DOCR+CMS+RFP+(1).docx

STATE OF NORTH DAKOTA

North Dakota Department of Corrections and Rehabilitation (ND DOCR) 3100 Railroad Avenue PO Box 1898 Bismarck, ND 58502

REQUEST FOR PROPOSAL (RFP)

RFP Title: ND DOCR Client Management System RFP Number: 110.7-25-082 Issued: January 13th, 2026

TABLE OF CONTENTS

ATTACHMENTS

Attachment 1: Scope of Work Attachment 2: Cost Proposal Attachment 3: Technology Contract Attachment 4: Statement of Work Attachment 5: ND DOCR System Inventory Attachment 6: ND DOCR Functional Areas

SECTION ONE – INSTRUCTIONS

Purpose of the RFP The state of North Dakota, acting through its Department of Corrections and Rehabilitation (the STATE) is soliciting proposals for system replacement for their current Client Management System (CMS).

Definitions For the purposes of this RFP, the acronyms and defined terms are as follows:

Procurement Officer Contact Information The Procurement Officer is the point of contact for this RFP. Offerors shall direct all communications regarding this RFP to the Procurement Officer. Please do not add the Procurement Officer to any distribution list.

PROCUREMENT OFFICER: Sara Bilden EMAIL: sbilden@nd.gov

PHONE: 701-328-0819

TTY Users call: 7-1-1

A person or firm interested in submitting a proposal should ensure all communications related to the procurement are only with the designated point of contact. This section does not restrict communication with state officials or any member of the legislative assembly unless the state official or member of the legislative assembly is involved directly with the procurement for which the person is interested or has submitted a bid or proposal (N.D.C.C. § 54-44.4-01.1).

Engaging in unauthorized communication or seeking to obtain information about an open solicitation with any state employee or official other than the responsible Procurement Officer or designee is sufficient grounds for suspension or debarment. [N.D.A.C. § 4-12-05-04(7)] RFP Schedule

Assistance to Individuals with a Disability Contact the Procurement Officer, as soon as possible, if an individual with a disability needs assistance with the RFP including any events in the RFP schedule so reasonable accommodations can be made.

Secretary of State Registration Requirements The North Dakota Secretary of State has registration requirements for individuals and businesses transacting business in North Dakota. If the successful Offeror is determined to have a registration requirement with the North Dakota Secretary of State, they must be registered before the contract award and registration must remain active for the duration of the contract period (N.D.C.C. § 54-44.4-09.1)

· Check the Business Records database to see if a business is registered.

· Contact Secretary of State's office by email or call 701-328-2900 (choose menu item 2, then option 1).

· If you need to register, fees apply.

· Vendors may need to obtain business licenses. See the list of licenses required of businesses in the State of North Dakota. The link includes information on who to contact, application fees, renewal dates, and the legal reference.

Bidders List Registration Individuals or business entities desiring to be notified of bidding opportunities may apply to be placed on the Bidders List. (N.D.C.C. § 54-44.4-09) Bidders Lists are used to notify vendors when solicitations are issued on the State Procurement Office Online system (SPO Online). Placement on the Bidders List does not guarantee a vendor will receive notice of every solicitation (N.D.A.C. § 4-12-05-01). There are no fees to register as a bidder. The online application form requests contact information for the receipt of solicitation notices. The Bidders List application and SPO Online system use commodity codes to identify categories of goods, services, and information technology.

The commodity codes used for this solicitation are: 920-05, 07, 14, 21, 45, 64, 208-11, 35, 37, 60, 63, 68, 80, 87, 88, 958-05, 14, 16, 23, 28, 39, 58, 59, 918-06, 29, 32, 71, 962-58, 89.

Visit the OMB website for instructions and the online Bidders List Application:

Bidders List Registration Website

For assistance with Bidders List Registration, contact State Procurement Help Desk at 701-328-1728 or infospo@nd.gov.

State Procurement Website – SPO Online This RFP and any related amendment and notices will be posted on the North Dakota Office of Management and Budget website - State Procurement Online system. Offerors are responsible for checking this website to obtain all information and documents related to this RFP: https://apps.nd.gov/csd/spo/services/bidder/main.htm. Select “Recent Solicitations”. Recent Solicitations are listed by close date.

Notices related to this RFP will be sent to the Bidders List for the needed commodity or service and other known potential offerors.

Offerors not having completed the Bidders List registration may request to receive notices related to this RFP by contacting the Procurement Officer in writing with the following information: RFP title, business name, contact person, mailing address, telephone number, and email address.

Deadline for Questions and Objections Offerors should carefully review the RFP including all attachments. Offerors may ask questions to obtain clarification, request additional information, or object to material in the RFP. Questions and objections must be submitted to the Procurement Officer in writing by the deadline identified in the RFP schedule. The Procurement Officer may elect to respond to questions received after the deadline. If no deadline is specified, questions or objections must be received at least seven days prior to the proposal receipt deadline – Solicitation Closing.

Questions and objections should include a reference to the applicable RFP section or subsection. Email is the preferred method of submission with the RFP number cited in the email subject line.

Responses to questions and requests for clarifications will be distributed as a solicitation amendment unless the question can be answered by referring the offeror to a specific section of the RFP.

Preproposal Conference or Site Inspection The STATE will not hold a preproposal conference or site inspection for this RFP.

Offer Held Firm Offerors must hold proposals firm for at least 180 days from the deadline for receipt of proposals (Solicitation Closing). The STATE may send a written request to all offerors to hold their offer firm for a longer period of time.

Offeror Responsible for Costs Offeror is responsible for all costs associated with the preparation, submittal, and evaluation of any proposal including any travel and per diem associated with demonstrations and presentations.

Taxes The STATE is not responsible for and will not pay itemized local, state, or federal taxes. Purchases of tangible personal property made by a state government agency is exempt from sales tax. The state sales tax exemption number is E-2001, and certificates will be furnished upon requested by the purchasing agency. The contractor must provide a valid Vendor Tax Identification Number as a provision of the contract.

The purchasing agency will determine if services provided under this contract are 1099 reportable. The purchasing agency may require the contractor to submit a W9.

The state tax exemption number should not be used by contractors in the performance of a contract.

A contractor or service provider performing any contract, including service contracts, for the United States Government, State of North Dakota, counties, cities, school districts, park board or any other political subdivisions within North Dakota is not exempt from payment of sales or use tax on materials, tangible personal property, and supplies used or consumed in carrying out contracts. In these cases, the contractor is required to file returns and pay sales and use tax just as required for contracts with private parties. Contact the North Dakota Tax Department at 701-328-1246 or visit its website at https://www.tax.nd.gov/news/resources for more information.

A contractor performing any contract, including a service contract, within North Dakota is also subject to the corporation income tax, individual income tax, and withholding tax reporting requirements, whether the contract is performed by a corporation, partnership, or other business entity, or as an employee of the contractor. In the case of employees performing the services in the state, the contractor is required to withhold state income tax from the employees' compensation and remit to the state as required by law. Contact the North Dakota Tax Department at 701-328-1248 or visit its website for more information.

Solicitation Closing – Late Proposals Rejected An offeror is responsible for ensuring its proposal is received by the STATE prior to Solicitation Closing identified in the RFP schedule. A solicitation amendment will be issued if the proposal receipt deadline is changed. An offeror may contact the Procurement Officer to inquire whether its proposal has been received. Proposals delivered late will be rejected pursuant to N.D.A.C. § 4-12-08-13.

Amendment and Withdrawal of Proposals Offeror may amend, supplement, or withdraw proposal prior to the Solicitation closing deadline. No changes will be accepted after the Solicitation closing deadline. After the Solicitation closing deadline, Offeror may make a written request to withdraw proposal and provide evidence that a substantial mistake has been made, and the STATE may permit withdrawal.

Proposal Opening A public opening will not be held.

This is a formal sealed Request for Proposal (RFP) process. Proposals will be secured and held unopened until the Solicitation Closing deadline. Per N.D.A.C § 4-12-08-04, the openings may be made public at the discretion of the purchasing agency. If a public opening is held, only the names of Offerors that submitted proposals can be revealed at the opening, and each proposal will be opened in a manner to avoid disclosure of the contents to the competing Offerors.

Proposals Subject to North Dakota Open Record Law All proposals and other material submitted become the property of the STATE and may be returned only at the STATE's option. All proposals and related information, including detailed cost information, are exempt records and will be held in confidence until an award is made, in accordance with N.D.C.C. § 54-44.4-10(2).

Offerors may make a written request that trade secrets and other proprietary data contained in proposals be held confidential. Material considered confidential by the offeror must be clearly identified, and the offeror must include a brief statement that sets out the reasons for confidentiality. See the North Dakota Office of the Attorney General website for additional information.

After award, proposals will be subject to the North Dakota open records law. Records are closed or confidential only if specifically stated in law. If a request for public information is received, the Procurement Officer, in consultation with the Office of the Attorney General, will determine whether the information is an exception to the North Dakota open records law, and the information will be processed appropriately.

News Releases Offerors shall not make any news releases related to this RFP without prior approval of the STATE.

Conflict of Interest Under state laws and rules, a state employee or official shall not participate directly or indirectly in a procurement when the state employee or officials knows of a conflict of interest. Potential conflicts of interest include state employees or their immediate family members employed by the firm, seeking employment with the firm, or with a financial interest in the firm. Potential conflicts of interest will be addressed in accordance with N.D.A.C. § 4-12-04-04., N.D.C.C. § 12.1-13-03.

Persons employed by the State of North Dakota, or within one year thereafter, may be prohibited from acquiring a pecuniary interest in a public contract or transaction. Offerors should review N.D.C.C. § 12.1-13-02 to ensure compliance and avoid such conflict(s) of interest.

Attempt to Influence Prohibited Offerors must not give or offer to give anything to a state employee or official anything that might influence or appear to influence procurement decisions. Suspected attempt to influence will be handled in accordance with N.D.A.C. § 4-12-04-05.

Collusion Prohibited Offerors must prepare proposals independently, without collusion. Suspected collusion will be handled in accordance with N.D.A.C § 4-12-04-06.

Protest and Appeal An interested party may protest a solicitation pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-01. When a solicitation contains a deadline for submission of questions and objections, protests of the solicitation will not be allowed if these faults have not been brought to the attention of the Procurement Officer before the specified deadline.

An offeror that has submitted a response to a solicitation and is aggrieved may protest an award or notice of intent to award pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14-02. The protest must be submitted in writing to the Procurement Officer during the protest period, which is seven calendar days beginning the day after the notice of intent to award is issued.

The protestor may appeal the decision of the Procurement Officer to the Director of Office of Management and Budget (OMB) within seven calendar days after receiving notice of the decision pursuant to N.D.C.C. § 54-44.4-12 and N.D.A.C. §4-12-14-03.

specifications prepared by non-state personnel When a purchasing agency has specifications prepared by someone other than a state employee or official on behalf of the state, that person or business entity must be excluded from submitting bids or proposals in accordance with N.D.A.C. § 4-12-06-06.

Supplier Registration (Payee) The successful Offeror will be required to complete Supplier Registration, if not already registered as a Supplier. Any individual or business who will be receiving payment from a state agency or higher education institution must complete a registration process to collect important financial and taxpayer information. Payments are generally made by check or automatic clearing house (ACH), and taxpayer information must be collected in compliance with IRS requirements. The State and North Dakota University System (NDUS) have separate financial systems and vendor registration processes.

SECTION TWO – BACKGROUND

Background Information The mission of the North Dakota Department of Corrections and Rehabilitation (ND DOCR) is to transform lives, influence change, and strengthen communities. This solicitation is being conducted because ND DOCR requires a modern Client Management System (CMS) capable of capturing records related to the services our agency provides in support of this mission.

These services are delivered to a broad range of individuals, including victims, juveniles, adults in custody, and those under pretrial or community supervision. ND DOCR uses the term “resident” to refer to individuals in custody and “client” to describe individuals receiving services from the agency who are not incarcerated—such as those on community supervision, pretrial status, or receiving victim services. These terms reflect ND DOCR’s commitment to person-centered, trauma-informed care and align with our mission by promoting dignity, reducing stigma, and reinforcing a culture of accountability and growth for all individuals served.

ND DOCR functions much like a self-contained community—comprehensive, multifaceted, and deeply interconnected. Within our facilities and across our supervision network, we provide a full spectrum of services including education, medical and dental care, mental and behavioral health treatment, legal support, and commissary operations. Beyond facility walls, our responsibilities extend into the community through supervision, case management, and reentry services that support individuals as they transition.

ND DOCR operates multiple correctional facilities and community-based offices with 1,072 active internal and external users, each with unique operational needs. A brief description of our agency departments is provided below to offer context for the range of services needed to support our efforts. In addition, information about these facilities and services can be found in the website links provided in Table 1.

Table 1: ND DOCR Clients and Users at Correctional Facilities and Other Locations

James River Correctional Center

Missouri River Correctional Center

Heart River Correctional Center

Budget The funds for payment of this contract are already appropriated and identified. Additional funds for payment of this contract are contingent upon appropriation of funding. We anticipate requesting funds in a future biennium for additional modules. There is no guarantee the STATE will receive any additional funding.

Technical Architecture Overview North Dakota State Government Technical Environment In overview, North Dakota's technical environment consists of Windows based desktops and a variety of server platforms connected via an IP based network. Desktop support is provided by the individual state agencies with the Information Technology Department (ITD) providing the statewide network and support for most of the server platforms.

Network Services As specified in ND Century Code Chapter 54-59-02, ITD is directed to provide network access to government, K12, higher education, and political subdivisions. The statewide network is known as the North Dakota Statewide Technology Access for Government and Education network (STAGEnet). Within state government, ITD provides full network services to the desktop. Entities located in larger cities are served with dark fiber metro networks, while other sites are connected with either provider Ethernet Transport Services (ETS) or broadband with VPN, with speeds varying from 50 megabit to 10 gigabits. The core of STAGEnet consists of a 100 Gigabit Ethernet ring between Bismarck, Fargo, Grand Forks, and Minot. STAGEnet also provides both 802.1x authenticated Wi-Fi as well as open guest Wi-Fi in many locations throughout the state.

Additionally, STAGEnet provides full layer 7 IDS/IPS capabilities, including malware detection, sandbox detonation, and various other network-based security defenses. All user traffic passes through an IDS/IPS gateway before communicating with any other site in STAGEnet or the internet.

The STAGEnet datacenters are built using zero trust methodology, in that no server can communicate with any other device without an explicit security policy in place to allow it. ITD uses a combination of cloud-hosted and on-premises datacenters.

Directory Services/Authentication ITD provides a single Microsoft Active Directory network domain that provides agencies with a single network sign-on. All agency computers utilizing the State’s Active Directory are members of the state forest, NDGOV. Each agency comprises an Organizational Unit (OU) within NDGOV. ITD provides the necessary Domain controllers and Global Catalog servers for authentication services. State user accounts are synchronized with an Azure Active Directory (AAD) instance providing a centralized identity provider service for State users and supports OpenID Connect, OAuth2, and SAML integrations. ITD also utilizes Microsoft conditional access with multi-factor, utilizing smartphone-based authentication where possible.

In addition, for public user authentication ITD provides a federated identity provider service backed by Azure B2C. The service provides public users the ability to create and maintain their own identities and supports single sign on (SSO) across State services via the standard OpenID Connect integrations.

Hosting Services Most state agencies receive hosting services from ITD. ITD utilizes both MS Windows server as well as Red Hat Linux server operating systems. MS SQL server is the preferred database platform, with limited Oracle and MySQL DB deployments also available.

ITD in addition to on-premises hosting, ITD utilizes Microsoft Azure Commercial and Microsoft Azure Government services.

Productivity/Unified Communications Environment The State of North Dakota leverages all components of the Microsoft productivity suite, including but not limited to Exchange online, Teams voice, SharePoint, Power BI, and OneDrive.

SECTION THREE – SCOPE OF WORK

Scope of Work

The STATE is seeking proposals to replace the current CMS with a modern, scalable solution that supports the full lifecycle of the correctional process. The new system will serve both internal and external users, offering streamlined access to core functions and improved visibility into client status, concerns, and case planning.

The initial phase will focus on replacing the existing CMS and its essential functions. However, the broader objective is to implement a comprehensive system that supports all core business processes and evolves through a strategic, phased approach.

Offerors are expected to propose a solution that meets current needs and includes future workstreams to integrate and unify all ND DOCR systems over time. The STATE anticipates that implementation of the proposed solution will be done in phases that will be useable and functional in the event that the project goes no further. These future phases should align with the department’s long-term goals and be detailed in the Technical Proposal section, with associated costs included in the Cost Proposal.

There are systems that the current CMS integrates with and The State will need the new solutions to integrate with those systems as well, see Attachment 5, Systems Lists for details. However, if the solution has a module or functionality that will replace a system identified on the list then The State would like the data from that system converted into the new solution.

Below is a list of functional areas that DOCR expects the new CMS to incorporate. For a more detailed overview of current DOCR functional areas see Attachment 6, ND DOCR Functional Areas.

DOCR Functional Areas

1. Reception & Commitment

2. Sentencing & Time Calculations

3. Classification

4. Case Management

5. Security (Facility Operations)

6. Behavior Management

7. Bed Management & Movement

8. Electronic Health Records

9. Prison Rape Elimination Act (PREA)

10. Grievances

11. Resident Programming

12. Scheduling

13. Security Threats (Gang/Affiliation Management)

14. Finance

15. Rough Rider Industries (RRI)

16. Property

17. Visitation

18. Reentry, Release, & Discharge

19. Community Supervision

20. Mobility & Remote Access

21. Geospatial Visualization and Location-Based Monitoring

22. Victim Services

Applicable Directives This information technology program project is subject to the following:

· N.D.C.C. § 54-59 related to the Information Technology Department.

· N.D.C.C. §§ 54-35-15.2, 54-35-15.3, and 54-35-15.4 related reporting to and review by the Legislative Council Information Technology Committee.

· N.D.C.C. § 12-47 related to the Penitentiary.

· N.D.C.C. § 12-48 related to employment of Residents of the Penitentiary.

· N.D.C.C. § 12-54.1 related to sentence reduction for good or meritorious conduct.

· N.D.C.C. § 54-23.3 related to Department of Corrections and Rehabilitation.

· Subsection (b) of Section 115.51 of 28 C.F.R. Part 115 related to Prison Rape Elimination Act (PREA).

· Generally Accepted Accounting Principles (GAAP).

· Windows Active Directory and Lightweight Directory Access Protocol (LDAP).

· Data Protection and Compliance related to National Institute of Standards and Technology (NIST).

· NIST 800-18: System Security Plans (SSP).

· NIST 800-30: Guide for Conducting Risk Assessments.

· NIST 800-53: Security & Privacy Control for Information Systems & Organization.

· Compliance with Federal and State Regulations, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Laws Impacting Major Information Technology Projects This IT Project is a major information technology project subject to the following state of North Dakota laws:

N.D.C.C. § 54-59-23. Information technology projects – Reports.

1. An executive, legislative, or judicial branch agency, except for institutions under the control of the state board of higher education, shall report to the Information Technology Department before September 1st of each even-numbered year regarding the plan for and status of any information technology project that is estimated to cost more than five hundred thousand dollars.

2. During the life of the project, the agency shall notify the Information Technology Department if:

a. At a project milestone, the amount expended on project costs exceeds the planned budget for that milestone by twenty percent or more; or

b. At a project milestone, the project schedule extends beyond the planned schedule to attain that milestone by twenty percent or more.

3. A report under subsection 2 must specify corrective measures being undertaken to address any cost or time of completion issue. If the agency has not taken adequate corrective measures within ninety days after the report, the agency shall submit a report to the legislative management's information technology committee regarding the project.

4. Upon completion of the project, the agency shall notify the Information Technology Department if:

a. The budget for the project exceeded the original budget by twenty percent or more; or

b. The final project completion date extended beyond the original project scheduled completion date by twenty percent or more.

N.D.C.C § 54-59-32. Major information technology projects – Oversight.

1. An executive branch state agency, excluding institutions under the control of the state board of higher education, proposing to conduct a major information technology project, the department, and the office of management and budget, in consultation with the attorney general, shall collaborate on the procurement, contract negotiation, and contract administration of the project. The agency, the department, and the office of management and budget, in consultation with the attorney general, shall approve the solicitation, contract, or agreement, and any amendments relating to the project before submission to the oversight committee as provided in subsection 3.

2. The procurement officer and primary project manager for a major information technology project must meet the qualifications established by the department and the office of management and budget.

3. An oversight committee must be appointed to oversee a major information technology project. The chief information officer shall appoint a chairman of the committee. The oversight committee may include the director of the office of management and budget or a designee of the director, the chief information officer or a designee of the officer, the head of the agency contracting for the project or a designee, the project sponsor, and a large project oversight analyst designated by the chief information officer. The oversight committee shall monitor the overall status of the project and make recommendations to the head of the agency contracting for the project or a designee, and the project sponsor, regarding project decisions, negotiation and execution of contracts, approval of project budgets, implementation of project schedules, assessment of project quality, and consideration of scope changes.

4. An agreement or contract, including an amendment, revision, or scope change, for a major information technology project may not be entered unless signed by the head of the contracting agency or a designee and the chief information officer or a designee of the officer.

Information Technology Solution The STATE has developed Information Technology Solution in Attachment 1- Scope of Work listed in the tab labeled 3.2 IT Solution to describe the specifications for the proposed solution.

enterprise specifications The STATE has developed Enterprise Specifications in Attachment 1 - Scope of Work listed in the tab labeled 3.3 Enterprise Specs to describe the enterprise specifications for the proposed solution.

Product Support The STATE has developed Product Support specifications in Attachment 1 - Scope of Work listed in the tab labeled 3.4 Prod Support to describe the specifications for the proposed solution.

Experience and Qualifications The STATE has developed Experience and Qualifications specifications in Attachment 1 - Scope of Work listed in the tab labeled 3.5 Exp & Qual to describe the specifications for the proposed solution.

SECTION FOUR – PROPOSAL

Proposal Preparation The STATE discourages overly lengthy and costly proposals. An Offeror must prepare its proposal using the prescribed proposal format and provide all the requested information; this will enable the proposal to be evaluated fairly and completely. If an Offeror submits more than one proposal, each proposal must be prepared in accordance with these instructions.

Each proposal will include a Technical Proposal and a Cost Proposal prepared in accordance with these instructions. The Technical Proposal and a Cost Proposal must be submitted as separate documents, clearly labeled with the name of the Offeror, and marked “Technical Proposal” and “Cost Proposal.” Costs must not be revealed in the Technical Proposal. Options may be discussed in the technical proposal, but all cost information must be in the Cost Proposal only. DO NOT submit documents that are embedded into proposal documents or that contain links to documents on an external website.

Proposal submission instructions

UPLOAD RESPONSE THROUGH THE STATE PROCUREMENT ONLINE SYSTEM (SPO ONLINE)

Offeror must electronically submit proposals through the State Procurement Office Online system (SPO Online) by the Solicitation Closing deadline.

DO NOT WAIT UNTIL THE “LAST MINUTE” TO SUBMIT A RESPONSE. Recommend uploading response 24 hours prior to the Solicitation Closing deadline.

Offeror must begin the electronic submission process well in advance of the Solicitation Closing deadline to allow for transmission and resolution of any technical difficulties. Be advised that the STATE is not responsible for an Offeror’s failure to timely submit a proposal due to any technical difficulties. If you experience any technical difficulties contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701.328.2740.

If documents are in the process of being uploaded when the Solicitation Closing deadline occurs, the upload process will stop. The attempted submission will not be uploaded successfully and is ineligible for consideration. The STATE takes no responsibility for electronic submissions that are captured, blocked, filtered, quarantined, or otherwise prevented from uploading by any anti-virus or other security software.

1. This solicitation is posted on SPO Online at: https://apps.nd.gov/csd/spo/services/bidder/main.htm

2. Select “Recent Solicitations” and find this solicitation. Solicitations are listed by close date.

3. Use “Upload Response” to upload a maximum of five (5), clearly labeled documents before the Solicitation Closing deadline provided in the RFP Schedule.

4. Offeror must upload their Technical Proposal and Cost Proposal in separate files.

5. The maximum file size allowed is 50mb per file.

6. There is a 50 character file name limitation for the document being uploaded.

7. There is 75 character limit in the TITLE field within SPO Online.

8. All SPO Online field entries must be alphanumeric. Dashes and underscores are allowed; however, the system DOES NOT accept other special characters such as apostrophe, & symbol, quotation marks, etc.

9. DO NOT submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files.

10. Offeror will receive an email confirmation from infospo@nd.gov that the upload response was received including the “File Description” for the uploaded files. Review this email to ensure all files were successfully uploaded. If Offeror DOES NOT receive an email confirmation, the upload was NOT successful, and the files will need to be uploaded again. If Offeror does not receive an email confirmation after the reattempt, contact the Procurement Officer or the State Procurement Office at infospo@nd.gov or 701.328.2740.

Visit https://www.omb.nd.gov/sites/www/files/documents/doing-business-with-the-state/procurement/spo-electronic-response-external-job-aid.pdf for the SPO Electronic Response Job Aid which describes how to submit an electronic response.

proposal format Prepare the technical proposal and cost proposal in accordance with these instructions. Each file must be submitted as separate documents, clearly labeled with the name of the Offeror and marked “Technical Proposal” and “Cost Proposal”.

Technical Proposal – Format the proposal with the following labeled sections (see Section 4.3 below):

Section 1 - Cover Letter Section 2 - RFP Amendments Section 3 - Solution Overview and Supporting Documents Section 4 - Value Added Offerings Section 5 - Future Road Map Section 6 - Statement of Work Section 7 - Contract Provisions Section 8 - Open Records and Confidentiality

Do not embed files in the document.

Attachment 1 Scope of Work Response (Excel) – Format this attachment following the RFP instructions below in Section 4.4.

Cost Proposal – The Cost Proposal, Attachment 2, must be a separate document. Format the cost proposal following the RFP instructions below in Section 4.5.

Technical Proposal Section 1 – Cover Letter Proposals shall include a Cover Letter signed by an individual with authority to bind the Offeror that includes the following:

1. The name of the Offeror, name of the person to contact regarding the proposal, email address, telephone number, and mailing address.

2. A statement that the Offeror has read and agrees to comply with the requirements stated in this Request for Proposal.

3. A statement that the Offeror’s proposal accurately describes the information technology solution and services being offered to the STATE.

4. A statement indicating whether the Offeror or its employees or subcontractors working on the contract have an apparent or actual conflict of interest. (Offerors are instructed to review the “Conflict of Interest” provisions in the RFP Section 1 “Instructions.”) Section 2 – RFP Amendments Provide signed copies of all Solicitation Amendments issued by the STATE that were required to be acknowledged by Offerors.

Section 3 – Solution Overview & Supporting Documentation Offeror should provide a high-level overview of the proposed solution, clearly highlighting key functionalities and features. To support a comprehensive evaluation, include any Offeror-created supporting documents that demonstrate the system’s capabilities in areas relevant to this RFP—such as sentence and time accounting, case management, reporting, and integrations. These materials should be clearly labeled, concise, and structured to facilitate review. Additional documents may be submitted to provide context on implementation, support, security, compliance, and training.

Examples of supporting documents may include:

· Solution architecture diagrams or technical schematics

· Product overviews, white papers, or case studies

· Implementation plans or project timelines

· Support and escalation procedures

· Security and compliance documentation (e.g., SOC 2, ISO 27001, GDPR)

· Service Level Agreements (SLAs) or uptime guarantees

· Training materials or user documentation

· Licensing models or pricing guides

· Maintenance schedules or update cycles Please ensure all documentation is relevant to the scope of this engagement. If additional materials are available upon request, include instructions for how to obtain them.

Section 4 – Value Added Items As part of your proposal, please outline any additional services, features, or benefits that you can provide beyond the core requirements outlined in this RFP. Examples of relevant value-added offerings may include:

· Enhanced technical support, such as 24/7 helpdesk access, dedicated support engineers, or faster SLAs

· Customized dashboards, reporting tools, or system monitoring services that improve visibility and performance

· Security enhancements, such as vulnerability assessments, compliance guidance, or proactive threat mitigation

· User training programs, onboarding support, or documentation resources to ensure smooth adoption and user enablement

· Ongoing system optimization, performance tuning, or regular technical reviews

· Consulting services to support digital transformation, system integration, or cloud migration strategies

· Proof of concept (POC) or pilot programs for emerging technologies relevant to our environment

· Licensing flexibility, cost-saving recommendations, or bundling strategies Please specify whether these offerings are included in the base pricing or if they would incur additional costs. We encourage Offerors to be creative and highlight how their organization can deliver added value that differentiates their proposal and contributes to long-term success.

Section 5 – Organizational Health and Future Roadmap To ensure long-term alignment, reliability, and strategic fit between our organization and the selected provider, we request that respondents include a comprehensive Future Roadmap and Organizational Health Statement as part of their proposal submission.

This section should demonstrate the overall stability and forward-looking direction of your company, emphasizing your ability to sustain service delivery, adapting to technological changes, and continue enhancing your solution in support of enterprise-scale operations.

Your response should include a 12- to 24-month roadmap outlining planned developments and improvements, including but not limited to the following areas:

· Planned Product Enhancements or New Features: Describe any upcoming updates, functional expansions, or innovations that will strengthen the core solution.

· Infrastructure and Platform Upgrades: Detail any planned scalability, performance, or cloud architecture improvements, including infrastructure modernization initiatives.

· Security and Compliance: Provide information on upcoming security enhancements, certification pursuits, and compliance-related initiatives aligned with evolving industry standards.

· Integration and API Development: Outline future integration capabilities, interoperability projects, and API enhancements supporting system compatibility and extensibility.

· User Experience (UX/UI) Enhancements: Identify user interface and experience improvements that will optimize accessibility, usability, and overall satisfaction.

· Support and Service Model Evolution: Explain how your customer support structure, service-level approach, and response mechanisms will evolve to maintain quality and responsiveness.

· Innovation Initiatives: Indicate any research and development efforts involving technologies such as artificial intelligence (AI), machine learning (ML), automation, analytics, or edge computing.

Each item should include the following information where applicable:

· Projected timeline (e.g., Q1 2026, Q4 2026)

· Development status (planned, in development, released)

· Potential impacts on existing customer environments or configurations In addition, please provide a brief overview of your company’s organizational health and strategic outlook, including indicators of financial stability, key partnerships, workforce capacity, and investment focus areas that demonstrate your ability to sustain long-term growth and product support.

We place high value on transparency, strategic foresight, and business continuity. The information requested in this section will assist our evaluation team in assessing the long-term value, reliability, and alignment of your solution with our organization’s future goals and technology roadmap.

Section 6 –Statement of Work This proposal must include a copy of the Statement of Work – Attachment 4 completed according to the instructions in the attachment.

Section 7- Contract Provisions Contract Offeror shall review Technology Contract – Attachment 3.

The proposal must include a copy of the Technology Contract - Attachment 3 completed according to the instructions in the attachment.

Offerors are not to submit their own standard terms and conditions with their proposals. Offeror should address the specific language in the attached contract and submit any proposed changes or additional terms and conditions an Offeror seeks to present for consideration by the STATE. Offerors are instructed to not include cost information in the Technology Contract.

Proposed Additional Terms If the proposal includes any proposed additional terms and conditions, such as software licensing agreement, maintenance agreement, or third-party agreement, these agreements must be included in the proposal.

Section 8 – Open Records and Confidentiality The state of North Dakota has broad open records laws. Proposals received are exempt from open record requirements until an award is made, in accordance with N.D.C.C. § 54-44.4-10(2). After award, proposals are subject to the North Dakota open records laws. Proposals or portions of proposals may be confidential only if specifically stated in law.

Offerors are instructed not to mark their entire proposal as “confidential.”

Offeror must provide one of the following in their proposal:

· Provide a statement indicating that their proposal does not contain any confidential information; or

· Make a written request to hold confidential any trade secrets and other proprietary data contained in its proposal. Offeror must clearly identify the material considered confidential and explain why the material is confidential. See the North Dakota Office of the Attorney General website for additional information. https://www.legis.nd.gov/cencode/t44c04.pdf and https://attorneygeneral.nd.gov/open-records-meetings If the STATE receives a request for public information, the Procurement Officer, in consultation with the Office of the Attorney General, shall determine whether the information is an exception to the North Dakota open records laws, and the information shall be processed accordingly.

attachment 1 – scope of work response Offerors must provide a full response to each item number without cross referencing other sections of the proposal. Offerors must use the table format and maintain numbering provided by the STATE to respond to each item number. Attachments, documents, or samples must be clearly referenced where in the response they can be found in the applicable item number.

Be sure to complete each Tab listed below within the Excel file.

3.2 IT Solution Tab

3.3 Enterprise Specs Tab

3.4 Prod Support Tab

3.5 Exp and Qual Tab

Cost Proposal Cost proposals must be submitted electronically in a separate file (Excel is preferred) from the technical proposal through the SPO Online, refer to Section 4.1 for instructions.

Cost proposals must provide a total proposed cost for completing the requirements of this RFP. Include a detailed itemization of the cost proposal (e.g. breakdown of the implementation costs, post-implementation costs, direct and indirect expenses, total number of hours at various hourly rates, overhead, travel, etc.).

All costs must be stated in U.S. currency. Any commodities being imported must be identified, and the price must include any applicable customs, brokerage agency fees, and duties.

Offeror must provide a firm price for the requested number of years in the Cost Proposal attachment. If selected, all the pricing submitted either in the Cost Proposal or any Best and Final Offer Cost proposal will be added to any resulting contract.

Offeror should describe any discount terms for prompt payment. Discounts for prompt payment will not be considered in evaluating costs.

Provide costs associated with any Value-Added Features included in…