ESBD_383130_1732215202252_SAVNS_RequestForInformation_Vendor Final V1.1.pdf

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State of Texas Office of the Attorney General

REQUEST FOR INFORMATION (RFI)

STATEWIDE AUTOMATED VICTIM NOTIFICATION

SERVICES (SAVNS)

Posting Number: 302-25-RFI-SAVNS

CLASS: 952 ITEM: 61

CLASS: 920 ITEM: 21

Posting Date: November 18, 2024

Version: 1.1

RFI Response Deadline: December 6, 2024 2:00 p.m. Central Standard Time (CST) ii

TABLE OF CONTENTS

1 INTRODUCTION

2 DISCLAIMER

3 BACKGROUND AND OBJECTIVES

3.1 Background

3.2 Current Environment

4 GENERAL INFORMATION AND RESPONSE INSTRUCTIONS

4.1 Point of Contact Information

4.2 Response Submission Instructions

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1 INTRODUCTION

The OAG is seeking information from vendors who provide statewide automated victim notification services to registered individuals. Information in response to the items listed in Section 4.2 Response Submission Instructions and any other tools, technologies, industry standards and best practices are appreciated. Potential performance measures, cost structures or pricing methodologies, and any across-the-board, comprehensive, integrated solution that addresses other related issues is welcome.

2 DISCLAIMER

The intent of this RFI is to obtain information. It is not a formal request for a bid. There will be no award or contract developed from a response to this RFI. If the OAG decides to acquire any products or services based on the information submitted in response to this RFI, the appropriate procurement method will be used. The OAG offers no assurance or guarantee that a solicitation for procurement will result from this RFI.

This RFI is being issued on behalf of the OAG. Vendors are invited to provide budget information and describe potential services or solutions for planning purposes only.

Expenses incurred in developing, preparing or submitting any information, documentation or other materials in response to this RFI and/or by attending meetings directly or indirectly related to this RFI are entirely the responsibility of the respondents and will neither be paid nor reimbursed by the OAG or any agency of the State of Texas. Respondents develop, prepare or submit any information, documentation or other materials in response to this RFI at their own risk and expense. All information, documentation or other materials submitted in response to this RFI become the property of the OAG. Respondents should retain submission copies for their records.

The OAG reserves the right to use any and all ideas presented in any response.

The OAG will strictly adhere to the requirements of (a) Chapter 441, Subchapter L of the Texas Government Code regarding the preservation, management, and retention of state records and

(b) Chapter 552 of the Texas Government Code (the “Texas Public Information Act”) regarding the disclosure of public information. As a result, by participating in this RFI process you acknowledge that all information, documentation and other materials submitted in response to this RFI may (a) constitute state records for the purposes of Chapter 441, subchapter L of the Texas Government Code and (b) be subject to public disclosure under the Texas Public Information Act.

The OAG is without authority to agree that any information submitted will not be subject to disclosure. Disclosure is governed by the Texas Public Information Act (the "Act"), Chapter 552 of the Texas Government Code. Under the Act, all information held by governmental bodies is open to public disclosure unless it falls within one of the Act's specific exceptions to disclosure.

Vendors are advised to consult with their legal counsel concerning disclosure issues resulting from this RFI process and to take precautions to safeguard trade secrets and other proprietary information.

If it is necessary for a vendor to include proprietary or otherwise confidential information in its response, the vendor must clearly mark all copies of the proprietary or otherwise confidential information, documentation or materials that are being provided to the OAG with a written notice identifying the specific exception(s) to disclosure under the Texas Public Information Act that the vendor claims apply to such information, documentation or material. Subchapter C of the Texas Public Information Act sets forth the Act’s exceptions to the required disclosure of information.

Please note that claiming a disclosure exception for provided information does not automatically render such information confidential. Further, merely making a blanket claim that all of the submitted information is protected from disclosure because it contains some proprietary information is not acceptable and shall not render the entire submission confidential. Any information that is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the Act.

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In the event that the OAG receives a request under the Texas Public Information Act for a copy of any information, documentation, or other material for which an exception to required disclosure under the Act is claimed, the OAG will undertake its best efforts to provide the vendor with notice of the request for release of provided information and afford the vendor the opportunity to brief the facts that bring the information under the applicable exceptions of the Act. The vendor would submit the brief to the Open Records Division of the OAG. The Open Records Division is the division within the OAG that governmental bodies (including divisions of the OAG) seeking to withhold information under the Public Information Act must apply to for a decision on whether the information is excepted from disclosure. It is not possible to obtain a decision prior to a request for public disclosure being made since the Open Records Division does not render advisory opinions.

3 BACKGROUND AND CURRENT ENVIRONMENT

3.1 Background

The OAG has a certified vendor that voluntarily provides automated victim notification services for approximately 150 participating entities, including counties and the El Paso County Community Supervision and Corrections Department (CSCD). The Office of the Attorney General has established a model that creates a primary relationship between the County and the Service Provider and a secondary relationship between the County and the OAG.

3.2 Current Environment

OAG currently has a contract with a vendor who manages the SAVNS registrations and notifications from participating counties, County Sheriff’s, County and District Clerks, County and District Attorneys, and County and District Courts. The current project includes victim notification regarding criminal court cases and the jail custody status of offenders registered against and automated services to update victims and criminal justice professionals regarding the progress of their court cases. There are currently 150 entities voluntarily participating.

4 GENERAL INFORMATION AND RESPONSE INSTRUCTIONS

4.1 Point of Contact Information

The Sole Point of Contact for this RFI is:

Roxanne D. Koltermann, CTCD, CTCM Procurement and Contract Operations Division

(512) 475-4489 roxanne.koltermann@oag.texas.gov

Respondents must not contact other OAG personnel concerning this RFI, except as permitted by the Sole Point of Contact.

4.2 Response Submission Instructions

The RFI response deadline is December 6, 2024, at 2:00 p.m. CST.

Responses must be organized by the topics outlined below:

Tasks and Deliverables

1. What information can be provided through this solution?

mailto:roxanne.koltermann@oag.texas.gov

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a. Defendant location?

b. Defendant release?

c. Defendant criminal justice proceedings?

d. Service provider information for victims?

e. Resources for victims?

2. Will the contractor incur costs for the solution provided to participating entities?

3. Is the solution provided 24/7/365?

4. Is there a single statewide toll-free number to a centralized call center available?

5. Does the solution provide an Interactive Voice Response (IVR) system to support registration, notification, and information services, including automated responses to victims, criminal justice professionals, or other interested parties?

6. Does the solution provide a restricted access, secured Internet site for interested parties with the following functionality:

a. Online registration?

b. Ability to identify Defendants to monitor or track?

c. Notification by e-mail?

d. Notification by text?

e. Information inquiry?

f. SAVNS contact information?

g. SAVNS support information?

7. What is the maximum number of defendants that can be tracked annually?

8. What is the maximum number of court cases that can be tracked per year?

9. How many new registrations can occur per year?

10. How many existing registrations can be maintained?

11. What data is required for registration?

12. Can interested parties be notified about multiple defendants or court proceedings?

13. Is historical information about a defendant available to an interested party?

14. How can interested parties receive information?

a. By calling?

b. By e-mailing?

c. By texting?

15. What is the expected response time to requests for information by interested parties?

a. Hold time for incoming calls?

b. Return time for an email response?

c. Return time for text response?

16. How are notifications made?

a. By telephone?

b. By e-mail?

c. By text?

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17. Is a multi-factor authentication available to protect users’ information?

18. Is there a maximum number of inquiries that the vendor can receive at a time?

a. By telephone?

b. By e-mail?

c. By text?

19. Will the vendor be able to host the system on its servers or a secure cloud network?

17. Will the solution be available within the contiguous United States?

18. How long will be required for full implementation of the solution?

19. Will a defendant profile, including photographs, be available to interested parties?

a. Will the profile be available to interested parties without registration?

20. Can the solution transfer/link/registrant/notification data throughout the system based on identified data elements?

21. Will the solution log every communication with each and every registrant?

22. Will the solution be Defendant centric?

23. Will the solution have the ability to generate standard management reports?

24. Will the solution be able to provide customized usage and performance reports?

25. What types of reports will be available through this solution?

26. Will the solution remain available during utility power outages?

a. Is there a limit to how long the solution will remain available during a power outage?

27. How quickly does the solution provide notification if the Defendant is released or escapes from the upload of the event into the database?

a. How often is this notification repeated?

b. What event stops the notification from repeating?

28. What languages are available through your solution?

29. Is the solution available to interested parties with hearing or vision impairment?

30. What types of outreach materials are available?

31. How does the solution protect the confidentiality of all SAVNS Data, OAG Protected Data, and all data received from the OAG, the Participating Entities, any registered individual, or any other data from contractors providing services?

32. Is any collected data sold or commercialized by the contractor?

Implementation and Support

1. What is the outline of the implementation timeline and critical milestones for deploying your solutions?

2. What training and support services do you provide during and after implementation?

3. How does your company handle ongoing maintenance and updates?

Cost and Pricing

1. What are the key cost components associated with your solution (e.g., licensing, implementation, maintenance)?

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2. Can you provide a rough estimate of the total cost of ownership for your solution over a specified period (e.g., 3-5 years)?

3. Are there any additional costs or fees that the OAG should know?

4. What key performance metrics will the contractor be held to?

Additional Information

1. Are there any additional features, services, or value-added offerings that would benefit the OAG?

2. What risks or challenges do you foresee in implementing your solution, and how does your company mitigate them?