CASE MANAGEMENT SYSTEM

The South Carolina State Fiscal Accountability Authority is procuring a cloud-based case management system for the Department of Children's Advocacy (DCA), specifically for the Cass Elias McCarter Guardian ad Litem (GAL) Program. The system must serve as a secure electronic database capable of managing training requirements, case assignments, child contacts, court hearings, and program-related information for court-appointed Guardians ad Litem. Mandatory requirements include accommodating 1,700 volunteers and 120 staff members, supporting data for approximately 4,000 new children annually, and serving 9,000 children monthly. Offerors must have successfully implemented at least one CASA or GAL Case Management System supporting a minimum of 10,000 children or 5,000 cases annually. The proposal requires implementation services, data migration from Social Solutions' Efforts to Outcomes platform, ongoing maintenance and support, training through a train-the-trainer methodology, and the ability to generate National CASA and VOCA reports. Key proposal submission dates include a pre-proposal conference on March 16, 2023, at 10:00 AM ET, questions due by March 16, 2023, at 4:00 PM ET, and proposal submissions due by April 12, 2023, at 11:00 AM ET. The evaluation will occur in two phases, with points allocated for technical solution (30 points), training approach (15 points), implementation methodology (15 points), qualifications and experience (10 points), and price (10 points).

The solicitation does not specify specific set-aside designations for disadvantaged enterprises. The current system uses Social Solutions' Efforts to Outcomes platform, which will require comprehensive data migration to the new system. Data storage requirements are currently approximately 5GB, with an expectation that metadata transfer will not exceed this amount. The system must support 125 authorized users with a secure web portal for volunteer access and the ability to add or remove users as needed. The estimated total contract value is less than $700,000 over a potential seven-year period, structured as an initial five-year term with two one-year renewal options. Cybersecurity requirements are stringent, mandating information security insurance with limits of five million dollars per occurrence and ten million dollars aggregate, with data location restricted to the continental United States. The State will retain legal hold functionality and a seven-year retention period for electronic records, and will not sign vendor-issued non-disclosure agreements. Offerors must provide comprehensive documentation including a Service Provider Security Assessment Questionnaire and evidence of insurance, with all government data remaining the exclusive property of the State.