NDDOCR+CMS+RFI.pdf

RFI 110.7-25-068 Page 1 of 4

S e c t i o n 1 : O v e r v i e w & I n s t r u c t i o n s

1 . 1 P u r p o s e

The state of North Dakota, acting through its Department of Corrections and Rehabilitations (State) is seeking to schedule online/virtual strategy discussions from interested Suppliers with experience in Client Management Systems, Offender Management Systems, or Jail Management Systems. The intent of these discussions is to obtain feedback from Suppliers to assist the State in developing a more accurate Scope of Work and overall approach for an upcoming solicitation for a system replacement for their current Client Management System (CMS). This is not a solicitation for quotations, bids or proposals. No contract award will result from this RFI. The State firmly believes this process will help it to develop a solicitation that is clear and can be administered more efficiently and effectively; however, participation in these discussions is completely optional (they are NOT mandatory in order to participate in the future solicitation).

1 . 2 F o r m a t o f V i r t u a l D i s c u s s i o n

The format of these informal discussions will be performed virtually online via video conferencing tools (i.e., Zoom, Teams, Webex, etc.). The content and topics of the strategy discussions are shown in Section 3. The State is NOT requesting a formal written response to these questions or topics (as is common in most traditional RFIs). All information will be collected via the conference call/video call, which will be performed between each Supplier and the State (not as a group meeting). The State anticipates spending about 1-hour on each call.

The State intends to use information gathered from these discussions to help ensure that the future solicitation is fair and open and provides the information necessary for suppliers to be able to provide accurate proposals.

The State plans to schedule discussions with the first five (5) Suppliers to submit a request but reserves the right to hold additional discussions in order to capture diverse Supplier perspectives. The State shall not reimburse the Supplier for any expenses incurred responding to this RFI.

The State does not have any requirements of who can attend the meeting, or their role/position. The Supplier can select the best person(s) to attend. The meetings will be led by the Point of Contact identified in Section 4.

Suppliers will be permitted 5-10 minutes to introduce their company for context. The remainder of the time will be spent discussing the Supplier’s answers to the questions provided in Section 3. Other than general procurement questions, the state will not answer any questions about the project or upcoming solicitation;

however, the state will be taking note of questions to ensure that they are answered proactively in the solicitation document.

State of North Dakota North Dakota Department of Corrections and Rehabilitation (ND DOCR)

3100 Railroad Avenue PO Box 1898

Bismarck, ND 58502

Request For Information (RFI) Solicitation Number: 110.7-25-068

RFI Title: ND DOCR Client Management System Date of Issue: July 17th, 2025

RFI 110.7-25-068 Page 2 of 4

1 . 3 K e y D a t e s The RFI timetable is shown below, but the State may adjust/modify this schedule as needed.

Issue Date of RFI July 17, 2025

RSVP Deadline August 7, 2025, at 10 AM CT Anticipated Video Discussions August 22 and August 25, 2025

1 . 4 P o i n t o f C o n t a c t

All questions, inquiries, or communications regarding this RFI or the ND DOCR Client Management System Project must be directed to the Point of Contact listed below (via email). Suppliers shall not contact any other State employee.

Sara Bilden State Procurement Officer Office of Management and Budget, State Procurement Office Email: sbilden@nd.gov

S e c t i o n 2 : B a c k g r o u n d I n f o r m a t i o n

2 . 1 B a c k g r o u n d I n f o r m a t i o n

ND DOCR requires a replacement of their client management system (CMS). The recommended approach is for ND DOCR to consolidate as many systems as possible. The anticipated project will solve the business needs by implementing a consolidated CMS across all core process areas with a preference towards COTS or low code. A CMS modernization will upgrade 25+ year old CMS software. A new CMS will allow ND DOCR to collect and connect data to client outcomes, reduce manual processes, reduce rework, consolidate systems, track clients more accurately, and result in better community outcomes.

2 . 2 U n i q u e / C h a l l e n g i n g C o n d i t i o n s Currently ND DOCR utilizes thirty-six (36) different systems which would need to interface or be replaced by the new CMS.

2 . 3 F u t u r e G o a l s & O u t c o m e s Improve self-service reporting with ad-hoc reports through built-in self-service tools.

Improve the ability for staff to access the information they need to guide a client along the ND DOCR lifecycle while having enough flexibility to segment sensitive information to comply with laws and regulations.

Enable and improve employee experience with the CMS through modern software and improved technology.

Improve staff collaboration on client cases throughout the ND DOCR lifecycle through ELITE and DocStars consolidation.

Reduce data entry through consumption of data originating outside of ND DOCR.

Improve internal business processes through system workflow, client journey mapping, and system automation.

Better flexibility to meet changing programs and rehabilitation initiatives through configurable system screens, forms, and processes.

2 . 4 U p c o m i n g S o l i c i t a t i o n ‐ The State anticipates issuing an RFP solicitation in the next 6 months.

RFI 110.7-25-068 Page 3 of 4

S e c t i o n 3 : S c r i p t f o r S t r a t e g y D i s c u s s i o n s A written response to these questions is NOT required. The State will conduct virtual discussions with interested Suppliers to address these items. The supplier can prepare a presentation to assist with the discussion if they would like (but they are not required to do so).

1. Describe the core modules of your Client Management System (CMS) adult and juvenile, such as booking, sentencing, classification, case planning, and parole management. Also, indicate which stages of the client lifecycle your system supports, e.g., pre-trial, incarceration, probation, parole, finance, etc.

2. What sets your system apart from competitors in the market? Include any best practices or lessons learned from previous statewide system implementations.

3. Explain how your system integrates with external entities, such as banking, law enforcement, courts, healthcare providers, and other justice partners.

4. Describe the tools your system provides that support each core business process area.

5. Describe in detail how your system produces data and analytics for data-driven decision making, e.g., standard, custom, and ad hoc reports including built-in analytics and dashboards.

6. Describe the extent to which users can modify or configure workflows, forms, and fields without vendor support.

7. To enable your firm to prepare an accurate proposal at the Request for Proposal (RFP) stage, what is the most critical information for the State to provide about our Current Conditions (what critical things do you need to know about our current environment)?

8. What would be the ‘best’ way for the State to collect and compare costing information from suppliers, to allow the State to compare proposals ‘apples-to-apples’. Could you provide us with an example(s) of a costing templates that you would recommend using?

9. What is an average total cost for a system to include initial system cost and ongoing support and maintenance? This is not considered a quote, nor will vendor be held to this cost in any way. The State desires to have an average for future planning.

10. For the project that we are contemplating, what timeline or schedule would you propose? How would you build and staff your implementation?

11. Are there any other factors/issues/items the State should be considering at this time?

RFI 110.7-25-068 Page 4 of 4

Strategy Discussions for ND DOCR Client Management System

Response Form

Suppliers that would like to participate in the virtual discussions should complete this form to reserve a time slot. Please identify a point of contact that the State can contact to set up the virtual meeting.

Company Name

Point of Contact name

Phone number

Email Address

Please identify the preferred dates/times for the virtual call (as shown in the table below). Due to the number of Suppliers that may RSVP, please identify at least 2-3 dates/times that will work for your team (so we can try to accommodate everyone). Please RSVP as soon as possible, but not later than July 31st, 2025, at 10 AM CT. Timeslots will be scheduled on a first-come, first-served basis. Once your timeslot is confirmed, the State will provide a link to the conference-call or video-call.

Date 1 Date 2

August 22, 9 AM – 10 AM, CT

August 22, 10 AM – 11 AM, CT

August 22, 11 AM – 12 PM, CT

August 25, 8 AM – 9 AM, CT

August 25, 10 AM – 11 AM, CT

August 25, 4 PM – 5 PM, CT

Please complete and send this form via email to sbilden@nd.gov