What Does the Annual Price of GUARDIAN RFID Include?

Innovative technology can help manage your inmate tracking responsibilities to gain better compliance and stronger business outcomes. However, the cost of these technologies is not lost on us at GUARDIAN RFID; we understand that our system is an investment for most facilities. So, it’s important to know everything you’re getting to ensure it fits within your budget before you fall in love with it. 

In this blog, we’ll walk you through everything that Command Cloud provides in your System Renewal Fee (SRF) - the annual fee that Warriors pay to use GUARDIAN RFID software and services. By the end of this reading, you’ll have a clear understanding of what’s covered in your SRF and what you’ll need to budget for.

What’s a System Renewal Fee? 

The System Renewal Fee (SRF) is a key part of the annual fee that Warriors pay to continue using Command Cloud software and services. In general, the SRF covers:

• Unlimited users 

• Unlimited data storage 

• Annual investments in cybersecurity technology 

• Technical Support 

• Lifetime guarantee of Hard Tags 

• World-class cybersecurity

• Ongoing access to any licensed Command Cloud applications and services, including:

  • Mission Command 

  • Mobile Command XR 

  • VisionOps 

  • Med Manager

  • Operational Intelligence 

  • Academy Unlimited 

• Software updates and upgrades for licensed products and services throughout the year 

GUARDIAN RFID has one of the largest software engineering teams in corrections technology - spanning Web, Mobile, Artificial Intelligence, Business Intelligence, and reporting. Every application and service within Command Cloud is tightly integrated, providing a unified and robust system. This extensive engineering capability ensures that software updates and upgrades are delivered to users frequently. 

In addition to these more tangible benefits, your SRF also includes some unique perks that are harder to quantify. If you were around in the 1980s, you might remember the old American Express slogan: “Membership has its privileges,” you’ll see a similar theme here. Your SRF gives you premium membership access to certain complimentary services.

For example, Command Cloud users have complimentary access to Correctional Operations Resource Experts, or “C.O.R.E.,” the first-ever center of excellence to exist in the corrections industry.

C.O.R.E. leverages over 300 years of combined corrections experience from GUARDIAN RFID team members to provide consultative guidance on inmate management and jail operations. Our team’s expertise covers a wide range of matters, including but not limited to: 

• Staffing

• Retention

• Staff mental health

• High-risk prisoner transports

• Less lethal impact munitions

• Prison Rape Elimination Act (PREA)

• Correctional Emergency Response Team (CERT)

C.O.R.E. also includes the experience of six retired jail administrators and two former prison wardens, whose backgrounds span small jails, metropolitan jail complexes, and state prison systems. 

In addition to C.O.R.E., your SRF also includes ongoing support from our JailOps team. JailOps plays a crucial role in ensuring Warrior success and is one of the four key functional areas within GUARDIAN RFID. What sets JailOps apart is that it’s compromised 100% of retired corrections professionals, over 75% of whom are also former users of GUARDIAN RFID software. This unique combination of experience and expertise ensures that you receive the highest level of support.

The JailOps team proactively monitors every member of our user community across the U.S. and conducts check-ins every 90 days. We look at three things:

1. Are users equipped for success? We make sure everyone has what they need to perform at their best.

2. Are there any resource gaps? Whether it’s missing knowledge, wristbands, or an explanation of upcoming software updates, we’ll identify and address any areas where users need more support.

3. Are there usage trends or issues that require attention? If we notice unusual patterns in system usage, your dedicated JailOps team member will reach out to understand what's going on. This is like having a behind-the-scenes team working to ensure everything runs smoothly on your behalf.

There are also other benefits to being part of the SRF community, but, like some memberships, the full perks are reserved for members. Just know that our user community receives comprehensive support ranging from product knowledge to branded swag – and much more. 

When is the SRF Invoiced?

In general, the SRF is invoiced annually on the anniversary of your Go-Live date. 

If I Use Mobile Command XR’s Digital Evidence Capabilities Extensively, Will I be Charged For Data Storage?

Mobile Command XR has embedded capabilities to capture digital videos and imaging for various use cases; all of which are stored securely in Command Cloud. No matter how extensively you use Mobile Command XR for digital evidence gathering,  we’ll store as much data as you generate at no additional charge. 

There’s no data storage cap, no throttling, and no hidden fees. 

How is the SRF Amount Calculated? 

In general, the SRF is calculated based on the specific Command Cloud applications and services you’re using. 

For example, if you’re a 100-bed jail, you’ll likely be using Mission Command, Mobile Command XR, and possibly Operational Intelligence for real-time diagnostic analytics. Each of these components has a line-item fee, and the sum of these parts is your System Renewal Fee. 

What Fees Aren’t Covered by the SRF? 

An example of fees not covered by your SRF are costs associated with your facility's wristbands or ID cards. These consumables and peripherals – along with related components, such as the RFID desktop reader, laminator, or ID cards themselves – are not included in the SRF. These inmate identification peripherals, which we categorize as “wearable consumables” are quoted separately. 

Additionally, your SRF does not cover any interface fees related to your deployment. 

For example, if you’ve deployed a one-way interface between your instance of Command Cloud and your JMS, your JMS may charge an annual maintenance fee for ongoing maintenance and support. It’s important to note that there is no initial or ongoing fee for a one-way interface charged by GUARDIAN RFID. However, there’s one exception: if you’ve deployed Command Cloud with a one-way interface and you migrate away from one JMS to another - say 15 months later – we do charge a professional services fee to redeploy your new JMS interface to Command Cloud.

Does the SRF Include Mobile Devices?

Our rugged Android devices that run Mobile Command XR, SPARTAN, can be purchased outright or subscribed to for a low annual fee. If you subscribe to SPARTAN Android devices for your Command Cloud instance, this will have a separate fee from the System Renewal Fee. 

Is SSO Integration Included in my SRF?

If you’re deploying SSO integration between Command Cloud and your identity and access management solution, such as Microsoft Entra ID, there may be a nominal annual fee based on the number of API calls required for logins each year. While this fee is relatively low, for the sake of being thorough, the SSO fee would be separate from the SRF. 

Does the Annual Fee Vary Across the Editions of Command Cloud?

Yes, that’s correct. There are four editions of Command Cloud, each edition with a unique set of features designed to meet the specific needs of different users. 

For example, Defender Edition of Command Cloud is our most affordable version and is designed for small teams. It includes high-demand features such as unlimited users, Mobile Compliance Monitor (MCM), late check review, digital evidence capture, reporting, all six core modules in Mobile Command XR, and more.

Is Command Cloud Worth its Price?

Ultimately, whether you feel the annual fee for Command Cloud is worth its price is entirely up to you. 

With free software updates and upgrades, world-class tech support, unlimited users, unlimited data storage, access to corrections’ first and most comprehensive Center of Excellence (C.O.R.E.), and proactive, professional support from our JailOps team, the annual cost does offer significant value. But perhaps most importantly, it’s crucial that you speak with agencies currently using Command Cloud to hear directly from the horse’s mouth - our users - what their perspectives and experiences are.