RFI__C5613176_-_Reception_Center_Caseload_Tracking_Tool.pdf

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION GAVIN C. NEWSOM, GOVERNOR

ENTERPRISE INFORMATION SERVICES

INFORMATION TECHNOLOGY ACQUISITIONS UNIT

1960 Birkmont Drive Rancho Cordova, CA 95742

DATE: November 25, 2025

TO: All Interested Contractors

SUBJECT: RFI# C5613176

A. PURPOSE

The California Department of Corrections and Rehabilitation (CDCR), Enterprise Information Services (EIS) is providing the opportunity for interested suppliers to participate in the Request for Information (RFI) on behalf of the Division of Adult Institutions (DAI).

This RFI is the first step in creating a solicitation for this effort. Once the RFI responses are received, they will be reviewed and analyzed by the CDCR EIS for comments and specific areas of concern. Any solicitation resulting from this RFI is anticipated to be released in the future. This RFI is not considered a commitment to any contract, and the CDCR is not obligated to provide any contract against this RFI.

The objective of this RFI is to develop a Reception Center (RC) Caseload Tracking Tool for Correctional Counselors (CCs). This system will be utilized at three (3) CDCR institutions responsible for RC Processing of Incarcerated Persons (IPs).

B. BACKGROUND

The CDCR is committed to comprehensive rehabilitative programming to ensure successful reentry outcomes. As part of this focus, the CDCR is committed to processing IPs out of the RC to mainline institutions more efficiently than the current process. Currently, CCs are tasked daily with having to view each individual IP case assigned to them to determine the status of each case. CCs will take copious notes of which processes are complete, and which remain outstanding. CCs will need to often contact various California Correctional Health Care Services (CCHCS) departments (e.g., Health Care, Mental Health, Dental, etc.)

requesting status or assistance in completion of any outstanding items due to the CCs not having access to information systems frequented by the various departments. The current process is determined to be less timely, less efficient and does not lend itself to spirit the expedited RC process. The RC is extremely limited in their ability to provide substantive programming for IPs.

For IPs to obtain timely access to rehabilitative programming opportunities, the CDCR must expedite the current RC processing timelines. As such, CDCR is requesting an RC Caseload Tracking Tool for use by CCs to ensure IPs obtain timely access to rehabilitative programming opportunities provided by an expedited RC process.

NOTE: The cost for developing a response to this RFI is entirely the responsibility of the Contractor and shall not be chargeable to the State, the CDCR, or any other agency thereof.

REQUEST FOR INFORMATION: C5613176

CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION

C. SCOPE OF WORK/OBJECTIVES OF RFI

The Contractor shall provide a Letter of Interest (LOI) with details of a solution that can provide RC Caseload Tracking Tool which can provide the following.

1. Develop Caseload Tracking Tool for Correctional Counselor (CC) I and/or CC II that would assist CCs in tracking cases at each phase of RC processing.

2. Data would need to be extracted from the CDCR and CCHCS, accessible information systems currently used within the RC process to generate one Caseload Tracking Tool to ensure efficient RC processing by CCs. (e.g.

Strategic Offender Management Systems (SOMS), Electronic Records Management System (ERMS), Board Information Technology System (BITS), Electronic Healthy Record System (EHRS), Electronic Dental Record System (EDRS), Guardian, Claims, Patient Health Information Portal (PHIP), Quest, Medical Classification Chrono (MCC), etc.)

3. The RC Caseload Tracking Tool must:

a. Automatically assign cases to CCs when IPs are received by the respective RC institution.

b. Once the IPs are assigned to CCs, provide real-time alerts to CCs of IPs status changes (e.g. completion of Initial Intake Audit, completion of requisite Health Care Screenings, completion of requisite Mental Health screenings, disciplinary report status, release date adjustments, document submission/entry to CDCR/CCHCS information systems, completion of local investigations/inquiry’s, applicable holds placed/removed, temporary movement to/from RC institution, Temporary interfacility housing changes, separation alerts, etc.).

c. Provide RC IPs Length-Of-Stay (LOS) tracking ability.

d. Calculate individual statistics for each CCs based on day, week, month, year.

e. Provide individual tracking statistics for RC IPs housed in RC designated housing, Classified IPs housed in RC designated housing, RC IPs housed in Restricted Housing Unit (RHU) and Classified IPs housed in

RHU.

f. Provide managerial access and oversight to tracking and statuses of cases.

g. Export and generate various point in time reporting measures.

h. Provide easily accessible and user-friendly tools to sort and export data.

i. Provide maintenance support and updates to the Caseload Tracking Tool when RC Classification staff identify information within the Caseload Tracking Tool is determined to be less or more useful.

j. Provide access to approximately 60 staff per RC institution;

approximately 180 staff combined.

The Contractor shall specify what network connectivity/capability is required to achieve the solution.

D. CONTRACTOR REQUIREMENTS

The Contractor shall provide a RC Caseload Tracking Tool for CCs. This system will be utilized at three (3) CDCR institutions responsible for RC Processing of Incarcerated IPs.

The Caseload Tracking Tool shall provide access to approximately 60 staff per RC institution;

approximately 180 staff combined. The Caseload Tracking Tool shall provide services seven

(7) days a week, (24) hours a day. It is preferable if the Contractor has prior knowledge of a Correctional environment.

E. KEY ACTION DATES

RFI Activity Due Date Release of RFI 11/25/2025 Last Day to Submit Questions on the RFI 12/4/2025 Last Day to Submit RFI Responses 12/15/2025 Confidential Discussions or demonstration, if requested by the State

12/22/2025

F. PROCUREMENT APPROACH

Based on the responses to this RFI, the CDCR may plan to schedule demonstrations of proposed solutions that best meet the needs outlined in this RFI.

Based on the responses to this RFI, the CDCR may release a Request for Offer (RFO) under a Leveraged Procurement Agreement or develop and release a Request for proposal (RFP) or Request for Quote (RFQ), to which Contractors may submit a response.

G. REQUESTED INFORMATION

Interested Contractors should submit a LOI, along with a capability statement, of no more than 10 pages. The capability statement shall provide company information such as administrative information, which includes the following, but not limited to, company name, accreditation (if applicable), address, and point of contact (name, email, and phone).

Contractors are not to include any bid cost information with this RFI.

Any information submitted is not considered “confidential” under the Public Records Acts.

Any responses to the RFI marked confidential or containing stipulations restricting public access to its contents will not be accepted.

H. RESPONSE INSTRUCTIONS

Please respond with information and/or comments by the Key Action Date provided in Section E of this RFI. Each response should include a cover page that indicates:

1. Company Name

2. Company Address

3. Contact Person ( Name, Title, Phone Number, and Email Address)

Submitting a response to this RFI is not a requirement to receive a future RFP, RFQ, or RFO.

I. DELIVERY

Responses to this RFI must be submitted to the following email address:

Email: faith.deleon@cdcr.ca.gov

RFI responses must be submitted by the deadline identified in Section E, Key Actions Dates.

J. RFI CORRESPONDENCE

All correspondence and questions related to this RFI shall be directed to:

Faith de Leon, CDCR Contract Analyst IT Contract Procurement Unit

Email: faith.deleon@cdcr.ca.gov

Contractors responding to this RFI that require clarification or additional information of any kind must contact this individual only. Contractors must not contact any other CDCR staff directly.