1. Software/Hardware Specifications: a. Software: i. The vendor must own and support their software. ii. The software application must be web-based Intranet/Internet application. iii. The software shall be written in a relational database. iv. Vendor shall provide access authority protocols that will demonstrate to the County that the data integrity is protected. v. Upon completion of the contract term, the Navajo County Sheriff’s Office will be granted a non-exclusive license to the proposed inmate banking software provided by the vendor. This will ensure the continuity of inmate accounting history and reporting. This is a mandatory requirement of this bid. vi. Software must be able to interface with Spillman every fifteen minutes either by flat file or real time. vii. Provide training of all proprietary software to the staff. b. Software Features: Inmate banking software must provide an accurate, cashless accounting of all inmate monies, expenses and purchases. At a minimum, it must contain all the features and reporting methods included in this Invitation for Bid. The following requirements are mandatory specifications that will be required of the proposed resident banking software. The system must contain all the requirements and system features that are outlined below. These features must currently exist in the resident banking software at the time of bid submission for the bid to be deemed responsive. If your software does not have the features, functionality and reporting listed below, the bid will be deemed non-responsive and not considered for bid award. i. General ledger with automatic dual accounting posting. ii. General ledger reporting for all ledger accounts. iii. Data specific reports for all ledger accounts. iv. Provide for a trial balance to be run at any time, inflow and outflow of funds. v. Fiscal year maintenance with end of month reporting. vi. Checkbook capabilities with checkbook reconciliation. vii. Provide an automatic checkbook reconciliation module. viii. Resident bail module complete with reports screen. ix. Resident receivables module complete with reports section. x. Automatic check writer with MICR check writing. xi. Positive pay module to transmit check information to bank. xii. Allow for debt to be collected based upon percentage of incoming funds to be determined by the facility.
