State of New Hampshire Judicial Branch

REQUEST FOR PROPOSALS RFP NHJB-2025-01

FOR

DRUG AND MENTAL HEALTH COURT

CASE MANAGEMENT SYSTEM

February 14, 2025

NEW HAMPSHIRE JUDICIAL BRANCH

RFP NHJB-2025-01

Contents

SECTION I. OVERVIEW AND SCHEDULE

A. Introduction

B. Schedule

C. Purpose and Background

D. Contract Term

SECTION II. SCOPE OF SERVICES TO BE PROVIDED

A. Overview

B. Evaluation and Data Collection of Drug Courts in New Hampshire

C. Covered Treatment Drug Courts

D. Scope of Services

E. Business Requirements

F. System Design

G. Personally Identifiable Information

H. Payment Schedule

SECTION III. RFP PROCESS

A. Agency Point of Contact/Restriction of Contact with Agency Employees

B. Vendor Inquiries

C. RFP Addendum

D. Property of the NHJB

E. Confidentiality of a Proposal

F. Public Disclosure

G. Ethical Requirements

H. Non-Commitment

I. Compliance

J. Proposal Cost

K. Challenges on Form or Process of the RFP

SECTION IV. PROPOSAL SUBMISSION REQUIREMENTS

A. Proposal Submission, Deadline, and Location Instructions

B. Validity of Proposal

C. Proposal Format

D. Certificate of Authority

SECTION V. EVALUATION OF PROPOSALS

A. Criteria for Evaluation and Scoring

B. Initial Screening

C. Oral Interviews and Product Demonstrations

D. Cost Proposal Scoring

E. Final Scoring of Proposals

F. Final Selection

G. Negotiations and Selection

SECTION VI. CONTRACT DOCUMENT

APPENDIX A

APPENDIX B

APPENDIX C

Appendix D

SECTION I. OVERVIEW AND SCHEDULE

A. Introduction

This request for proposals (RFP) is issued by the New Hampshire Judicial Branch (NHJB) through the

Administrative Office of the Courts (AOC) to solicit proposals for a Database / Case Management Software as a Service (SaaS) solution for the drug and mental health treatment courts statewide.

The selected vendor will provide the NHJB the State Drug Court Advisory Group and the Mental Health

Court Advisory Group with a single application software program, herein referred to as the Treatment Court

Case Management System (TCMS) to support drug court and mental health court case processing and to provide a performance evaluation tool for drug courts and mental health courts in the State of New

Hampshire.

B. Schedule

The following table provides a Schedule of Events for this RFP through contract finalization and Notice to

Proceed. NHJB reserves the right to amend this Schedule at its sole discretion and at any time through a published Addendum.

EVENT DATE LOCALTIME

RFP Released to Vendors (Advertisement) 2/14/2025

Vendor Inquiry Period Ends 2/28/2025 11:59 PM

Final NHJB Responses to Vendor Inquiries 3/5/2025 11:59 PM

Vendors Submit Proposals 3/28/2025 11:59 PM

Estimated Notification of Selection and Begin Contract

Development

4/1/2025

C. Purpose and Background

NHJB’s mission is to preserve the rule of law and protect the rights and liberties guaranteed by the US and NH

Constitutions by providing accessible, prompt, and efficient forums for the fair and independent administration of justice, with respect for the dignity of all served. Information on the NHJB can be found on the NHJB website at https://www.courts.nh.gov/.

The NHJB consists of the Supreme Court, Superior Court, Circuit Court, and Administrative Office of the

Courts. Drug and Mental Health court programs for offenders with substance abuse or mental health diagnoses are available in various Superior and Circuit Court District Division locations in New Hampshire. These treatment courts combine community-based treatment programs with strict court supervision and progressive incentives and sanctions.

https://www.courts.nh.gov/

D. Contract Term

It is anticipated that the contract resulting from this RFP will be for a period of one year (12 months) with the ability to extend for up to two (2) additional years, contingent upon satisfactory vendor performance and continued funding.

The NHJB anticipates awarding one contract resulting from this RFP process.

SECTION II. SCOPE OF SERVICES TO BE PROVIDED

A. Overview

The New Hampshire Statewide Drug Court and Mental Health Court Programs

In 2017, the New Hampshire General Court passed SB 464 to establish a statewide drug offender program.

This legislation provided funding to the NHJB to continue or establish a drug court or alternative drug offender program at each of 11 superior court locations. Additional information related to the NHJB’s statewide drug court / mental health program is located at: https://www.courts.nh.gov/our-courts/drug-mental-health-courts.

A drug court in New Hampshire is defined as a highly structured intervention process for Substance Use

Disorder treatment of eligible defendants that brings together treatment professionals, local social programs and intensive judicial monitoring, and that follows the key components of drug courts published by the Drug

Court Program Office of the United States Department of Justice and Adult Drug Court Best Practice

Standards.

Mental Health Courts began in 2003 and have grown to multiple courts over time. Under RSA 490-H any superior or circuit court may establish one or more mental health courts under which the courts monitor offenders with mental illnesses for compliance with individual services to change behavior which would otherwise result in criminal conduct.

New Hampshire Mental Health Courts are specialized judicial programs designed to address the needs of individuals with mental health disorders who are involved in the criminal justice system. These courts aim to reduce recidivism and improve the mental health of participants by providing access to treatment and support services. They operate under a collaborative framework involving judges, prosecutors, defense attorneys, mental health professionals, and social service providers. Participants are typically offered a structured program that includes regular court appearances, mandatory treatment, and monitoring of their progress.

Successful completion of the program can result in reduced charges or alternative sentencing, emphasizing rehabilitation over incarceration. The overarching goal of New Hampshire's Mental Health Courts is to create a more humane and effective response to individuals with mental health issues, ultimately benefiting both the participants and the community.

The drug and mental health courts currently operational in the State are:

Jurisdiction Approx. # of participants as of

July 2024

Type Start Date

Adult Drug Court

Belknap County Superior

24 Adult Drug Court January 2013 https://www.courts.nh.gov/our-courts/drug-mental-health-courts https://www.courts.nh.gov/our-courts/drug-mental-health-courts

Carroll County Superior 5 Adult Drug Court

February 2018

Cheshire County Superior 18 Adult Drug Court June 2013

Coos County Superior 5 Adult Drug Court February 2018

Grafton County Superior 14 Adult Drug Court May 2007

Hillsborough North Superior

54 Adult Drug Court November 2016

Hillsborough South Superior 50 Adult Drug Court August 2014

Merrimack Superior 38 Adult Drug Court October 2017

Rockingham Superior 24 Adult Drug Court March 2011

Strafford Superior 69 Adult Drug Court November 2004

Total 301

Mental Health Courts

Cheshire County – Superior and

Circuit 16 Mental Health Court 2003

Grafton County – 3 Circuit courts 22 Mental Health Court 2011

Hillsborough North Superior and Circuit 27 Mental Health Court 2009

Hillsborough South – 2 Circuit courts 28 Mental Health Court

Merrimack County – Concord 6 Mental Health Court 2011

Rockingham County –Hampton

Circuit 5 Mental Health Court

Strafford County – Rochester

Circuit 5 Mental Health Court

Total 109

Each treatment court is authorized to determine an individual’s eligibility for admission subject to certain restrictions. The program may request a potential client to submit to a legal/pre- admission screening, a clinical pre-screening assessment and risk assessment, to waive certain procedural rights, and to enter a guilty plea or admission of responsibility prior to entering the program. Under certain circumstances, criminal offenders may be eligible for discharge and dismissal of proceedings upon successful completion. A drug court or mental health court is required to provide the participant with:

• Consistent, continual, and close monitoring and interaction between the court, treatment providers, probation, and the participant.

• Random testing for the presence of controlled substance and or prescribed medication.

• Periodic evaluation assessments of the participant’s circumstances and progress in the program.

• A strategy of appropriate and graduated, but immediate, rewards for compliance, sanctions for non-compliance, and treatment adjustment for therapeutic progress or setbacks.

• Substance abuse treatment services, SMI treatment, relapse prevention services education, and vocational opportunities as appropriate and practical.

B. Evaluation and Data Collection of Drug Courts in New Hampshire

The adult drug courts have a current statewide database while the mental health courts collect data differently.

Historically, few treatment courts in New Hampshire have acquired case management systems to meet local needs. Instead, they have kept records though other electronic, usually manual, means. In February 2017, the Drug Court Coordinators and State Drug Court Advisory Group began formulating plans for a statewide strategic plan for evaluating programs. During that meeting it became apparent that an effective statewide and local evaluation process would require consistent and accurate data to be collected from all the state’s drug court programs. The group concluded that the development of a single application to support New

Hampshire drug court case management needs was the best option. The anticipated benefits of this strategy are:

• Improve the ability to effectively track drug court client progress through the program.

• Increase the quality and quantity of data for evaluation purposes to meet statutory requirements for performance evaluation.

• Reduce system acquisition and maintenance costs through central system

• hosting and maintenance.

• Track statewide and local trends in our Drug Court programs for evaluation.

A case management system was selected for the Adult Drug Courts in 2018 and has been operating statewide on one system.

For the Mental Health Courts, there is currently no effective way at the state level to measure whether drug courts are successful, e.g., have they met measurable public policy goals? These objectives include such items as:

• Reducing recidivism

• Reducing substance abuse

• Restoring family involvement

• Increasing the number of family reunifications

• Reducing prison and jail commitments

Generally, the new information system must be able to satisfy several functional objectives that are identified in more details in this RFP. This includes tracking an individual through the initial court adjudication, petition for and acceptance into the drug court program, monitoring an individual throughout drug court until graduation, and post-graduation tracking. System design should allow for data and information sharing with other court case management systems at a later phase of this overall project.

Future design should also allow for data and information exchange with onsite automated lab systems.

C. Covered Treatment Drug Courts

The new CMS will be implemented by all existing drug courts within the New Hampshire Superior Court as well as any new drug courts. It will also be implemented in all existing mental health courts in superior and or circuit as well as any new mental health courts.

D. Scope of Services

The NHJB is seeking a vendor to provide the following products and services to implement a fully functional Drug Court Case management system and a fully functional Mental Health Court case management system which meet or exceeds the requirements and design concepts and features described in this RFP.

The proposed solution must be a web-based SaaS solution fully supported and managed by the Selected

Vendor. Each vendor must describe its connectivity requirements, topology and technical requirements for the proposed solution to operate successfully. Each vendor shall provide managed support for its application pre and postproduction. The phases/responsibilities include:

• Review and clarification of the Requirements and General Design

Led by vendor with NHJB staff involvement and signoff

• Develop Detailed Design/Configuration

Led by vendor with NHJB staff involvement and signoff

• Construct/Configure and Unit Test the system

Performed by vendor

• Develop a Test Plan

Led by vendor with NHJB staff involvement and signoff

• Perform System Testing and Regression Testing of Corrected Bugs and Identified Missing

Requirements

Led by vendor with NHJB business staff involvement and signoff

• Perform User Acceptance Testing and Regression Testing of Corrected Bugs and Identified Missing

Requirements

Performed by vendor

• Perform Implementation by the fixed contract end date

• Provide a 120-calendar day warranty period beginning on fixed contract end date.

E. Business Requirements

1. The system must provide the capability to Collect/Document Initiating Court Event, from the Court

Dispositional Documents. The ability to transfer data from other case management systems at case initiation is not required in the initial release but should be anticipated in the future.

2. The system must auto generate a unique case ID for the submission (Each case referral assigned an internal case ID number or system number for program evaluation when de-identifying).

3. The system must allow for quick and easy configuration for all case types. This must include items such as navigation, look and feel, fees, questions, forms, alerts, business rules/court policy, etc.

4. The system must allow for quick and easy configuration of drop-down pick lists.

5. The system must have a common, consistent end user Web interface.

6. The system must provide a consistent and user-friendly interface that allows for rapid data entry for the user to enter, review and process cases.

7. The system must provide a user interface that operates in the same manner for similar functions with the same look and feel, and support consistent data entry and maintenance.

8. The system must provide a user interface which minimizes screen scrolling as much as possible.

9. The system must provide the capability to mark or highlight all required data items on a data entry page.

10. The system must provide the capability to prevent read-only data items from being modified.

11. The system must provide the capability to highlight input errors (e.g. missing data, incorrect format, DOB is in the future) and prompt user for correction.

12. The system must provide the capability to display clear error messages that can help a user understand and resolve the encountered error.

13. The system must provide proper validation to prevent invalid data from being entered or saved in the system.

14. The system must provide the capability to prompt the user to save or cancel if user attempts to log out of system with unsaved changes.

15. The system must provide the capability to dynamically display functions and capabilities consistent with the user's privileges (e.g. Add, View, Edit, Delete).

16. The system must provide the capability to display dynamic dropdown pick lists, where the value chosen from one list determines the list of values on another list.

17. The system must provide the capability to alert the user of certain special conditions (e.g. this is a sealed document).

18. The system must provide the capability to provide data entry formatting in applicable input fields

(e.g. phone number, DOB). The system must allow for both calendar widget pick as well as direct data entry in the fields.

19. The system must provide the capability to prompt the user for confirmation upon a user requested

"save" or "cancel" action.

20. The system must provide the capability to alert a user if an attempt is made to exit the screen without saving data.

21. The system must provide administrative functions allowing authorized users to delete a user but retain all history associated with the user's activity.

22. The system must provide for the capability to designate users as administrators and to change those who have that designation by a super administrator.

23. The system must provide administrative functions allowing authorized users to lock a user out of the system or unlock a user to allow user to re-gain access.

24. The system must provide for role-based access control - only authorized users will be able to see or view certain information (e.g. sealed documents).

25. The system must provide administrative functions allowing authorized users to manage users' access rights. The administrative functions will include, but not be limited to, grant/revoke security roles to/from a user, view granted roles (group) and associated access rights, search user by pre-defined search criteria.

26. The system must provide the capability to ensure screens, functions, or menu items are only visible to authorized users.

27. The system must provide the capability to ensure that sensitive or confidential information on any displayed page is only viewable by users with the required authorization.

28. The system must allow for configuration and management of code values for the Drug Court and

Mental Health Court systems.

29. The system must provide the capability to allow authorized administrators to maintain code values used to configure the proper functioning of the application.

30. The system must provide the capability to allow authorized administrators to expire codes for future selection without impacting cases already using these codes.

31. The system must provide the capability to set future effective dates for codes.

32. The system must provide the capability for courts to share the same code values if so desired.

33. The system must provide the capability to search code tables.

34. The system must provide the capability to modify description of codes without impacting cases using these codes.

35. The system must provide the capability to allow each organization unit (e.g. different drug court/ mental health court) to set up and maintain their own code values based on their specific needs.

36. The system must allow for staff to be able to enter by code description or by code (e.g. 1st Degree

Murder or 630:1-a) and have the system auto-populate the required code values or description depending on what is entered.

37. The system must provide the capability to support searching by metadata (e.g. case type, case ID, transaction ID, case name, filing date).

38. The system must allow the user to configure how many search results they can view per page.

39. The system must provide the capability to support simple and advanced searches (or quick and complex searches).

40. The system must provide the capability to sort search results based on relevancy.

41. The system must allow users to perform searches using a combination of search criteria.

42. The system must provide the capability to filter search results.

43. The system must support wild card search and exact match search.

44. The system must allow for search results to be saved in other file formats like PDF or Excel or

CSV.

45. The system must allow for applying same update to multiple cases/apply mass update.

46. The system must provide the capability to copy case data to create a new case.

47. The system must create data entry defaults including, but not limited to, dates.

48. The system must have a mechanism for sorting out any subgroups or subset of offenders using any combination of the variables in the data system.

49. The system must have the ability to sort out any subgroups for evaluation following standard

Boolean logic.

50. The system must have the ability to have at least two separate subgroups actively available for analysis at the same time.

51. The system must have the ability to describe the frequency and percent of offenders having each coding value for any categorical variables in any selected subgroup.

52. The system must have the ability to graphically display the coding values for any categorical variables in any selected subgroup as a horizontal bar chart ranked from highest to lowest frequency/percent without requiring the subgroup to be resorted.

53. The system must have the ability to describe the mean, standard deviation, and range for each continuous variable in any selected subgroup.

54. The system must have the ability to graphically display the distribution of values in any subgroup for any continuous variable as a histogram without requiring that the subgroup be resorted.

55. The system must have the ability to calculate the difference between any selected subgroups for any categorical variable.

56. The system must have the ability to calculate the difference between any selected subgroups for any continuous variable using a t-test without requiring that the subgroups be resorted.

57. The system must have the ability to calculate the difference between subjects at time one and subjects at time two for any continuous variable using a paired t-test without requiring that the subgroups be resorted.

58. The system must have the ability to calculate the difference between the time offenders in any selected subgroups remains drug free or out of jail using an actuarial censored life table methodology.

59. The system must have the ability to graphically display the survival curves for any subgroups without requiring that the subgroups be resorted.

60. The system must have the ability to function on mobile applications, for both participants that link their case, drug tests, schedule appointment.

61. The system must have the ability for staff to have a mobile app for alerts about participants missing appointments, home visits, and data entry.

Referral and Admission Process

62. The system must provide the capability to capture data related to referral and admission process for each offender. Data such as, but not limited to, referral origin or source and date, referral party data

(related parties), screening dates (legal & clinical), acceptance or denial date, exit status (graduated, terminated, transferred etc.).

63. The system must provide the capability to capture demographic (gender, race, ethnicity DOB, etc.)

and other characteristics of offenders admitted to drug court/ mental health court, such as, but not limited to, age, gender, severity of substance use, education, employment history, military, family information (including extended family),health information (physical and mental), welfare, housing, child support obligations, income level, address/phone number, name and aliases, initial and plead charge, sentencing information, digital picture, insurance information etc.

64. The system must provide the capability to capture Intake/Placement data such as, but not limited to, assessment instruments (ASAM Level care, DSM diagnosis, GAINS, etc.), screening tools used to determine drug court mental health court eligibility, criminal history, risk assessment (date, level, type – ARAS, LSIR, etc.), history of use/abuse of a controlled substance or alcohol, special circumstances, etc.

65. The system must provide the capability to capture data for program operations/treatment received such as, but not limited to, date of entering the program, date of removal from the program, data of completion, number of drug tests, results of drug tests, details of outpatient visits while in program, residential treatment details etc.

66. The system must provide the capability to run standard and custom ad-hoc reports related to program operations/treatment received.

67. The system must provide the capability to capture dates related to outcomes associated with participation in treatment court program such as, but not limited to, program outcome (graduated, terminated), participant education and employment details upon entry and completion etc.

68. The system must provide the capability to capture data related to participants’ security and alerts at party level such as, but not limited to, Warrant details, Protection Order, Sex Offender List, New

Crimes, Phase details.

Case Management and Document Generation

69. The system must provide the capability to generate on-demand certificates (graduation certificate, phase advancement etc.).

70. The system must provide the capability to configure program phases.

71. The system must provide the capability to track program phases.

72. The system must provide the capability to generate Notices (drug test, court hearing etc.)

73. The system must provide the capability to generate Status Summary screens.

74. The system must provide the capability to generate Payment Reminder letters.

75. The system must provide the capability to generate Non-compliance reports.

76. The system must provide the capability to generate Participant consent forms.

77. The system must provide the capability to capture data sanctions/incentives/therapeutic adjustments imposed during the program such as, but not limited to, sanction details, alternative sanctions applied, reward received during the program, incarceration in jail during the program etc.

78. The system must provide the capability to capture date for terminated / sentences imposed such as, but not limited to, termination type, sentence received, etc.

79. The system must provide the capability to capture date for subsequent charges and recidivism rates of participants such as but not limited to charge details (docket number, degree, offense, offense date, offense time, disposition date, court etc.)

80. The system must provide the capability to capture Incentive data such as, but not limited to, incentive type, program phase when the incentive was received etc.

81. The system must provide the capability to capture data for compliance/supervision/treatment tracking - Including ability of treatment providers to update record such as, but not limited to, supervisors, treatment providers, treatment history, test results, program attendance, sanctions, incentive and therapeutic adjustments etc.

82. The system must provide the capability to secure case notes.

83. The system must provide the capability to docket case events such as, but not limited to, show cause orders, pleadings etc.

84. The system must provide the capability to capture data related to scheduling/calendaring such as, but not limited to, scheduled court hearings details like date, outcome, parties present, etc.

85. The system must provide the capability to capture data related to accounting/bookkeeping such as, but not limited to, amount ordered, fee, restitution, receivables, payments, balances, social/personal information etc.

86. The system must provide the capability to calculate weekly fee based on total fee & duration.

Management Reports

87. The system must support standard (pre-defined) and ad hoc (user determined run-time parameters

(e.g. execution dates)).

88. The ad hoc reporting system should be user-friendly with GUI-based screen(s) for creating customized reports without the need for in-depth knowledge of SQL or the database schema.

89. The system must provide the capability to schedule reports to run at specific time.

90. The system must provide the capability to download report data to PDF, Word or Excel or CSV.

91. The system must provide the capability to provide operational information and aggregate statistics that meet federal requirements.

92. Reports must include, but not limited to, the following:

• User determined run-time parameters (e.g., execution dates, etc.)

• Status conference reports

• Supervision reports

• Judge Comments report (with demographic, weekly notes, incentives, sanctions, therapeutic adjustments, probation parole notes, drug tests, etc.)

• Number referred – report

• Number referred aggregated by gender– report

• Number/percent of referrals screened– report

• Number/percent of referrals admitted– report

• Total/percent of referrals not admitted, aggregated by reasons for non-admission– report

• Total/percent of referrals not admitted aggregated by gender– report

• Average days between arrest and referral or appointment of counsel– report

• Average days between arrest and screening for drug-court– report

• Average days between entering program and first treatment visit– report

• Average and actual days from entering program to removal - report

• Average and actual days from entering program to completion - report

• Average and actual days from entering program to removal or completion (combined) -report

• Average and actual number of drug tests - report

• Average and actual number of drug tests that are positive, negative, adulterated, etc. - report

• Average number of outpatient visits while in program (if applicable) - report

• Average days in residential treatment while in Drug Treatment Court (if applicable) - report

• Average number of Drug Treatment Court hearings per participant - report

• Number/percent of participants employed while in the program - report

• Average days from entering program to removal - report

• Average days from entering program to completion - report

• Average days from entering program to removal or completion (combined) - report

• Average number of outpatient visits while in program (if applicable) - report

• Average days in residential treatment while in Drug Treatment Court (if applicable) - report

• Average number of Drug Treatment Court hearings per participant - report

• Number/percent of participants employed while in the program - report

• MAT referred, prescribed, denial, declined, completion, discharged - report

• Number/percent of those admitted who graduate from the program - report

• Number/percent of those admitted who are terminated from the program - report

• Total number terminated, aggregated by reasons for termination - report

• Number/percent of participants who had no high school diploma upon entry, and the - report number/percent of those who started or earned their GED or equivalent while in the program

- report

• Number/percent of participants unemployed upon entry to the program, and the number/percent of those who were employed upon completing the program - report

• Number/percent of participants employed part-time upon entry, and the number/percent of those who were employed full-time upon completion - report

• Number of people who were in custody - report

• Average age of those admitted to program – report

• Number/percent of those admitted aggregated by gender – report

• Number/percent who have a mental health diagnosis at entry – report

• Number/percent who ever received mental health treatment before entering drug or mental health court – report

• Number/percent who ever received alcohol and drug treatment before entering drug or mental health court – report

• Number/percent aggregated by primary drug of choice – report

• Number/percent of primary diagnosis – report

• Number/percent of insurance and type upon entry – report

• Total admitted aggregated by type of offense (by offense category) – report

• Must be able to produce an open case report

• Percent of participants who serve time in jail as a sanction while in the program, aggregated by the reasons for sanctions

• For those who serve time, the average days served per participant

• For those who serve time, the average number of incarcerations in jail during the program

• Alternative sanctions applied and rewards received during program

• Total number terminated, aggregated by type and sentence received

• Number/percent of participants who had new charges (docket #, degree, offense, offense date, disposition date, court) while in drug court /mental health court

• Individual records detailing the nature and timing of charges during drug court/mental health court

• Number/percent of participants who had charges after completing or being terminated from drug court/ mental health court

• Individual records detailing the nature and timing of charges filed after drug court/ mental health court

• ID and change supervisors/treatment providers

• Treatment history by condition

• Test results

• Program attendance

• Sanctions, incentives, and therapeutic adjustments

• Medication tracking

• Medication costs calculation

Administrative

93. The system must provide the capability to run Usage statistics report.

94. The system must provide the capability to run Performance metrics.

95. The system must provide the capability to run Error reports.

96. The system must provide the capability to reopen cases.

97. The system must provide the capability to transfer cases.

98. The system must provide the capability to audit all user activity including, but not exclusively, login/logoff, view, modification, add, and delete activities.

99. The system must maintain user activity logs for no less of a time equivalent to 180 days and contain user account, timestamp of activity, activity type, record, and field.

Data Archiving/Retrieval

98. The system must provide the capability to archive cases.

99. The system must provide the capability to retrieve archived cases.

100. The system must provide the capability to seal and expunge cases.

101. The system must provide the capability to unseal/un-expunge.

102. The system should provide the capability to capture data related to bail bond processing such as, but not limited to, bond amount, type, posted by, bond status etc.

103. The system should be able to populate automatic time standards.

Querying/Inquiry (ad hoc)

104. The system should be able for users to perform ad hoc database inquiries; create and generate reports.

105. The system should be able for state coordinator to perform ad hoc inquiries for all or some programs.

Data Analysis Component

106. The system should include a minimum set of data analysis tools that will provide managers, administrators, and evaluators with the ability to interactively analyze drug or mental health court data and provide appropriate reports. The data system must be thoughtfully designed to ensure that these required functions are available and work efficiently (i.e., in real time). For high level analyses

(e.g., multiple regression, Cox regressions) the system must be designed to easily export data into a format for analysis in advanced statistical software.

107. The system could include the ability to analyze each individual program compared to All Rise Best

Practice Standards, with the ability for statewide evaluation.

Other System Requirements

108. The system must provide the capability to provide onscreen support/help.

109. The system must provide the capability to provide compliance with HIPAA, and all federal and state privacy and security standards (CFR 42 Part 2).

110. The system must provide onscreen support/help.

111. The system must allow supervisory data entry/modification overrides.

112. The system must provide the capability to allow users to assign function keys.

113. The system must provide the capability to allow users to navigate anywhere in the system by a single command from anywhere in the system.

114. The system must provide the capability to allow users to have at least two sessions open at the same time.

115. The system must provide the capability to allow system/user defined popup windows.

116. The system must provide the capability to allow local customization of screening and assessment tools.

F. System Design

The Drug Court and Mental Health Court Case management system shall have the following technical requirements and design concepts:

1. Public facing website; Zero footprint without any client dependencies, not requiring any Plug-ins /

Active X controls.

2. Must be ADA compliant.

3. The application must support a wide variety of browsers including, but not limited to, Microsoft

Edge, Firefox, Google Chrome, and Safari.

4. Must be HTML5 compliant.

5. Rights and privileges shall be assigned to users, groups and roles by an administrator.

6. The user interface shall dynamically reflect functions and capabilities that are consistent with the user's rights and privileges.

7. Basic activity logging, recording, and storage functionality to be configured. The solution should maintain logs of all user activity and provide an administrator access to the logs. Archival logging can be configured.

8. The application should provide a configurable user interface layer that will allow foresight branding.

12. The system shall provide processing visual displays indicating that the system is in the process of responding to the user's request, including a status percentage bar to indicate when a function will be completed. Individual percentages should be displayed for multiple uploads.

13. The system shall prevent inadvertent multiple processes such as, but not limited to, a user clicking a submit button twice, a user clicking the back button, etc.

14. The system will support limiting quotas for file sizes, etc.

15. Any software upgrades will be backward compatible with existing interfaces.

16. The software shall support and provide the ability for user notification of events.

17. The system must monitor data base deletes/changes/modifications.

18. Login credentials shall be encrypted.

19. The application shall support strong password techniques.

20. The application shall support virus and malware scanning with latest definitions of all uploaded documents.

21. The application shall provide a secure mechanism for password resets.

22. The application shall support both a manual and automatic registration process.

23. The application shall support role-based security.

24. The application is safe guarded against SQL or ANSI-compliant database vulnerabilities.

25. The vendor will follow best practices & standards for SAAS 95 physical security.

26. The vendor will provide an intrusion protection system (IPS) and intrusion detection system (IDS).

27. The vendor will follow best data loss prevention practices.

28. The application must support Secure (HTTPS).

29. All API exposed for integration with other application shall be Web Services conforming to

Industry Standards.

30. The application can support Universal Description, Discovery and Integration (UDDI).

31. The application provides Web Services Description Language (WSDL) for all of its interfaces.

32. The application supports at least NIEM 2.0 for its message schemas.

33. The application complies with United States Section 508 accessibility requirements.

34. The application complies with Web Content Accessibility Guidelines (WCAG) 2.0.

35. Any financial transactions must adhere to Payment Card Industry (PCI) Compliance Standards.

36. The application can support an Active-Active High Availability configuration.

37. The application can run on 64 bit operating systems.

38. Scanning capability for paper forms returned from the public who do not have Internet access.

39. The solution shall natively support the storage and display of all the common file formats including but not limited to HTML JPEG, TIFF, RTF, PDF, PDFA, Text, MS Word, MS Excel, etc..

40. The solution should support a configurable data retention policy that is comprehensive to both data and images.

41. All data must be encrypted in transit TLS 1.3 or greater. PII must be encrypted at rest following FIPS

46-3 recommendations.

G. Personally Identifiable Information The vendor must have written confidentiality and PII policies that do not allow any unauthorized distribution of any Personally Identifiable Information (PII) pertaining to program beneficiaries or their children. The written PII policy must include if an actual or imminent breach of PII occurred that involved one or more of the program beneficiaries that the NHJB would be contacted within 72 hours after an occurrence of an actual breach, or the detection of an imminent breach.

The vendor must be capable to be HIPPA, CFR42 Part 2, and NH State confidentiality compliant.

H. Payment Schedule

a. NHJB will pay 20% of implementation cost upon completion of User Acceptance testing milestone referenced in Section II. D. Scope of Services

b. NHJB will pay 60% of implementation cost upon completion of all tasks in section II except for work covered under the warranty period.

c. NHJB will pay 20% of implementation cost upon successful completion of the warranty period referenced in this Section II.

Funding and time periods presented here are subject to change. Continuance of contract payments is contingent upon the availability and continued appropriation of funds. The Cost Proposal submitted to this RFP must represent the total cost; the NHJB will not provide reimbursement for any operational or other costs outside of the budget. Supporting information shall be provided in sufficient detail so that the NHJB can clearly understand the reasonableness of the cost proposal.

SECTION III. RFP PROCESS

A. Agency Point of Contact/Restriction of Contact with Agency Employees

The sole point of contact for this RFP, from the RFP issue date until the resulting contract is effective:

Takhmina Rakhmatova procurement@courts.state.nh.us

From the date of release of this RFP until the award is made and announced regarding the selection of a vendor, all communication with personnel employed by or under contract with the NHJB regarding this RFP is prohibited unless first approved by the RFP Sole Point of Contact. NHJB employees have been directed not to hold conferences and/or discussions concerning this RFP with any potential contractor during the selection process, unless otherwise authorized by the RFP Sole Point of Contact. Vendors may be disqualified for violating this restriction on communications.

B. Vendor Inquiries

All contact concerning this RFP, including but not limited to, requests for clarifications, questions, any changes to the RFP, must be submitted via email and received by the Point of Contact by the end of vendor inquiry period (see Schedule of Events herein).

The email subject must be as follows: INQUIRIES TO RFP NHJB-2025-01 DC/MHC CMS

The vendor must identify the RFP name, page number and relevant paragraph and include the vendor’s name, telephone number, and e-mail address.

The NHJB’s responses to properly submitted inquiries will be posted on the following website on or before the date specified in the Schedule of Events: https://www.courts.nh.gov/our-courts/supreme-court/about/administrative-office-courts/rfps-and-rfis

The NHJB may consolidate and/or paraphrase questions for sufficiency and clarity. Oral statements, representations, clarifications, or modifications concerning the RFP shall not be binding upon the NHJB.

Official responses by the NHJB will be made only in writing by the process described above. It is the responsibility of vendors to review the most updated information related to this RFP before submitting a proposal.

C. RFP Addendum

The NHJB reserves the right to amend this RFP at its discretion, prior to the Proposal submission deadline. In the event of an addendum to this RFP, the NHJB, at its sole discretion, may extend the Proposal submission deadline, as it deems appropriate.

D. Property of the NHJB mailto:procurement@courts.state.nh.us https://www.courts.nh.gov/our-courts/supreme-court/about/administrative-office-courts/rfps-and-rfis https://www.courts.nh.gov/our-courts/supreme-court/about/administrative-office-courts/rfps-and-rfis

All material received in response to this RFP shall become the property of the NHJB and will not be returned to the vendor. Upon Contract award, the NHJB reserves the right to use any information presented in any

Proposal.

E. Confidentiality of a Proposal

Unless necessary for the approval of a contract, the substance of a proposal must remain confidential until the

Effective Date of any contract resulting from this RFP. A vendor’s disclosure or distribution of Proposals other than to the NHJB will be grounds for disqualification.

F. Public Disclosure

The content of each vendor’s Proposal shall become public information upon the award of any resulting

Contract. Any information submitted as part of a response to this RFP may be subject to public disclosure under applicable law.

Confidential, commercial or financial information may be exempt from public disclosure under applicable law.

If you believe any information being submitted in response to this request for proposal, bid or information should be kept confidential as financial or proprietary information, you must specifically identify that information in a letter to the NHJB and must mark/stamp each page of the materials that you claim must be exempt from disclosure as “CONFIDENTIAL”. A designation by the vendor of information it believes exempt does not have the effect of making such information exempt. The NHJB will determine the information it believes is properly exempted from disclosure. Marking of the entire Proposal or entire sections of the Proposal as confidential will neither be accepted nor honored. Notwithstanding any provision of this RFP to the contrary, vendor pricing will be subject to disclosure upon approval of the contract. If a request is made to the NHJB to view portions of a Proposal that the vendor has properly and clearly marked confidential, the NHJB will notify the vendor of the request and of the date the NHJB plans to release the records. To halt the release of information by the NHJB, a vendor must initiate and provide to the NHJB, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.

By submitting a proposal, vendors acknowledge and agree that:

• The NHJB may disclose any and all portions of the proposal or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this RFP;

• The NHJB is not obligated to comply with a vendor’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your proposal;

and

• The NHJB may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a vendor.

G. Ethical Requirements

From the time this RFP is published until a contract is awarded, no vendor shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to judicial or non-judicial employee of the NHJB, any elected official, public official, public employee, constitutional official, or family member of any such official or employee who will or has selected, evaluated, or awarded an RFP. Any vendor who has been convicted of an offense based on conduct in violation of this section, which has not been annulled, or who is subject to a pending criminal charge for such an offense, shall be disqualified from bidding on the RFP. A vendor that was disqualified under this section because of a pending criminal charge which is subsequently dismissed, results in an acquittal, or is annulled, may notify the NHJB.

H. Non-Commitment

Notwithstanding any other provision of this RFP, this RFP does not commit the NHJB to award a Contract.

The NHJB reserves the right, at its sole discretion, to reject any and all Proposals, or any portions thereof, at any time; to cancel this RFP; and to solicit new Proposals under a new acquisition process.

I. Compliance

Vendors must be in compliance with applicable federal and state laws, rules and regulations, and applicable policies and procedures adopted by the NHJB currently in effect, and as they may be adopted or amended during the contract period. It is vendor’s responsibility to determine the applicability and requirements of any such laws, rules and regulations.

J. Proposal Cost

By submitting a Proposal, a vendor agrees that in no event shall the NHJB be either responsible for or held liable for any costs incurred by a vendor in the preparation of, or in connection with the Proposal, or for oral presentation or product demonstration if any.

K. Challenges on Form or Process of the RFP

Any challenges regarding the validity or legality of the form and procedures of this RFP, including but not limited to the evaluation and scoring of Proposals, shall be brought to the attention of the NHJB at least five

(5) business days prior to the Proposal Submission Deadline. By submitting a proposal, the vendor is deemed to have waived any challenges to the form or procedures set forth in this RFP.

SECTION IV. PROPOSAL SUBMISSION REQUIREMENTS

A. Proposal Submission, Deadline, and Location Instructions

Proposals must be submitted via E-mail to procurement@courts.state.nh.us.

Proposals must be clearly marked as follows:

NEW HAMPSHIRE JUDICIAL BRANCH

RESPONSE TO RFP NHJB-2025-01

DC/MHC CASE MANAGEMENT SYSTEM

The email subject must be as follows: RESPONSE TO RFP NHJB-2025-01 DH/MHC CMS

Proposals must be received no later than the time and date specified in the Schedule of Events section. Late submissions may not be considered for contract award. Delivery of the Proposals shall be at the Bidder’s expense. NHJB accepts no responsibility for mislabeled email or email that is not delivered or undeliverable for whatever reason.

B. Validity of Proposal

The proposal shall be signed by a person authorized to legally bind the Bidder and shall contain a statement that the proposal and the pricing contained therein will remain valid for hundred and eighty (180) days following the deadline for submission of Proposals in Schedule of Events, or until the effective date of any resulting Contract, whichever is later.

C. Proposal Format

a. For clarity, the proposal should be typed or printed. Proposals should be single-spaced with 1” margins on white 8 1/2” x 11” paper using a font no smaller than 12-point Times New Roman or similar.

b. Bidders must respond to each question and instructions listed in Appendix C of this RFP.

Number each response in the proposal to correspond to the relevant question or instructions of the RFP.

c. All pages of the proposal should be numbered consecutively beginning with number 1 on the first page (not including the cover page or table of contents pages) through to the end, including all forms and attachments. Bidder’s name should appear on every page, including attachments.

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