[Federal Register Volume 61, Number 196 (Tuesday, October 8, 1996)]
[Notices]
[Pages 52809-52811]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-25806]
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DEPARTMENT OF JUSTICE
Bureau of Justice Statistics
[OJP(BJS) No. 1103]
ZRIN 1121-ZA52
Inventory of State Corrections Information Systems
AGENCY: Office of Justice Programs (OJP), Bureau of Justice Statistics
(BJS), U.S. Department of Justice.
ACTION: Solicitation for award of cooperative agreement.
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SUMMARY: The purpose of this notice is to announce a public
solicitation for services of data gathering, collection of file
documentation, site visits, and data processing for an Inventory of
State Corrections Information Systems.
DATES: Proposals must be postmarked on or before November 26, 1996.
ADDRESSES: Proposals should be mailed to: Application Coordinator,
Bureau of Justice Statistics, Room 303, 633 Indiana Avenue NW.,
Washington, DC 20531, (202) 633-3004.
FOR FURTHER INFORMATION CONTACT: Allen J. Beck, Ph.D., Chief,
Corrections Statistics, Bureau of Justice Statistics, (202) 633-3009.
SUPPLEMENTARY INFORMATION:
Background
The Inventory of State Corrections Information Systems is a
collaborative effort sponsored by the Bureau of Justice Statistics
(BJS), National Institute of Justice (NIJ), and Corrections Program
Office (CPO), components of the Office of Justice Programs, U.S.
Department of Justice. With assistance from the Association of State
Corrections Administrators (ASCA), the inventory is designed to assess
the current status of offender-based information systems in State
departments of corrections and the Federal Bureau of Prisons.
In a series of meetings, correctional administrators, directors of
research, and Directors and staff representatives of the National
Institute of Corrections (NIC), the Federal Bureau of Prisons (BOP),
NIJ, and BJS identified the need for developing or updating common data
definitions in the corrections field. Correctional administrators
expressed concern that they lack basic information needed to formulate
new policies or to defend existing practices. Researchers highlighted
the difficulties of conducting comparative studies in the absence of
basic agreement on concepts and definitions, and the diversity in the
quality and coverage of data elements available in State correctional
information systems.
BJS is the lead agency for this study because of its long-term
experience in data collection and development of information systems.
BJS's corrections statistics program maintains numerous national
statistical collections, which rely on data supplied by Federal, State,
and local correctional administrators. These programs include the
National Corrections Reporting Program (NCRP), National Prisoners
Statistics, Censuses of Jails, Prisons, Probation and Parole Agencies,
Annual Survey of Jails, and Annual Probation and Parole Data Surveys.
These programs rely on uniform measurement rules, standardized concepts
and definitions, and common reporting criteria. Further information
about these data series, and the latest publications, are available
electronically on the Internet at http://www.ojp.usdoj.gov/bjs/
The NCRP provides a model for collecting offender-based
information. Begun in 1983 NCRP combined the National Prisoners
Statistics program (NPS) on prison admissions and releases and the
Uniform Parole Reports (UPR) into one reporting system. In 1994, 39
States, the District of Columbia, and California Youth Authority
participated in NCRP, providing individual-level data on prisoners
admitted to prison, released from prison, or released from parole.
Participation in the NCRP is incomplete, however. 11 States do not
participate, and among some participants, the data reported differ from
NCRP reporting standards.
The Inventory of State Corrections Information Systems will help
answer the questions raised by correctional administrators and
researchers, identify obstacles to more complete participation in NCRP,
determine what assistance States may need to develop improved offender-
based statistical data systems, and outline the factors underlying
variations in completeness or consistency in data elements and
definitions among participating jurisdictions.
Objectives
The purpose of this award is to conduct an inventory of all State-
level and BOP offender-based correctional information systems. It is
anticipated that the collected information will be useful in improving
Federal, State and local data collection and information systems.
Type of Assistance
Assistance will be made available under a cooperative agreement.
[[Page 52810]]
Statutory Authority
The cooperative agreement to be awarded pursuant to this
solicitation will be funded by the Bureau of Justice Statistics
consistent with its mandate as set forth in 42 U.S.C. 3732.
Eligibility Requirements: Both profit making and nonprofit
organizations may apply for funds. Consistent with OJP fiscal
requirements, however, no fees may be charged against the project by
profit-making organizations.
Scope of Work
The object of this solicitation is to provide an inventory of
offender-based State corrections information systems and conduct a
review of current information interchange capabilities among the
States. (An offender-based system is defined for purposes of this
solicitation as a computerized or manual information system that is
conceptually arranged around a single record for each inmate or each
person under correctional supervision. The term State, for this
purpose, includes the Federal Bureau of Prisons.)
Specifically, the recipient of funds will perform the following
tasks:
1. Develop a detailed timetable for each task involved in the
project, with data collection taking place February through July 1997.
After the BJS grant monitor has agreed to the timetable, all work must
be completed as scheduled.
2. Convene an advisory meeting of corrections administrators,
directors of research, and Directors and staff representatives of the
National Institute of Corrections (NIC), the Federal Bureau of Prisons
(BOP), NIJ, and BJS to identify core issues guiding the inventory. This
meeting will include approximately 40 people, who will be identified by
BJS, and shall take place in or nearby Washington, DC. All costs
related to the transportation, lodging, and subsistence of meeting
participants will be provided with separate funds. With assistance from
BJS staff, the recipient shall be responsible for coordinating the
meeting, including arranging the meeting date and place, contacting
participants, and providing the agenda. Participants in the advisory
meeting shall identify and prioritize the categories of data elements
to be inventoried.
3. Develop a questionnaire and methodology for collecting
information. Following the advisory meeting, the recipient will receive
guidance from BJS as to specifications for developing the collection
methodology. The inventory shall:
Include a maximum of 200 data elements and definitions--
using, as a baseline model, elements currently existing in the National
Corrections Reporting Program (NCRP), other data items specified as
possibly of interest to BJS, NIJ, and OJP in the future, core elements
in the Offender Based State Corrections Information Systems (OBSCIS),
and related data elements and definitions in established criminal
justice data systems such as NCIC-2000, criminal history record
standards, or the State Court Model Statistical Dictionary. The
selection of 200 data elements will be made by the recipient based on
the categories and priorities established by the project's advisory
meeting.
Determine the presence or absence of each item in every
State's inmate information systems, and the definitions, categories and
codes pertaining to each item.
Determine, in general, other categories of data commonly
included by States in their inmate information systems.
Determine characteristics of master files and linkages to
subordinate record systems.
Outline file coverage, data entry process, and updating
procedures; examine timeliness.
Determine ability to extract records of admissions and
releases from master file; reporting of correctional status to State
agencies than maintain criminal fingerprints and criminal history
records.
4. Submit a written report on the inventory in task #3, together
with State file documentation.
5. Conduct site visits, focusing particularly on States not
currently participating electronically in the National Corrections
Reporting Program, and perform tasks related to:
Identifying obstacles to participation and other reasons
for non-participation
Determining what assistance States would need in order to
have the capacity to interchange electronic offender-based records in
the future
Facilitating the development of automated extraction
programs that would meet agreed Federal standards--in collaboration
with NCRP staff and the State's Corrections Department programming
staff (or designates).
6. Provide a report on variations in reporting and coverage of data
elements in data available to States and recommendations for a limited
set of core data elements and categories to be included and defined in
a common way in all State inmate information systems.
Award Procedures
Proposals should describe in appropriate detail the procedures to
be undertaken in furtherance of each of the activities described under
the Scope of Work. Information on staffing levels and qualifications
should be included for each task and descriptions of experience
relevant to the project should be included. Resumes of the proposed
project director and key staff should be enclosed with the proposal.
Applications will be reviewed competitively by a BJS-selected panel
comprised of members selected by BJS, NIJ, and CPO. The panel will make
recommendations to the Director, BJS. Final authority to enter into a
cooperative agreement is reserved for the Director, BJS, or his
designee.
Applicants must reveal any association (within past two years) with
the Association of State Corrections Administrators or any ownership,
financial interests, or marketing agreements with respect to
corrections information management systems. Depending on the nature and
extent of involvement, such interests and relationships may disqualify
applicants or be considered negatively in the consideration of the
application.
Applicants must be familiar with the findings in the report of the
ASCA Subcommittee on Research ``Cross-jurisdictional Survey of
Correctional Research Offices.'' Vol. 1, September 1995. The
application should include a summary of the key survey findings and
outline how the inventory builds on these findings. A copy of the
subcommittee report will be provided on request by BJS.
Applications will be evaluated on the overall extent to which they
respond to the priorities and technical complexities of the scope of
work, conform to standards of high data collection quality, and appear
to be fiscally feasible and efficient. Applicants will be evaluated on
the basis of:
1. Knowledge of criminal justice issues related to corrections.
2. Knowledge and experience related to the development and
improvement of information systems.
3. Experience in organizing meetings of Federal, state, or local
professionals related to criminal justice issues.
4. Research expertise and experience in data gathering, production
of data files, and report writing.
5. Availability of qualified professional, field and support staff
and suitable equipment for data gathering and processing.
6. Demonstrated fiscal, management and organizational capability
and experience suitable for providing sound data within budget and time
constraints.
[[Page 52811]]
7. Reasonableness of estimated costs for the total project and for
individual cost categories.
Application and Awards Process
An original and five (5) copies of a full proposal must be
submitted with SF 424 (Rev. 1988), Application for Federal Assistance,
as the cover sheet. Proposals must be accompanied by SF 424A, Budget
Information; OJP Form 4000/3 (Rev. 1-93), Program Narrative and
Assurances; OJP Form 4061/6, Certifications Regarding Lobbying;
Debarment, Suspension and Other Responsibility Matters; and Drug-Free
Workplace Requirements; and OJP Form 7120-1 (Rev. 1-93), Accounting
System and Financial Capability Questionnaire (to be submitted by
applicants who have not previously received Federal funds from the
Office of Justice Programs). If appropriate, applicants must complete
and submit Standard Form LLL, Disclosure of Lobbying Activities. All
applicants must sign Certified Assurances that they are in compliance
with the Federal laws and regulations which prohibit discrimination in
any program or activity that receives Federal funds. To obtain
appropriate forms, contact Getha Hilario, BJS Management Assistant, at
(202) 633-3031.
The application should cover a 1-year period with information
provided for completion of the entire project. Proposals must include a
program narrative, detailed budget, and budget narrative. The program
narrative shall describe activities as stated in the scope of work and
address the evaluation criteria. The detailed budget must provide costs
including salaries of staff involved in the project and portion of
those salaries to be paid from the award; fringe benefits paid to each
staff person; travel costs; and supplies required to complete the
project. The budget narrative closely follows the content of the
detailed budget. The narrative should relate the items budgeted to the
project activities and should provide a justification and explanation
for the budgeted items. Refer to the aforementioned timetable when
developing the program narrative and budget information. This award
will not be used to procure equipment for the conduct of this study.
Awards will be made for a period of 6 months with supplemental
funding for an additional 6 months conditional upon the quality of
initial performance and products.
Jan M. Chaiken,
Director, Bureau of Justice Statistics.
[FR Doc. 96-25806 Filed 10-07-96; 8:45 am]
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