RFI Office of the Defender General Case Management System

Agency: State of Vermont
State: Vermont
Level of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD14408567084840737
Posted Date: Jul 29, 2020
Due Date: Aug 14, 2020
Source: Members Only
Title Question Due Answers posted Due date No posting After
RFI Office of the Defender General Case Management System 08/05/2020 04:30PM 08/14/2020 04:30PM

Attachment Preview

Office of the Defender General
6 Baldwin Street, 4th Floor
Montpelier VT 05633-3301
SEALED BID
REQUEST FOR INFORMATION
Office of the Defender General
Case Management System
ISSUE DATE: July 29, 2020
QUESTIONS DUE BY: August 5, 2020 @ 4:30 PM
RFI DUE DATE: August 14, 2020 @ 4:30 PM
RFI MUST BE RECEIVED BY EMAIL AT: Mary.Deaett@vermont.gov
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TABLE OF CONTENTS
1 PURPOSE .............................................................................................................................................................3
1.1 LIABILITY..................................................................................................................................................3
1.2 CONFIDENTIALITY..................................................................................................................................3
2 BACKGROUND INFORMATION .....................................................................................................................3
3 RFI DESCRIPTION .............................................................................................................................................4
4 CURRENT STATE ..............................................................................................................................................5
5 STATEMENT OF WORK ...................................................................................................................................6
5.1 ANTICIPATED REQUIREMENTS ...........................................................................................................6
5.1.1 Functional Requirements ....................................................................................................................6
5.1.2 Ongoing Maintenance - Service Level Requirements ........................................................................8
5.1.3 Technical Requirements......................................................................................................................9
6 REQUESTED INFORMATION ........................................................................................................................10
6.1 COVER PAGE...........................................................................................................................................10
6.2 VENDOR QUESTIONNAIRE..................................................................................................................10
6.3 CONTACT INFORMATION....................................................................................................................11
6.4 RFI RESPONSE SUBMISSION ...............................................................................................................11
6.5 EXPLANATION OF EVENTS .................................................................................................................11
7 VENDOR QUESTIONNAIRE...........................................................................................................................12
8 APPENDIX A:....................................................................................................................................................12
8.1 COST ESTIMATES ..................................................................................................................................12
8.2 ADDITIONAL MATERIALS...................................................................................................................12
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1. PURPOSE
This Request for Information (RFI) is issued for the Office of the Defender General (ODG) to gather input and
obtain information to help the ODG better understand potential options for a new Case Management System
(CMS). It is anticipated that information gathered from this RFI will inform the ODG’s future efforts to procure
a CMS.
The ODG intends to evaluate RFI submissions to explore options for proposed CMS solutions. The ODG shall
not be held liable for any costs incurred by the vendors in the preparation of their submission, or for any work
performed prior to contract issuance.
1.1 LIABILITY
THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and
planning purposes it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the
future. This request for information does not commit the State to contract for any materials or service
whatsoever. Further, the State is not at this time seeking proposals and will not accept unsolicited
proposals. Respondents are advised that the State will not pay for any information or administrative costs
incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested
party’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is
issued. If an RFP is released, it will be posted on the BGS bid opportunities web site:
http://www.bgs.state.vt.us/pca/bids/bids.php. It is the responsibility of the potential offerors to monitor this site
for additional information.
1.2 CONFIDENTIALITY
The ODG retains the right to promote transparency and to place this RFI into the public domain, and to make a
copy of the RFI available as a provision of the Vermont access to public records laws. Please do not include any
information in your RFI response that is confidential or proprietary, as the ODG assumes no responsibility for
excluding information in response to records requests. Any request for information made by a third party will be
examined in light of the exemptions provided in the Vermont access to public records laws.
This RFI does not commit the ODG or the State to award a contract. It is for information gathering
purposes only and no vendor will be selected, pre-qualified, or exempted based on participation.
2. BACKGROUND INFORMATION
Our Mission Statement
The over-arching duty of the ODG remains the assurance that persons entitled to appointed counsel receive
effective legal advocacy. For each client, we are obligated to provide effective legal representation with
reasonable diligence, promptness, and a zealous commitment to their interests. As part of the criminal justice
system, we must provide representation in a cost-efficient manner, thereby serving not only our clients, but all
citizens of the State of Vermont.
Divisions and Programs
In 1972, the Vermont Legislature passed the Public Defender Act, Title 13, Chapter 163 and created the ODG,
which began discharging the constitutional right of needy persons charged with serious crimes to representation.
The ODG is also statutorily required to provide counsel consistent with its attorney’s ethical obligations and the
Rules of Civil and Criminal Procedure in the following matters: to children who are the subject of juvenile
proceedings as alleged delinquents; to parties in juvenile proceedings including children in need of care and
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supervision (CHINS) as required by the interests of justice; to children in the custody of the Commissioner of
the Department of Children and Families; to persons in the custody of the Commissioner of Corrections; and, to
needy persons in extradition, or probation or parole revocation proceedings.
Public Defense
There are fourteen public defense field offices located throughout the state. Seven of these offices are staff
offices. Seven of these offices are public defense contract offices, that is, private law firms that have entered
into a contract with the Defender General to provide primary public defense services. One law firm has a small
contract in Addison County to provide representation to parties in juvenile proceedings.
Post-Adjudication Offices and Juvenile Representation
There are also two offices that handle matters post adjudication. The Appellate Defender handles appeals to the
Supreme Court. The Prisoners' Rights Office represents persons in the custody of the Commissioner of
Corrections. The Juvenile Defender's Office represents juveniles in state custody, and, at times, the parents of
juveniles in state custody in matters of delinquency, CHINS and termination of parental rights.
Assigned Counsel Contractors
Assigned Counsel Contractors are private attorneys who contract with the Defender General to provide services
in criminal and juvenile cases when there are conflicts with the public defenders. The objective is to ensure that
in most counties there are at least two contractors to take conflict cases.
Contract Serious Felony Units
There are seven Serious Felony Units designed to provide representation in cases involving potential life term
imprisonment and major felonies. They provide stability and quality representation to clients charged with the
most serious crimes.
3. RFI DESCRIPTION
The ODG is seeking information to understand potential options for a new CMS. The ODG envisions a solution
that would be a Software as a Service web-based system hosted in a cloud. It will be used by all staff, public
defense contractors, and perhaps assigned counsel and serious felony unit contractors, resulting in improved
user experiences, increased productivity, and improved information sharing, tracking, and reporting.
The RFI has three key objectives:
Solicit information on transitioning from the current CMS to a new CMS;
Solicit information to assist the ODG in understanding CMS options; and
Solicit information to assist the ODG in pursuing and managing the CMS replacement process.
The ODG is seeking feedback on the information in this RFI and will consider any information, including
partial responses, received in response to this RFI. If the State moves forward in the development of an RFP, the
RFP process will be open to all respondents regardless of their decision to participate in this RFI.
The State envisions that the solution will support the following high-level goals:
A. Core Case Management: This consists of the core data gathering and manipulation processes and
procedures that are necessary for building the complete record for a case or legal matter. This entails
inputting data that supports the case (e.g., name, case type, involved agencies and parties, events,
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dates, etc.) as well as executing processes that will update the status of the case. Some processes are
automatically triggered by dates, timing, or data value changes, while others are triggered manually.
No matter the cause for the process, execution of the case and its data follows a process-flow or
flows to an end point.
B. Security by Office and as needed by Case-Involved Party: The ODG has both staff offices and
private contract offices in locations across Vermont. While there is a central CMS, each office must
have the ability to enter their own names and cases, separately from every other office and non-
viewable in every other office. Only CMS administrators will be able to view and access names and
cases across the entire CMS. Also, involvement of a user from another office on a case must allow
that user to view and participate in that case, but only in that particular case.
C. Reports and Data Visualization: The ODG regularly seeks reports regarding total number of cases
and clients by statewide, office and user; case and matter deadlines; case and client statuses; legal
conflict checks; attorney and staff workloads; assigned tasks; and similar queries. We seek reporting
functions that include the use of dashboards and other graphical and text presentation methods. The
output should be customizable by the user, offering a personalized user experience for data analysis.
The CMS should have an easily customizable reporting function available to every user, along with
specialized standard reports.
D. Document and File Management: This consists of processes and procedures used to generate,
capture, share, and store electronic files related to a case or matter. This includes, but is not limited
to: the generation of templates; the scanning of images; conducting optical character recognition
(OCR) on PDF content; providing search capabilities on file content, including metadata in text and
digital formats; managing file retention; and threading documents and files together for the case they
support. This functional category should accommodate the data entry and tracking of physical
documents and their disposition with reporting capabilities that assist the user with locating records.
This functional category should also include the ability to batch documents by user based on
document templates, such as client notice letters. Preference is an application that can link with
Outlook 365 document management.
4. CURRENT STATE
Currently, the ODG’s CMS is JustWare (Journal Technologies Inc. - JTI). We implemented JustWare in
October 2015. The technology used to implement JustWare is now considered relatively dated, although it is
based on a .NET framework browser, a SQL database backend and SSRS reporting functionality that meets
many current needs. JustWare is considered a customizable/configurable Commercial Off-The-Shelf (COTS)
product and was configured by JTI following ODG-supplied requirements and specifications.
The ODG provides the following information as context for the size and dimension of existing CMS platforms
used. We expect that a Vendor’s solution will perform differently than our existing platforms; these statistics
are provided as reference points only for considerations of complexity and potential pricing.
The ODG currently uses JustWare for our case management and document management. The total volume of
case related files is currently 55.5 GB. The documents that are stored now are mostly case generated and
related Word and PDF files. Other files such as video and audio files are stored on a local file server in each
office. We would prefer to store all case-related files together in a new system. The SQL database size for our
active cases is 8.4 GB and our training/testing site is 5.9 GB. There are approximately 134,000 files in the
system. We expect that most cases will be migrated to the new CMS.
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