 15F000997011 OCT 15 1998 15 53 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 15/17 Denton County, Texas - VINE Program Proposal Hass 9unn9rt Fee - Includes Releastdl'raft No gcation Call-m service Victim can call -in to retrieve information & register to be notified. Call -out service Victim will be notified if there is any change in inmate's custody or status Custody status of the Offender • Supervised Custody - lists all possible locations of the inmate & appropriate ptatus message for each. • Unsupervised Custody - indicates all possible types of unsupervised status (home Incarceration, work release, etc ) & appropriate status message for each. Transferred to Another Agency - shows all possible transfer location/reasons & appropriate status message for each • Release from Custody - gives all passible reasons for release & appropriate status message for each. Sentence Expiration Date Lists current expiration date. If changes in status occurs, victim will be notified automatically. Parole Eligibility Date Indicates current parole date. If date changes due to good behavior, victim will be notified within 10 minutes of change. Support Program Information Up to 90 seconds of static text providing general jail information (visitation information, etc.) & 90 seconds directing caller to other victim service agencies within their community AS luf=ftn oftkndlnthispopamdWN Page13 10/22197 P#060997011 sosfld&MWaWpmpdob9WW"of6dmonftdo %LLC OCT 15 1998 15 54 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 16/17 Denton County, Texas - VINE Program Proposal Court Event Notifications Denton Color $11028 City of CW01ton 77 $ 0 aty of Lewlaville $ 0 city of Denton $ 0 7Fft edlenr so *TOTAL Live Operator Support Denton Coup 8,904 City of Carrolton $ 0 C!q of Lewisville $ 0 City of Denton $ 0 *TOTAL An InOMMO "nMkmd In thla pop" bam Pap 14 10124M PH1060997011 aonadelHW WAPnolitbb"p9pullyd4dMWMSydMW,LLC OCT 15 1998 15 55 FR THE VINE COMPANY 502 992 0012 TO 19403827923 P 17/17 Denton County, Texas - VINE Program Proposal Court Information Call -in service Victims can call-m to obtain information on all Bible court events and court event results Next upcoming court date Real time information for victuntwltness to plan their schedule Type of court event Listing of all 22Lsible court events & results Location of court event Indicates all possible court locations Bail Amount Allows family members or bail bonds men to obtain bail information for re -sentenced inmates Charges pending Summarizes all charge codes into a maxnnum of 100 charges TgEkljand efficiently. Arrest Nodfleation *TOTAL FOR ALL STRVIM "I -. Mhdit ft"BMWind6propowbow Page15 IONA197 P9060997011 °0"��i � Pr��Y P�1Y of Ymamotlw Syatans, 6LC