Case management system

The Wyoming Department of Administration & Information, General Services Division is requesting proposals for a cloud-based case management system for the Office of the State Public Defender through the Public Purchase online bidding system, with proposals due October 2, 2026 at 2:00 p.m. Mountain Time. Written questions are due September 8, 2026.

The system must serve fourteen field offices across nine judicial districts, tracking approximately 15,000 adult and juvenile cases annually. Core functionality includes 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. Integration with Google Calendar and File and Serve Express electronic filing is required. The system must comply with 26 Wyoming Enterprise Technical Standards policies covering IT operations, data privacy, security, and information management, as well as federal and state data protection regulations including CJIS and HIPAA standards. Role-based access controls and end-to-end encryption are mandatory. The functional and business requirements specification (Attachment A) comprises 96 IT requirements and 45 business requirements.

The total project budget is $985,000. The initial contract term runs through June 30, 2027, with potential extension provisions allowing up to two-year extensions for a maximum total contract period of six years. Delivery and full implementation are required within six months of the effective date. Cost proposals must include three separate pricing schedules: development and first-year maintenance (Schedule 1), Year 1 maintenance and support with guaranteed maximum escalation for subsequent years (Schedule 2), and hourly rates for change orders or modifications (Schedule 3). 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). Oral presentations are anticipated in October 2026, with tentative award in November 2026 and work beginning in December 2026. 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.