Addendum 1-RFP Document.pdf

Addendum #1: Section 8.1.1 has been removed. Only electronic submissions shall be accepted.

STATE OF SOUTH DAKOTA

UNIFIED JUDICIAL SYSTEM

500 E CAPTIOL AVENUE

PIERRE, SD 57501

ADDENDUM #1

South Dakota Unified Judicial System Supervision Case Management System to include:

redevelopment and construction of a probation and supervision case management system, user testing, and migration of current case information.

PROPOSALS ARE DUE NO LATER THAN February 9, 2026

RFP #:

#26RFP18738

State POC:

RFP#2618738@ujs.state.sd

.us

EMAIL:

RFP#2618738@ujs.state.sd

.us

READ CAREFULLY

FIRM NAME: AUTHORIZED SIGNATURE:

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGIT): FEDERAL TAX ID:

E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME: TELEPHONE NO:

E-MAIL:

1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The South Dakota Unified Judicial System is a constitutionally separate but co-equal branch of government within the State of South Dakota. The South Dakota court system is a unified court system with a supreme court, circuit courts and magistrate courts. The State Court Administrator’s Office provides financial, technical, and administrative support services to the judges, clerks, probation, and court staff through the State of South Dakota. One of the divisions in the State Court Administrator’s Office is the Division of Court Services which is responsible for overseeing adult and juvenile probation.

The State Court administrator’s Office Division of Information and Technology oversees technology for the South Dakota court system. As a unified court system, this means providing supporting applications used for case and document management for tracking and managing criminal, civil and juvenile case data, and information statewide for all court process.

The UJS uses the Odyssey case management system developed by Tyler Technologies, Inc. as the statewide case management platform for court data including case specific date and probation related data. The Court Services Division has utilized Odyssey Supervision for its case management system for both Adults and Juveniles, but soon that system will be no longer supported by Tyler. The Odyssey Supervision collects the following information: demographics, employment, case specific information, education, contacts, client service billing, jail time sanctions, community service, incentives, sanctions, urinalysis results, risk and needs assessment results.

For consistent and accurate data to be collected from all the state’s probation cliental, it is important to have a single case management system to track statewide and local trends in probation and allow for in-depth program evaluation and reporting capabilities. The management information system for probation must be able to satisfy several objectives which are identified in more detail later in this RFP. This includes tracking an individual from initial appearances, pre-sentence investigations, collecting assessment data, monitoring the individual while on probation up and to the point of either release from probation or sentenced to incarceration. The case management system would need to allow for 300 users to have access to the system and be able to migrate inactive and active case types to the new case management system.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Division of Court Services is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota, Unified Judicial System. The reference number for the transaction is RFP #2618738. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

1.3 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication December 15, 2025 Offeror Questions Due January 9, 2026, 5:00 p.m. CT Responses to Offeror Questions January 19, 2026 Proposal Submission February 9, 2026, 5:00 p.m. CT Oral Presentations/discussions (if required) At the discretion of the SCAO Proposal Revisions (if required) TBD Discussions/Technical Review TBD Anticipated Award Decision/Contract Negotiation March 2026

1.4 SUBMITTING YOUR PROPOSAL

All proposals must be completed and received by February 9, 2026 by 5pm CT. Proposals received after the deadline will be ineligible for consideration.

1. An electronic PDF version must be emailed to RFP#2618738@ujs.state.sd.us.

2. If the file exceeds 20MB, please provide an alternative option through an FTP site or DropBox with secured access. Please inform via the RFP#2618738@ujs.state.sd.us of this in an email with instructions on accessing.

No proposal will be accepted from, or no contract or purchase order shall be awarded to any person, firm or corporation that is in arrears upon any obligations to the State of South Dakota, or that otherwise may be deemed irresponsible or unreliable by the State of South Dakota.

1.5 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY

EXCLUSION – LOWER TIER COVERED TRANSACTIONS

By signing and submitting this proposal, the offeror certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation, by any Federal department or agency, from transactions involving the use of Federal funds.

Where the offeror is unable to certify to any of the statements in this certification, the bidder shall attach an explanation to their offer.

1.6 NON-DISCRIMINATION STATEMENT

The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination. By signing and submitting their proposal, the offeror certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin or disability.

1.7 CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not an entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by SDCL 5-18A. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting judicial branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.8 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

mailto:RFP#2618738@ujs.state.sd.us

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity on the basis of Israeli national origin, or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.9 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the offeror prior to February 9, 2026.

No oral, telephonic, telegraphic or facsimile responses or modifications to informal, formal bids, or Request for Proposals will be considered.

1.10 QUESTIONS REGARDING RFP

Offerors may email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. Inquiries must be emailed to RFP#2618738@ujs.state.sd.us with the subject line “RFP #26RFP18738”.

The State will respond to offeror’s inquiries (if required) via e-mail. In addition, all inquiries and the State’s response will be posted on the state’s e-procurement system. Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified in the same manner as indicated above regarding any modifications to this

RFP.

1.11 PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements. An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected.

The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

1.12 LENGTH OF CONTRACT

The contract will begin March 2026, or as mutually agreed upon by the two parties.

1. The Supervision CMS launch date must be no later than July 2027.

1.13 GOVERNING LAW

This RFP will be governed by and construed in accordance with the laws of the State of South Dakota.

The venue for any lawsuit pertaining to or affecting this RFP will be in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

1.14 PRESENTATIONS/DEMONSTRATIONS

Any presentation or demonstration by an offeror to clarify a proposal may be required at the sole discretion of the State. If presentations or demonstrations are required, they will be scheduled after the submission of proposals. Presentations and demonstrations will be made at the offeror’s expense.

1.15 TECHNICAL REVIEW

At the State’s discretion, the State may require a technical review of the offeror based on the offeror’s proposal and response to the Security and Vendor Questionnaire.

1.16 NEGOTIATIONS

This process is a Request for Proposal/Competitive Negotiation process. Each Proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request. The State reserves the right to negotiate on any and/or all components of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

2.0 STANDARD CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below, the State’s standard Information Technology (“IT”) contract terms listed in Appendix A, and any additional terms and conditions as negotiated by the parties. The offeror must indicate in its response any issues it has with specific contract terms. If the offeror does not indicate that there is an issue with a specific contract term, then the offeror will be deemed to have accepted the contract terms as written.

2.1 The Contractor will perform those services described in the Scope of Work, attached hereto as Section 3 of the RFP and by this reference incorporated herein.

2.2 The Contractor’s services under this Agreement shall commence on __________________ and end on

___________________, unless terminated sooner pursuant to the terms of this agreement.

2.3 The Contractor will not use State equipment, supplies or facilities. The Contractor will provide the UJS with its Employer Identification Number, Federal Tax Identification Number or Social Security Number upon execution of this Agreement.

2.4 The State will make payment for services upon satisfactory completion of the services. The State will not pay

Contractor's expenses as a separate item. Payment will be made pursuant to itemized invoices submitted with a signed state voucher. Payment will be made consistent with SDCL ch. 5-26.

2.5 The Contractor agrees to indemnify and hold the State of South Dakota, its officers, agents and employees, harmless from and against any and all actions, suits, damages, liability or other proceedings that may arise as the result of performing services hereunder. The Contractor will defend the State of South Dakota, its officers, agents, and employees against any claim, including any claim, action, suit, or other proceeding related to the claim. The Contractor’s obligation to indemnify includes the payment of attorney fees and other costs of defense. In defending the State of South Dakota, its officers, agents, and employees, the Contractor will engage other professionals, subject to the written approval of the State which will not be unreasonably withheld. Notwithstanding the foregoing, the State may, in its sole discretion and at the expense of the Contractor, engage attorneys and other professionals to defend the State of South Dakota, its officers, agents, and employees, or to assist the Contractor in the defense. This section does not require the Contractor to be responsible for or defend against claims or damages arising solely from errors or omissions of the State, its officers, agents or employees.

2.6 The Contractor, at all times during the term of this Agreement, shall obtain and maintain in force insurance coverage of the types and with the limits as follows:

A. Commercial General Liability Insurance:

The Contractor shall maintain occurrence based commercial general liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each occurrence. If such insurance contains a general aggregate limit it shall apply separately to this Agreement or be no less than two times the occurrence limit.

The insurance policy will name the State of South Dakota, its officers and employees, as additional insureds, but liability coverage is limited to claims not barred by sovereign immunity.

The State of South Dakota, its officers and employees do not hereby waive sovereign immunity for discretionary conduct as provided by law.

B. Professional Liability Insurance or Miscellaneous Professional Liability Insurance:

The Contractor agrees to procure and maintain professional liability insurance or miscellaneous professional liability insurance with a limit not less than $1,000,000.00.

C. Business Automobile Liability Insurance:

The Contractor shall maintain business automobile liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each accident. Such insurance shall include coverage for owned, hired and non-owned vehicles.

D. Worker’s Compensation Insurance:

The Contractor shall procure and maintain workers’ compensation and employers’ liability insurance as required by South Dakota law or federal law.

Before beginning work under this Agreement, Contractor shall furnish the State with properly executed Certificates of Insurance which shall clearly evidence all insurance required in this Agreement. In the event a substantial change in insurance, issuance of a new policy, cancellation or nonrenewal of the policy, the Contractor agrees to provide immediate notice to the State and provide a new certificate of insurance showing continuous coverage in the amounts required.

Contractor shall furnish copies of insurance policies if requested by the State.

2.7 While performing services hereunder, the Contractor is an independent contractor and not an officer, agent, or employee of the State of South Dakota.

2.8 The Contractor agrees to report to the State any event encountered in the course of performance of this Agreement which results in injury to the person or property of third parties, or which may otherwise subject Contractor or the State to liability. The Contractor shall report any such event to the State immediately upon discovery.

The Contractor's obligation under this section shall only be to report the occurrence of any event to the State and to make any other report provided for by their duties or applicable law. The Contractor's obligation to report shall not require disclosure of any information subject to privilege or confidentiality under law (e.g., attorney-client communications). Reporting to the State under this section shall not excuse or satisfy any obligation of Contractor to report any event to law enforcement or other entities under the requirements of any applicable law.

2.9 This Agreement may be terminated by either party hereto upon thirty (30) days written notice. In the event the Contractor breaches any of the terms or conditions hereof, this Agreement may be terminated by the State at any time with or without notice. If termination for a breach is affected by the State, any payments due to Contractor at the time of termination may be adjusted to cover any additional costs to the State because of Contractor's breach. Upon termination the State may take over the work and may award another party an agreement to complete the work under this Agreement. If after the State terminates for a breach by Contractor it is determined that Contractor was not at fault, then the Contractor shall be paid for eligible services rendered and expenses incurred up to the date of termination.

2.10 This Agreement depends upon the continued availability of appropriated funds and expenditure authority from the Legislature for this purpose. If for any reason the Legislature fails to appropriate funds or grant expenditure authority, or funds become unavailable by operation of law or federal funds reductions, this Agreement will be terminated by the State upon five (5) business days’ written notice. The Contractor agrees that termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State or any officer, agent, or employee of the State, and the Contractor waives any claim against the same.

2.11 This Agreement may not be assigned without the express prior written consent of the State. This Agreement may not be amended except in writing, which writing shall be expressly identified as a part of this Agreement and be signed by an authorized representative of each of the parties to this Agreement.

2.12 This Agreement will be governed by and construed in accordance with the laws of the State of South

Dakota, without regard to any conflicts of law principles, decisional law, or statutory provision which would require or permit the application of another jurisdiction’s substantive law. Venue for any lawsuit pertaining to or affecting this Agreement will be in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

2.13 The Contractor will comply with all federal, state and local laws, regulations, ordinances, guidelines, permits and requirements applicable to providing services pursuant to this Agreement, and will be solely responsible for obtaining current information on such requirements. Nothing herein will constitute a waiver by the State to any defense to jurisdiction nor will anything under this Agreement constitute an acknowledgement by the State that any tribe has or exercises any jurisdiction over this Agreement or the parties.

2.14 The Contractor may not use subcontractors to perform the services described in this Agreement without the express prior written consent of the State. The Contractor will include provisions in its subcontracts requiring its subcontractors to comply with the applicable provisions of this Agreement, to indemnify the State, and to provide insurance coverage for the benefit of the State in a manner consistent with this Agreement. The Contractor will cause its subcontractors, agents, and employees to comply, with applicable federal, state and local laws, regulations, ordinances, guidelines, permits and requirements and will adopt such review and inspection procedures as are necessary to assure such compliance. The State, at its option, may require the vetting of any subcontractors. The Contractor will assist in the vetting process.

2.15 The State reserves the right to reject any person from performing services under this Agreement who the

State believes would be detrimental to the services, presents insufficient skills, presents inappropriate behavior, or is considered by the State to be a security risk.

2.16 Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement shall belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. Papers, reports, forms, software programs, source code(s) and other material which are a part of the work under this Agreement will not be copyrighted without written approval of the State.

2.17 The Contractor certifies that neither Contractor nor its principals are presently debarred, suspended, proposed for debarment or suspension, or declared ineligible from participating in transactions by the federal government or any state or local government department or agency. Contractor further agrees that it will immediately notify the State if during the term of this Agreement Contractor or its principals become subject to debarment, suspension or ineligibility from participating in transactions by the federal government, or by any state or local government department or agency.

2.18 Any notice or other communication required under this Agreement shall be in writing and sent to the address set forth above. Notices shall be given by and to Greg Sattizahn on behalf of the State, and by ________________, on behalf of the Contractor, or such authorized designees as either party may from time to time designate in writing. Notices or communications to or between the parties shall be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination shall be sent by registered or certified mail, or, if personally delivered, when received by such party.

2.19 In the event that any court of competent jurisdiction shall hold any provision of this Agreement unenforceable or invalid, such holding shall not invalidate or render unenforceable any other provisions of this Agreement.

2.20 All other prior discussions, communications and representations concerning the subject matter of this

Agreement are superseded by the terms of this Agreement, and except as specifically provided herein, this Agreement constitutes the entire agreement with respect to the subject matter hereof.

2.21 The waiver by either party of a breach or violation of any provisions of this Agreement will not operate as, or be construed to be, a waiver of any subsequent breach of the same or other provision of this Agreement.

2.22 Nothing in this Agreement is intended to constitute a waiver of sovereign immunity by or on behalf of the

State of South Dakota, its agencies, officers, or employees.

2.23 Neither party will disclose the contents of the Agreement except as required by applicable law or as necessary to carry out the terms of the Agreement or to enforce that party’s rights under this Agreement.

The Contractor acknowledges that the State of South Dakota and its agencies are public entities and thus are bound by South Dakota open meetings and open records laws. It is therefore not a breach of this Agreement for the State to take any action that the State reasonably believes is necessary to comply with the South Dakota open records or open meetings laws, including, without limitation, posting this Agreement on the website pursuant to SDCL § 1-27-46.

3.0 SCOPE OF WORK

It will be the responsibility of the Offeror to perform the tasks necessary to implement the new Supervision Case Management System including, but not limited to, the following:

Key Project Components:

1. Provide, configure, install, test, and integrate a new statewide Supervision Case Management System for Adults and Juveniles offenders covering our 7 circuits and the counties within each circuit.

2. Prepare a recommended solution for accessing all data in the current Supervision Case Management System from the new one through a combination of full conversion and migration to new system, conversion to summarized read-only date for historical reporting and comparison, and access to data in the old system, and then, implement the solution.

3. Provide complete user, operational and system documentation for the new system.

4. Provide instructor-led, onsite training for administrative/clerical staff and IT staff in its operation, functions, and capabilities.

5. Provide train-the-trainer instructions for UJS staff to prepare them to train end-users. Provide end-user documentation and training materials that can be utilized, with the ability to modify, by the UJS to conduct training.

6. Provide ongoing maintenance and support after going live.

7. Provide scheduled releases for enhancements and non-scheduled releases to address bugs and/or errors including security vulnerabilities and software dependencies.

8. Provide for the ability to readily interface with other applications.

9. Specify the recommended technical environment including hardware and software required by the proposed system.

A. UJS Responsibilities:

1. The UJS plans to procure and install any recommended hardware and system software.

2. The UJS expects to provide first-level help desk services for the supervision case management system.

3. The UJS expects to be able to provide a certain portion of system administration and technical support.

B. Contractor/Vendor Turnkey Supervision Case Management System:

This RFP requests the planning, configuration, customization, installation, testing, implementation, and training for turnkey supervision case management system.

The following additional tasks must be performed:

1. Design and implement standard reports.

2. Full Data conversion to the new system, including mapping, cross-walking of data, data cleanup and reconciliation of data.

3. Maintenance and support for the system for the duration of the contract.

4. Identify resources to be allocated by the UJS to complete the implementation process from project initiation to final go-live in a detailed Document of Understanding that specifically outlines what the Offeror will provide and what the UJS is expected to provide including a solution roadmap.

C. Business Requirements:

1. The ability to retrieve data from other case management systems at case creation.

2. The capability for the system to provide data exchange interfaces with agencies outside of the courts.

3. The data transfer capability will require the system to capture and record the associated unique identifying fields in the South Dakota existing case management system including case number and party ID.

4. The system must generate a unique case for the submission (Each case referral assigned an internal case ID number or system number for program evaluation when de-identifying). It may be beneficial to have a case number ID that matches the Odyssey case management system assigned case number.

5. The system must be party based displaying all cases associated to each probationer.

6. The system must be a statewide system that can be configured to include circuits and counties within the circuits for Adult and Juveniles.

7. The system must allow for quick and easy configuration for all case types and case components. This must include items such as navigation look and feel, fees, questions, forms, alerts, business rules/court policy, etc.

8. The system must have a common, consistent end user Web interface.

9. The system must provide a user interface which minimizes screen scrolling as much as possible.

10. The system must provide the capability to display clear error messages that can help a user understand and resolve the encountered error.

11. The system must provide the capability to mark or highlight all required data items on a data entry page.

12. The system must provide the capability to highlight input errors (e.g., missing data, incorrect format, DOB is in the future) and prompt user for correction.

13. The system must provide proper validation to prevent invalid data from being entered or saved in the system.

14. The system must provide the capability to prompt the user to save or cancel if user attempts to log out of system with unsaved changes.

15. The system must provide the capability to dynamically display functions and capabilities consistent with the user’s privileges (e.g., Add, View, Edit, Delete).

16. The system must provide the capability to display dynamic dropdown pick lists, where the value chosen from one list determines the list of values on another list.

17. The system must provide the capability to alert the user of certain special conditions (e.g. this is a sealed document).

18. The system must provide the capability to provide data entry formatting in applicable input fields (e.g. phone number, DOB). The system must allow for both calendar widget picker as well as direct data entry in the field.

19. The system must provide the capability to prompt the user for confirmation upon a user requested “cancel” action.

20. The system must provide the capability to alert a user if an attempt is made to exit the screen without saving data.

21. They system must utilize Entra ID login to access the application. MFA must be utilized if the user is accessing the application outside the State Network.

22. The system must provide administrative functions allowing authorized users to disable a user but retain all audit history associated with user’s activity.

23. The system must provide for the capability to designate users as administrators and to change those who have that designation by a super administrator.

24. The system must provide administrative functions allowing authorized users to lock a user out of the system or unlock a user to allow user to regain access.

25. The system must provide for role-based access control – only authorized users will be able to see or view certain information (e.g., sealed documents).

26. The system must provide administrative functions allowing authorized users to manage users’ access rights.

The administrative functions will include, but not be limited to, grant/revoke security roles to/from a user, view granted roles (group) and associated access rights, search user by predefined search criteria.

27. The system must provide the capability to ensure screens, functions, or menu items are only visible to authorized user.

28. The system must provide the capability to prevent read-only data items from being modified.

29. The system must provide the capability to ensure that sensitive or confidential information on any displayed page is only viewable by users with the required authorization.

30. The system must allow for configuration and management of code values for supervision case management system.

31. The system must provide the capability to allow authorized administrators to maintain code values used for configuring lookup values for case data elements.

32. The system must provide the capability to allow authorized administrators to inactivate codes for future selection without impacting cases already using these codes.

33. The system must provide the capability to set future effective dates for codes.

34. The system must provide the capability to search code tables.

35. The system must provide the capability to modify description of codes without impacting cases using these codes.

36. The system must allow for staff to be able to enter by code description or by code (e.g., Murder -1st Degree

(Felony) or SDCL 22-16-4) and have the system auto-populate the required code values or description depending on what is entered.

37. The system must provide the capability to support searching by metadata (e.g., case type, case ID, transaction ID, case name, filing date).

38. The system must allow the user to configure how many search results they can view per page.

39. The system must provide the capability to support simple and advanced searches (or quick and complex searches).

40. The system must provide the capability to sort search results based on relevancy.

41. The system must allow users to perform searches using a combination of search criteria.

42. The system must provide the capability to filter search results.

43. The system must provide wild card search and exact match search.

44. The system must allow for search results to be saved in other file formats like PDF or Excel.

45. The system must allow for applying same update to multiple cases/apply mass update.

46. The system must provide the capability to copy case data to create a new case.

47. The system must create data entry defaults including, but not limited to, dates.

48. The system must have a mechanism for sorting out any subgroups or subset of offenders using any combination of the variables in the data system.

49. The system should have the ability to function on mobile devices, for probationers that link their case, drug tests, schedule appointment.

50. The system should have the ability for staff to have a mobile app for alerts about probationers missing appointments, home visits, and data entry etc.

51. The system must provide the capability to capture data sanctions/incentives such as but not limited to court ordered terms and conditions, sanction details, alternative sanctions applied, incarceration in jail during the probationary term.

52. The system must provide the capability to capture current court ordered terms and conditions of probation.

53. The system must provide the capability to capture data for subsequent charges and recidivism rates of participants such as, but not limited to, charge details (docket number, degree of offense, offense date, offense time, disposition date, etc.

54. The system must provide the capability to search case notes.

55. The system must allow the ability to expunge cases that become sealed.

56. The system should provide the capability to capture docket case events such as, but not limited to show cause orders, pleadings, etc.

57. The system must provide the capability to conduct randomized drug testing selection, scheduling, notification, and outcome recording. The process should include but not be limited to:

a. Capability to create and maintain multiple participant pools based on assigned court services officer; auto populated pools is preferred method.

b. Allow setting testing days and blackout days by pool or global criteria.

c. Allow the court services officer to set the randomized percentage or frequency for any selected pool.

d. Allow pool participants to be grouped by probation officer selected colors and randomization based on selected colors.

e. Capability to send daily informational text messages to participants.

f. Capability to allow probation officers to set the time for electronic notification delivery.

g. Capability to allow probation officer to create and maintain the wording of text message including auto-entered test days.

h. Ability to create on-demand a 30-day schedule of future test schedule.

i. Ability for probation officer to move the test day for a single participant or a color group.

j. Capability to provide on-demand reports including color testing frequency, color roster and future schedule.

k. The system should be able to provide automated electronic reminders of court dates, appointments and other specified occurrences to the client.

58. The system must provide the capability to capture data related to accounting/bookkeeping such as, but not limited to, amount ordered, fees, restitution, receivables, payments, balances, social/personal information, etc.

59. The system must have the ability to capture probationer demographics, physical attributes, contact information, education history and employment history.

60. The system must be able to communicate with outside programs, i.e. State Radio, Fieldware, Multi Health System , etc.

a. The system must notify a probation officer when a law enforcement officer runs the name of an active probationer via email (this happens through State Radio)

b. The system must be able to communicate with Multi Health Systems for completing the Risk and Needs instrument for both juvenile and adult offenders.

i. The system must be able to have the adult assessment in the system to score the instrument and print the results.

ii. The system must be able to have the juvenile assessment in the system to to score the instrument and print the results.

iii. The system must allow Supervisors the ability to override risk scores.

iv. The system must allow for multiple risks per offender.

61. The system must be able to track and document Pre-Sentence Investigations and Pre-Dispositional Case Studies that probation officers write.

62. The system must show administrative probation officers when cases are transferred out of their circuit.

63. The system must allow for transferring a full case load or a single case from one officer to another.

a. They system will maintain the officer history on transfers.

64. The system should be able to compute earned discharge credits for eligible active adult offenders. For eligible offenses each case will be credited 30 days off the term of supervision.

65. The system should be able to develop a HOPE Probation system.

a. HOPE system is a random UA program based on the color the participant is assigned.

b. HOPE system is based on a three-tier system.

i. Tier one – participant is randomly selected 6 times a month to provide a UA

ii. Tier two – participant is randomly selected 4 times a month to provide a UA

iii. Tier three – participant is randomly selected 2 times a month to provide a UA

c. The system will need to allow access for test sites (non UJS agencies) to see who is enrolled in the program in their area and what color been selected per day to provide a UA

66. The system must be able to differentiate between multiple case types

a. Interstate Compact Cases (both adult and juvenile cases)

b. HOPE Probation cases (adult cases)

c. Diversion cases (juvenile cases)

d. Case Service Monitoring (adult and juvenile cases)

e. Juvenile Intensive Program (juvenile cases

f. Meth Sentencing Alternative (MSA) (adult cases)

67. The system must be able to show what level of supervision and allow supervision levels to be updated for each probationer is. (i.e. high supervision – goes to jail – change to admin supervision until released; medium supervision new assessment completed and now a low supervision)

68. The system must be able to add photos of probationers for identification purposes.

69. The system must be able to maintain all current documents of active cases in the system (i.e. probation agreement; release of information etc.).

70. The system must have the ability to scan, attach and/or upload external documents.

71. The system must be able to track outcomes of cases (i.e. probation terminated successfully; probation terminated sent to the penitentiary etc.)

72. The system must be able to track concurrent and consecutive probation sentences.

73. The system must be able to create a pre-trial case management system. South Dakota will have a pilot pre-trial program around July of 2026

74. The system must be able to retain records according to our retention policy.

75. The system shall provide support to supervisory staff as they manage the caseloads of their subordinates, including:

a. Capturing and tracking staff activities, such as cases assigned to staff and actions taken

b. Producing information that summarizes scheduled activities such as appointments, court appearances

c. Producing information about case outcomes

d. Provide supervisors to have total access to subordinates caseload and the ability to update case information

e. The system shall provide administrative-level access that allows authorized users (i.e. supervisors or designated administrators) to view and navigate each employee’s individual dashboard, homepage, or caseload view. This access should mirror what the employee sees in their own account, enabling direct access to cases or tasks from that employee’s interface.

Management Reports

1. The system must support standard (predefined) and ad hoc (user determined run-time parameters.)

2. The system should allow users to perform ad hoc database inquiries; create and generate reports from a replicated database.

3. The system should provide the ability for the UJS to add to the management information system and accessible thru user interface with same security access capabilities as system reports.

4. The system must provide capability to schedule reports to run at specific times.

5. The system must provide the capability to download report data to PDF, Word, or Excel.

6. We currently have approximately 262 standard and custom reports

Forms

1. The system must support standard forms.

2. They system must be able to auto populate basic information on the forms.

3. A list of current forms can be provided upon request.

D. Support and Maintenance:

1. Offeror must provide system updates and new functionality releases.

2. Offeror must describe the process for communicating and implementing platform changes and upgrades, installations, repairs, replacements, drivers, and updates, including how these are delivered and how these impact the fee arrangements, including additional training and validation of these.

3. Support incident notification based on severity level.

4. Offeror must have and provide Service Level Guarantees.

5. Offeror must describe your escalation process for issues not otherwise successfully resolved through

Offeror’s support and maintenance processes.

6. Offeror must provide a remediation process or provide professional services to address vulnerability or major security incidents.

4.0 PROJECT DELIVERABLES/APPROACH/METHODOLOGY

The offeror must describe in detail how its proposed deliverables will meet the needs of the State as described in Section 3. At its sole discretion, the State may consider a solution that includes any of these deliverables or consider deliverables not originally listed.

An offeror must highlight any requirement in Section 3 or Section 4 that the offeror’s proposed deliverables cannot comply with, and the offeror must provide any suggested “work-around” to the requirement in question or a future date that the offeror will be able to comply with the requirement.

4.1 The offeror’s proposal must include a:

• Project Management Plan

• Project Schedule

• Risk Management Plan

• Data Conversion Plan, if applicable

• Requirements Traceability Matrix

• Communication Plan

• Testing Plan

• Training Plan

• Go-Live/Cutover Plan

• Post-Implementation Support (or Maintenance and Operations Plan)

In addition, the offeror’s proposal must include how its proposed deliverables will meet the following IT requirements (General, State Hosted, and Vendor Hosted). If the offeror’s proposed solution can be hosted by the offeror or in the State’s cloud environment, the offeror must provide a separate response for each proposed solution and how each solution will meet the requirements in Sections 3 and 4.

4.2 GENERAL IT REQUIREMENTS

4.2.1 Artificial Intelligence Use

The offeror must provide an explanation of its use of Artificial Intelligence, both in its proposed solution and the development lifecycle of the proposed solution. This requirement includes the offeror’s use of Generative AI (GenAI) tools/products. For GenAI tools/products, the offeror must provide the following:

• GenAI model name,

• product owner,

• product description (including purpose, functionality, and key characteristics),

• use case (or goal e.g. image recognition, natural language processing, text summarization),

• the intended information use (context for how information is used in the model) for the

GenAI included in the offeror’s proposal,

• the geographical location of the tool, and

• how the offeror monitors and audits the tool’s compliance on use restrictions, data restrictions, legal compliance (non-discriminatory outputs), and biases in the tool’s outputs.

4.2.2 Hosting and Data Access Requirements

The State will own all data tables created as a result of the Agreement. The State must have the ability to manipulate data, run reports as needed, pull code tables, access raw data, and develop dashboards as needed through Microsoft Power BI, ESRI, Tableau, and associated platforms.

The offeror’s proposal must describe how the State can access data housed within the proposed solution for ingestion into a state data repository, encompassing available methodologies (e.g., application programming interface (API), flat file), data formatting, frequency of updates, and any inherent constraints. Additionally, the offeror’s proposal must provide a high-level architecture diagram, as part of the solution diagram as required by Section 6.7, explaining the proposed solution's data provision mechanism.

If available, the offeror must provide separate, complete proposals for the offeror’s proposed solution to be hosted by the offeror, by the State on its internal infrastructure, and on the State’s Azure cloud hosted tenant as a PaaS solution. If any of the hosting options is not available, the offeror must clearly state that in the offeror’s proposal and provide an explanation as to why the hosting option is not available.

4.2.3 Single Sign-On Requirements

If the offeror’s proposal includes a deliverable with a login component, the proposal must describe how the deliverable will integrate with the State’s standard identity management service single sign-on (SSO).

The State’s SSO supports the industry standard OAuth 2.0 protocol. This identity management will handle password recovery and multi-factor authentication (MFA). MFA is required for all application Administrators and may be required for other users. The State’s SSO requirement and links to Microsoft’s official documentation can be found at:

https://www.sd.gov/bit?id=bit_standards_single_sign_on.

If the offeror is not able to fulfill this identity management standard, the offeror’s proposal will be rejected from consideration.

4.2.4 SSO Logout Initiation Requirements

• The offeror’s deliverable must provide users with a clear and easily accessible logout mechanism

(e.g., a “Logout” button/link).

• The logout functionality of the offeror’s deliverable must trigger a session-based logout process utilizing the sign-out endpoint found in the metadata document provided during implementation.

4.2.5 Session Timeout Requirements

• The offeror’s deliverables must allow for a customizable, State-defined inactive user session timeout period.

• The offeror’s deliverables must notify users of impending session expiration five minutes before the timeout occurs, providing users with the option to extend the session.

4.2.6 Session Termination on Browser Close Requirement

https://www.sd.gov/bit?id=bit_standards_single_sign_on

The offeror’s deliverables must clearly notify users that closing the browser window or tab is not a valid logout because the SSO session may remain active. The notice must further notify users that they are responsible for explicitly logging out to ensure complete session termination.

4.2.7 Onboarding/Provisioning of Users Requirement

The offeror’s proposal must describe how new users are onboarded or provisioned into the deliverable. The offeror must provide an automated process for onboarding and offboarding users or must provide a process that requires minimal manual steps.

4.2.8 Interfaces and Integration Requirements

The offeror’s proposal must describe how the deliverables can adapt to business necessary interfaces using widely adopted open APIs and standards. Additionally, the offeror must make available or expose software services that would enable third-party developers to interface other business applications. The offeror must publish documentation for the software services in question. The offeror’s proposal must include a detailed description of system capability.

4.2.9 Web Application Vulnerability Scan Requirements

Any web-based deliverable must undergo a web…