Attachment A - Terms and Conditions - RFI 758 2200000015.pdf

COMMONWEALTH OF KENTUCKY

Request for Information (RFI)

For

Juvenile Case Management System Solicitation # RFI 758 2200000015

Date of Solicitation Release: December 22, 2021 Closing Date and Time: March 1, 2022 3:30pm ET

Issued by The Finance and Administration Cabinet

On Behalf Of Department of Juvenile Justice

Commonwealth Buyer:

Susan S. Noland, KCPM

Assistant Director

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 Mero Street, 5th floor

FRANKFORT KY 40622

(502) 564-5951 Susan.Noland@ky.gov

I. Introduction The Department of Juvenile Justice (DJJ) currently rely heavily upon two major legacy applications and twenty plus adjunct applications to help manage the day to day processes of managing the youth in our care. These legacy applications have been built in house and modified over the years to keep up with the changing needs of the agency.

At this time, we are looking to simplify our case management and daily operations solutions into a more cohesive single source tool to increase efficiencies, reduce duplicate data entry, and deploy on a more modern flexible technology base.

The purpose of this Request for Information (RFI) is to obtain information and suggestions regarding the acquisition of a fully integrated juvenile case management system that can mailto:Susan.Noland@ky.gov handle all aspects of our agency needs. All data produced by said system will be owned by the Commonwealth of Kentucky and will be produced and delivered free of licensing restrictions or any other encumbrance that may impede or otherwise restrict the free distribution thereof, whether in part or in full. All information, solutions, and technologies provided in this response must be currently available. This input will assist the Commonwealth in its assessment of the viability of preparation of a Request for Proposal (RFP) and subsequent contract. Further, the Commonwealth requires that all responding vendors be experienced with large and complex acquisition efforts.

This RFI contains preliminary information to serve as a platform for reaction and discussion with the vendor community. The requirements in this RFI are in no way final or represent what may be contained in an RFP. This issuance does not constitute a commitment to issue a bid or award a contract or to pay any costs incurred in preparation of a response to this request. Furthermore, the Commonwealth requires that all responding vendors abstain from providing any quotes or bids in response to this RFI.

II. RFI Process This RFI is being issued by the Finance and Administration Cabinet, Office of Procurement Services on behalf of Department of Juvenile Justice.

The Commonwealth is seeking your input through a written response.

Written Responses and Inquiries All responses, questions and inquiries concerning this RFI should be directed in writing to the Commonwealth Buyer of record for this RFI.

Susan S. Noland, KCPM Assistant Director

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

(502) 564-5951

Susan.Noland@ky.gov

From the issue date of this RFI until the responses are due, vendors shall not individually communicate with any Commonwealth staff concerning this RFI except as referenced above.

Interested parties are encouraged to submit any questions in writing to the buyer of record given above on Attachment B, Vendor Question Form. Written questions are due on 12:00pm ET, January 14, 2022. The Commonwealth will respond to questions in an addendum to the RFI on or before January 25, 2022.

RFI responses are due 3:30PM ET on March 1, 2022.

mailto:Susan.Noland@ky.gov

RFI responses must be submitted online.

Proposal information MUST be completed online. Response must contain all required information for the Solicitation. All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing. Vendor Self Service Registration Guides are provided at https://finance.ky.gov/services/eprocurement/Pages/doingbusiness.aspx

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Attachments may not exceed 65,000 KB.

Proposals submitted online must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online proposal after the published date and time for closing.

Refer to Attachment C – How to Respond to an Online Bid through the Kentucky Vendor Self Service Website.

III. General Requirements

The focus of this document is to gather information about potential software or cloud service product solutions. Said solution is to enable the DJJ to manage all aspects of day to day care and management of the youth we serve in a variety of residential and non-residential settings. The Vendor should feel free to discuss any other items that might be of importance to the Commonwealth that will help provide information concerning these issues. The Vendor should keep in mind while preparing a response that the Commonwealth is more interested at this time in gathering information, comments, and suggestions for the potential development of a Request for Proposal and contract rather than the particular items to be included in the contract.

https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://finance.ky.gov/services/eprocurement/Pages/doingbusiness.aspx mailto:Finance.CRCGroup@ky.gov

The Vendor should address the following issues “at a minimum” as they prepare a response to this RFI:

• Firm information

• Name of company

• Address/Telephone Number

• Contact Person

• Brief History of company

• Length of Time in Business

• Firm Brochures, Literature if available

• Experience with software or services related to juvenile case management.

• How the RFP should be structured so as to ensure that the Respondents and the Commonwealth understand what is required for the software or cloud service product.

• What kind of statistics, documentation, information, etc. will be necessary for the Commonwealth to furnish to the successful Respondent? What will be the impact on the program if some or all of this information is unavailable or not readily available?

• What goals should the Commonwealth seek to achieve by implementing the software or cloud service product?

• What should the criteria be in the RFP for the Commonwealth to evaluate a successful software or service product?

• What guarantees, if any, should a Respondent be prepared to give on its final product?

• What kind of experience with software or cloud service products should be required of Respondents if the Commonwealth issues a RFP?

• What kind of reference requests would be helpful to the Commonwealth in understanding the financial condition and ability of the Respondents?

• What kind of time frame should be envisioned for successful implementation of a software or cloud service product?

• What is an estimated price range for the software or cloud service product? What are the assumptions made for this estimated price?

• What type of, and how many, personnel should a Respondent be expected to provide for a potential software or cloud service product implementation?

• How should payment to the successful Respondent be structured? What kind of documentation should be required of a Respondent when submitting bills for payment?

• What kind of information and or reports should the Commonwealth expect to receive during the term of the software or cloud service product contract?

• How should the evaluation of potential RFP Responses be conducted?

• Are there any further clarifications or additional areas for discussion to be included?

• How long would it take to prepare a response to the software or cloud service product Request for Proposal?

IV. Response Format The purpose of this section is to describe the format the vendors should use in responding to this RFI. The Commonwealth is very interested in your comments, ideas and opinions concerning the most cost effective and efficient methods for obtaining responses from qualified vendors to provide a Juvenile Case Management System for Department of Juvenile Justice.

The Sections that should be included in your response to the RFI are:

• Transmittal Letter The transmittal letter should be in the form of a standard business letter and should be signed by an individual authorized to bind the vendor. It should note if any proprietary information has been included and the name, address, phone number, and E-mail address of the vendor’s contact.

• Response Itself The Response should address the specific questions raised above, as well as give the requested information on the Respondent firm. Sections need to be labeled with the section headers used in the RFI. In addition, please feel free to make any comments, observations, or suggestions that may assist the Commonwealth in its decision to draft a Request for Proposal, and the contract terms that may result from the Request for Proposal.

Vendor Response and Public Inspection The Commonwealth shall not disclose any portions of the proposals prior to contract award to anyone outside the Commonwealth, representatives of the agency for whose benefit the contract is proposed, representatives of the Federal Government, if required, and the members of the evaluation committees. After a contract is awarded in whole or in part, the Commonwealth shall have the right to duplicate, use, or disclose all proposal data submitted by Vendors in response to this RFI as a matter of public record.

Any and all documents submitted by a Vendor in response to the RFI shall be available for public inspection after contract award. No such documents shall be exempt from disclosure under the Kentucky Open Records Act regardless of the vendor’s designation of the information contained therein as proprietary, confidential, or otherwise. Therefore, the Commonwealth will not redact or withhold any documents submitted in response to the RFI if a request to inspect these records is made.

The Commonwealth of Kentucky shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFI.

Selection or rejections of the proposal will not affect this right.

Demonstrations:

As a part of this Request for Information, Department of Juvenile Justice may invite respondents to demonstrate the proposed products. If demonstrations are requested, all respondents will be invited.

V. Additional Information

Responses may be subject to Kentucky Open Records Law pursuant to the provisions of KRS 61.870 et. seq.

ATTACHMENTS

Attachment A – This RFI Document Attachment B – Vendor Question Form Attachment C – How to Respond to Online Bid through Kentucky Vendor Self Service