Summary
Introduction
Lakeview Correction and Rehabilitation Centre (LCRC) is a non-governmental correction and rehabilitation center which has been operational for 15 years. The center admits inmates who have committed all sorts of crimes and rehabilitates them through instilling discipline as they learn numerous life skills. The center depends on sponsorships and grants for its operations. The officers in charge of the inmates are fully trained prison officers; the government pays some. The center admits an average of 10 inmates every two months. It can hold a maximum population of 500 inmates. LCRC has 20 officers, a ratio of 1:25 inmates. Also, it has five support staff together with five administrative staff.
Background
Lakeview Correction and Rehabilitation Centre (LCRC) has recently approved the installation of video surveillance systems and body-worn cameras by officers in charge of the inmates. The systems shall ensure officers’ safety is elevated as they interact with the inmates. In addition, the systems shall help to maintain the inmates’ discipline as they shall be under supervision 24/7 (Kowalski et al. 2020). The other objective of installing the system is to gather evidence that ensures inmates are responsible for any crime they commit within the facility.
Current Situation
Currently, LCRC uses PoE (Power-over-Ethernet) dome cameras to keep watch on the inmates. The cameras are not very reliable as the inmates know how to turn them to one specific point where they will not be monitored. The surveillance system also produces very low-quality images which are difficult to read. In most cases, officers depend on their physical eyes to monitor inmates as they move around their cells.
Description of the Problem
Occasions of exposure to risks of officers has increased rapidly in recent years, especially after inmates have gained a higher degree of freedom. Research that recorded the number of times inmates violently assaulted inmates indicates that officers’ safety is violated an average of 10% of the times officers interact with inmates from the year 2009 to 2016 (Sprague et al. 2020). Also, more than 3% of these contacts are the use of force complaints. These violations may also include sexual assaults where inmates may through body fluids to officers, leaving a psychological scar (Kowalski et al. 2020). Such assaults have been referred to as digital assaults or dress-outs. Also, inmates may own illegal items in the facilities, which they may use to attack officers.
A case for the Project and Scope Statement
A case for the project
Officers’ safety is paramount as the officers form the foundation of safety and security in the correction facilities. If officers’ safety is not guaranteed, they become weakened when performing their duties (Fredrik & Smith, 2017). For instance, officers may feel threatened, thus, hesitate and ignore some of their duties, such as handling security concerns such as searching and emergency responses, which leads to the officer’s ineffectiveness. Installation of the system will ensure the optimal performance of officers by enhancing their safety.
Scope of Work
The scope of work in the digital video surveillance systems and the body-worn cameras project includes planning, execution, implementation, training, and maintenance of the new systems (Sprague et al. 2020). The selected video surveillance and body-worn cameras vendor will be responsible for the installation and maintenance. The vendor company must meet the full requirements of an IT company in the region and must present full documentation of the installed systems. They will also train the officers on how to use the updated surveillance systems and body-worn cameras. We shall form a long-term relationship with the vendors as they shall also be responsible for the maintenance of the installed systems.
WBS and Responsibility Matrix
Period Performance
The performance period for the completion of this project shall take a maximum of one month (4 weeks, 28 working days). The project works shall kick off from May 4th to June 6th. The project manager shall request an extension of the dates through appropriate communication.
Place of Performance
All the activities shall take place within the LCRC facilities. The vendor will be required to attend various stakeholders meeting within the set timeframe. Before the initiation of the project, On May 2nd, the vendor is required to attend a meeting with the administration to discuss the timeline and activities of the project. As the project is in progress, the vendor should meet the administration again to explain the progress of the project. On completion, May 31st, the vendor will be expected to meet the administration and officers for the training session. Thereafter, the vendor shall attend other meetings if required. They shall also do timely check-ups to make sure the system works efficiently.
Work Breakdown Structure (WBS)
Critical Path Analysis
Responsibility Matrix
Cost Budgeting
Direct Costs
Indirect Costs
Overall project cost= $113,490+9800=$123, 290
Communication and Risk Management Plan
Communication Plan
Communication is a crucial stage of any implementation process, and for effective communication to take place, there needs to be a plan for the achievement of the goal. (Gupta). In the implementation of the proposed solution, communication is needed to gather the necessary support, resources, and involvement in the process. The stakeholders who need to be involved in the process are the management team, the finance department, the government agencies in the facility, the officers, and the inmates.
First, we need to communicate with the management before involving other stakeholders. We shall use a hierarchy (top-down) communication procedure. The procedure of communication is effective because it allows the leaders to influence the employees (Sprague et al. 2020). The management has a clear understanding of the goals or expectations. We shall use various means of communication to deliver the message to a different audience. Email is the most effective way of communicating the message within an organization (Yap et al., 2017). We shall use email to communicate the message to the management and employees of the organization. The management shall be the main recipients of the email then carbon-copied to other employees.
Additionally, meetings are important as they allow communication with verbal and non-verbal cues (Singh & Williams 2021). Also, stakeholders can have a one-on-one interaction increasing the chances for sharing opinions and clarification. While conducting a physical stakeholder’s meeting, one can easily convince the audience (Singh & Williams 2021). We shall hold a stakeholder meeting to deliver the message to the employees and management of the organization.
Risk Management Plan
During the project development and implementation, various risks should occur, such as hiring an illegal vendor, incurring unnecessary costs, or physical injury during installation (Gupta). To mitigate these risks, we have put several measures such as requiring legal documentation of the vendor before the hiring process, hiring an external auditor, and purchasing some safety equipment such as a ladder and helmets.
Dashboard
Request for Proposal (RFP)
- To: Interested Parties
- Project: Video surveillance and Body-worn Cameras systems
- Issued by: Lakeside Corrections and Rehabilitation Centre
- Attention:
- Phone number: 555-523961
- Email: contact@[email protected]
- Date: May 3rd, 2021
Introduction and Background
Lakeside Corrections and Rehabilitation center needs digital and most recent video surveillance systems and body-worn cameras for police officers. We are accepting proposals from different information technology vendors. We aim at achieving the following:
- Maximum security for our officers
- Optimal supervision of inmates
- A reliable data storage system
- Accountability
- Increased officer confidence.
The primary objective of this proposal is to obtain the most competitive vendor that will help us achieve our objectives efficiently. Quality is our priority factor in decision-making. As price is also a relevant factor, we shall consider other criteria as illustrated in the Evaluation factors below.
Submission Guidelines and Requirements
The following are the submission guidelines and requirements that are subject to this proposal:
- Only registered companies recognized by the registrar of companies qualify to apply for this proposal.
- The bidders must have completed at least three similar projects to this one. They should have supporting documents that show their completed work and recommendation from the client companies.
- The bidders must fill and submit the proposal form that is downloadable on the company’s website no later than April 1st, 2021.
- The bidders should submit their registration documents together with the proposal form in a pdf. Format.
- The bidders should attach their budget alongside the prior documents and send it via email to contact@[email protected]. The budget document should not exceed five pages. The document should include and not be limited to fixed prices, hourly rates, and an estimated number of hours.
- If the bidder has any terms and conditions, they should send them to use not later than April 5th, 2021. However, all terms and conditions should be negotiable.
- The bidder’s document must be signed by a representative that is authorized to commit the bidder’s company.
The project must be complete by June 6th, 2021. However, bidders can submit their proposed timeline and shall be evaluated as per LCRC guidelines.
Budget
Lakeside Corrections and Rehabilitation Centre (LCRC) has set aside a maximum budget of $ 150,000 for the completion of the project. Note, that the price does not include shipment and taxation costs.
Evaluation Factors
Lakeside Corrections and Rehabilitation Centre (LCRC) will rank the proposal based on the following criteria;
- Cost of completion of the project.
- Relevance of past work and recommendations from previous clients.
- Responsiveness rate to this proposal.
- Availability of all the relevant documents.
- Competence and technical expertise of the bidder and staff.
References
Fredrik, F. V., & Smith, H. (2017). Correctional officer safety and wellness literature synthesis. Web.
Gupta, M. (2020). Adoption and Adaptation of Communication Audit in Corporate Communications. Web.
Kowalski, M. A., Mei, X., Turner, J. R., Stour, M. K., & Hemans, C. (2020). An analysis of statutes criminalizing correctional officer sexual misconduct with inmates. The Prison Journal, 100(1), 126-148. Web.
Singh, H., & Williams, P. S. (2021). A guide to the project management body of knowledge (7th ed.). Project Management Institute.
Sprague, J., Joliette, K., Boden, L. J., & Wang, E. (2020). Implementing facility-wide positive behaviour interventions and supports in secure juvenile correction settings: Results of an evaluation study. Remedial and Special Education, 41(2), 70-79. Web.
Yap, J. B. H., Abdul-Rahman, H., & Chen, W. (2017). Collaborative model: Managing design changes with reusable project experiences through project learning and effective communication. International Journal of Project Management, 35(7), 1253-1271.