Sample Closing Sheet.pdf

This Request for Proposal is issued by the Wyoming Department of Administration & Information, General Services Division, for a cloud-based case management system to serve the Office of the State Public Defender (OSPD). The system must manage approximately 15,000 adult and juvenile cases annually across fourteen field offices spanning nine judicial districts, with core functionality including case tracking with crime-specific and procedural status details, integrated calendar management with court deadline tracking, customizable reporting for budgetary and operational purposes, and migration of approximately twenty years of existing database files. The platform must be SaaS-based, non-Microsoft, cloud-hosted, and fully accessible online without license charges for external users, with required integration to Google Calendar and File and Serve Express electronic filing systems. Proposals are due October 16, 2026, at 2:00 p.m. Mountain Time, with written questions due September 8, 2026. Oral presentations are anticipated in October 2026, with tentative award in November 2026 and work beginning in December 2026. The initial contract term extends through June 30, 2027, with potential extension provisions allowing up to two-year extensions for a maximum total contract period of six years. Full delivery and implementation must occur within six months of the effective date.

The total project budget is $985,000. Cost proposals must include three separate pricing schedules: development and first-year maintenance, Year 1 maintenance and support with guaranteed maximum escalation for subsequent years, and hourly rates for change orders or modifications. The system must comply with 26 Wyoming Enterprise Technical Standards policies and federal and state data protection regulations including CJIS and HIPAA standards, with mandatory role-based access controls and end-to-end encryption. Proposers must obtain cyber liability insurance with minimum limits of $2 million per occurrence and aggregate. Evaluation comprises 2,100 points across proposer background and experience (200 points), staffing and project organization (300 points), project work plan (300 points), approach to contract performance (200 points), value added (100 points), oral presentations if required (500 points), and cost analysis (500 points). All submissions must be in PDF, Excel, or Microsoft Office format and uploaded completely through Public Purchase by the deadline; incomplete uploads will be deemed non-responsive.