901038 - Probation Data Mgmt Systems

COUNTY OF ALAMEDA

REQUEST FOR INTEREST No. 901038 for Probation Data Management System

Any Request for Proposal (RFP) issued as a result of this Request for Interest (RFI) will be issued electronically via e-mail. Please immediately update the County Contact noted below of any e- mail address changes. This RFI and any RFP issued as a result of this RFI will be posted on the General Services Agency Current Contracting Opportunities website located at: http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp. Please visit the website for further information regarding this project, or contact the person listed below.

Contact Person: Jennifer Ngo, Contracts Specialist II

Phone Number: (510) 208-9604

E-mail Address: [email protected]

To vendors registered or certified in the Small Local Emerging Business vendor database: Please maintain correct and accurate e-mail address information to ensure receipt of future RFIs.

RFI RESPONSE DUE by 2:00 p.m. on December 24, 2012

Alameda County is committed to reducing environmental impacts across our entire supply chain. If printing this document, please print only what you need, print double-sided, and use recycled- content paper.

1401 Lakeside Drive, Suite 907  Oakland, CA 94612 Phone: 510-208-9600  Website: http://www.acgov.org/gsa/departments/purchasing/

I:\PURCHASING\Contracting Opportunities\Purchasing\Probation Data Management Systems\RFI_ProbationDataMgmtSystems.doc Revision 2012-11-02 A. INTENT

The intent of this Request for Interest (RFI) is to search for qualified vendors who can provide the Probation Department with an electronic data management system to include case management, facilities/institution management and administrative/document management.

The County intends to release a Request for Proposal (RFP) and award a three-year (3) contract (with option to renew) to the bidder(s) selected as the most responsible bidder(s) whose response conforms to the RFP and meets the County’s requirements.

The County of Alameda does not guarantee that a subsequent RFP will be issued. Should an RFP be issued, the terms and conditions described in this RFI are not guaranteed to remain exactly the same.

B. SCOPE

Alameda County Probation Department (the Department) is seeking a data management system to provide case management, facilities/institution management and department-wide administrative/document management. The Department is seeking a software solution that will provide detailed tracking, management and reporting for the following components:

1. Probationer Case Management: functions to include intake processing, risk and needs assessments, chronological case notes, field notes, case notations, activity or event management, client contact and communication, and client referral to services.

2. Institution Management: support the complete management and operation of Juvenile Hall facilities including intake, room assignment and client management, medical management, client communications and staffing management, regulatory compliance of facilities, and federal and state reporting.

3. Compliance Management of Terms and Conditions: tracking and status maintenance of terms, conditions and probationer compliance.

4. Restitution Management: Tracking and integration of restitution orders, payments, and balances.

The system provided should support design features including:

1. Interagency communication with Law Enforcement Partners, including a web-based integration for Law Enforcement Partner coordination (i.e. the Sheriff’s Office, District Attorney, Public Defender, Courts, local police, etc.).

RFI No. 901038 Page 2 2. Interagency communication with Community Based Organization (CBO) service providers including web based integration with CBO service providers including:

a. Electronic client referrals (information from Probation to CBO);

b. Electronic client status and outcome reports (information from CBO to Probation); and

c. Tracking ability to capture CBO coordination (i.e. service referral and client outcome tracking).

3. Compatibility with any unique risk or needs assessment.

4. Integrated geographic mapping and basic geo-analysis of caseloads and offenders.

5. Data validation and data entry automation focused on increased efficiency.

6. Office and field based access on varied devices, including mobile devices.

7. Email, SMS and phone-based communication tools.

8. Customized tracking of recidivism statistics per supervising officer, per unit and per division with breakdowns possible by ethnicity, gender, age, cohort and offense category.

9. Simple export of all system data into open formats such as CSV files.

10. Statistical analytics or online analytical processing.

11. Intuitive, “user-friendly” interface for navigation and search features.

The system capabilities will provide the following:

1. Local administration of major components, user access, workflows and automation.

2. Integration with existing legacy law enforcement systems for data importing and retrieval.

3. Secure, API based connectivity to seamlessly integrate with other systems inside the Department and in other County departments as their systems are updated.

RFI No. 901038 Page 3 4. Clear, customizable business intelligence dashboards to allow for simple views of the major components, key metrics, which can be customized for the different levels of users and divisions including daily operational administration.

5. Aggregate and drill down reporting across all divisions for summary and detailed reports as determined by each division.

The Department is also soliciting information for systems that can provide the above core functionality in addition to the following desired but not required features:

1. HR and staffing management for corrections agencies.

2. Accounting systems for law enforcement agencies.

3. Public facing web portal to allow communication with and tracking of clients.

4. Alternative Client Out-Bound and In-Bound Communication including:

a. Out-Bound Communication: Out-going notification including reminders and alerts to probationers for court dates, payments due, appointments, other benchmarks.

b. In-Bound Communication:

(1) Email, SMS and phone based communication tools between the Department staff and probation clients.

(2) Electronic ability for probationers to report-in via phone, internet, kiosk, etc. and integrated into case management system.

(3) Voice mail translation into text and integrated into case management system.

(4) In-coming reminders or alerts to probation officers for appointments, upgrades to case management system, and other supervision or compliance alerts.

The Department is considering having internal host, external secure host and cloud host solutions with an interest in total cost of ownership.

The vendor will be providing this system for the Adult Services, Juvenile Services, Juvenile Facilities, and Administration Divisions. The chosen vendor will be able to demonstrate clear understanding of the security requirements related to law enforcement agencies and those serving minors, in particular.

RFI No. 901038 Page 4 The selected vendor will be responsible for working with the Department and the County Information Technology Department to import all current data and transition from legacy and other systems in current use. Vendor will be required to provide training for all levels of staff from department administration assistants to network administrators. A comprehensive support package will be required to ensure the Department has uninterrupted access to the system and reliable response times for support inquiries.

C. VENDOR QUALIFICATION CRITERIA

Vendor minimum qualification criteria include, but are not limited, to the following:

 A minimum of two (2) years verifiable experience in providing a case management system solutions to Probation Departments or Social Services Departments of a similar size to that of the County of Alameda within the last seven (7) years;

 All qualifications required will be held by the Prime Contractor and none by the subcontractors; and

 All permits, licenses and professional credentials necessary to supply products and perform services as specified under this RFP.

D. COUNTY PROVISIONS

1. Small Local Emerging Business Program: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.

As a result of the County’s commitment to advance the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

http://acgov.org/auditor/sleb/overview.htm

For purposes of this bid, applicable industries include, but are not limited to, the following NAICS Code(s): 518210 as having no more than $25,000,000 in average annual gross receipts over the last three (3) years and 541511, 541512, 541513 and 541519 as having no more than $25,500,000 in average annual gross receipts over the last three (3) years. An emerging business, as defined by the County, is one that has less than one-half (1/2) of the preceding amount and has been in business less than five (5) years.

RFI No. 901038 Page 5 An emerging business, as defined by the County, is one that has less than one-half (1/2) of the preceding amount and has been in business less than five (5) years.

2. First Source Program: Information regarding the County’s First Source Program can be found online at:

http://acgov.org/auditor/sleb/sourceprogram.htm.

E. COUNTY CONTACTS Questions regarding this RFI must be submitted in writing to:

Jennifer Ngo, Contracts Specialist II Alameda County, GSA—Purchasing 1401 Lakeside Drive, Suite 907 Oakland, CA 94612 Phone: (510) 208-9604 Fax: 510-208-9626 E-mail: [email protected] F. ESTIMATED CALENDAR OF EVENTS:

Event Date Request for Interest (RFI) Issued November 21, 2012 RFI Response Due This RFI will remain open until the RFP is issued Request for Proposal (RFP) Issued December 26, 2012 RFP Response Due February 11, 2013 Award Date April 23, 2013 Contract Start Date May 1, 2013 Note: Dates indicated are approximate.

G. REQUEST FOR INTEREST RESPONSE FORMAT

Alameda County GSA–Purchasing intends to issue an RFP in order to establish a contract for the above-referenced service in the near future.

1. Vendors that meet the Qualification Criteria and are interested in being included on the vendor list to receive any subsequent bid documents (if issued), should send an e-mail to [email protected] by 2:00 p.m. on, December 24, 2012.

The subject of the e-mail must read: . PLEASE ADD TO VENDOR LIST - RFI No. 901038

RFI No. 901038 Page 6 The body of the e-mail must contain the following: . Business Name . Contact’s Name . Business Address (PO Box/Street Address, City, State) . Contact’s Telephone Number . Contact’s E-mail Address

2. In addition, the County encourages any new vendors that are local to Alameda County to register and be added to the County SLEB database. More information on how to register can be found on the County’s website at: http://acgov.org/auditor/sleb/newvendor.htm.

3. Both local and non-local can subscribe to any or all Contracting Opportunities Categories and/or Calendar of Events for automatic updates. Subscribers will receive an e-mail announcing when the latest information has been updated on our website. More information on how to Subscribe can be found on the County’s website at: http://acgov.org/gsa/purchasing/esubscribe.htm.

RFI No. 901038 Page 7