Case Management System - RFI

The Commonwealth of Kentucky's Department of Juvenile Justice (DJJ) issued Request for Information (RFI) 758 2200000015 on December 22, 2021, seeking vendor input on a fully integrated juvenile case management system. This RFI, posted by Elliott County and closing on March 1, 2022, at 3:30 PM ET, aims to consolidate DJJ's current two major legacy applications and over twenty adjunct applications into a single, modern, cohesive platform. The primary objectives include increasing operational efficiencies, reducing duplicate data entry, and gathering vendor expertise regarding system requirements, implementation timelines, evaluation criteria, personnel needs, payment structures, and recommendations for structuring a future Request for Proposal. All responding vendors must be experienced with large and complex acquisition efforts, and all proposed information, solutions, and technologies must be currently available. The Commonwealth explicitly stated that this RFI does not constitute a commitment to issue a bid, award a contract, or reimburse response preparation costs, and vendors were prohibited from providing quotes or bids. Written questions from vendors were due January 14, 2022, with Commonwealth responses provided in an addendum by January 25, 2022. Responses were submitted online through the Commonwealth's Vendor Self Service portal, directed to Commonwealth Buyer Susan S. Noland at the Office of Procurement Services.

The RFI documentation does not identify any specific set-aside designations or restrictions limiting the types of organizations that can respond to this solicitation. No incumbent vendors or current contractors were identified in the solicitation materials. The solicitation requires integration with DJJ's existing legacy applications and adjunct systems currently supporting daily operations and youth case management across the juvenile justice department. All data produced by the case management system will be owned by the Commonwealth of Kentucky without licensing restrictions or encumbrances. No pricing information, award values, or budget ranges were specified in this RFI, as the solicitation was designed solely to gather vendor input and market research rather than to execute a purchase. The Commonwealth retained the right to use all system ideas or adaptations thereof from any proposal received, regardless of vendor selection or rejection status, with all proposal data becoming public record after contract award under the Kentucky Open Records Act.