RFP 0046-N Addendum 1.pdf

RFP 0046-N, Page 1 of 32

BOILERPLATE

REVISED MARCH 2026

STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION & INFORMATION

GENERAL SERVICES DIVISION, PROCUREMENT SECTION

2323 CAREY AVENUE

CHEYENNE, WY 82002

REQUEST FOR PROPOSAL NUMBER 0046-N

ADDENDUM 1

OFFICE OF THE STATE PUBLIC DEFENDER

CASE MANAGEMENT SYSTEM

PROPOSAL DUE DATE AND TIME

OCTOBER 16, 2026 – 2:00:00 P.M. MOUNTAIN TIME

AGENCY REPRESENTATIVE:

PATRICIA BENNETT

PROCUREMENT REPRESENTATIVE:

JAMIE RAFF

Jamie.raff1@wyo.gov 307-777-6721

RFP 0046-N, Page 2 of 32

Table of Contents

SECTION 1: REQUEST FOR PROPOSAL

SECTION 2: GENERAL PROVISIONS

SECTION 3: SPECIAL PROVISIONS INFORMATION

SECTION 4: KEY DATES

SECTION 5: ADMINISTRATIVE BACKGROUND

SECTION 6: REQUIREMENTS/SPECIFICATIONS

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS

SECTION 8: EVALUATION METHODOLOGY

SECTION 9: PROPOSAL PRICE SHEET AND SIGNATURE PAGE

ATTACHMENT A- RFP REQUIREMENTS

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK.

RFP 0046-N, Page 3 of 32

SECTION 1: REQUEST FOR PROPOSAL

1. SUBMISSION OF PROPOSALS:

The A&I Procurement Office will receive proposals for providing Case Management System for the State of Wyoming, Office of the State Public Defender (OSPD) through the Public Purchase online bidding system. Proposals are due no later than 2:00:00 P.M. (Mountain Time) on October 16, 2026.

The technical proposal and cost proposal should be uploaded as separate documents and identified as such.

1.1. Proposals should be accompanied by the attached Proposal Price Sheet and signed by the proper official of the firm. All proposals should be uploaded on the Public Purchase online bidding system. Proposals sent by facsimile, email or paper copy may be rejected.

1.2. Proposals should be submitted through the Public Purchase online bidding system on or before the date and time specified. Proposals received after the date and time specified may be rejected.

1.3. The State of Wyoming reserves the right to withdraw this Request for Proposal, without cause, at any time before a contract has been fully signed and submitted to the A&I Procurement Office.

2. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS:

2.1. A proposal may be altered through the Public Purchase online bidding system before the proposal due date and time contained in this document.

2.2. The proposer may withdraw its proposal through the Public Purchase online bidding system up to the proposal due date and time contained in this document. If a proposal is accepted and the proposer fails to furnish the service agreed upon in the proposal, that proposer may be eliminated from future consideration.

3. PREPARATION OF PROPOSALS:

3.1. A proposal may be rejected if it modifies any of the provisions, specifications or minimum requirements of the Request for Proposal.

3.2. In case of error in the extension of prices in the proposal, unit prices will govern.

4. AWARD AND CONTRACT INFORMATION:

4.1. The State of Wyoming will ensure that minority business enterprises will be afforded full opportunity to submit proposals. The State of Wyoming will not discriminate on the grounds of age, race, color, sex, creed, national origin, or disability status.

4.2. The proposer also, agrees that should their firm be awarded a contract, it will not discriminate against any person who performs work there under because of age, race, color, sex, creed, national origin or disability. In addition, the successful proposer shall comply with the Americans with Disability Act and the Wyoming Fair Employment Practices Act.

4.3. The proposer expressly warrants to the State that it has the ability and expertise to perform the contract if awarded. In doing so, it shall use the highest standards of professional workmanship.

4.4. The State of Wyoming reserves the right to reject any or all proposals, to waive any informality or technical defect in the proposals, or to award the contract in whole or in part, if deemed to be in the best interest of the State to do so. The A&I Procurement Office will award the contract to the firm, determined to have the most responsive and responsible proposal by the OSPD.

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4.5. The successful proposer will be required to agree to and execute a formal contract with the State containing terms required by the Attorney General with reasonable adjustments acceptable to the State.

4.6. If applicable, the State will negotiate payment terms based upon a schedule to be determined by the proposer and the State. Paying invoices will be based upon the proposer successfully completing the deliverables within the stated deadlines, and upon the Agency’s written acceptance of the deliverables or services.

DATED: September 11, 2026

State of Wyoming Procurement Section Buyer: Jamie Raff

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SECTION 2: GENERAL PROVISIONS

1. INSURANCE:

1.1. The contract between the successful proposer and the State shall require the successful proposer to carry certain insurance policies. All such insurance policies, except workers’ compensation and unemployment compensation policies, shall contain a waiver of subrogation against the Agency and the State, its agents and employees.

1.2. The contract between the successful proposer and the State shall require cyber liability insurance which shall be sufficiently broad to cover all duties and obligations undertaken by successful proposer and shall include, but not limited to, claims involving infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or description of electronic information, release of private information, alteration of electronic information, extortion and network security, with minimum limits as follows:

1.2.1. $2,000,000.00 each occurrence; and

1.2.2. $2,000,000.00 general aggregate.

1.2.3. Coverage should include breach response, regulatory fines and penalties, and credit monitoring expenses, with limits sufficient to respond to these obligations. Higher limits may be required when the contract involves large amounts of protected information or is high risk.

2. LAWS TO BE OBSERVED:

2.1. The proposer shall keep fully informed of, and comply with, all applicable federal and state laws or rules, all local bylaws, regulations and all orders and decrees of bodies or tribunals having any jurisdiction or authority. The proposer shall protect and indemnify the State and its representatives against any claim or liability arising from or based on the violation of any law, bylaw, ordinance, regulation, order or decree whether by himself or its employees.

3. ASSIGNMENT:

3.1. The proposal shall not be assigned by the proposer. Third party participation is authorized only as a joint venture that shall be clearly stated in detail in the original proposal and signed by all parties participating.

3.2. The proposer shall not enter into any subcontracts for any of the work contemplated under this Request for Proposal without the State’s prior written authorization.

4. EXTENSION AND AMENDMENT:

4.1. The proposer and the State covenant and agree that this proposal or subsequent contract may, with the mutual approval of the proposer and the State, be extended two years at a time, for a total contract period not to exceed six (6) years.

5. AUDIT AND ACCESS TO RECORDS:

5.1. The State or any of its duly authorized representatives shall have access to the proposer’s books, documents, papers, electronic data and records that are directly pertinent to this Request for Proposal.

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6. CONFLICT OF INTEREST:

6.1. The proposer warrants that no kickbacks, gratuities, or contingency fees have been paid in connection with this Request for Proposal and none have been promised. The proposer warrants that no one being paid pursuant to the proposal is engaged in any activity that would constitute a conflict of interest with respect to the purchases of the proposal.

7. NO FINDER’S FEE:

7.1. The proposer warrants that no finder’s fee, employment agency fee, or any such fee related to the proposal shall be paid.

8. SOVEREIGN IMMUNITY:

8.1. Pursuant to Wyoming Statute § 1-39-104(a), the State of Wyoming and the Agency expressly reserve sovereign immunity and specifically retain all immunities and defenses available to them as sovereigns. The proposer acknowledges that the State of Wyoming has sovereign immunity and only the Wyoming Legislature has the power to waive sovereign immunity. Designation of venue, choice of law, enforcement actions, and similar provisions shall not be construed as a waiver of sovereign immunity. The parties agree that any ambiguity in this Request for Proposal shall not be strictly construed, either against or for either party, except that any ambiguity as to sovereign immunity shall be construed in favor of sovereign immunity.

9. INDEMNIFICATION:

9.1. The proposer shall release, indemnify, and hold harmless the State, the Agency and its officers, agents, and employees from any and all claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of the proposer’s failure to perform any of the proposer’s duties and obligations hereunder or in connection with the negligent performance of proposer’s duties and obligations, including, but not limited to, any claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of proposer’s negligence or other tortious conduct.

10. APPLICABLE LAW/VENUE:

10.1. The construction, interpretation, and enforcement of this Request for Proposal shall be governed by the laws of the State of Wyoming, without regard to conflicts of law principles. The terms “hereof,” “hereunder,” “herein,” and words of similar import, are intended to refer to this Request for Proposal as a whole and not to any particular provision or part.

11. RIGHT OF OWNERSHIP AND MARKETING OF INTELLECTUAL PROPERTY

AND INTELLECTUAL ASSETS SUBMITTED FOR THE RFP (IF APPLICABLE):

11.1. It is acknowledged and agreed that the only party with a right to market, trademark, patent, copyright, or any like right to any intellectual property or intellectual assets submitted in relation to the Request for Proposal shall be and is solely vested in the State. This includes all intellectual property and intellectual assets related to both the written proposal and the oral presentation and any and all documents, pitches, products, media pitches, web screens, layouts, etc. produced for the written proposal and the oral presentation, and any updates, changes, alterations, or modifications to or derivative works.

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SECTION 3: SPECIAL PROVISIONS INFORMATION

PROPOSALS SHOULD BE SUBMITTED THROUGH THE PUBLIC PURCHASE ONLINE BIDDING

SYSTEM BY 2:00:00 P.M. MOUNTAIN TIME ON OCTOBER 16, 2026. PROPOSALS RECEIVED

AFTER THE DATE AND TIME SPECIFIED MAY BE REJECTED.

It is the responsibility of the proposer to clearly identify all information that is considered confidential in accordance with the Wyoming Public Records Act, Wyoming Statute §16-4-201 through §16-4-205. Please identify each confidential page with the word “CONFIDENTIAL” in capital, bold letters centered at the bottom of each page. Information not clearly marked may be considered public. If the proposer submits information that it believes is confidential, it should include a statement justifying its basis for that belief.

1. STATE PARTIES:

1.1. This Request for Proposal is issued by the Wyoming Department of Administration and

Information, General Services Division, Procurement Section (Procurement) on behalf of the Office of the State Public Defender (OSPD).

1.2. Throughout this document and others in connection with this project, various references are made, or will be made to the “State.” Generally, whenever this reference appears, the term “State” incorporates all state agencies working on this project.

1.3. It should be understood that the Director of the State Public Defender is empowered to be the signatory on all contracts, agreements, or modifications pertaining to this project. Any contracts, agreements, or modifications not bearing this signature or that of a designee are invalid.

2. CONTENT AND PROCUREMENT POINTS OF CONTACT:

2.1. Procurement is the primary point of contact from the date of release of the Request for Proposal until a proposer is selected and the selection is announced.

2.2. Written questions about the procurement should be submitted through the Public Purchase online bidding system until 2:00:00 P.M. Mountain Time on September 8, 2026. Any questions received after that deadline may not be accepted or considered. Each question should be submitted individually. It is the proposer’s responsibility to check the Public Purchase online bidding system for answers to questions, addenda, or bid tabulations. Telephone calls, emails or faxes may not be accepted.

2.3. Written responses will be available through the Public Purchase online bidding system. Responses will not identify the firm that submitted the question. Only the written answers issued by the Agency are the official position on an issue, and these answers shall become part of the Request for Proposal.

3. RESTRICTIONS ON COMMUNICATIONS WITH AGENCY STAFF:

3.1. Until a proposer is selected and the selection is announced, proposers shall not communicate with

Agency staff except via written questions through the Public Purchase online bidding system.

3.2. If a proposer violates this restriction, the State reserves the right to reject the proposal.

4. EFFECTIVE DATES OF PROPOSAL:

4.1. All terms, conditions and costs quoted in the proposer’s response will be binding on the proposer for one-hundred eighty (180) days from the effective date of the proposal.

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5. ADVERTISING AWARD CONDITIONS:

5.1. A fully executed contract should be completed with the State before the successful proposer may advertise the award of the contract or the services being performed. The proposer should agree not to refer to awards in commercial advertising in such a manner that states or implies that the firm or its services are endorsed or preferred by the State of Wyoming.

6. CONTRACT NEGOTIATIONS:

6.1. The State will notify the most qualified/successful proposer and negotiate a contract in accordance with the Wyoming Attorney General’s contract guidelines. The successful proposer will be required to enter into and sign a formal contract with the Agency.

6.2. In the event the Agency determines contract negotiations are making no forward progress, negotiations will be terminated, and at the State’s sole discretion, negotiations may be initiated with the next most qualified/successful proposer, or the RFP may be withdrawn or reissued. This process will be followed until an agreement is reached, or until the State determines that the RFP will be withdrawn or reissued. The State assumes no obligation to a selected proposer until an agreement is reached and a contract is fully executed. The State will not negotiate concurrently with more than one proposer for the same award.

7. BEGINNING WORK:

7.1. The successful proposer may not perform any work that could be billed until a contract has been executed. The State will not pay for any work by the proposer before a contract is executed.

8. COPYRIGHT INFRINGEMENT:

8.1. The proposer warrants that no materials, products, and services proposed will infringe upon or violate any patent, copyright, trade secret, or other proprietary right of any third party. In the event of a claim by any third party against the State, the State shall promptly notify the proposer, and the proposer shall defend the claim. The defense will be at the proposer’s expense.

9. COST OF PREPARING PROPOSALS:

9.1. All costs incurred for preparing the proposal and for other procurement related activities are solely the proposer’s responsibility. The State of Wyoming will not provide reimbursement of these costs.

10. RISKS AND LIABILITIES:

10.1. By submitting a proposal, a proposer assumes any and all risks and liability associated with information in the proposal and its release.

11. AMENDMENTS:

11.1. The State reserves the right to amend this Request for Proposal before the proposal submission date. Amendments shall be uploaded to the Public Purchase online bidding system. It is the proposer’s responsibility to check the Public Purchase online bidding system for amendments.

12. PROPERTY DAMAGE AND LIABILITY INSURANCE:

12.1. The proposer may be required to furnish proof of property damage liability insurance in the amount deemed necessary by the Agency for this project, if applicable.

12.2. Questions regarding required insurance coverage and limits for this project should be submitted in writing, in accordance with instructions outlined in the special provisions.

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13. MISREPRESENTATION OF INFORMATION:

13.1. Misrepresentation of a proposer’s status, experience, or capability in the proposal may result in disqualification of that proposer from the selection process. Discovery of litigation or investigations in a similar area of endeavor may, at the discretion of the Agency and after consultation with Procurement, preclude the proposer from the selection process.

14. DISPOSITION OF PROPOSALS:

14.1. All material submitted becomes property of the State of Wyoming, which is under no obligation to return any of the material submitted.

15. LEGAL CONSIDERATIONS:

15.1. This Request for Proposal is issued under Wyoming Statute §9-2-3204.

16. PROPOSER RELATIONS WITH STATE:

16.1. The proposer and its staff will have an ongoing relationship with the State that is based on trust, confidentiality, objectivity and integrity. The proposer will operate at all times in the State’s best interests and in a straightforward, trustworthy and professional manner. The proposer shall:

16.1.1. Work cooperatively with the State’s staff and business partners whenever required.

16.1.2. Work cooperatively with the staff of other proposers whenever required.

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SECTION 4: KEY DATES

Event Description Date Time (Mountain Time)

RFP Release Date August 19, 2026

Closing Date for Questions September 8, 2026 2:00 P.M.

Response to Questions Returned September 15, 2026 2:00 P.M.

RFP Submission Due Date October 16, 2026 2:00:00 P.M.

Oral Presentations/Interviews October 2026 TBD

Tentative Award Date November 2026 N/A

Tentative Work Begins Date December 2026 N/A

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SECTION 5: ADMINISTRATIVE BACKGROUND

1. INTRODUCTION AND BACKGROUND:

1.1. The OSPD is a constitutionally mandated agency that represents indigent citizens in the State of

Wyoming charged with serious crimes. The mandate of the OSPD is to provide effective representation to individuals charged with all levels of felonies, misdemeanors and probation revocations in district court, circuit court, and juvenile court (criminal allegations as well as Child in Need of Supervision {CHINS} cases) as well as representation at the appellate level in the Wyoming Supreme Court. This representation is structured around the definition of “serious crimes,” but statutory obligations also create representation obligations for individuals held on extradition warrants, interrogation efforts by law enforcement whether a crime is charged at the time or not and as otherwise authorized by the courts in limited post-conviction avenues.

1.2. The OSPD maintains fourteen (14) field offices (trial divisions) providing representation in all nine (9) judicial districts located throughout the state of Wyoming. Additionally, the Appellate Division and Administration Office currently operate out of the same building located in Cheyenne, Wyoming. The OSPD has approximately 92 authorized positions but supplements office needs via contractual attorneys where needed in varying degrees. The number and type of any personnel in each office is based on case weight for that office and number of cases assigned each year for any field office, but generally the OSPD employs approximately 75 attorneys with the balance of personnel consisting of legal support staff and limited investigators. The Administration Division is included in the number of attorneys as cases are handled throughout, but generally consists of the State Public Defender, the Deputy State Public Defender, an Executive Assistant as well as a Fiscal Officer and Fiscal Assistant. The OSPD represents approximately 15,000 adults and juveniles each year.

1.3. Historically, the OSPD relies on case data to inform the Governor, Budget Office, Joint Appropriations Committee and Legislature on all matters related to agency needs including biennial budgetary issues. The OSPD is in need of a new case management system (CMS) to ensure reliable and uniform data as well as providing real time information to staff, attorneys, courts, and funders. The OSPD cannot provide the extent of data to funders with the current data entry system. Our data collection ability is limited and our goal is to be able to track more relevant, specific data and to create a myriad of reports related to that data. The OSPD is looking to replace its in-house database with a web-based case management system. The OSPD also has about twenty (20) years of database files that need to be migrated into the new web-based system.

1.3.1. The current data entry system is archaic and there are concerns for its collapse. The current system is simply data entry and compiles general information. The OSPD would like to have a CMS that can not only track a general category of crime, but also specific crimes within that category in all levels of courts. Additionally, representation reports and figures are limited by the current system.

1.3.2. We use several systems and procedures to accomplish what a case management system (CMS) could provide. Courts are attempting to become more electronic, yet our agency obligations require physical, hard copy files and thousands of pages of documents each fiscal year. Having one place to view everything we need to know about our caseloads, specifics about cases, our attorney workload and having one place to comply with state retention policies would enhance our ability to rely on limited resources yet provide high quality representation to our clients. The ability to integrate client communication such as sending documents, text messages, upcoming court dates or other communication from CMS to clients by email, physical mail or other means would be helpful.

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1.3.3. Right now, we have an Access system, physical files and google drive storage which is where we receive discovery from the prosecution. State courts have adopted electronic court filing in Wyoming through File and Serve Express (FSX). OSPD would like to be able to have those filings be pulled from FSX and added to our case files and attorney calendars. The ability for the CMS to work alongside the interplay of these systems is imperative as every agency within the State of Wyoming seems to have its own operational procedures. A system that can operate alongside the various manners in which our obligations are triggered is crucial with the absolute ability to collect, track, store, search and retrieve the status of any current or past representation obligation is imperative. The data collected must remain the sole property of the OSPD.

2. PURPOSE AND INTENT:

2.1. The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from proposers who can offer a modern, web-based case management system to meet the Agency’s needs and expectations, as described within this RFP.

2.1.1. The OSPD is looking for a CMS that allows us to generate various levels of reports based on various categories including but not limited to date of case opening, date of case completion, specific dates over any fiscal year, category of case and/or crime, weight of different categories of crimes included in any case all while being able to track the status of each case along with deadlines associated with such. This system should also assist in the day-to-day management of cases with staff and attorneys. Allowing for integration of our google drive, calendars and file and serve express electronic filing system.

2.1.2. A system that allows the OSPD to continue to provide effective and efficient industry best practices around the management of the cases. Positioning the State of Wyoming to best serve their constituents and not be held back or tied to custom developed and outdated practices.

To achieve this, we need to implement an entire CMS that allows the OSPD to collect data, report on that data in a reliable way and we need a system that can provide real-time status of any case in order to increase organization and efficiency.

2.1.3. The new system must be a secure, user-friendly, web-based platform that provides unified access for both attorneys and staff. It requires a powerful search function and must integrate seamlessly with other essential office systems. At the foundational level, the interface needs to be intuitive, streamlining both the input and correction of information while strictly enforcing consistent data standards across all field offices. Everyday workflows must also be harmonized, specifically by aligning the database's options directly with the integrated closing sheets and ensuring accurate, detailed tracking of public defender fees, including both requested and ordered amounts.

2.1.4. With a solid, reliable data foundation in place, the system must offer robust tracking of detailed procedural history and case progress. It also requires a sophisticated case weight assessment tool that evaluates true attorney workload based on complexity and resource demands, rather than relying on raw case counts alone. Ultimately, these improvements must feed into an enhanced reporting module capable of producing automated end-of-year statistics and highly customizable ad hoc reports on case types, subcases, and workloads. To guarantee the success and longevity of this new system, participants emphasized that its rollout must be heavily supported by comprehensive documentation and thorough user training.

2.1.5. Ideally, the system will also serve as a central point for attorneys and staff. They will be able to view cases, see where the case is procedurally, see what has been filed, what court dates

RFP 0046-N, Page 13 of 32 are coming up. It would be beneficial to be able to move cases from one attorney in the system to another if necessary and integrate into our existing Google Drive and Calendar system.

2.1.6. OSPD maintains its current access system and needs to be able to migrate that data to the new system for report generation and case management.

2.2. The major current gaps in our system involve the following. The current system suffers from several operational and architectural gaps that hinder both daily workflow and long-term analysis.

At a structural level, the database lacks integration with other office systems such as google drive, calendar, and file and serve express, necessitating inefficient manual data transfers. System access is also fragmented, featuring a restricted search function and separate interfaces for attorneys and staff—with the staff portal being notably less user-friendly.

2.2.1. These usability issues compound significant data entry and integrity challenges. Entering and correcting information is cumbersome and error-prone, and inconsistent data entry practices across field offices further degrade data quality. This friction is particularly evident in specific workflows: closing sheets often do not align with the system's available drop-down options, and accurately tracking public defender fees becomes convoluted when there are discrepancies between requested and ordered amounts.

2.2.2. Because of these foundational data issues, actual case management is limited. While the system counts total cases, it fails to track procedural steps to identify operational bottlenecks.

Furthermore, it lacks a nuanced way to evaluate true case weight based on a matter's complexity, procedural history, and resource demands, which makes fair workload distribution and performance evaluation incredibly difficult. Ultimately, these cascading issues cripple the system's reporting capabilities. Extracting targeted data on specific case types, subcases, or attorney workloads is highly restricted, and compiling end-of-year statistics requires time-consuming, manual manipulation of the data.

3. STAKEHOLDERS:

3.1. The responsibilities and duties under this RFP require the proposer to work closely with the Case

Management Committee as well as core staff from the Public Defender’s Office and others that may be identified during the development of the program. The successful candidate will work in collaboration with the OSPD to ensure the successful development and implementation of the Case Management System to allow employees of the OSPD to collect data that is repeatable, defendable and reliable to continue to create understanding for our budgetary needs.

3.2. Each member of the OSPD (staff, attorneys, investigators) must have the ability to understand and operate the proposed CMS with objective guidelines in place in order to create certainty in the data/reports used for budgetary purposes without any subjective interpretation possible within the CMS. However, given confidentiality obligations, access for any particular member of the OSPD must be curtailed to the obligations of that employee with those confidentiality obligations in mind.

3.2.1. Attorneys

3.2.2. Legal Assistants

3.2.3. Investigators

3.2.4. Administration Office

3.2.5. Enterprise Technology Services (ETS)

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SECTION 6: REQUIREMENTS/SPECIFICATIONS

1. SCOPE OF PROJECT:

1.1. The scope of work for the CMS is to develop essentially a case-tracking system for all cases assigned for representation to the OSPD. The ability to track category of crimes, specific types of crimes, procedural posture of any case, calendaring and deadlines related to all cases as well as generate reports for any information connected to all cases. The OSPD would like to begin to implement the CMS as soon as practically possible given the archaic/failing nature of the old data entry system and would anticipate starting in some of the larger field offices initially to work out issues before moving into the balance of the field offices.

1.2. The project with implementation and cost is restricted by the joint appropriations committee currently. This project has been budgeted for a cost of $985,000, with delivery and maintenance within a reasonable timeframe (not to exceed six months from the effective date of the agreement). The project will need to be fully completed by no later than the end of the current biennial budget year, June 30, 2027.

2. GENERAL REQUIREMENTS:

2.1. Scope of Activity – Contractor

2.1.1. The system/solution must be compliant with state statutes, rules, policies, and standards

2.1.2. The solution must include the collection and secure storage of detailed client and case information, along with performing conflict checks and verifying eligibility services.

2.1.3. Efficient case assignment and tracking mechanisms are essential, ensuring balanced workloads and consistent monitoring of case status.

2.1.4. Reporting and analytic functions provide insights into caseloads, performance metrics, and compliance with legal standards.

2.1.5. Ensuring data security and confidentiality is critical, with access control measures and adherence to confidentiality laws.

2.1.6. Document management must involve, secure storage, controlled access, and seamless sharing of documents.

2.1.7. Communication and collaboration tools are needed for internal and client communications, supporting case strategy development.

2.1.8. The CMS should not include any financial tracking or accounting functions, as the office functions as a pass-through and does not handle money.

2.1.9. Offered as a SaaS solution with flexible subscription pricing based on user count or usage

2.1.10. The system must not be Microsoft based and must be compatible with Google and internet-based platforms.

2.1.11. Integration with File and Serve Express, or ability to intake documents from that.

2.1.12. Integration with Google Calendar.

2.1.13. The comprehensive list of system/solution general, technical and business requirements see - Attachment A.

2.2. Scope of Activity – Agency

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2.2.1. OSPD will set the vision for the CMS that the contractor will assist in achieving.

2.2.2. OSPD will monitor the proposer performance and progress and provide guidance.

2.2.3. OSPD will communicate with the proposer on an ongoing basis to discuss any details or issues related to the CMS implementation, the schedule for development, conflicts with other activities, and the implementation approach.

2.2.4. OSPD will meet with proposer staff, as necessary, to clarify the requirements in this RFP.

2.2.5. OSPD will, at the proposer’s request, provide clarification regarding OSPD policy, regulations, and procedures.

2.3. Communication requirements

2.3.1. The Contractor will meet regularly with the core team from OSPD and the project manager to provide updates on progress, roadblocks, and guidance. Depending on the particular matter, the Contractor will communicate with the OSPD remotely by email and google meets.

2.4. Staffing/Qualifications requirements (if applicable)

2.4.1. The Contractor shall provide an organization chart with all proposed personnel, including supervisor level, functional responsibilities, single point of contact, and other staff members who will be involved in this project.

2.4.2. The Contractor should provide brief resumes for the personnel that will be working on the project. Resumes should clearly identify expertise in the functional areas listed in the scope of work.

3. SYSTEM AND WYOMING INFORMATIONAL TECHNOLOGY STANDARDS:

The services, work products and final deliverables provided by the proposer shall be in compliance with the State Statutes, CIO Promulgated Rules, State IT policies and standards and the Agency standards for required system hardware, software and development components, when completed and accepted by the Agency.

3.1. State of Wyoming Electronic Transactions: Visit https://rules.wyo.gov/Search.aspx and search Electronic Transactions. Click on the Enterprise Technology Services drop down arrow, then the Director’s Office drop down arrow. Chapters 4, 5 and 7.

3.2. State of Wyoming IT Policies and Standards: https://ets.wyo.gov/resources/policies-standards

3.3. Agency Standards: Comply with all State Standards, maintain client confidentiality and comport with the requirements of this proposal in the attached list.

3.4. Statutory Mandates: provide any federal and/or legislative mandates which may guide or influence available alternatives and/or solutions

4. TECHNOLOGY AND SPECIFICATIONS:

Describe the technology, which will drive the development, implementation and operations of this project.

4.1. Examples may include, but not limited to: proposed technology (hardware/software), existing State environment (provide details as to the configuration and operating system), in-house development vs. Custom Off the Shelf (COTS), program language, web development, ADA Compliance, interfaces/integration, maintenance/support, reliability, performance measures, disaster recovery, security, help desk support, central services, network, telecommunications, etc.

https://rules.wyo.gov/Search.aspx https://ets.wyo.gov/resources/policies-standards

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4.2. Accessibility (ADA): The public facing components of the solution must be compliant with ADA Section 508 and WCAG 2.1 AA standards.

5. HOSTING:

The proposer should provide multiple layers of external and internal security that provides administrative, physical and technical means to protect sensitive or confidential information used in performing the responsibilities and duties set forth in this RFP.

5.1. Physical Location: primary and failover facility(ies).

5.2. Facility access and security/integrity: facility and equipment allocation.

5.3. Staffing Security: the proposer should maintain policies and procedures for security clearance and staffing controls, allowing proposer personnel access to Agency owned confidential information and/or to restricted areas within the proposer’s host environment.

5.4. Security and Environmental Controls: The proposer shall maintain proper power and cooling, including redundant power and cooling, to safeguard all hardware, software and State-owned data.

The secure perimeter of defense includes, but is not limited to, the use of technical barriers, physical barriers and administrative safeguards, etc.

5.5. Technical Support/Staffing: The proposer shall maintain adequate technical supporting/staffing to provide 24x7x365 hosting services.

5.6. Architectural Design: The proposer will provide a detailed description of the cloud-hosted environment including a comprehensive network diagram illustrating the interconnectivity of all system components. This diagram will outline the physical and logical layout of servers, switches, routers, firewalls, and other networking devices. Additionally, the proposer will specify the database structure, outlining the chosen database management system (DBMS), data organization, and schema design. The proposer will detail the operating system(s) that will be utilized to manage the hardware and software components of the proposed solution. This will include specifying the version, edition, and any relevant configuration details. By providing this comprehensive information, the proposer will demonstrate a clear understanding of the architectural design required to support the OSPD’s case management needs.

5.7. Secure Server(s): Server(s) is protected from intrusion through the use of physical barriers, technical barriers and administrative barriers, etc.

5.8. Secure Network: Network is secured through use of multiple redundant firewalls, anti-virus software, data encryption for files transferred to and from external users, etc. Data encryption shall meet Federal Information Processing Standard (FIPS) 140-3.

5.9. Secure Application: Access to the proposer system is granted through the use of a unique user identifier and user profile, combined with a strong password. Any transaction or change to data is traced and audited, down to the user ID level.

5.10. Security Awareness: Security policies and procedures are maintained for each location or account. Proposer routinely reviews logs of system activity for suspicious activity. If applicable, the proposer shall provide HIPPA privacy and security training to all new hires and subcontractors.

5.11. Data Storage: proposer shall provide sufficient storage to operate and support the proposed solution.

5.12. Denial of Service (DOS) Attack: proposer should provide examples of policy, procedures and safeguards employed to respond and/or recover from a denial of services. Proposals should also include metric RTO, etc.

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5.13. Internet Congestion: proposer will provide sufficient bandwidth and redundancy to access the proposed solution functionality.

5.14. Hosting Reports: provide examples of uptime reports, performance metrics, security incident reports, and any other relevant reports that demonstrate the hosting environments health and adherence to serve level agreements.

5.15. Backup/Archive Routine: proposer should be able to demonstrate at a minimum requirement for archiving set by the agency first, then industry standards and practices.

5.16. Disaster Recovery Plan (DRP): A copy of the hosting DRP and Continuity of Operations Plan (COOP). Proposer shall have a disaster recovery facility and provide documented policies and procedures to implement a recovery. If a complete failure occurs, the proposed solution shall be available within twenty-four (24) hours. Annual testing shall be conducted to ensure a smooth transition should the plan need to be activated. The proposer shall provide a copy of the annual test results to the Agency within thirty (30) days of disaster recovery demonstration.

5.17. Restoration Priority: Enumerate the prioritized order of restoration for your proposed solution hosted services.

5.18. Data Security: Proposer shall maintain policy and procedures to maintain and support the security of confidential information. Proposer shall promptly notify the OSPD of any Data Security breaches or issues. Follow all State Statutes and Policies that are linked in the requirements of the Agencies that are involved in this project (ETS and OSPD). Data breach notification procedures and plans are maintained and shall at a minimum, comply with Wyoming Statute §40-12-502.

5.18.1. If applicable, data breach notification procedures and plans shall also comply with CFR 45 parts 160 and 164 (HIPPA/HITECH).

5.19. Data Breach – Venue of Law: If the proposer’s solution were to be selected, provide discussion on what state law would have jurisdiction in regards to data security breach notification.

5.20. Certification and Audits: Provide a discussion on certification/audits, as applicable to these RFP requirements, the proposer may have achieved (i.e., SAS 70 Audit, HIPPA, SOX, GLB, etc.)

5.20.1. Provide a copy of these certifications/audits, including the dates these were conducted.

5.21. Website Archiving: Provide a brief description of the proposer’s website archiving practices and how their practices will meet the requirements of the Wyoming Public Records Act (Wyoming Statute §16-4-201 through 16-4-205).

5.22. System Availability: The system should be available 24/7. Any maintenance outages will be coordinated in advance with the Agency designated personnel.

6. RISK MANAGEMENT:

6.1. Provide a description of how the proposer will conduct risk management planning, identification, analysis, responses and monitoring and controlling the risks throughout the life cycle of the project. Identify how the proposer’s Risk Management Plan will increase positive impacts and decrease adverse events in the project.

6.2. For work performed in each location, describe what plans/arrangements are in place for an alternative work site should the facilities become inoperative because of fire, earthquake, etc.

6.3. Describe your emergency and disaster recovery plans.

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7. RESOURCE RESPONSIBILITIES:

7.1. Project Manager: The proposer should designate a project manager to represent and oversee the project. This individual will serve as the focal and contact point for all proposer business matters relating to the project. An individual resume, a list of their qualifications, years of experience, current work assignments and office location should be included. Confirm that the project manager will:

7.1.1. Be the single point of contact for the duration of the engagement.

7.1.2. Be responsible for timely completion of all phases of the project.

7.1.3. Be responsible for meeting all contractual requirements for the duration of the project.

7.1.4. Attend status, quality review and acceptance meetings as required and present status and progress reports on the project.

7.1.5. Remain assigned to the project through completion of the project as determined by the Agency.

7.1.6. Identify project responsibilities and job functions.

7.2. Other Key Personnel: The proposer should provide a list of all key personnel to be assigned to any part of the project and the duration of time they will serve on the project. The following should be considered:

7.2.1. Project Management

7.2.2. Information Technology Implementation Strategies

7.2.3. Change Management Strategies

7.2.4. Subject Matter/Industry Expertise

7.2.5. Experience on Government Projects

7.2.6. Quality Assurance for Government Projects

7.2.7. Identify how long the current team to be assigned to the project has been together

7.2.8. Describe the proposer’s transition plan, how the firm plans to deal with the possible sudden departure of key personnel within the team

7.3. Subcontractors will report to and be responsible to the proposer

7.3.1. The proposer shall provide a description of work to be subcontracted to third parties.

7.3.2. Certify any supporting contractor who may assist the primary contractor and meet the minimum proposer qualifications.

7.3.3. A description of the nature and duration of the previous relationship of all subcontractors and/or third parties with the prime contractor.

7.3.4. Explanation of any existing contractual relationship between the prime and subcontractors, or among subcontractors.

7.4. Resource Management and Staffing Plan: the proposal should contain the proposer’s staffing plan in response to the requirements set forth in the RFP. At a minimum, the staffing plan should address the following:

7.4.1. Staffing Levels (estimated by staff disciplines by month for the duration of the project).

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7.4.2. Break out of staff disciplines (including title and job responsibility)

7.4.3. Detail differentiated by staff (proposer, subcontractor, etc.)

7.4.4. Personnel whose names and resumes are submitted in the proposal shall not be removed from this project without prior approval of the Agency. Substitute or additional personnel shall not be used for the project until a resume is received and approved by the Agency.

7.4.5. The agency shall have the right to request the removal of any proposer staff member from all work on this project, and the proposer will comply with any such request immediately.

7.4.5.1. The replacement for any staff member who is removed from or leaves the project for any reason should match or exceed the replaced staff member in terms of skill level and experience. Such replacements are subject to the Agency approval at the time of assignment and again 90 days later.

8. REPORTING:

8.1. Describe reporting requirements the proposer will be required to perform, frequency of reporting, types of report, etc.

8.2. This includes:

8.2.1. Weekly progress or status reports, to include, but not limited to, milestones and deliverables, risks and mitigation strategies, cost projects, etc.

8.2.2. Monthly management and budget reporting

8.2.3. Ad hoc (as needed/requested)

8.2.4. Customized reports of the progress of the RFP

9. TRAINING AND KNOWLEDGE TRANSFER PLAN:

9.1. The following are the training requirements the proposer shall be required to perform, either on-site or via webinar:

9.1.1. The proposer shall conduct online or in person training for the agency. This includes training a core team at the agency so they can assist other agency employees in using the system.

9.1.2. Proposer shall also assist and train ETS with this system to make sure it functions properly within the confines of the State infrastructure, this would include system administration, if necessary.

9.1.3. Training the agency will be at least ten (10) training sessions with agency employees, and the proposer shall make available a contact person for follow up questions.

10. OPERATIONAL READINESS AND OPERABILITY TESTING:

10.1. Proposer shall be required to demonstrate operational readiness and testing

10.2. The functionality and operation of the system, training, security, report generation, system security, coordination of proposer team, dedicated contact person, integration with existing systems such as google, and file and serve express.

10.2.1. Examples may include: hardware/software installation and operations, telecommunications, interfaces, training, application, system security, report generation, coordination of responsibilities and other component proposers, pilot, etc.

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11. MAINTENANCE AND SUPPORT REQUIREMENTS:

11.1. The proposer shall be responsible for maintaining and upgrading the software solution as part of the contract maintenance responsibilities 1 years.

11.1.1. During this period, the proposer will perform all maintenance and support as a routine activity, including the establishment and adherence to a software version control and release schedule.

11.2. Maintenance may be provided under a separate contract between the proposer and Agency, and shall be negotiated with the final acceptance of the solution.

11.3. As part of the proposer’s proposal, they should provide a sample of their service level agreement (SLA) to maintain and support the proposed solution.

11.4. The proposer should provide sufficient technical staff to perform all routine maintenance responsibilities as follows: perform research immediately upon recognizing potential system problems, proactively maintain and upgrade software (current version) and/or allow the Agency access to source code or establish a software escrow account per the contract terms and conditions.

12. QUALITY ASSURANCE AND QUALITY CONTROL:

12.1. The following are quality assurance and control measurements a proposer will need to achieve in order to assure the quality of the product solutions and services. The quality assurance and control measurements include, but are not limited to:

12.1.1. Describe the quality measurements a proposer will need to achieve in order to assure the quality of the product is delivered to the Agency and what methods the proposer will employ to control the variance from the quality measurements.

12.1.2. Examples may include: test plan, test region (mirroring the production environment), test cases/scenarios, traceability mix, test results, performance requirements, etc.

13. CHANGE CONTROL MANAGEMENT:

13.1. The proposer shall maintain a control change process with all changes approved through the Agency. The control change process should include the reason for the change, complete description of the work to be performed, estimate of time and cost to complete the task, completion date for the change and an impact analysis indicating ramifications or impact to the project.

13.2. If unforeseen circumstances arise where a dispute resolution may be needed, the proposer will submit (in writing) a description of the problem and proposer resolution to the project manager and Agency primary point of contact.