[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]
BILLING CODE 4410-18-P