RFI27006913 Specifications.pdf

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RFI27006913-REQUEST FOR INFORMATION

DEPARTMENT OF CORRECTIONS – PAROLE BOARD CASE MANAGEMENT

SYSTEM

SECTION A. INTRODUCTION

The Rhode Island Department of Corrections (RIDOC) Parole Board is seeking information on a unified Case Management System (CMS) and Document Management Storage (DMS) that can streamline operations for both the Parole Board and the Sex Offender Community Notification Unit (SOCN). The desired solution should improve document management, support informed public safety decision-making, and reduce administrative burden through increased efficiency and automation.

SECTION B: REQUEST FOR INFORMATION

This RFI outlines the type of information being solicited and response structure requested from potential respondents.

A. Background

The State is considering issuance of a Request for Proposals (“RFP”) from qualified vendors to adopt a modern Case Management System (CMS) with an integrated Document Management System (DMS). This platform would create a single digital case file for each offender— containing documents, assessments, notes, tasks, and external data—accessible to authorized personnel in real time. Some of the goals of the upcoming RFP will be to describe how to address the following issues with a unified system:

• Both units currently rely on scattered documents, manual task tracking, paper-based assessments, and siloed databases to support their operations. This fragmented approach results in operational inefficiencies, inconsistent or incomplete case information, and avoidable delays in case processing and decision-making.

• The lack of a centralized system limits visibility across cases, increases administrative workload, and introduces risk related to data accuracy, document version control, and timely access to critical information. These challenges impact staff productivity and hinder the ability to support consistent, informed public safety decisions.

• RIDOC is therefore exploring a unified Case Management System (CMS) to modernize and standardize case management processes across both units, improve data integrity and accessibility, and support more efficient, transparent, and accountable operations.

Benefits:

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• Significant reduction in administrative time

• Greater accuracy and consistency in case handling

• Enhanced inter-agency collaboration

• Improved public safety through better risk visibility

• Audit trails and compliance support

B. RFI Response

The following outline is intended to standardize and structure responses for ease of analysis. Do NOT include a cost proposal with the RFI response as cost shall not be considered with this RFI.

Interested vendors should provide the following:

• Company overview and relevant experience

• Description of proposed solution and architecture

• Case studies or examples of similar deployments

• Estimated implementation timeline and cost structure

• Support and training offerings

• In their reply, Vendors should list the question in the RFI, and provide their response beneath it

• Listed below are some of the capabilities the RIDOC would be looking for.

Key Capabilities

• Centralized Case Files A unified digital file per offender, shared by both units, containing all documents, case notes, assessments, and communication logs.

• Automated Workflows Automated task generation, reminders, escalation notices, and due-date tracking for supervision reports, assessments, hearings, and other milestones.

• Digital Risk Assessments Built-in versions of STABLE-2007, ACUTE-2007, CPORT, CASIC and Static-99R, with auto-scoring and secure storage.

• Document Management Secure upload, tagging, version control, document categories, and controlled access to sensitive materials (e.g., victim information).

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• Data Integrations Real-time synchronization with sources such as OffenderWatch (vendor-cloud), INFACTs (Inmate Facility Tracking System in-house system Oracle/PowerBuilder) and Transition from Prison to Community (.NET and SQL), SOCN – Sex Offender Community Notification (Access) and E-Supervison (vendor – cloud) the ability to pull offender data directly into the case file via API and/or SFTP. As well as data migration from systems that will no longer be needed.

• Reporting & Dashboards Instant visibility into overdue tasks, case statuses, risk scores, and workload distribution.

Functional Requirements

1. Case File Management

• Create one digital case file per offender

• Ability to create a face sheet with pertinent information for each inmate to incorporate in a file as well.

• Case file must include:

o All documents o Risk assessments o Notes/logs o Tasks o Contact history o External data (e.g., OffenderWatch/E-Supervision)

• Ability to categorize and organize documents (folders, tags, dropdowns)

• Search across entire case file (full-text search)

2. Document Management

• Upload any file type

• Version control

• Metadata tagging

• Restricted subfolders for confidential content (e.g., victim statements)

• Audit logs for views, downloads, edits

• Secure sharing and permissions based on user role and unit

• Ability to scan in the letters/reports generated into the associated file or if information is extracted from system can it be uploaded automatically (IE: if a victim letter was generated in Sex Offender Community Notification Database (Access).

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3. Workflow / Tasking

• Parole Board Hearing workflows o Process involves scheduling hearings, tracking recusals, victim participation, attorneys, interpreters, and post-hearing follow-up, so it would be helpful to know whether vendor systems can support those functions.

o Records retention/archive capabilities. Some records need to remain accessible for long periods of time, so it would be helpful to know how systems handle archiving and retention of older files.

• Auto-generated task lists based on case type and status

• Automatic reminders for upcoming and overdue tasks

• Examples: supervision report deadlines, assessment renewals, court dates

• Ability to assign tasks to units or individuals

• Status tracking and escalation options

4. Risk Assessment Tools

• Digital versions of:

o STABLE-2007 o ACUTE-2007 o CPORT o CASIC o Static-99R

• Autoscoring and validation

• Integration of results into dashboards and reports

• Secure archiving of completed assessments

5. Data Integration

• APIs or data connectors for:

o OffenderWatch/E-Supervision o Other state databases (if applicable)

• Real-time or scheduled sync

• Ability to map external data fields into the case file

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6. Reporting & Dashboards

• Custom report builder

• Many recurring forms, notices, letters, calendars, and hearing documents, so it would be useful to know whether the system can automatically generate standard documents using information already entered the case file.

• Pre-built dashboard: overdue tasks, risk summary, case progress

• Export to PDF, Excel, CSV

• Administrative reports (user activity, system usage)

7. Notes & Collaboration

• Time-stamped notes

• Internal messaging or comment threads

• Audit history of all actions including if physical files being checked out

• Documentation of file handoffs (e.g., “file provided to the Board”)

8. Technical Requirements

• Preferably cloud-hosted

• API-first architecture

• Role-based access control

• Single sign-on (SSO) compatibility

• Mobile-friendly interface

• High search performance (indexed documents and metadata)

• SLA and support/assistance

9. User Requirements

• Intuitive interface requiring minimal training

• Accessible to both Parole Board and Sex Offender Community Notification Unit, with separate role-based permissions.

• Ability to tailor workflows without vendor reprogramming

• Configurable document categories, task templates, and case types

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Please answer the following security questions in your response as well.

• What levels of Cyber Security Insurance does your firm carry for your solution, and are you able to provide additional if needed?

• Is your proposed solution restricted to any HW/SW platforms?

• As appropriate to the solution(s) being offered, indicate if your firm has any/all of the below, and provide your experience in your reply.

a. SOC1 and/or SOC2

b. SAS70, SSAE16

c. PCI Attestation

d. System Security Plan (SSP)

e. FedRAMP or StateRAMP authorization/compliance

f. NIST compliance

g. MARS-E 2 compliance

h. IRS Pub 1075

i. Written information security policy (WISP)

j. Identify any other compliance requirements

• What is your approach for managing access to systems and data, including remote access/IAM, MFA, least privilege principles and separation of duties?

• Describe your approach for audit/security logging and how do you ensure the integrity of your security logging and monitoring systems?

• Please indicate whether the proposed solution incorporates artificial intelligence (AI) capabilities. If applicable, specify whether these capabilities can be enabled or disabled by the customer. If AI features cannot be disabled, provide a detailed description of the AI technologies used and their functional role within the system.

Vendor Qualifications

• Preferred experience with criminal justice or corrections systems

RFI Evaluation & Demonstrations

• Depending on the responses received to this RFI and how they align to the State’s vision, the State may call upon a Vendor to perform an interview or demonstration, via a TEAMS and/or on-site meeting, to further understand the proposed capabilities.

• The State, at its sole discretion, reserves the right to determine which vendors are selected for the interview and demonstration. The demonstration can be either onsite and/or virtual.

If a Vendor is selected, any expenses incurred will be at the Vendor’s sole expense.

• Vendors who are not offered an interview or demonstration are still able to respond to any RFP pursuant to this RFI.