Attachment_C.xlsx

XLSX spreadsheet 545 KB Posted Jul 27, 2026

Attached to: Comprehensive Child Welfare Information System
Solicitation number: 2000018525
Issued by: Ramsey County, Minnesota

About this file

Written by GovTribe AI · Aug 4, 2026

This is a functional requirements and cost proposal document for a Comprehensive Child Welfare Information System (CCWIS) procurement jointly managed by the Minnesota Departments of Information Technology Services (MNIT) and Children, Youth, and Families (DCYF). The document outlines extensive functional requirements across multiple operational domains including Use of Force documentation, Medical and Behavioral Health management, Searches and Shakedowns, Escapes and Walkaways, Executive Management Support, system Interfaces, PREA compliance, and Messaging/Alerts. The solution must interface with multiple external systems including eClinicalWorks Electronic Medical Records, JNET web services, the Philadelphia Court System (CPCMS), biometric devices, commissary systems, and state and federal databases such as NCIC. The system is expected to support dashboard views, real-time Key Performance Indicators, data analytics, Corestar reporting, and electronic transmission of inmate information packets to the Pennsylvania Department of Correction and re-entry providers.

The cost proposal structure requires vendors to submit firm fixed pricing across multiple components: Base System Software (C1), Professional Services for Implementation (C2), Software Support and Maintenance for Years 4-10 (C3), Hourly Rates for Additional Development Staff (C4), and Other Associated Costs (C5), with optional components for additional software modules and services (O1, O2, O3). Vendors must provide detailed assumptions regarding user counts, implementation approach, interface architecture utilizing modern APIs through a Data Integration Hub, and cost breakdowns by functional area including project management, requirements validation, solution configuration, data conversion, interoperability, security and privacy, testing, training, and knowledge transfer. The State assumes Years 1-3 will focus on system development with maintenance and support beginning in Year 4, with vendors responsible for providing fully loaded hourly rates inclusive of all direct and indirect costs and expenses.

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File	Type	Posted
Attachment_F.docx	DOCX document	Jul 27, 2026
Attachment_L.docx	DOCX document	Jul 27, 2026
Attachment_J.xlsx	XLSX spreadsheet	Jul 27, 2026
Sample_Contract.docx	DOCX document	Jul 27, 2026
Attachment_E.docx	DOCX document	Jul 27, 2026
Attachment_N.docx	DOCX document	Jul 27, 2026
CCWISRFP.pdf	PDF	Jul 27, 2026
Comprehensive_Child_Welfare_Information_System.pdf	PDF	Jul 27, 2026
Attachment_K.docx	DOCX document	Jul 27, 2026
Attachment_B.docx	DOCX document	Jul 27, 2026
Attachment_M.docx	DOCX document	Jul 27, 2026
Attachment_G.xlsx	XLSX spreadsheet	Jul 27, 2026
Attachment_H.xlsx	XLSX spreadsheet	Jul 27, 2026
Attachment_I.xlsx	XLSX spreadsheet	Jul 27, 2026
Exhibit_A_Supplement_1_Prevailing_Wage_Rates.pdf	PDF	Jul 27, 2026
Attachment_O.docx	DOCX document	Jul 27, 2026
Attachment_D.pdf	PDF	Jul 27, 2026
Attachment_A.docx	DOCX document	Jul 27, 2026

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13.0 Use of Force

Functional Requirements: Use of Force

	Req #	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Vendor Response
	UF-01	The proposed solution must provide the ability for the receiving officer to enter information from paperwork received from agency.
	UF-02	The proposed solution must provide the ability to capture and/or view information. This should include but not be limited to:

a. Incident Reports (see Incident)

b. Medical Review (See Medical)

c. Film/ Photographs/ Video UF-03 The proposed solution must provide the ability to document that PDP requirements for Use of Force were met. This information should include but not be limited to:

a. Security Response

b. Medical Response

c. Mandatory documentation

UF-04	The proposed solution must have the ability to link the Use of Force report with any other related report (Disciplinary, Incident, etc.).
UF-05	The proposed solution must have the ability to document the use of chemical agents and other means. This information should include but not be limited to:

a. Approvals

b. Authorizations

c. Medical Follow up

UF-06	The proposed solution must provide the ability to query Use of Force data, including the use of chemical agents and other types.
UF-07	The proposed solution must provide the ability to automate the process of issuing equipment.

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17.0 Medical

Functional Requirements: Medical, Behavioral Health

	Req #	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	MED-01		The proposed solution must have the ability to interface with the medical system that the PDP has implemented. This is the eClinicalWorks Electronic Medical Record.
	MED-02		The proposed solution must have the ability to provide a bi-directional interface with the PDP medical system.
	MED-03		The proposed solution will have the capability to support an interface from the PDP medical system. The information that will be sent from the medical system will include but not limited to:

a. Medical restrictions,

b. Special diets,

c. Watches MED-04 The proposed solution will have the capability to send information to the medical system. This information will include but not be limited to:

a. Intake information

b. Housing information

c. Release information

MED-05	The proposed solution must provide the ability to notify users that a prior medical alert exists for an inmate that is a repeat inmate.
MED-06	The proposed solution must provide for a questionnaire. This questionnaire should be customizable so that it can be used for different purposes.
MED-07	The proposed solution must provide the ability for these questionnaires to be modified without the need for programming.
MED-08	The proposed solution must provide the ability for staff with the appropriate security levels to view medical restrictions, watches and medical orders placed on an inmate.
MED-09	The proposed solution must provide the ability for staff to view KOPs for inmates to include medically approved equipment (i.e. crutches, braces, wheelchairs).
MED-10	The proposed solution must provide the ability to identify inmates with medical alerts as high priority in the intake medical screening queue.
MED-11	The proposed solution must provide the ability to display special medical notices on all inmate information screens to alert users to these special conditions.
MED-12	The proposed solution must provide the ability to enable the medical staff to view the inmate information. This should include but not be limited to:

a. Housing history

b. Current location

c. Reports such as inmates with specific medical alerts

MED-13	The proposed solution must provide the ability to ingest the medical appointment information and update the inmate’s schedule .
MED-14	The proposed solution must provide the ability to create a Behavioral Health Referral form with at least three levels: Emergency (4hrs), Urgent (24hrs) and Routine (5 days) as well as interface with the eCW system.
MED-15	The proposed solution must provide the ability to search Behavioral Health Referrals by inmate name, PP#, and date range.
MED-16	The proposed solution must provide the ability to track and report on the status of Behavioral Health Referrals.
MED-17	The proposed solution must provide the ability to verify that Behavioral Health Referrals have been completed prior to the release of the inmate.
MED-18	The proposed solution should restrict the assignment of KOP medications if the inmate has a “Seriously Mentally Ill” designation. It should enable an override but should capture the name of the person who is doing the override along with the reason for the override.
MED-19	The proposed solution must provide the ability to store pictures related to inmate injuries.

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19.0 Searches_Shakedowns

Functional Requirements: Searches and Shakedowns

	Req #	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	ISS-01		The proposed solution must provide the ability to define and document processes related to required types of Searches in accordance with the PDP policies and procedures.
	ISS-02		The proposed solution must provide the ability to document type of search:

a. Inmate/ Detainee

b. Cell

c. Common Area ISS-03 The proposed solution must provide the ability to determine and advise the type of Search allowed by policy. This will include but not be limited to the following types:

a. Strip” Search

(i) Booking/Intake

(ii) Exclusions

(iii) Female

b. “Pat” Search

(i) “Safe keep” status

(ii) “Under Suspicion” Searches

c. General – required monthly

ISS-04	The proposed solution must provide the ability for the facility to manage cell searches by creating a random list by shift of cells to be searched based on policy.
ISS-05	The proposed solution must recommend additional searches that need to be conducted based on the results of the current searches.
ISS-06	The solution must provide the ability to enable an authorized user to add additional common areas to the search schedule, if required.
ISS-07	The proposed solution must support the ability to reconcile and ensure that all cells have been searched based on PDP policies and procedures in a given timeframe.
ISS-08	The proposed solution must support the documentation of the results of the cell searches. This should include the list of the officers that conducted the search as well as supervisor. The information must include but not be limited to:

a. Cell Number

b. Officer Name

c. Results

ISS-09	The proposed solution must provide the ability for the facility to manage common area searches by creating a random list by shift of common areas to be searched based on policy.
ISS-10	The solution must provide the ability to enable an authorized user to add additional common areas to the search schedule, if required.
ISS-11	The proposed solution must document any contraband that is found during the cell and common area searches.
ISS-12	The proposed solution must provide the ability to dispose off the contraband that is found.
ISS-13	The proposed solution must provide the ability to initiative an incident report based on the results of the search.
ISS-14	The proposed solution must provide the ability to initiate a misconduct (disciplinary) report based on the results of search.
ISS-15	The proposed solution must have the ability to enter search results by individual cells/locations or by group of cells/locations. This is especially useful when nothing is found in any cell in an entire housing unit.
ISS-16	The proposed solution must have the ability to document a search and create a report based on Housing unit, cell, inmate name, or common area.
ISS-17	The proposed solution must provide the ability to generate reports that are relevant to searches based on user specified time periods (i.e. 30 days, Daily, Yearly).

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24.0 Escapes

Functional Requirements: Escapes and Walkaways

	Req #	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	ESC-01	ES 01	The proposed solution must provide the ability to document an inmates security risk as it pertains to escapes. It should track inmates whom are suspected of planning or assisting others in an escape attempt, an inmate’s history of escapes, and the seriousness of the escape(s). The solution must also provide alerts which would indicate if an inmate is currently an escape risk and increased supervision is required.
	ESC-02	ES 02	The proposed solution must provide the ability to generate Alerts as a way off flagging inmates as “escape risks”.
	ESC-03	ES 03	The proposed solution must provide the ability to provide inmate related demographic, housing and visitor information and to generate notification and routing alerts to various departments when there is an active event (escape, riot, fire, etc.) in progress per the agency’s documented Emergency Plan.
	ESC-04	ES 04	The proposed solution must be able to generate an “Escape Package” that can be transmitted electronically. This package should contain a intake sheet w/ photo, and all records/information related to visits, mail, and phone.
	ESC-05	ES 05	The proposed solution must provide the ability to document an inmate’s status as a fugitive from the PDP or from another agency (local, other county, state, or federal).
	ESC-06	ES 06	The proposed solution must provide the ability for the fugitive staff to search inmate records.
	ESC-07	ES 07	The proposed solution must provide the ability to provide to the fugitive staff information from the courts on new warrants and warrant status changes in a queue to initiate action and track warrant notes.
	ESC-08	ES 08	The proposed solution must provide the ability to electronically capture, store, view, and remove warrant and detainer information.
	ESC-09	ES 09	The proposed solution must provide the ability to verify that a warrant or detainer has been physically removed from the file and that the court has changed the status of the warrant or detainer from the OMS when that warrant has been served.
	ESC-10	ES 10	The proposed solution must provide the ability to print and transmit electronically warrant and detainer information.
	ESC-11	ES 11	The proposed solutions must provide the ability to record and view incoming extradition information.
	ESC-12	ES 12	The proposed solutions must provide the ability to record and view outgoing extradition information.

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25.0 Executive Management

Functional Requirements: Executive Management Support

	Req #	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	EMS-01	EM 01	The proposed solution must provide the ability to support the various levels of management at PDP by providing them dashboard views of the operations of the PDP.
	EMS-02		The proposed solution must enable the dashboard view to be personalized to a certain degree. For example, a dashboard view for a Warden of a PDP facility may be different from that of the Dy. Commissioner or Commissioner.
	EMS-03		The proposed solution should support the ability for each Warden or other authorized users to view the key activities in their facility over the past 24 hours. This would include information such as but not limited to:

a. Number of new admissions

b. Number of incidents

c. Number of searches

EMS-04	The proposed solution should have the capability of enabling the view of key activities over the past 24 hours at an enterprise level.
EMS-05	The proposed solution must support the capability of allowing the authorized users of the dashboards to be able to drill down to the specific incident or item to view it in detail.
EMS-06	The proposed solution should support a real time view of the Key Performance Indicators that are identified by PDP.
EMS-07	The proposed solution must provide the ability to analyze data and identify key trends and outliers in any of the KPIs identified above.
EMS-08	The propose solution should support the collection, analysis and display of information to support the Corestar process and Corestar reporting.
EMS-09	The proposed solution must have the ability to support the printing of the Corestar report.

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27.0 Interfaces

Functional Requirements: Interfaces

	Req #	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	INF-01		The proposed solution must provide the capability to interface with a number of external entity systems as well as internal systems to exchange data (ingest and push).
	INF-02		As described in the Technical Requirements, it is expected that these interfaces will be a combination of those that support the national information sharing standards such as the National Information Exchange Model (NIEM) as well as the Global Reference Architecture (GRA). as well as those that are already there are past of the proposed solution. All vendors are encouraged to list all the existing interfaces that they have with current systems.
	INF-03		The proposed solution must at a minimum support the interfaces that are listed in Appendix A.
	INF-04		The proposed solution must support the ability to send the Prisoner Packet electronically to the Pennsylvania Department of Correction when an inmate is being sent from PDP to the Pennsylvania Department of Correction.
	INF-05		The proposed solution must have the capability to interface with systems such as the Preliminary Arraignment Systems (PARS) using the NIEM and the GRA standards.
	INF-06		The proposed system must have the capability to interface with multiple web services provided by JNET to obtain addition information required by PDP users. A list of potential web services is provided in Appendix B.
	INF-07		The proposed system must have the capability of interfacing with the CPCMS (Philadelphia Court System) to obtain information including but not limited to:

a. Court Documents

b. Court Schedules These information exchanges should use the NIEM and GRA standards

INF-08	The proposed solution must support the ability of the District Attorneys to receive notifications on specific inmates and allow them to view inmate details when required.
INF-09	The proposed solution must support the ability to send re entry information to the external re-entry providers to support the reintegration of inmates back into the community.
INF-10	The proposed solution must support the capability to interface with bio metric devices include fingerprint systems, photo identification systems.
INF-11	The proposed solution must provide the ability to interface with various Commissary, Food vendor system to exchange data with them.
INF-12	The proposed solution must provide the ability to interface with other PDP systems.
INF-13	The proposed solution must provide information to solutions such as GangNet and have the ability to query information from them.
INF-14	The proposed solution must have the capability of querying local, state and federal databases such as NCIC to look up information on inmates and visitors.

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28.0 PREA

Functional Requirements: PREA

	Req #	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Vendor Response
	PR-01	The proposed solution must support all the PREA requirements based on the policies and procedures of the PDP.
	PR-02	The proposed solution must provide for a PREA Screening questionnaire and create a flag for use in housing/ cell assignment based on the inmate being identified as a:

a. Potential predator

b. Known predator

c. Potential victim

d. Known victim PR-03 The proposed solution must support the notification of the alert created to be sent to the appropriate personnel including but not limited to

- PREA Facility Compliance Manager (Deputy Warden of Administrations at each facility)

- PREA Coordinator, Commissioner

- All Deputy Commissioners,

- Medical Director The information that is sent must include Inmate Name, PID#, Age, Race, Facility, Housing, Census, Perpetrator (Male/Female), Victim (Male/Female)

PR-04	The proposed solution must provide an interface to the medical system to being in the information on the PREA Questionnares that are utilized by the medical department.
PR-05	The proposed solution must support the guidelines defined in the PREA Act as defined by the Bureau of Justice Assistance.

Instructions State of Minnesota CCWIS

	RESPONDER COST PROPOSAL
	The State requests Responders offer their “best” solution which will satisfy the requirements set forth in this RFP. Provide a Firm Fixed Price quote for the items listed in the tables below including ALL assumptions and adding rows as necessary:
•	Assumptions (no cost information required)
•	C1 – Base System Software with description of functionality (Material only)
•	C2 – Professional Services to Implement Base System
•	C3 – Support-Maintenance
•	C4 – Hourly Rate
•	C5 – Other Costs
•	O1 –Optional Recommended Software / Modules / Add-ons (Material costs only)
•	O2 - Professional Services to Implement Optional Recommended Software/Modules/Add-ons
•	O3 - Other Optional Items
	Based on approach to building interfaces, responder is expected to provide cost assumptions as part of their cost proposal. Interfaces are expected to be provided with modern API(s) through the Data Integration Hub. Professional Services for interface work should be included in C2 and any additional costs anticipated in C5 Other Costs.

Cost Proposal Summary

Cost Proposal Summary
Responder Name:
Note: This is automatically populated.
#	Component	Price $
C1	Base System with description of functionality	$ - 0
C2	Professional Services to Implement Base System	$ - 0
C3	Software Support/ Maintenance for Years 4 - 10 (TOTAL)	$ - 0
C4	Other Costs	$ - 0
	COST PROPOSAL TOTAL	$ - 0
#	Optional	Price $
O1	Optional Recommended Software Add-ons (Material only)	$ - 0
O2	Professional Services to Implement Optional Recommended Software/Modules/Add-ons	$ - 0
O3	Other Optional Items	$ - 0

Cost Assumptions

Cost Proposal - All Cost Proposal Assumptions
#	Assumption	Associated Cost Proposal Section(s)

(All, or C1, C2, etc)

1	X numbers of users
2
3
4
5
N*
*Insert as many as needed
	Note: For anything the State is expected/will need to run or provide, the State reserves the right to add cost estimates to your proposal.

C1 - Base System

Cost Proposal - C1 - Base System

Component

Description

Yr 1

Yr 2

Yr 3

Yr 4

Yr 5

Yr 6

Yr 7

Yr 8

Yr 9

Yr 10

Price $

Response Assumptions

$ - 0

C1 Total

$ - 0

*Insert as many as needed

NOTE: use of proprietary software incorporated into the solution needs to be disclosed and included as a line item here with an cost associated

C2 - Professional Services

#	Major Buckets
RFP Parts Included	Price $
1	Project management and implementation methodology	Attachment I; Attachment K	$ - 0
2	Requirements validation and solution design	Attachment G FR1-FR10; Attachment H NFR 1; Attachment M Section 2	$ - 0
3	Solution configuration and development	Attachment H NFR5; Attachment M Section 1 and 5	$ - 0
4	Data conversion and reporting enablement	Attachment H NFR 7, NFR 9; Attachment M Section 4	$ - 0
5	Interoperability and data exchanges	Attachment H NFR8; Attachment M Sections 3
6	Security, privacy, and accessibility	Attachment H NFR2; Attachment M Section 8; and Attachment N	$ - 0
7	Testing, quality assurance, and compliance	Attachment H NFR3; Attachment J MO1; Attachment L Section 1	$ - 0
8	Training, readiness, and transition to operations	Attachment H NFR 4, NFR 6; Attachment J MO2, MO3; Attachment L Section 2	$ - 0
9	Knowledge transfer and project closeout	Attachment J MO4; Attachment L Sections 3 and 4	$ - 0
N*			$ - 0
		C2 Total	$ - 0
*Insert as many as needed

C3 - Support-Maintenance

Cost Proposal - C3 - Software Support/Maintenance for Years 4 - 10
#	Description	Price $	Assumptions
Year 1		NA	State assumes Year 1 - 3 will be development of the CCWIS System and support and maintanence would not be necessary unitl post-implementation.
Year 2		NA	State assumes Year 1 - 3 will be development of the CCWIS System and support and maintanence would not be necessary unitl post-implementation.
Year 3		NA	State assumes Year 1 - 3 will be development of the CCWIS System and support and maintanence would not be necessary unitl post-implementation.
Year 4		$ - 0
Year 5		$ - 0
Year 6		$ - 0
Year 7		$ - 0
Year 8		$ - 0
Year 9		$ - 0
Year 10		$ - 0
	C3 Total	$ - 0

Note: For maintenance and support services, please include an annual price for post-implementation maintenance and support for a seven-year period beyond successful implementation of the proposed solution into a production environment (customer acceptance). Any ongoing maintenance and support (i.e., production services) prior to the completion of all work provided under this agreement should be included in the Professional Services section of the Cost Proposal (C.2).

C4 - Hourly Rates

Cost Proposal - C4 - Hourly Rates for Additional Development
Staff Position	Hourly Rate
CCWIS Project Manager	$ - 0
Functional Lead	$ - 0
Technical Lead	$ - 0
Data Conversion Lead	$ - 0
Data Exchange/Interface Lead	$ - 0
Testing Lead	$ - 0
Training Lead	$ - 0
Support & Opperations Manager	$ - 0
Other (specify - add rows as required)	$ - 0
Other (specify - add rows as required)	$ - 0
Other (specify - add rows as required)	$ - 0
Other (specify - add rows as required)	$ - 0

*Insert as many as needed

Note #1: these costs are for informational purposes only an will not be included in the cost calculation.

Note #2: hourly rates must be fully loaded, including all direct and indirect costs and INCLUSIVE of all EXPENSES

C5 - Other Costs

Cost Proposal - C5- Other Associated Costs
This section should include items from Attachment M Sections 6 and 7 along with any other costs the vendor recommends for things needed.
#	Component	Description	Price $	Assumptions
1			$ - 0
2			$ - 0
3			$ - 0
4			$ - 0
5			$ - 0
N*			$ - 0
		C4 Total	$ - 0
*Insert as many as needed

O1 - Optional SW

Cost Proposal - O1 - Optional Recommended Software / Modules / Add-ons (Material costs only)
#	Component	Description	Price $	Assumptions
1			$ - 0
2			$ - 0
3			$ - 0
4			$ - 0
5			$ - 0
N*			$ - 0
		O1 Total	$ - 0
*Insert as many as needed

O2 - Optional Services

Cost Proposal - O2 - Professional Services to Implement Optional Recommended Software/Modules/Add-ons
#	Deliverable	Associated Projects / Work Streams	Price $	Assumptions
1			$ - 0
2			$ - 0
3			$ - 0
4			$ - 0
5			$ - 0
N*			$ - 0
		O2 Total	$ - 0
*Insert as many as needed

O3 - Other Optional Items

Cost Proposal - O3- Other Optional Items
#	Component	Description	Price $	Assumptions
1			$ - 0
2			$ - 0
3			$ - 0
4			$ - 0
5			$ - 0
N*			$ - 0
		O3 Total	$ - 0
*Insert as many as needed

31.0 Messaging

Functional Requirements: Messaging (Alerts & Notifications)

	Source	New ID	Requirement Text	Response Code
(I, C, N)	Estimated Hours to Customize	Notes
	NEW	AN - 01	The proposed solution must provide the ability to automatically display critical Alerts on screen and print on lists (e.g., Court Movement list).
	NEW	AN - 02	The proposed solution must provide the ability to automatically track multiple PDP-defined criteria (e.g., medical/psych conditions, high-risk, high-profile, murder charge, escape risk, assault risk, etc.) for an inmate.

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File details come from the government source that posted it. Updated Aug 4, 2026.