DCJ CCIS RFI RDAA 2018-0004 - Final.pdf

Request for Information Community Corrections Information and Billing System

For: Division of Criminal Justice

July 14, 2017

Table of Content

1. Executive Summary

2. Division Overview

3. Project Overview

a. Objectives

b. Detailed Requirements

c. Assumptions

4. RFI Requirements/Process a.Who should Respond

5. Responding to this RFI a.Format of RFI Responses b.Inquiries / Responses

c. How To Submit

d. Confidentiality & Ownership

e. Consideration of Respondent’s Time and Effort

6. Response Review Process

a. Clarification of Responses

b. Schedule

7. Information Requested Section A: Organizational Information Section B: Project management Section C: Functionality Section D: Implementation and Support Section E: Pricing

8. Project References

DCJ-RFI-RDAA 2018-004 1

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY AND IS CONSIDERED

NON-BINDING.

THIS IS NOT A FORMAL BID SOLICITATION.

NO AWARDS WILL RESULT.

1. Executive Summary In order to meet the increasing demands for Community Corrections fiscal and statistical data, the Division of Criminal Justice within the Colorado Department of Public Safety is interested in purchasing a new information system to improve efficiency, accountability, and data accessibility. This new system would replace the existing Community Corrections Information and Billing System (CCIB).

This RFI is issued as a means of technical discovery and information gathering. This RFI is for planning purposes only and should not be construed as a solicitation nor should it be construed as an obligation on the part of the State of Colorado (CDPS) to make any purchases. This RFI should not be construed as a means to pre-qualify vendors. The State of Colorado (CDPS) may utilize the results of this RFI in drafting a competitive solicitation (RFP) for the subject services/products/equipment. Any future contract that may be awarded must comply with State of Colorado (CDPS) procurement requirements.

Based on the information provided by the respondents to this RFI, a determination will be made regarding any actual contracting through a procurement process which, at the State of Colorado’s (CDPS) option, could include but not be limited to: a formal bid process, using an existing State of Colorado (CDPS) contract, procurement via Federal GSA contract(s), or a piggyback of a contract established as a result of the public bid of another public agency.

Participation in this RFI is voluntary and the State of Colorado (CDPS) will not pay for the preparation of any information submitted by a respondent or for the State of Colorado to (CDPS) use that information.

2. Division Overview The Division of Criminal Justice (DCJ) Office of Community Corrections (OCC) is the unit within the DPS that provides funding, regulatory/contractual oversight, and technical assistance to community corrections providers, boards, and referral agencies. The OCC currently manages a community corrections budget in excess of $68 million General Fund and Re-appropriated Funds in order to contract for community corrections services throughout the State of Colorado. The OCC allocates state appropriations for community corrections to each of the 22 judicial districts in Colorado through local-level community corrections boards. Each of these 22 boards subcontracts with community corrections providers in order to fund community corrections supervision and treatment services throughout the State of Colorado. In addition, the OCC also directly contracts with several community corrections providers in order to deliver specialized supervision and treatment services for high-risk and high-need substance abusing offenders, dually diagnosed offenders, and sex offenders.

The Community Corrections Information and Billing System (CCIB) is a system that integrates statistical data on community corrections programs, boards, and offenders with monthly and annual billing records. Overall, the CCIB system is used by the OCC staff; each of the 22 community corrections boards; and each of the 32 residential and non-residential community corrections facilities in Colorado.

It is the exclusive method by which community corrections contractors and subcontractors request

DCJ-RFI-RDAA 2018-004 2

payments, and in which offender services are tracked. The system is the central hub within the OCC for transactions of state appropriations for the community corrections and the related tracking of important offender programmatic, statistical, and demographic data. In addition to processing nearly 4,000 invoices annually for the $68 million in appropriations, the CCIB system is also used to document over 900 criminal background checks annually. The CCIB system currently contains statistical and demographic data for over 40,000 offenders in Colorado.

There are currently over 500 active users of the CCIB system statewide. Users of the CCIB system work in public, private, and nonprofit agencies throughout the state at both the state and local level.

Accordingly, this project will require strong coordination among the various user and stakeholder groups as well as the Office of Information Technology. The CCIB 2.0 (replacement system) is envisioned to be interoperable in order to interface with each of 7 separate and branded offender information systems used by the 32 community corrections facilities at the local level.

3. Project Overview

a. Objectives The purpose of this RFI is to get an estimated cost, scope, and expertise of resources required to replace the outdated CCIB system.

The request from the OCC is to build a new system/solution that maintains the critical functionality from the old system and also offers new capabilities as defined by the business requirements.

The Office of Community Corrections has listed the following objectives, but not limited to:

1. Invoice multiple entities at different rates for services on a variable cost scale. Track and report account status.

2. Budgeting capabilities for funds distributed from multiple funding sources to the Judicial Districts and programs across multiple expense categories. Track expenditures for oversight purposes. Budgets must be configurable throughout the year. The budgets and fund disbursements from the previous year will be accessible to facilitate informed decision making.

3. Facility Staff Backgrounds will be managed, tracked and reported for individual staff members who have applied to work at the community corrections facilities around the state.

The facilities will submit their new employees checks through the system as well as retrieve the background check results once the OCC has completed them.

4. Offender Data will be managed for an individual throughout their time as part of the Community Corrections system. Track and report on the facilities in which they reside, fiscal information while they are clients, assessment data, treatment services they are referred to and participate in, along with the corresponding treatment providers. The system will also track and report client discharge information.

5. Manage referrals information for community corrections services from the local community corrections boards.

6. Availability of programs and facilities will be tracked and reported according to the services they provide and those which the individual requires; include geo-localization within a specific radius.

7. Evaluations and Effectiveness of programs and providers will be documented and reportable.

DCJ-RFI-RDAA 2018-004 3

8. Data Analysis and Reporting will be robust and configurable for all data points within the system.

b. Detailed Requirements

1) System Infrastructure

a. The system will comply with the most current version of the CJIS Security policy. Data access profiles.

b. The system will have web services/interfaces incorporated to communicate with the case management systems at the program level. Currently case managers enter client data in their program database and then enter the data again in CCIB. The goal of this requirement is to have case managers only entering data one time.

c. The system will reside on its own server that will include backup and disaster recovery plans.

d. The system will have a test environment where changes/upgrades/system modifications can be tested before they are rolled out to the actual production site.

e. A legacy data plan will be developed so that data in the current system can be moved over to the new system with no loss of information.

f. The system will include back-end access with a protocol for data modification in the event data needs to be fixed.

g. The system will allow users to modify the look (colors) and layout of their own home page based on their log-in.

h. The system will include a mobile access.

i. The system will include maintenance and support for future software developments.

j. For referrals of approved individuals, the system will have an Inventory Management functionality for tracking and inquiring about availability across facilities. Use geo-localization to determine the facilities within a radius. The system shall be able to display the number of available beds per Program and per Service Type:

○ Physical beds

○ Beds that can be occupied according to the current staffing level at the facility.

○ Beds that are available for each specific Judicial District within the Community

Corrections system. beds: Counted automatically using a formula.

2) System Data

a. The system shall allow admin users to manage field level choices administratively without coding.

b. The system will include a program evaluation section for the documenting and reporting of performance ratings as defined by the PACE, program audits and statistical outcome data from the system. The score shall be manually inputted into the form (No automation is required).

c. The new system shall be able to manage one to many relationship between individuals and stays (multiple entries for the same person).

d. All field/cell rules will be editable by authorized users.

DCJ-RFI-RDAA 2018-004 4

e. The system will prompt users with a pop box when an addition to a data field is not a “normal” response.

f. For the purposes of State ID verification, the system will be able to consume data from an existing Colorado Department of Public Safety, Crime Information System to match State ID number, Name, DOB, and SOC. No matches would be identified to be handled manually.

g. The system will allow authorized users to build new form types based on existing fields already in the system. The current system has six form types that coincide with the different treatment types available for offenders.

3) Invoice and Budgeting

a. The system will allow authorized users to interactively build a budget that will include the funding and allocation data from the previous year for each program and judicial district.

b. The system will allow authorized users the ability to change budgets after they are built as money gets moved around during the year and budgets are not fixed for the entire year. This shall be managed through a workflow.

c. The system will deduct and track expenditures from the established budgets/allocations.

d. The ability to track/report budgets, expenditures, and balances real time. These functions will need to be available at the following levels (parameters):

○ Judicial District Level

○ Program Level

○ Service type

○ Appropriation code

○ Allocated base rate

○ Allocated differential rate

e. The system will send out automatic email reminders to the judicial district or the program when bills have not been addressed by a certain date.

f. The system will include Board level forms to track and report money allocated to the board as well as their corresponding expenditures. This is required since funding comes from a specific separate source.

g. The system will include Facilities level forms to track and report money allocated to Facilities as well as the corresponding expenditures for this purpose. This is required since funding comes from a specific separate source.

h. The system will track all changes with regard to billing (returned bills, invoices)

i. Some level of integration with the State Accounting/Billing System may be required.

(CORE)

4) Utilities: Analytics

The system currently offers a robust selection of utilities that will need to remain in place in the new build. The new system shall allow dynamic reporting and analytics.

DCJ-RFI-RDAA 2018-004 5

5) Staff Background Checks/Staff Data/Staff CCIB Access

In the current system, the background checks and staff access requests are completely separate which causes duplicative work in some cases.

a. The system will have forms where staff background data, staff position and salary information, and staff CCIB access are all part of the same file.

b. The forms will allow authorized users the ability to submit background requests, system access requests, and staff data once the person is hired.

c. The system will provide authorized users a way to grant system access in the form for the unique person.

d. The system will allow authorized users to pull data reports based on the employee forms as necessary.

e. Additional fields to be added to the existing background check and CCIB access fields (but not limited to):

○ Hire date

○ Termination date

○ Termination reason

f. The system will have a unique person record rather than a unique employment record which will account for the fact that the same individual can hire on to a new facility.

The current system has multiple entries for the same person and it is preferred to have a single person file with different program employment under the unique person.

g. Allow the user to attach documents

h. The system will have rules and parameters for access level controls, password resets, password expirations based on activity/non-activity, and the ability to deactivate user access.

6) Auditing

a. The system will maintain a traditional log to trace record elements such as ‘created by,” “updated by,” “completed by,” and the corresponding date.

b. An individual participant in a Community Corrections program cannot be active in more than one program.

c. Assumptions

● It is expected that industry best practices would be implemented.

● When possible the Division would like to use “out of the box” functionality to minimize customization.

● It is preferred to have the appropriate certified staff in the respected areas.

● It is expected that there will be a period of time in which staff will be requested onsite.

Otherwise, work can be completed remotely.

● The Vendor's resource(s) will work with the Department teams to maximize knowledge transfer and jointly develop working solutions, such that the Department’s staff will possess the skill and knowledge to support the on-going needs of these systems. The Department will retain full ownership of all software and documentation, with the ability to modify them in the future;

and may allow other vendors to work on them as well.

DCJ-RFI-RDAA 2018-004 6

4. RFI Requirements/Process

a. Who should Respond

DCJ encourages all vendors and/or professional services providers to respond to this RFI that feel they have a solution that meets the needs of this system and could maintain / support the system for a minimum of 5 years after that implementation. DCJ is interested in receiving information about all products and or services available that will work for the agency. The ultimate goal is to put a system in place to fulfill the business requirements while providing a robust reporting platform that allows in-depth access to data and information as well as billing functionality.

5. Responding to this RFI

a. Format of RFI Responses

● Letter-sized paper

● Printed on one side in 12-point font or larger

● Page numbers on each page

● Precede each response with the question number and complete text of the numbered question from this RFI

● For Appendix responses, provide responses in table provided

● Microsoft Word or PDF submission

b. Inquiries/Responses

Respondents may make written inquiries in WORD format (via email) concerning this RFI to obtain clarification of requirements. No inquiries will be accepted after July 19, 2017, 2:00 PM (MT). Send all inquiries to Tammy Lichvar at tammy.lichvar@state.co.us.

All questions and corresponding answers will be posted on the VSS (Vendor Self Service) website (https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService ) as a modification in a timely manner.

Offerors shall not rely on any verbal statements that alter any specification or other term or condition of the RFP. Such changes are valid only if provided in writing by the Purchasing Agent.

c. How To Submit Respondents are requested to limit their narrative responses to no more than one-hundred (100) pages total. Of the total number of pages provided, no more than five pages should be devoted to supporting materials (i.e., marketing materials, brochures, etc.).

Vendor responses must be emailed on or before 2:00 pm MT on July 28, 2017. Responses should be emailed to tammy.lichvar@state.co.us or mailed to:

Colorado Department of Public Safety Procurement Office 700 Kipling Street Lakewood, CO 80215

DCJ-RFI-RDAA 2018-004 7

mailto:tammy.lichvar@state.co.us mailto:tammy.lichvar@state.c.us https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

Please mark the subject line of your email response as: RFI Response Due: July 28, 2017

In response, please include:

● Introduction

● Executive Summary to include documented experience with similar systems

● Discussion Points – answers to questions in Sections A, B, C, D & E

● Supporting Information

● Budget Information

● Contact Information (Point of Contact name, telephone number, email address)

Information submitted as a response to this RFI is not considered a response to a proposal or bid for goods or services. This RFI is to gather information as specifically requested; the State has not determined future need of any solicitation. The decision and/or need to use information gathered from this RFI to develop and solicit future goods or services has not been determined. This determination will be made at the State’s discretion.

d.Confidentiality & Ownership RFI Ownership: All responses to the RFI will become the property of the State of Colorado (CDPS) and will not be returned.

ALL RESPONSES TO THIS RFI WILL BE HELD CONFIDENTIAL THROUGHOUT THE PROCUREMENT CYCLE, INCLUDING ANY RESULTING SOLICITATION. SUBMISSION OF A RESPONSE TO THIS RFI IS NOT A PREREQUISITE TO RESPOND TO A FUTURE SOLICITATION, NOR DOES IT OBLIGATE THE STATE TO CONDUCT A SOLICITATION. IF A CONTRACT IS AWARDED AS A RESULT OF A FUTURE PROCUREMENT, THE RESPONSES TO THIS RFI WILL BE AVAILABLE ALONG WITH ALL OTHER DOCUMENTATION

RELATED TO THE SPECIFIC PROCUREMENT. PLEASE DO NOT INCLUDE ANY CONFIDENTIAL OR

PROPRIETARY INFORMATION WITH YOUR RESPONSE.

e. Consideration of Respondent’s Time and effort

Respondents commenting are encouraged to address content that is incomplete or unclear. In addition, respondents should undertake a thorough review of the questions in Appendix to advise CDPS if any requirements are too broad, or restrictive, and which will inadvertently cause significant deviations in information or cause a respondent to make a decision not to propose any solutions.

CDPS understands the current demands of potential partners in this endeavor and is interested in any input an entity is capable of providing. Our goal is to encourage comments and feedback while minimizing the resources and time necessary to respond. Some results from this RFI may be integrated into a formal solicitation that is developed for the procurement of a Master Service Agreement.

6. Response Review Process This is a non-competitive, non-binding RFI. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. NOTE: Any information about costs and

DCJ-RFI-RDAA 2018-004 8

pricing is submitted voluntarily, and is non-binding on the respondent. Replies to the RFI will not be considered official offers, nor will replies result in an award of services.

The responses received from this RFI may be used as background information for the development of a future Request for Proposal (RFP) that would assist DCJ in selecting appropriate, qualified vendor(s) for providing such a software system.

Should an RFP be issued, qualifications and further details on the RFP process will be provided within that document.

a.Clarification of Responses

In order to fully comprehend the information contained within a response to this RFI, the reviewing group may seek further clarification from selected respondent(s) or all of the respondents verbally, electronically, or in written format.

For administrative, programmatic and technical questions or clarifications, please email tammy.lichvar@state.co.us

b. Schedule The schedule for the RFI is anticipated to be as follows. Please note that early responses are appreciated.

● RFI Release Date

● Deadline for RFI inquiries/questions

● Answers to inquiries posted (by CDPS)

● RFI Response Deadline

● July 14, 2017

● July 19, 2017 2:00 PM

● July 24, 2017

● July 28, 2017 2:00 PM

This schedule is subject to change based on the number of RFI responses received and the information contained in the responses.

7. Information Requested This RFI is open to sectional responses. Please reply to as few or as many areas of this RFI for which you have information. Please review the following items and respond to the item(s) for which you have information or ideas. Please be sure to include the section letter, number, and the complete text of each question to which you respond. All respondents: please answer section 1 (Organization Information) and provide background information on your organization.

Section A: Organizational Information

1. In one or two brief paragraphs, please describe your organization.

2. Please provide information on your organization’s average annual revenues.

3. Has your organization previously developed an information and billing system? If yes, please describe.

4. Please provide the number and type customers served by your system.

5. Please provide a description of your experience in providing billing and information to stakeholders.

DCJ-RFI-RDAA 2018-004 9

mailto:tammy.lichvar@state.co.us

6. Please include contact information, including the organization name, individual name, phone number, and email address.

Section B: Project management Describe how the entire project would be managed and coordinated. Include discussion of Quality Assurance / Quality Control (QA/QC) procedures, schedule and cost control and methods of communication and reporting.

1. Describe the risk and issue management methodology that will be employed.

2. Describe the approach to a project of this type; including the capability to complete the project. Identify and describe any limitations or differences in your proposed solution compared to the “Overview”, including various hierarchal system features as delineated.

Describe what distinguishes you from other vendors normally providing similar services.

3. Explain how you solicit or accept input from customers to identify new functionality addressing your customer’s changing business needs with regards to future releases.

4. Describe your largest implementation including the identity of the client, the number of users, and the number of grants or projects conducted.

5. If the previous product(s) were implemented for a State government, identify the name of the entity and the magnitude of the implementation.

Section C: Functionality Describe how the solution will satisfy the following requirements:

1. Describe how approved users of the system shall have concurrent access at all times.

Include the maximum number of concurrent users.

2. Describe the system’s standard reporting functionality, including a list and brief description of all standard reports. List available report output formats.

3. Explain how reports are created in the system. Describe the system’s ability to use wizards and/or templates. Include screen prints as part of your response to demonstrate this functionality.

4. Describe ability to have on-demand customized reporting tools. Include the interface abilities with Microsoft applications, Crystal Reports, and/or other reporting tools.

5. Respond to the following regarding customization:

a. Have you customized your system for other customers?

b. What percentage of the current customer base has had some customization performed by your company? If customization is necessary describe the impact this will have on the implementation of future releases?

6. Provide evidence that normal operations would continue if a natural or catastrophic situation causes disruption in normal production and distribution activities (e.g., how will the data redundancy be achieved? List any alternative service facilities, redundant computer/network systems, redundant communications systems, etc.)

DCJ-RFI-RDAA 2018-004 10

Section D: Implementation and Support

Question Response

Vendor Information

Name of person responsible for the information contained in this RFI

Telephone number Fax number Email address Web page

What Information and Billing Technologies products have you implemented, configured, customized, and/or supported?

Describe any third party alliances, relationships, or dependencies.

Please provide information on your implementation methodology.

Attach as required.

From your experience, how long would it take to implement a project like this? (Including analysis, implements, post-production clean, training, and etc.)

Technical

What types of APIs would be recommended for this integration?

What additional technical details would you recommend to be listed for an RFP?

Training

What types of training would you anticipate being need for this project?

Who would you recommend to the training?

What is your anticipated learning curve for end users?

What is your anticipated learning curve for Technical Administrators?

DCJ-RFI-RDAA 2018-004 11

What type of transition documentation would you expect to be delivered to system administrators?

Communication

What types of communication would you anticipate being needed for this project?

Client Capabilities & Requirements

What access is expected in order to complete work?

What experience and/or certifications should resources have with the system?

What experience and/or certifications should resources have with the tool?

What equipment is expected in order to complete work?

Third Party Integration

What experience do you have with such products, if any?

Consulting Services

Describe your recommended engagement/scope of work to implement for this type of project?

Attach as required.

Have you provided consulting services on similar system in the past?

Describe your experience with integrations?

Detailed Cost Model

Estimate of scoped requirements

What is included? Attach as required.

Is there anything that would require an additional or third party purchase to meet the requirements outlined in this RFI?

Attach as required.

Support offered? (Hours, methods of contact)

DCJ-RFI-RDAA 2018-004 12

Section E: Pricing The following questions are intended to give the State an understanding of the cost of a system.

The State requests that respondents identify all costs associated with development and implementation. Respondents are instructed to complete the Price/Cost Sheet (Attachment 1) in addition to providing the information requested to this section. Any pricing information provided is not considered binding; this information will clarify what funds are needed help prioritize needs.

1. As described above, this is a long-term project. What are options that could be provided for pricing and implementation?

2. Describe the applicable software license model, including ongoing maintenance costs.

3. Describe hosting or non-hosted costs, broken out by level of users on the system.

4. Describe any application support costs after implementation.

5. Define the program that would be used to bill the State for services. Specifically indicate the frequency of billing cycles and, for fixed fee work, address whether progress billing would be employed or whether the State would be billed upon successful work completion.

Identify the level of supporting documentation that will be provided with invoice submissions.

DCJ-RFI-RDAA 2018-004 13

ATTACHMENT 1

PRICE/COST SHEET *

(* Prices are to be used to determine budget – no award will result. Replies will not be considered as offers and are non-binding. All information about costs and pricing is submitted voluntarily.)

This Price/Cost Sheet MUST be completed by the respondent. Additional price information may be given as the respondent deems necessary.

DESCRIPTION Initial 1st-Year Costs

2nd-Year / Ongoing Costs

1. CONTRACT MANAGEMENT SYSTEM:

Application Software Cost: $_____________ $_____________

Implementation Costs: $_____________ $____________

Training Costs: $_____________ $_____________

User License Fee(s): $___________ $_____________ $_____________

2. STANDARD MAINTENANCE & SUPPORT

COSTS

3. ANNUAL COST, IF ANY, OF SOFTWARE

UPDATES OR TECHNICAL SUPPORT

4. CUSTOMIZATIONS:

5. INTERFACE WITH COLORADO STATE

SYSTEMS:

I2: $_____________ $_____________

Other:__________ $_____________ $_____________

TOTAL SYSTEM ACQUISITION &

IMPLEMENTATION PRICE

Total of Sections 1 – 5ß

DCJ-RFI-RDAA 2018-004 14

6. DISCOUNTS (if any):

List volume pricing discounts as the final number of users increase.

7. VENDOR HOSTING¨

Hardware Cost: $_____________ $_____________

Server Software Cost: $_____________ $_____________

Production and Test Environment Costs: $_____________ $_____________

TOTAL VENDOR HOSTING COSTS: $_____________ $_____________

8. CLIENT HOSTING¨

Hardware Cost: $_____________ $_____________

Server Software Cost: $_____________ $_____________

Production and Test Environment Costs: $_____________ $_____________

TOTAL CLIENT HOSTING COSTS: $_____________ $_____________

9. OTHER COSTS (if any): $_____________ $_____________

FINAL PROPOSED COST FOR VENDOR

HOSTING:

Total of Sections 1 – 7 AND 9 ß

11. FINAL PROPOSED COST FOR CLIENT

HOSTING:

Total of Sections 1 – 6 AND 8 and 9 ß

DCJ-RFI-RDAA 2018-004 15

8. Project References The vendor should have at least three previous projects achieved. For those projects, please provide the following:

· Name of client including contact information.

· Size of agency

· Size of supported population

· Length of Project

DCJ-RFI-RDAA 2018-004 16