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**IMPORTANT NOTICE**

The format of this RFP has been simplified. Only the following pages require signatures:

1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance pagea. Must be signed by Bidder

2. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheeta. Must be signed by Bidderb. Must be signed by SLEB Partner if subcontracting

to a SLEB

Please read EXHIBIT A – Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.

COUNTY OF ALAMEDAREQUEST FOR PROPOSAL No. 901038

for

Probation Data Management System

For complete information regarding this project, see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or

contact the County representative listed below. Thank you for your interest!

Contact Person: Lovell Laurente, Contracts Specialist

Phone Number: (510) 208-9621

E-mail Address: [email protected]

RESPONSE DUEby

2:00 p.m.on

July 19, 2013at

Alameda County, GSA–Purchasing1401 Lakeside Drive, Suite 907

Oakland, CA 94612

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 94612Phone: 510-208-9600 Website: http://www.acgov.org/gsa/departments/purchasing/

I:\PURCHASING\Contracting Opportunities\Purchasing\Probation Data Management Systems\RFP_ProbationDataMgmt.doc Revision 2013-5-2

http://www.acgov.org/gsa/departments/purchasing/

http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

COUNTY OF ALAMEDAREQUEST FOR PROPOSAL No. 901038

SPECIFICATIONS, TERMS & CONDITIONSfor

Probation Data Management SystemTABLE OF CONTENTS

PageI. STATEMENT OF WORK 4

A. INTENT 4B. SCOPE4C. BACKGROUND 5D. BIDDER QUALIFICATIONS 5E. SPECIFIC REQUIREMENTS 5F. DELIVERABLES / REPORTS 5G. PROPRIETARY AND CONFIDENTIAL INFORMATION 7

II. CALENDAR OF EVENTS 9H. NETWORKING / BIDDERS CONFERENCES 9

III. COUNTY PROCEDURES, TERMS, AND CONDITIONS 10I. EVALUATION CRITERIA / SELECTION COMMITTEE 10J. CONTRACT EVALUATION AND ASSESSMENT 15K. NOTICE OF RECOMMENDATION TO AWARD 15L. TERM / TERMINATION / RENEWAL 16M. BRAND NAMES AND APPROVED EQUIVALENTS 16N. QUANTITIES 17O. PRICING 17P. AWARD 18Q. METHOD OF ORDERING 19R. INVOICING 20S. ACCOUNT MANAGER / SUPPORT STAFF 20

IV. INSTRUCTIONS TO BIDDERS 21T. COUNTY CONTACTS 21U. SUBMITTAL OF BIDS 21V. RESPONSE FORMAT 24

ATTACHMENTSEXHIBIT A - BID RESPONSE PACKETEXHIBIT B - INSURANCE REQUIREMENTSEXHIBIT C - VENDOR BID LISTEXHIBIT D – SPECIFIC REQUIREMENTSEXHIBIT E – INTERFACE DETAILSEXHIBIT F – SYSTEM REQUIREMENTS RESPONSE GRIDEXHIBIT G – NARRATIVE RESPONSE FORMEXHIBIT H – ACRONYM AND TERMS GLOSSARY

Specifications, Terms & Conditionsfor Probation Data Management System

I. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms and conditions to describe the data management system to include case management, facilities or institution management, and administrative or document management required by the County of Alameda Probation Department (ACPD).

The County intends to award a three-year 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.

B. SCOPE

Alameda County Probation Department is seeking a data management system to provide case management, institution (facilities) management, and department-wide administrative or document management. ACPD is seeking a software system that will provide for detailed tracking, management, and reporting. Specific system requirements and functions are contained in Exhibit D – Specific Requirements of this RFP document.

This system will be provided to ACPD and will be integrated into the work of almost every division. This system will support the Juvenile Hall facilities and administrative staff, Adult Services (probation case managers) and supervisors, department administration and managerial staff and restitution management staff.

ACPD has its technology support provided by the Alameda County Information Technology Department (ITD) and the proposed system will be implemented in partnership with ITD. The system sought through this RFP may be an internally hosted and managed solution or an externally hosted solution. ACPD is seeking a system that will provide continued security and stability through long term support possibilities or internal management of the complete system. Opensource solutions for various components are encouraged as the total cost of ownership to ACPD is of critical importance along with the ability to guarantee future support for the selected system.

The selected Contractor will be responsible for working with ACPD and ITD to migrate all current data and transitioning from legacy and other systems in current use. The Contractor 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 ACPD has uninterrupted access to the system and reliable response times for support inquiries.

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The proposed system could include a staged implementation of this system rolling out components to each division (Adult Services, Juvenile Services, Juvenile Facilities, and Administration) in a phased approach to ensure smooth adoption and data transfer.

C. BACKGROUND

ACPD currently operates and is supported by multiple databases, systems and portals in an environment where access to data is neither ubiquitous nor simple. Staff from each division does not have the smooth access to key data from other divisions, and the current database systems in use do not meet the growing needs of ACPD. ACPD has identified the need for one seamless data management system to operate across all divisions to allow for strategic uses of data in all aspects of our operations

D. BIDDER QUALIFICATIONS

1. A minimum of two (2) years verifiable experience in providing a data management system solution to a Probation Department or law enforcement entity of a similar size to that of the County of Alameda within the last seven (7) years as verifiable through references.

2. All qualifications required shall be held by the Prime Bidder

a. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFP.

E. SPECIFIC REQUIREMENTS

Refer to Exhibit D – Specific Requirements

F. DELIVERABLES / REPORTS

1. The DELIVERABLES/REPORTS required during the contract term must be defined in a Statement of Work (SOW). Contractor shall agree to the following:

2. Statement of Work

a. Within 30 days after contract start date, the County must receive and approve a completed Statement of Work (SOW) from the Contractor. To complete this Statement of Work, Contractor must work with the County to accomplish the following tasks:

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(1) Reconcile any and all differences between the ACPD Data Management System RFP and the Contractor’s proposal so that both parties understand and agree on each specification.

(a) Complete network design diagram(b) Complete list of required hardware and software(c) Detailed staffing plan including key staff, roles, brief

summary of skills, if position is filled or to be hired, if hired, the status of DOJ background checks and CORI/CLETS clearance/compliance

(d) A comprehensive list of County responsibilities that specifies the limit of County roles and responsibilities

(e) Licenses: Description of licensing plan(f) An overview of the risk management plan, including any

necessary components from Exhibit F, Section 7: Administration (page 3), Exhibit F, Section 9: Security (page 11), and Exhibit G, Section 7a: User Management and Security (specifically pertinent to ACPD)

(g) If applicable, a Plan of Delivery of Desired Optional Features(h) Revised Implementation Plan : Detailed project

implementation plan in MS Project, Basecamp or County approved equivalent

i. Configuration: Preliminary system modification/development plan

ii. Customization Planiii. Data Migration Planiv. An Interface Control Document (ICD) for each

interface listed in the RFP. This document will describe the functional requirements and data elements for each interface to such level that ambiguity is reduced to a minimum.

v. Preliminary functional acceptance test plan for the applications and interfaces

vi. Preliminary system performance test planvii. Training Plan: Preliminary training, training

documentation, data conversion.viii. Cutover plan: high-level plan

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3. Implementation Phase

a. Monthly Status Reports (including project, timeline and budget updates)b. Monthly Review Meetings (ideally in-person)c. Weekly Status Meetings (webinar, weekly until/unless otherwise stated

in writing by Probation)d. Weekly Status Summary (agenda for weekly meeting with summary or

outline of focus for the past and upcoming weeks, brief, but clear)e. Maintenance of an issues log

4. Final Documentation of Implementation

a. Training and How-To Guide(s)b. Interface Guidesc. Maintenance Plan: Post-cutover maintenance pland. System Administration Plan, including complete system documentation,

data dictionary, and operator manual

5. Monthly Invoices: Invoice shall include a progress report that includes, but is not limited to, the following:

a. Current charges itemizing work done by Contractor’s project team; andb. Percentage of estimated work completed to date, both by time and by

budget.

G. PROPRIETARY AND CONFIDENTIAL INFORMATION

1. Bid responses, in whole or in part, are NOT to be marked confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFP may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records.

2. All information regarding the bid responses will be held as confidential until such time as the County Selection Committee or the General Services Agency has completed its evaluation, an intended award has been made by the County Selection Committee, and the contract has been fully negotiated with the intended awardee named in the intent to award/non-award notification(s). The submitted proposals shall be made available upon request no later than five (5) business days before approval of the award and contract is scheduled to be heard by the Board of Supervisors. All parties submitting proposals, either qualified or

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unqualified, will receive mailed intent to award/non-award notification(s), which will include the name of the bidder to be recommended for award of this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above.

3. Unless otherwise specified, the County will not disclose the following information if contained in bid response:

a. Social Security Numbers, Federal Tax Identification Numbers, and Employer Identification Numbers;

b. Insurance policy numbers and vehicle identification numbers;

c. Names of CSC members and/or any information that may be used to identify CSC members;

d. Company financials and/or related information; and

e. If clearly identified, any contact information that is not used for business purposes.

4. The County does not consider the following records exempt from disclosure under the California Public Records Act (Government Code Section 6250, et seq.) or as “trade secrets” protected by the Uniform Trade Secrets Act (Civil Code Section 3426, et seq.).

a. Any pricing, including Exhibit A (Bid FORM)

b. Key Personnel of the Bidder

5. If Bidder deems any record, in whole or in part, exempt from public disclosure, Bidder must use the Exceptions, Clarifications, Amendments section of Exhibit A – Bid Response Packet to list each exemption separately along with legal justification.

6. The County reserves the right to make independent decision to disclose records and material.

7. This provision is not intended to require the disclosure of records that are exempt from disclosure under the California Public Records Act (Government Code Section 6250, et seq.) or of “trade secrets” protected by the Uniform Trade Secrets Act (Civil Code Section 3426, et seq.).

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8. Additionally, all bid responses shall become the property of County. County reserves the right to make use of any information or ideas contained in submitted bid responses.

II. CALENDAR OF EVENTS

EVENT DATE/LOCATIONRequest Issued May 29, 2013Written Questions Due by 5:00 p.m. on June 17, 2013Networking/Bidders Conference #1

June 13, 2013 @ 2:00 p.m. at: Social Services AgencyCalifornia Poppy Room A&B2nd Floor24100 Amador StreetHayward, CA 94544

Networking/Bidders Conference #2

June 17, 2013 @ 2:00 p.m. at: General Services AgencyRoom 1107, 11th Floor1401 Lakeside DriveOakland, CA 94612

Addendum Issued July 1, 2013Response Due July 19, 2013 by 2:00 p.m.Evaluation Period July 19 – August 15, 2013Vendor Interviews August 14 – 15, 2013Board Letter Recommending Award Issued

September 10, 2013

Board Consideration Award Date

September 24, 2013

Contract Start Date October 1, 2013

Note: Award and start dates are approximate.

A. NETWORKING / BIDDERS CONFERENCES

Networking/bidders conferences will be held to:

3. Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP.

4. Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.

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5. Provide the County with an opportunity to receive feedback regarding the project and RFP.

All questions will be addressed, and the list of attendees will be included, in an RFP Addendum following the networking/bidders conferences.

Potential bidders are strongly encouraged to attend networking/bidders conferences in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.

III. COUNTY PROCEDURES, TERMS, AND CONDITIONS

A. EVALUATION CRITERIA / SELECTION COMMITTEE

All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in creating a data management system. The CSC will score and recommend a Contractor in accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

All contact during the evaluation phase shall be through the GSA–Purchasing Department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.

The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the

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evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.

The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.

Each of the Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on the zero to five-point scale outlined below. The scores for all Evaluation Criteria will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty (550) points, including the possible fifty (50) points for local and small, local and emerging, or local preference points (maximum 10% of final score).

The evaluation process may include a two-stage approach including an initial evaluation of the written proposal and preliminary scoring to develop a short list of bidders that will continue to the final stage of oral presentation and interview and reference checks. The preliminary scoring will be based on the total points, excluding points allocated to references, oral presentation and interview.

If the two-stage approach is used, the five (5) bidders receiving the highest preliminary scores and with at least 200 points will be invited to an oral presentation and interview. Only the bidders meeting the short list criteria will proceed to the next stage. All other bidders will be deemed eliminated from the process. All bidders will be notified of the short list participants; however, the preliminary scores at that time will not be communicated to bidders.

The zero to five-point scale range is defined as follows:

0 Not AcceptableNon-responsive, fails to meet RFP specification. The approach has no probability of success. If a mandatory requirement this score will result in disqualification of proposal.

1 Poor Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of

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success in achieving objectives per RFP.

2 Fair Has a reasonable probability of success, however, some objectives may not be met.

3 Average

Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members.

4 Above Average / Good

Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.

5 Excellent / Exceptional

Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification.

The Evaluation Criteria and their respective weights are as follows:

Evaluation Criteria WeightA. Completeness of Response:

Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration.

Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process. Pass/FailFinancial Stability (See Exhibit A – Bid Response Packet) Pass/FailDebarment and Suspension:Bidders, its principal and named subcontractors are not identified on the list of Federally debarred, suspended or other excluded parties located at www.sam.gov . Pass/Fail

B. Cost:The points for Cost will be computed by dividing the amount of the lowest responsive bid received by each bidder’s total proposed cost.

While not reflected in the Cost evaluation points, an evaluation may also be made of:1. Reasonableness (i.e., does the proposed pricing accurately

15 Points

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reflect the bidder’s effort to meet requirements and objectives?);

2. Realism (i.e., is the proposed cost appropriate to the nature of the products and services to be provided?); and

3. Affordability (i.e., the ability of the County to finance the equipment/system).

Consideration of price in terms of overall affordability may be controlling in circumstances where two or more proposals are otherwise adjudged to be equal, or when a superior proposal is at a price that the County cannot afford.

C. Proposed SystemProposals will be evaluated against Exhibit F (System Requirements Response Grid) and Exhibit G (Narrative Response Form)

System RequirementsSection 1: Case Management (1 point)Section 2: Institution/Facilities Management (1 point)Section 3: Probationer Compliance Management (1 point)Section 4: Probation Service Referrals (1 point)Section 5: Reporting (1 point)Section 6: Business Intelligence Dashboards (1 point)Section 7: Administration (1 point)Section 8: Data Portability (1 point)Section 9: Core Functionality (1 point)Section 10: Hardware and Hosting (1 point)Section 11: Systems Interoperability (1 point)

Technical RequirementsSection 5: General Requirements (1 point)Section 6: Development Tools (1 point)Section 7: Conversion Approach and Tools (1 point)Section 8: System Administration (1 point)Section 9: Security (1 point)Section 10: Audits and Controls (1 point)Section 11: Maintenance and Service Response (1 point)Section 12: Documentation (1 point)

Overall Proposed System (1 point) 20 PointsD. Implementation and Data Migration Plan

Proposals will be evaluated against the RFP specifications on pages 24 – 25 of Exhibit D (Additional Requirements), Item 1Planning and Discover Timeline (5)

14 Points

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Implementation Timeline (5)Detailed Project Implementation Plan (4)

E. Training Program and PlanProposals will be evaluated against the RFP specifications on pages 25 – 26 of Exhibit D (Additional Requirements), Item 2. 2 Points

F. Support PackageProposals will be evaluated against the RFP specifications on pages 26 – 27 of Exhibit D (Additional Requirements), Item 3. 2 Points

G. Maintenance PlanProposals will be evaluated against the RFP specifications on pages 27 of Exhibit D (Additional Requirements), Item 4. 2 Points

H. Description of Proposed Services and MethodologySee page 11 of Exhibit A (Required Documentation and Submittals) 5 Points

I. Relevant ExperienceProposals will be evaluated against the Law Enforcement and Public Institution Experience Summary and Detail found on pages 14 – 15 of Exhibit A. Bidders will be scored based on the quantity, quality, and appropriateness of their experience. 5 Points

J. Understanding of the ProjectProposals will be evaluated against the Bidder’s understanding of the entire project. Consideration will include, but is not limited to, the project team assembled (list of Key Personnel), strategic partnerships (sub-contractors), and Staffing Summary. 15 Points

K. Overall Completeness, Quality, and Cost Reasonableness of Proposal 5 Points

L. ReferencesProposals will be evaluated against the Law Enforcement and Public Institution Experience Summary and Detail found on pages 14 – 15 of Exhibit A. Bidders will be scored based on the quantity, quality, and appropriateness of their references. 5 Points

M. Oral Presentation and Interview:The oral presentation by each bidder shall not exceed sixty (60) minutes in length. The oral interview will consist of standard questions asked of each of the bidders and specific questions regarding the specific proposal. The proposals may then be re-evaluated and re-scored based on the oral presentation and interview. 10 Points

SMALL LOCAL EMERGING BUSINESS PREFERENCE

Local Preference: Points equaling five percent (5%) of bidder’s total score, for the above Evaluation Criteria, will be added. This

Five Percent (5%)

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will be the bidder’s final score for purposes of award evaluation.Small and Local or Emerging and Local Preference: Points equaling five percent (5%) of bidder’s total score, for the above Evaluation Criteria, will be added. This will be the bidder’s final score for purposes of award evaluation. Five Percent (5%)

B. CONTRACT EVALUATION AND ASSESSMENT

During the initial sixty (60) day period of any contract, which may be awarded to Contractor, the CSC and/or other persons designated by the County will meet with the Contractor to evaluate the equipment/system and services performance and to identify any issues or potential problems.

The County reserves the right to determine, at its sole discretion, whether:

6. Contractor has complied with all terms of this RFP; and

7. Any problems or potential problems with the proposed the equipment/system and services were evidenced which make it unlikely (even with possible modifications) that such the equipment/system and services have met the County requirements.

If, as a result of such determination, the County concludes that it is not satisfied with Contractor, Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted for therein, the Contractor will be notified of contract termination effective forty-five (45) days following notice. Contractor shall be responsible for the removal of equipment/system and shall return County facilities to their pre-installation or original state at no charge to the County. The County will have the right to invite the next highest ranked bidder to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so.

C. NOTICE OF RECOMMENDATION TO AWARD

8. At the conclusion of the RFP response evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail or fax, and certified mail, of the contract award recommendation, if any, by GSA – Purchasing. The document providing this notification is the Notice of Intent to Award.

The Notice of Recommendation to Award will provide the following information:

a. The name of the bidder being recommended for contract award; and

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b. The names of all other parties that submitted proposals.

9. At the conclusion of the RFP process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid.

a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.

b. Debriefing may include review of successful bidder’s proposal with redactions as appropriate.

10. The submitted proposals shall be made available upon request no later than five (5) business days before approval of the award and contract is scheduled to be heard by the Board of Supervisors.

D. TERM / TERMINATION / RENEWAL

11. The term of the contract, which may be awarded pursuant to this RFP, will be three (3) years.

12. By mutual agreement, any contract which may be awarded pursuant to this RFP, may be extended for an additional two years at agreed prices with all other terms and conditions remaining the same.

E. BRAND NAMES AND APPROVED EQUIVALENTS

13. Any references to manufacturers, trade names, brand names and/or catalog numbers are intended to be descriptive, but not restrictive, unless otherwise stated, and are intended to indicate the quality level desired. Bidders may offer any equivalent product that meets or exceeds the specifications. Bids based on equivalent products must:

a. Clearly describe the alternate offered and indicate how it differs from the product specified; and

b. Include complete descriptive literature and/or specifications as proof that the proposed alternate will be equal to or better than the product named in this bid.

14. The County reserves the right to be the sole judge of what is equal and acceptable and may require Bidder to provide additional information and/or samples.

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15. If Bidder does not specify otherwise, it is understood that the referenced brand will be supplied.

F. QUANTITIES

Quantities listed herein are estimated usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

G. PRICING

16. Prices quoted shall be firm for the first 12 months of any contract that may be awarded pursuant to this RFP.

17. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFP.

18. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.

19. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.

20. Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term.

21. Taxes and freight charges:

a. The County is soliciting a total price quoted for this project. The price quoted shall be the total cost the County will pay for this project including Sales, Use, or other taxes, and all other charges.

b. No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid.

c. Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County; as such papers may be accepted by the carrier as proof of the exempt character of the shipment.

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d. Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate.

22. All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions.

23. Price quotes shall include any and all payment incentives available to the County.

24. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

25. Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

H. AWARD

26. Proposals will be evaluated by a committee and will be ranked in accordance with the RFP section entitled “Evaluation Criteria/Selection Committee.”

27. The committee will recommend award to the bidder who, in its opinion, has submitted the proposal that best serves the overall interests of the County and attains the highest overall point score. Award may not necessarily be made to the bidder with the lowest price.

28. Small and Emerging Locally Owned Business: 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 $30,000,000 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.

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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.

29. The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFP or from any Exhibits attached hereto, to waive informalities and minor irregularities in responses received, and to provide an opportunity for bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity shall be made solely at the discretion of the County.

30. The County reserves the right to award to a single or multiple Contractors.

31. The County has the right to decline to award this contract or any part thereof for any reason.

32. Board approval to award a contract is required.

33. A contract must be negotiated, finalized, and signed by the recommended awardee prior to Board approval.

34. Final Standard Agreement terms and conditions will be negotiated with the selected bidder. Bidder may access a copy of the Standard Services Agreement template can be found online at:

http://www.acgov.org/gsa/purchasing/standardServicesAgreement.pdf

The template contains minimal Agreement boilerplate language only.

35. The RFP specifications, terms, conditions and Exhibits, RFP Addenda and Bidder’s proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFP.

I. METHOD OF ORDERING

36. A written PO and signed Standard Agreement contract will be issued upon Board approval.

37. POs and Standard Agreements will be faxed, transmitted electronically or mailed and shall be the only authorization for the Contractor to place an order.

38. POs and payments for products and/or services will be issued only in the name of Contractor.

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39. Contractor shall adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

40. Change orders shall be agreed upon by Contractor and County and issued as needed in writing by County.

J. INVOICING

41. Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory receipt of product and/or performance of services.

42. Payment will be made within thirty (30) days following receipt of invoice and upon complete satisfactory receipt of product and performance of services.

43. County shall notify Contractor of any adjustments required to invoice.

44. Invoices shall contain County PO number, invoice number, remit to address and itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of delivery.

45. Contractor shall utilize standardized invoice upon request.

46. Invoices shall only be issued by the Contractor who is awarded a contract.

47. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs.

48. The County will pay Contractor monthly or as agreed upon, not to exceed the total price quoted in the bid response.

K. ACCOUNT MANAGER / SUPPORT STAFF

49. Contractor shall provide a dedicated competent account manager who shall be responsible for the County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding Bidder’s response to this RFP and any contract which may arise pursuant to this RFP.

50. Contractor shall also provide adequate, competent support staff that shall be able to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems.

RFP No. 901038


51. Contractor account manager shall be familiar with County requirements and standards and work with the Probation Department to ensure that established standards are adhered to.

52. Contractor account manager shall keep the County Specialist informed of requests from departments as required.

IV. INSTRUCTIONS TO BIDDERS

A. COUNTY CONTACTS

GSA–Purchasing is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA–Purchasing Department only.

The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of bidder.

All questions regarding these specifications, terms and conditions are to be submitted in writing, preferably via e-mail by 5:00 p.m. on June 17, 2013 to:

Lovell Laurente, Contracts SpecialistAlameda County, GSA–Purchasing1401 Lakeside Drive, Suite 907Oakland, CA 94612E-Mail: [email protected]: (510) 208-9621

The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp to view current contracting opportunities.

B. SUBMITTAL OF BIDS

53. All bids must be SEALED and must be received at the Office of the Purchasing Agent of Alameda County BY 2:00 p.m. on the due date specified in the Calendar of Events.

RFP No. 901038


NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.

Bids will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Purchasing Department's timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

54. Bids are to be addressed and delivered as follows:

Probation Data Management SystemRFP No. 901038Alameda County, GSA–Purchasing1401 Lakeside Drive, Suite 907 *Oakland, CA 94612

Bidder's name, return address, and the RFP number and title must also appear on the mailing package.

*PLEASE NOTE that on the bid due date, a bid reception desk will be open between 1:00 p.m. – 2:00 p.m. and will be located in the 1st floor lobby at 1401 Lakeside Drive.

55. Bidders are to submit one (1) original hardcopy bid (Exhibit A – Bid Response Packet, including additional required documentation), with original ink signatures, plus five (5) copies of their proposal. Original proposal is to be clearly marked “ORIGINAL” with copies to be marked “COPY”. All submittals should be printed on plain white paper, and must be either loose leaf or in a 3-ring binder (NOT bound). It is preferred that all proposals submitted shall be printed double-sided and on minimum 30% post-consumer recycled content paper. Inability to comply with the 30% post-consumer recycled content recommendation will have no impact on the evaluation and scoring of the proposal.

Bidders must also submit an electronic copy of their proposal. The electronic copy must be in a single file (PDF with OCR preferred), and shall be an exact scanned image of the original hard copy Exhibit A – Bid Response Packet,

RFP No. 901038


including additional required documentation. The file must be on disk or USB flash drive and enclosed with the sealed original hardcopy of the bid.

56. BIDDERS SHALL NOT MODIFY BID FORM(S) OR QUALIFY THEIR BIDS. BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF THE BID FORM(S) OR ANY OTHER COUNTY-PROVIDED DOCUMENT.

57. No email (electronic) or facsimile bids will be considered.

58. All costs required for the preparation and submission of a bid shall be borne by Bidder.

59. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, “partnership” shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state’s Corporations Code or an equivalent statute.

60. All other information regarding the bid responses will be held as confidential until such time as the County Selection Committee has completed its evaluation, an recommended award has been made by the County Selection Committee, and the contract has been fully negotiated with the recommended awardee named in the recommendation to award/non-award notification(s). The submitted proposals shall be made available upon request no later than five (5) business days before the recommendation to award and enter into contract is scheduled to be heard by the Board of Supervisors. All parties submitting proposals, either qualified or unqualified, will receive mailed recommendation to award/non-award notification(s), which will include the name of the bidder to be recommended for award of this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above.

61. Each bid received, with the name of the bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection.

62. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to

RFP No. 901038


the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.

63. Bidder expressly acknowledges that it is aware that if a false claim is knowingly submitted (as the terms “claim” and “knowingly” are defined in the California False Claims Act, Cal. Gov. Code, §12650 et seq.), County will be entitled to civil remedies set forth in the California False Claim Act. It may also be considered fraud and the Contractor may be subject to criminal prosecution.

64. The undersigned Bidder certifies that it is, at the time of bidding, and shall be throughout the period of the contract, licensed by the State of California to do the type of work required under the terms of the Contract Documents. Bidder further certifies that it is regularly engaged in the general class and type of work called for in the Bid Documents.

65. The undersigned Bidder certifies that it is not, at the time of bidding, on the California Department of General Services (DGS) list of persons determined to be engaged in investment activities in Iran or otherwise in violation of the Iran Contracting Act of 2010 (Public Contract Code Section 2200-2208).

66. It is understood that County reserves the right to reject this bid and that the bid shall remain open to acceptance and is irrevocable for a period of one hundred eighty (180) days, unless otherwise specified in the Bid Documents.

C. RESPONSE FORMAT

67. Bid responses are to be straightforward, clear, concise and specific to the information requested.

68. In order for bids to be considered complete, Bidder must provide responses to all information requested. See Exhibit A – Bid Response Packet.

RFP No. 901038

EXHIBIT ABID RESPONSE PACKET

RFP No. 901038 – Probation Data Management System

To: The County of Alameda

From: (Official Name of Bidder)

AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFP, BIDDERS ARE TO SUBMIT ONE (1) ORIGINAL HARDCOPY BID (EXHIBIT A – BID RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION), WITH ORIGINAL INK SIGNATURES, PLUS FIVE (5) COPIES AND ONE (1) ELECTRONIC COPY OF THE BID IN PDF (with OCR preferred)

ALL PAGES OF THE BID RESPONSE PACKET (EXHIBIT A) MUST BE SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO; ALL INFORMATION REQUESTED MUST BE SUPPLIED; ALL FIELDS MUST BE COMPLETED; ANY PAGES OF EXHIBIT A (OR ITEMS THEREIN) NOT APPLICABLE TO THE BIDDER MUST STILL BE SUBMITTED AS PART OF A COMPLETE BID RESPONSE, WITH SUCH PAGES OR ITEMS CLEARLY MARKED “N/A”

BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A – BID RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT

ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN; NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE INITIALED IN INK BY PERSON SIGNING BID

BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFP

BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND THEIR BIDS REJECTED IN TOTAL

IF BIDDERS ARE MAKING ANY CLARIFICATIONS AND/OR AMENDMENTS, OR TAKING EXCEPTION TO POLICIES OR SPECIFICATIONS OF THIS RFP, INCLUDING THOSE TO THE COUNTY SLEB POLICY, THESE MUST BE SUBMITTED IN THE EXCEPTIONS, CLARIFICATIONS, AMENDMENTS SECTION OF THIS EXHIBIT A – BID RESPONSE PACKET IN ORDER FOR THE BID RESPONSE TO BE CONSIDERED COMPLETE

Exhibit A – RFP No. 901038Page 1

BIDDER INFORMATION

1. The undersigned declares that the Bid Documents, including, without limitation, the RFI, RFP, Addenda, and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents of RFP No. 901038 – Probation Data Management System.

3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid including, but not limited to, the requirements under the County Provisions, and that each Bidder who is awarded a contract shall be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County’s website:

Bid Protests / Appeals Process [http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm]

Debarment / Suspension Policy[http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm]

Iran Contracting Act (ICA) of 2010[http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm]

General Environmental Requirements[http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm]

Small Local Emerging Business Program[http://acgov.org/auditor/sleb/overview.htm]

First Source[http://acgov.org/auditor/sleb/sourceprogram.htm]

Online Contract Compliance System[http://acgov.org/auditor/sleb/elation.htm]

General Requirements [http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm]

Proprietary and Confidential Information[http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm]


6. The undersigned acknowledges that Bidder will be in good standing in the State of California, with all

the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated Bid Documents.

7. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

8. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

9. Insurance certificates are not required at the time of submission. However, by signing Exhibit A – Bid Response Packet, the Contractor agrees to meet the minimum insurance requirements stated in the RFP. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFP.

10. The undersigned acknowledges ONE of the following (please check only one box):

Bidder is not local to Alameda County and is ineligible for any bid preference; OR

Bidder is a certified SLEB and is requesting 10% bid preference; (Bidder must check the first box and provide its SLEB Certification Number in the SLEB PARTNERING INFORMATION SHEET); OR

Bidder is LOCAL to Alameda County and is requesting 5% bid preference, and has attached the following documentation to this Exhibit:

Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and

Proof of six (6) months business residency, identifying the name of the vendor and the local address. Utility bills, deed of trusts or lease agreements, etc., are acceptable verification documents to prove residency.


BIDDER PROFILE

Official Name of Bidder:

Street Address Line 1:

Street Address Line 2:

City: State: Zip Code:

Website:

Type of Entity / Organizational Structure (check one):

Corporation Joint Venture

Limited Liability Partnership Partnership

Limited Liability Corporation Non-Profit / Church

Other:

Jurisdiction of Organization Structure:

Date of Organization Structure:

Federal Tax Identification Number:

Primary Contact Information (Project Manager):

Name / Title:

Telephone Number: Fax Number:

E-mail Address:

Official Contact Information (Contract Signer):

Name / Title:

Telephone Number: Fax Number:

E-mail Address:

BIDDER ACCEPTANCE

SIGNATURE:

Name and Title of Signer:

Dated this day of 20


SUB-CONTRACTOR INFORMATION

Does the Bidder intend to subcontract any work related to this project: Yes / No If “Yes” is checked above, please complete the following for each intended sub-contractor:

Sub-contractor #1Company Name

Street AddressCity, State, Zip

Telephone Number

Website



Telephone Number

Website



Telephone Number

Website

*Please print additional pages if necessary


STAFFING SUMMARY

Please indicate the number of staff, by title, in each category below. If none, write “0”. Complete each section.

STAFFING TITLES

PRIME BIDDER SUB-CONTRACTOR(S)

Total Number of

Staff

Number of Current

Staff to be Assigned to this Project

Number of Staff to be Hired for

this Project

Total Number of

Staff

Number of Current

Staff to be Assigned to this Project

Number of Staff to be Hired for

this Project

Leadership/Oversight Project Management Webmaster Web Portal Designer Code Writers Programmers Data Base Administrators Network Support Engineers Trainers Clerical

TOTALS

LOCATION OF PRIMARY TECHNICAL SUPPORT STAFF

Complete the following information for the office in which primary technical support staff will be housed from and will provide support services to Alameda County Probation management.

City and State of the assigned support office:

1. Is this office listed above staffed by the Prime Bidder? Yes / No

2. Is this office listed above staffed by the Sub-contractor? Yes / No

a. If “Yes” to Question 2, please name the Sub-contractor:

3. Is Prime Bidder’s corporate office in Alameda County? Yes / No

4. Is Sub-contractor corporate office in Alameda County? Yes / No


BID FORMS

Cost shall be submitted on this Bid Form as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges, including travel expenses, and is the cost the County will pay for the three-year term of any contract that is a result of this bid.

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

Bidder hereby certifies to County that all representations, certifications, and statements made by Bidder, as set forth in this Bid Form and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

Table 1

Description(A)

UOM(B)

YEAR 1 YEAR 2 YEAR 3Three-Year Sub-Total

(E + H + K)Estimated Quantity

(C)

Unit Cost

(D)

Extended Cost(E)

Estimated Quantity

(F)

Unit Cost

(G)

Extended Cost(H)

Estimated Quantity

(I)

Unit Cost

(J)

Extended Cost(K)

Out of Box and/or Initial Set-Up EA 1 $ $ $

Migration(estimated 5,629,040

records)LOT 1 1 $ $ $

Customizations LOT 2 1 $ $ $

Training Per Person 700 $ $ $

Maintenance Yearly 1 $ $ 1 $ $ 1 $ $ $

Licensing(estimated 700 users) LOT 1 $ $ 700 $ $ 700 $ $ $

Year 1 Sub-Total $ Year 1 Sub-Total $ Year 1 Sub-Total $

THREE-YEAR TOTAL $

1 Migration: Estimated migration is one lot of 5,629,040 records. Please refer to pp. 26 – 29 of Exhibit D (Additional Requirements), Item 1.e. (Data Migration Volume).2 Customizations: Bidders must provide the cost to customize their Out-of-Box system to meet the County’s system requirements as specified in Exhibit D (System Requirements). Any

customizations (either by the Bidder, sub-contractor, or third party) must be indicated in Exhibit F – Specific Requirements Grid and included in this cost.


Table 2

Hardware Description UOM Estimated Quantity Unit Price Extended Cost

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

Sub-Total $

Sales Tax (9.0%) $

TOTAL FOR HARDWARE $ * Print additional pages for Hardware if necessary

Table 3 (Table 1 + Table 2)

GRAND TOTAL (THREE-YEAR TOTAL + TOTAL FOR HARDWARE) $


INFORMATIONAL COST SHEET

Please complete the cost sheet for each optional component listed below and as outlined in the RFP. Complete each line. List $0 if this feature is not offered.

Table 4Desired Features / Optional Components Description UOM Cost

Human Resources Management EA $ Accounting Systems Integration EA $ Logistics Management Web Portal EA $ Client Communication – Public Facing Client Reporting Methods EA $ Client Communication – Web Based Client Reporting EA $ Client Communication – Voice to Text EA $ Client Communication – Client Event Reminders EA $ External Hosting EA $

Programming (Customizations) Per Hour $ Training Per Hour $

*Please note that the awarded Bidder will be expected to provide the goods and services listed above at the costs quoted during the contract term. These quotations will not be used in the evaluation of cost. Bidders agrees that the prices quoted are the maximum they will charge during the term of any contract awarded as a result of this RFP.


REQUIRED DOCUMENTATION AND SUBMITTALS

All of the specific documentation listed below is required to be submitted with the Exhibit A – Bid Response Packet in order for a bid to be deemed complete. Bidders shall submit all documentation, in the order listed below and clearly label each section with the appropriate title (i.e. Table of Contents, Letter of Transmittal, Key Personnel, etc.).

1. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the proposal and their corresponding page numbers. Tabs should separate each of the individual sections.

2. Letter of Transmittal: Bid responses shall include a description of Bidder’s capabilities and approach in providing its goods and services to the County, and provide a brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood.

3. Exhibit A – Bid Response Packet: Every bidder must fill out and submit the complete Exhibit A – Bid Response Packet. ALL PAGES OF EXHIBIT A – BID RESPONSE PACKET MUST BE SUBMITTED (even pages that do not have any required fields).

(a) Bidder Information, Profile, and Acceptance:

(1) Page 1: Bidders must complete the field for “Official Name of Bidder”(2) Page 3: Bidders must select one option under Item 10(3) Page 4: Bidders must complete all fields under the “Bidder Profile” section(4) Page 4: Bidders must complete all fields under the “Bidder Acceptance” section

AND provide an original ink signature (preferably in blue ink) and date where indicated

(b) Sub-contractor Information, Staffing Summary, and Technical Support Staff:

(1) Page 5: Bidders must complete all fields for each intended sub-contractor; print additional pages if necessary

(2) Page 6: Bidders must complete all fields of the “Staffing Summary” table(3) Page 6: Bidders must complete all fields of the “Location of Primary Technical

Support Staff” section

(c) Bid Forms: Please read all specific instructions found in the Bid Forms (page 7 – 9 of Exhibit A – Bid Response Packet). Bidders must complete all required fields in the Bid Forms section

(1) ** In addition, Bidders must include a brief bid narrative (maximum two pages in length) describing each bid line item proposed in Table 1, and attach it after Table 1 as part of their bid response **

(b) SLEB Partnering Information Sheet:

(1) Every bidder must fill out and submit a signed SLEB Partnering Information Sheet, (found on page 14 of Exhibit A) indicating their SLEB certification status. If

Exhibit A – No. 901038Page 10

bidder is not certified, the name, identification information, and goods/services to be provided by the named CERTIFIED SLEB partner(s) with whom the bidder will subcontract to meet the County SLEB participation requirement must be stated. Any CERTIFIED SLEB subcontractor(s) named, the Exhibit must be signed by the CERTIFIED SLEB(s) according to the instructions. All named SLEB subcontractor(s) must be certified by the time of bid submittal.

(c) Law Enforcement and Public Institution Experience Summary and Detail (References)

(1) Bidder shall complete page 15 of Exhibit A, Law Enforcement and Public Institution Experience Summary for all law enforcement and/or public institutions or agencies for which the Bidder, or it Sub-contractor(s), provides or provided comparable product, systems and services.

(2) Bidders must use the Reference Form: Law Enforcement and Public Institution Experience Detail to provide references (page 16 of Exhibit A)

Bidders must provide at least one reference that verifies a minimum of two (2) years experience in providing a data management system solution to a Probation Department or law enforcement entity of a similar size to that of the County of Alameda within the last seven (7) years.

References must be satisfactory as deemed solely by County. References should have similar scope, volume and requirements to those

outlined in these specifications, terms and conditions. Bidders must verify the contact information for all references provided is

current and valid. Bidders are strongly encouraged to notify all references that the County may

be contacting them to obtain a reference.

(3) The County may contact some or all of the references provided in order to determine Bidder’s performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process.

(d) Exceptions, Clarifications, Amendments:

(1) This shall include clarifications, exceptions and amendments, if any, to the RFP and associated Bid Documents, and shall be submitted with your bid response using the template on page 17 of this Exhibit A – Bid Response Packet.

(2) THE COUNTY IS UNDER NO OBLIGATION TO ACCEPT ANY EXCEPTIONS, AND SUCH EXCEPTIONS MAY BE A BASIS FOR BID DISQUALIFICATION.

4. Key Personnel: Bid responses shall include a complete list of all key personnel associated with the RFP. This list must include all key personnel who will provide services/training to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included:


(a) The person’s relationship with Bidder, including job title and years of employment with Bidder;

(b) The role that the person will play in connection with the RFP;(c) Address, telephone, fax numbers, and e-mail address; (d) Person’s educational background; and(e) Person’s relevant experience, certifications, and/or merits.(f) Indicate if any key positions are not filled at the time of application and list dates that

the positions are anticipated to be filled

5. Description of Proposed Services and Methodology: Bid response shall include a document entitled “Description of Proposed Services and Methodology” that shall include the following:

(a) The description of the terms and conditions of services to be provided during the contract term, including response times.

(b) The description shall contain a basis of estimate for services including its scheduled start and completion dates, the number of Bidder’s and County personnel involved, and the number of hours scheduled for such personnel.

(c) The description shall identify spare or replacement parts that will be required in performing maintenance services, the anticipated location(s) of such spare parts, and how quickly such parts shall be available for repairs.

(d) Finally, the description must: (1) Specify how the services in the bid response will meet or exceed the

requirements of the County;(2) Explain any special resources, procedures or approaches that make the services

of Bidder particularly advantageous to the County; and(3) Identify any limitations or restrictions of Bidder in providing the services that the

County should be aware of in evaluating its Response to this RFP

6. Implementation and Data Migration Plan: Bidder shall provide an Implementation and Data Migration Plan, as specified on pages 25 – 26 of Exhibit D (Additional Requirements), Item 1. In addition, the plan shall include a detailed schedule indicating how Bidder will ensure adherence to the timetables set forth herein for the final equipment/system and/or services.

Bidders must also provide samples for each of the following reports:

(a) Monthly Status Reports(b) Weekly Status Summary Reports(c) Issues Log

7. Training Program and Plan: The Bidder shall provide a Training Program and Plan document as specified on pages 29 – 31 of Exhibit D (Additional Requirements), Item 2.

8. Support Package: The Bidder shall provide a Support Package document per the County’s requirements as specified on page 31 of Exhibit D (Additional Requirements), Item 3.

9. Maintenance Plan: The Bidder shall provide a Maintenance Plan document per the County’s requirements as specified as specified on page 31 of Exhibit D (Additional Requirements), Item 4.


10. Exhibit G – Specific Requirements Response Grid

(a) Bidders must include, in Excel, a completed Exhibit G – Specific Requirements Response Grid in as part of their bid response. The Excel file should be included with the electronic copy of the bid response (preferably on a flash drive).

11. Exhibit H – Narrative Response Form

(a) Bidders must include a completed Exhibit H – Narrative Response Form as part of their bid response

12. Financial Statements

(a) Most recent Dun & Bradstreet Supplier Qualifier Report. For information on how to obtain a Supplier Qualifier Report, contact Dun & Bradstreet at 1-800-700-2733 or http://www.dnb.com/government/contractor-management-portal.html; OR

(b) Audited financial statements for the past three (3) years


http://www.dnb.com/government/contractor-management-portal.html

SMALL LOCAL EMERGING BUSINESS (SLEB)PARTNERING INFORMATION SHEET


In order to meet the Small Local Emerging Business (SLEB) requirements of this RFP, all bidders must complete this form as required below.

Bidders not meeting the definition of a SLEB (http://acgov.org/auditor/sleb/overview.htm) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid amount in order to be considered for contract award. SLEB subcontractors must be independently owned and operated from the prime Contractor with no employees of either entity working for the other. This form must be submitted for each business that bidders will work with, as evidence of a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.)

Bidders are encouraged to form a partnership with a SLEB that can participate directly with this contract. One of the benefits of the partnership will be economic, but this partnership will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own.

Once a contract has been awarded, bidders will not be able to substitute named subcontractors without prior written approval from the Auditor-Controller, Office of Contract Compliance (OCC).

County departments and the OCC will use the web-based Elation Systems to monitor contract compliance with the SLEB program (Elation Systems: http://www.elationsys.com/elationsys/index.htm).

BIDDER IS A CERTIFIED SLEB (sign at bottom of page)

SLEB BIDDER Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

NAICS Codes Included in Certification:

BIDDER IS NOT A CERTIFIED SLEB AND WILL SUBCONTRACT % WITH THE SLEB NAMED BELOW FOR THE FOLLOWING GOODS/SERVICES:

SLEB Subcontractor Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

SLEB Certification Status: Small / Emerging

NAICS Codes Included in Certification:

SLEB Subcontractor Principal Name:

SLEB Subcontractor Principal Signature: Date:

Upon award, prime Contractor and all SLEB subcontractors that receive contracts as a result of this bid process agree to register and use the secure web-based ELATION SYSTEMS. ELATION SYSTEMS will be used to submit SLEB subcontractor participation including, but not limited to, subcontractor contract amounts, payments made, and confirmation of payments received.

Bidder Printed Name/Title:____________________________________________________________________________

Street Address: _____________________________________________City_____________State______ Zip Code______

Bidder Signature: Date:


http://www.elationsys.com/elationsys/index.htm



LAW ENFORCEMENT AND PUBLIC INSTITUTION EXPERIENCE SUMMARYRFP No. 901038 – Probation Data Management System

Prime Bidder: Has your company provided case management and/or client management data system services for the following law enforcement or public institution entities?

Yes1 No If Yes, List # of Years

COMPLIANCE

CA DOJ’s Audit Requirements2

(Yes / No / Unknown, N/A)

CA DOJ’s JCPSS reporting

requirements3

(Yes / No / Unknown, N/A)

Probation: Juvenile Services Probation: Adult Services Probation: Institutions/ Facilities Court District Attorney Sheriff Department Local Police Public Institution 1 (list): Public Institution 2 (list): Public Institution 3 (list): Other (list): Other (list): 1 If marked “Yes” to any of the above, please complete a Reference Form: Law Enforcement and Public Institution Experience Detail found on the

following page (print additional pages as needed)2 Was the system provided in full compliance with the California DOJ’s Audit requirements as outlined in pages 8 – 10 of Exhibit E: Interface Detail?3 Was the system provided in full compliance with the California DOJ’s Juvenile Court Probation Statistical System (JCPSS) reporting requirements?

The requirements can be found on the on the County’s Current Contracting Opportunities website: http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp . Click on the link for RFP #901038. The attachment can be found under “Project Related Documents.”

Sub-contractor: If applicable, has the sub-contractor company provided additional case management and/or client management data system services for the following law enforcement or public institution entities?

Yes1 No If Yes, List # of Years

COMPLIANCE

CA DOJ’s Audit Requirements2

(Yes / No)

CA DOJ’s JCPSS reporting

requirements3

(Yes / No)Probation: Juvenile Services Probation: Adult Services Probation: Institutions/ Facilities Court District Attorney Sheriff Department Local Police Public Institution 1 (list): Public Institution 2 (list): Public Institution 3 (list): Other (list): Other (list): 1 If marked “Yes” to any of the above, please complete a Reference Form: Law Enforcement and Public Institution Experience Detail found on the

following page (print additional pages as needed)2 Was the system provided in full compliance with the California DOJ’s Audit requirements as outlined in pages 8 – 10 of Exhibit E: Interface Detail?3 Was the system provided in full compliance with the California DOJ’s Juvenile Court Probation Statistical System (JCPSS) reporting requirements?

The requirements can be found on the on the County’s Current Contracting Opportunities website: http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp . Click on the link for RFP #901038. The attachment




can be found under “Project Related Documents.”


REFERENCE FORMLAW ENFORCEMENT AND PUBLIC INSTITUTION EXPERIENCE DETAIL


Form Instructions: For each item marked “Yes” on Exhibit A –Law Enforcement and Public Institution Experience Summary, please provide the following details for each client.

Prime Bidder Company Name:

This reference is for the following Sub-contractor:

Entity Name Start Date and End Date

-

Contact Name Telephone Number Email Address Is the project

complete? YesNo

Street Address Is/Was the project timeline on target?

YesNo

City, State, Zip Is/Was the project: Under BudgetAt Contract AmountOver Budget

Briefly Describe the Services Provided

Entity Type(select one)

Probation: Juvenile Services District AttorneyProbation: Adult Services Sheriff DepartmentProbation: Institutions/ Facilities Local PolicePublic Institution (list): CourtOther (list):

Please state the number of each of the following: List ## of Systems Consolidated into One # of Security Authentication Levels Used # of End Users # of Locations/Sites Connected # of Programmers/Developers # of Interfaces (Partners) that were connected # of Hours of Data Migration, to date # of Hours of Customization Required, to date $ Amount of Customization Billed, to date $

**PRINT ADDITIONAL COPIES AS NEEDED


EXCEPTIONS, CLARIFICATIONS, AMENDMENTS


Bidder Name:

List below requests for clarifications, exceptions and amendments, if any, to the RFP and associated Bid Documents, and submit with your bid response.

The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Reference to: DescriptionPage No. Section Item No.

p. 23D 1.c. Vendor takes exception to…

*Print additional pages as necessary


EXHIBIT BINSURANCE REQUIREMENTS

Insurance certificates are not required at the time of submission; however, by signing Exhibit A – Bid Packet, the bidder agrees to meet the minimum insurance requirements stated in the RFP, prior to award. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in this Exhibit B – Insurance Requirements.

The following page contains the minimum insurance limits, required by the County of Alameda, to be held by the Contractor performing on this RFP:

*** SEE NEXT PAGE FOR COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS ***

Exhibit B – RFP No. 901038Page 1

COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTSWithout limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following insurance coverage, limits and endorsements:

TYPE OF INSURANCE COVERAGES MINIMUM LIMITSA Commercial General Liability

Premises Liability; Products and Completed Operations; Contractual Liability; Personal Injury and Advertising Liability; Abuse, Molestation, Sexual Actions, and Assault and Battery

$1,000,000 per occurrence (CSL)Bodily Injury and Property Damage

B Commercial or Business Automobile LiabilityAll owned vehicles, hired or leased vehicles, non-owned, borrowed and permissive uses. Personal Automobile Liability is acceptable for individual contractors with no transportation or hauling related activities

$1,000,000 per occurrence (CSL)Any AutoBodily Injury and Property Damage

C Workers’ Compensation (WC) and Employers Liability (EL)Required for all contractors with employees

WC: Statutory LimitsEL: $100,000 per accident for bodily injury or disease

D Professional Liability/Errors & Omissions Includes endorsements of contractual liability and defense and indemnification of the County

$1,000,000 per occurrence$2,000,000 project aggregate

E Endorsements and Conditions : 1. ADDITIONAL INSURED: ALL INSURANCE REQUIRED ABOVE WITH THE EXCEPTION OF PROFESSIONAL LIABILITY,

PERSONAL AUTOMOBILE LIABILITY, WORKERS’ COMPENSATION AND EMPLOYERS LIABILITY, SHALL PROVIDE AN ADDITIONAL INSURANCE ENDORSEMENT PAGE THAT NAMES AS ADDITIONAL INSURED: COUNTY OF ALAMEDA, ITS BOARD OF SUPERVISORS, THE INDIVIDUAL MEMBERS THEREOF, AND ALL COUNTY OFFICERS, AGENTS, EMPLOYEES AND REPRESENTATIVES.

2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following termination and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement.

3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies shall be primary insurance to any insurance available to the Indemnified Parties and Additional Insured(s). Pursuant to the provisions of this Agreement, insurance affected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties.

4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a minimum A.M. Best Rating of A- or better, with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor.

5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall maintain separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by any one of the following methods:– Separate insurance policies issued for each individual entity, with each entity included as a “Named Insured (covered party),

or at minimum named as an “Additional Insured” on the other’s policies.– Joint insurance program with the association, partnership or other joint business venture included as a “Named Insured.

7. CANCELLATION OF INSURANCE: All required insurance shall be endorsed to provide thirty (30) days advance written notice to the County of cancellation.

8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The require certificate(s) and endorsements must be sent to:

- Department/Agency issuing the contractCertificate C-2C Page 1 of 1 Form 2003-1 (Rev. 3/31/10)

Exhibit B – RFP No. 901038Page 2

EXHIBIT CVENDOR BID LIST


Below is the Vendor Bid List for this project consisting of vendors who have responded to RFI No. 901038, and/or been issued a copy of this RFP. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program: http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm.

RFP No. 901038 - Probation Data Management SystemBusiness Name Contact Name Phone Address City ST EmailAdvanced Kiosk 866-783-3791 P.O. BOX 234 Wilmot NH [email protected]

Automon James L. Newman 480-368-8555 10450 N 74th Street Suite 210 Scottsdale AZ [email protected]

BI a GEO Group Taggart Giles 303 945-4248 6400 Lookout Rd Boulder CO [email protected], Automated Case Mgmt Sys. 202-616-6500

810 Seventh Street

NW, Washington DC

Business & Decision Dean Allen 202-600-8631900 West Valley Rd., Ste. 1000 Wayne PA [email protected]

Capita Technologies Charles Granville 949 260-3040 17600 Gillette Ave Irvine CA [email protected]

Capita Technologies Kelly Lund 950 260-300317601 Gillette Ave Irvine CA [email protected]

Case Management Systems 208-426-8217

412 Park Center Blvd, ste 203 Boise ID [email protected]

CaseloadPRO Tom Westfall 800-686-1134 P O BOX 1127 Salida CA [email protected] Larry Stanton 800-686-1134 PO BOX 1127 Salida CA [email protected]

Clear Wave Software Lisa Kenney-CEO 510-388-87801705 Manzanita Dr. Oakland CA [email protected]

CMC Training & Consulting Catherine Wool (510) 357-3535

1530 Graff Avenue Oakland CA [email protected]

Community Solutions Sherry Albert 860 683-71154 Griffin Road North, Ste 100B Windsor CT [email protected]

Corrections Software Solutions Bridgette Comeaux 888 272-5300 316 North Lamar Austin TX [email protected] Community Probation Srvcs. Michael B. Wright 931-520-6438

1590-A East Spring St Cookeville TN [email protected]

Dundas Data Visualization

1-800-463-1492

500 - 250 Ferrand Drive Toronto ON CAN

Eclipse Legal Systems 01274 704 100 11 Burnett St Bradford [email protected]

EMANIO Stacy Holderby 510-849-8693832 Bancroft Way Berkeley CA [email protected]

GCS Probation Software/Services 404-315-1972

154 Carson Oaks Lane

Santa Rosa Beach FL

Godfrey Group 800-789-93944102 S. Miami Blvd Durham NC

Homeland Justice Systems Joe Atalla 951-226-0192

11801 Pierce Street Riverside CA [email protected]

Homeland Justice Systems Nate Hanna 408-835-7752 [email protected]

HP Enterprise Services Jay Guevarra 916-397-44061920 Birkmont Drive

Rancho Cordova CA [email protected]

HP Enterprise Services Mark Bryggman 925-575-01931920 Birkmont Drive

Rancho Cordova CA [email protected]

Infonetica Pallavi Dakwale 925-786-3865 6130 Stoneridge Mall Rd., Ste.

Pleasanton CA [email protected]

Exhibit C – RFP No. 901038Page 1

mailto:[email protected]



http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm

RFP No. 901038 - Probation Data Management SystemBusiness Name Contact Name Phone Address City ST Email

105

Intelex Technology 416-599-6009905 King Street West, Suite 600 Toronto ON

Canada [email protected]

Intouch Kiosk 877-727-5721

2100 Powers Ferry Rd Ste 110 Atlanta GA

ISD Corporation Ron Beach-SVP 951-479-9400 1595 East Sixth Street, Ste 101 Corona CA [email protected]

Karpel Solutions Jeff Karpel 314-892-300

5714 South Lindbergh Ste 200 Blvd St. Louis MO [email protected]

Kiosk Information Systems 800-509-5471 346 So Arthur Av Louisville CO Kiosks, -Division of Compustation, 855-466-4292

2618 San Miguel Dr, #304

Newport Beach CA

Loryx Systems Robert Schwab 650-872-5000 400 Oyster Point, #506

South San Francisco CA [email protected]

Loryx Systems Rob Schwab 650-537-3166395 Oyster Point Blvd., Suite 120

South San Francisco CA [email protected]

Marquis Software Development Fred Roesel 850-877-8864

1611 Jaydell Circle Ste G Tallahassee FL [email protected]

New Dawn Technologies Scott Jardine

877 587 8927 877-587-8927

843 South 100 West Logan UT [email protected]

NORIS 419-213-3800One Government Center Ste 1720 Toledo OH [email protected]

Northpointe 888-221-4615112 N. Rubey Dr Ste 135 Golden CO [email protected]

Ntranga IT ServicesSrikanth Yeddanapudi 925-577-9333

4748 Woodrose Circle Dublin CA [email protected]

Sentinel Alan Velasquez 800 589-6003220 Technology Dr Ste 200 Irvine CA [email protected]

Sitekiosk/Provisio Software Engineering 305-974-1952

18851 NE 29th Av Miami FL

Social Solutions Caitlin Thomas 866.732.3560 2141 Broadway Oakland [email protected]

SoftSol Technologies Kumar Talluri 510-824-204448383 Fremont Blvd, Ste # 118 Fremont CA [email protected]

Syscon Justice Systems Andrzej Kowalski604-606-7650 x8799

230-8211 Sea Island Way Richmond BC [email protected]

Tribridge John Schloemann 916-799-7021523 West 6th St., Ste. 830 Los Angeles CA [email protected]

Trinus Technologies 866-978-5000

110 Golf Course Plaza 3806-49th Ave Stony Plain AB [email protected]

VendorLink 800-510-445212201 Research Pkwy Ste 223 Orlando FL [email protected]

Western Integrated Systems Troy Arajs 415-989-1777

3640 Grand Avenue, Suite 105 Oakland CA [email protected]

Exhibit C – RFP No. 901038Page 2


EXHIBIT DSPECIFIC REQUIREMENTS


SYSTEM REQUIREMENTS

The data management system must provide case management, facilities/institution management and department-wide administrative/document management. It must include a software system that fulfills the functional requirements as listed in this Exhibit. Any Contractor staff who will be directly engaged in on-site development/installation or who will have access to Department data must have the appropriate California Department of Justice (DOJ) clearance (using Live Scan) according to California DOJ document Guidelines for CORI, and have signed appropriate County confidentiality agreements. The system must provide solutions to meet the requirements listed in this Exhibit D.

1. Case Management

a. Intake Process

(1) Client Record CreationClient records shall be imported from the Court system and have the ability to be manually created or selected from historical client records using the standard Intake Process, as defined by ACPD.

(2) DemographicsA workflow managed intake process shall be supported allowing the authorized user to enter (or import from a supported connecting system) the full client demographics and contact information along with case details. This shall include education level attained, school enrollment, employment, foster care status, emergency and family contact information, and information about relatives and friends.

(3) Court ReferralCase records shall allow for the importing from connected systems and the manual entry of all court mandates, pre-sentence investigation requests, conditions of probation, supervision requirements, sanctions, warrants, offenses, prior supervision status, and registration orders.

(4) Referral SourcesIntake screen shall allow for import and manual entry of the incoming referral source from Law Enforcement, the Courts, or from other jurisdictions.

(5) Stay Away OrdersInitial client intake process shall import related records such as restraining orders and specific stay away orders from existing systems and allow for manual entry of such orders and provide visual warnings of current stay-away orders.

(6) Unique IdentifierInitial client entry shall provide a method to capture, enter and cross-reference multiple unique identifiers from the referral source. The system shall have a method to create and/or store internal, unique identifiers such as those made for specific research studies

Exhibit D – RFP No. 901038Page 1

and tracking. Some of those unique identifiers shall include, but are not limited to, Docket Numbers, Court Case Numbers, FBI Numbers, CII Numbers, Social Security Numbers, Case Numbers – Adult PFN, Case Numbers – Juvenile Docket Numbers, and Medical Record Numbers.

(7) Duplication and ValidationInitial client entry shall require searches via Social Security Number, Name, Alias, and Date of Birth to perform comparison search with existing records to avoid client duplication. All key information fields shall contain relevant validation screening.

(8) Address Verification and ValidationSystem shall validate if address exists and alert staff of unverified addresses.

(9) Client ConflictsInitial client intake process shall provide warnings of known relationships and conflicts with other current clients.

(10) Client RelationshipsInitial client intake process shall allow for the entry of known relationships as new records and through connections to other clients or persons known in the system. These contact records shall have basic demographics, contact information, and other related details stored, which shall include, but are not limited to, names, addresses, crimes, and events,. Relationships shall be identified automatically upon intake of new client information and available in report format.

(11) Evidence TrackingThe system shall allow for items collected as evidence to be recorded and tracked by storage location and responsible staff.

(12) Consent Forms/WaiversIntake process shall allow for electronic signature by client of necessary consent and/or waiver forms or attachment of scanned forms to the case record. Status of all current signed waivers shall be visible on the client record view.

(13) AssignmentThe intake process shall allow a user to assign a client to any available Deputy Probation Officer (DPO) and provide a means of electronic notification to the receiving staff person.

b. Client Assessment & Planning

(1) Custom Needs, Risk and Strength AssessmentsAssessment tools shall allow for multiple customized assessment instruments to be created with a simple user interface to allow for the input of assessments in real time. The system shall have flexibility to accommodate new assessment tools as adopted by ACPD. Current assessments used include, but are not limited to:

(a) LS/CMI, Risk/Needs Assessment – Adult Services(b) Unique Risk Assessment – Adult Services(c) YLS/CMI, Risk/Needs Assessment – Juvenile Services(d) MAYSI, Mental Health Screening – Juvenile Services(e) Unique Detention Risk Assessment – Juvenile Institutions/Facilities(f) Unique Health Assessment Screening, by HCS – Juvenile Institutions/Facilities


(2) Assessment HistoryMultiple assessments shall be possible per client and these historical assessments shall be clearly visible to the user on a client’s record. The preferred option is for a simple interface to allow for side by side comparison of the current and previous assessments. This shall allow ACPD to monitor progress, as well as give a graphical display of these comparisons, which is preferred to a simple textual layout.

(3) Investigation and Assessment StaffingAt the initial intake, a supervisor or intake user shall be able to assign a client to be assessed by any available investigation or assessment staff. An assignment shall result in an electronic notification of the relevant staff to this new task.

(4) Scheduling of Future Assessments Clients under pre-defined supervision levels shall have re-assessment automatically scheduled at set intervals. Each level of supervision shall require a different length of time between assessments and this shall be customizable (in months).

(5) Supervision AssignmentsAfter the initial assessment is performed, and after each subsequent assessment, the assessor or supervisor shall assign or reassign a client to any available DPO. The system shall maintain a historical record of all assigned staff throughout the lifetime of the case.

(6) Approval of AssessmentsUpon completion of each assessment, the record shall be approved by an authorized reviewer. All completed assessments shall be part of a workflow or queue process to allow for rapid response from review staff.

(7) Risk OverridesWhen an assessment determines a specific level of supervision is required, an assessor shall use documented override rules to alter the risk level and level of supervision required. The assessment record shall contain the pre-approved override code, along with a corresponding textual description.

(8) Case PlanSubsequent to a client assessment, the assessing user or assigned DPO shall be able to enter a detailed case plan for the client. The case plan shall allow for at least three (3) primary goals to be tracked and a narrative of the intent and structure of the case plan.

(9) Case Plan History and Accessing Previous Case PlansMultiple case plans must be possible per client and these historical case plans must be clearly visible to the user on a client’s record. The system shall allow the DPO to access previous case plans and copy from existing text to update case plans (versus the DPO starting over from scratch to re-create the client’s case plan).

(10) Case Plan MonitoringThe system shall allow for a case plan record to be updated and saved as a version in a client’s record, and shall allow for revisions to be marked as small changes or significant updates, and each should be saved for review. The system shall allow for to be added to the plan by a DPO or supervisor as simple embedded text notes or by attaching imported documents from a local computer.


c. Routine Case Management

(1) Per Client CasesSubjects may be connected to multiple probation referrals reflecting multiple and unique supervision terms. A client view shall clearly identify all present and past case records.

(2) Workflow ToolsWorkflow tools must be available to help automate common case management tasks and processes and should be customizable by a local administrator user to show or guide a series of defined steps and/or goals as determined by ACPD. All workflows shall have visual prompts to guide a user through the required process and dependencies to prevent missed steps. Such workflows may include mandates for contacts, reports, assessments, and other defined tasks.

(3) Client Journal (Chronologicals)A client should have a flexible case notes or journaling record to allow for multiple notations in areas of: contacts, events, and compliance. Case notes or journaling functions shall include drop down options for commonly used fields and open text fields for descriptions along with the ability to upload commonly used documents and images to the journal entry. Journal entries shall be stored as separate records.

(4) Missed Events Any scheduled events or deadlines must be able to have their status updated to “missed” and shall have a “failure to show” or other no-show record created and automatically logged in the chronologicals or journal. Such missed benchmark events and meetings shall trigger a warning on the case record and send an electronic notification to the DPO.

(5) Major Life EventsA critical event in the life of a client shall be recorded and a corresponding view shall be possible of these events, which may include deaths in the family or of close friends, graduations, fights or any events as defined by ACPD. These shall be predefined events by an administrator with an option to enter a non-defined event. Predefined events shall link to a suggested course of action such as treatment, sensitivity in the case of a family members’ death, along with the option to input suggested service referrals for each type of incident.

(6) DPO Task TrackingThe system shall allow for recording of assigned contact and event tasks of DPO’s including but not limited to: (a) Contacts – e.g., who the DPO met with, relationship to client, date/time/location of

event and contact status, etc.(b) Events – e.g., office meeting with client, group meetings, home visits, trainings to

conduct, drug tests, reports due, and other tasks as defined by supervisor(s), etc.(7) DPO Alerts

Case alerts shall be configured against major probationer milestones or statuses as defined by ACPD for each DPO to be warned electronically via email, SMS or a system warning pop-up when one of his/her client’s status is changed. It must be possible for these warnings to be customized by each user, as needed; however an administrative level of adjustment must always be permitted to override individual user settings.


(8) Response Grid TrackingBoth Adult and Juvenile Service Divisions have incorporated a “response grid” which outlines appropriate DPO actions in response to a client status. The system shall provide a method of tracking response actions including, but not limited to: violations, incentives, and overrides, according to the established guidelines of the current and/or future response grids.

(9) ViolationsCase records shall allow for the recording of violations, revocations, reinstatements, and other incidents pertaining to supervision terms. Tracking shall include those who initiated the violation (the DPO, Court, DA or other) and the DPO’s response. If outside of required response, then the system shall alert the DPO and Supervisor and automate a request for a Supervisor to review and possibly override.

(10) Incentives TrackingCase records shall allow for the recording of incentives for probationer good behavior.

(11) Client RelationshipsA client’s relationship to other subjects must be maintained by the system through updated imports of various records and through manual entry. This function shall identify the two subjects and the nature and implications of the relationship as well as the dates of relevance between the two clients (such as when gang affiliations were ended).

d. Case Management Supervision and Administration

(1) DPO Alerts – Caseload ManagementCase alerts shall be configured against major probationer milestones or statuses for each and allow for a DPO to be notified electronically via email, SMS or a system alert pop-up when one of his/her client’s status is changed. These notifications shall be customized by each user as needed. However, an administrative level of adjustment shall be permitted to override individual user settings. Case alerts shall be viewable by the assigned DPO and Unit Supervisor and upper management. Data from interfaced systems (i.e. CORPUS, CRIMS, JCMS) may be the source of some alerts, such as new or changed court dates, booking or release from custody, revocation or restoration of probation. (Examples of probationer milestones to track/alert may include, but are not limited to, failed drug test, new violation, and missed appointments.).

(2) Supervisor Alerts – Unit Level ManagementCaseload supervisory alerts shall be configured against major DPO milestones or statuses for each Unit Supervisor or Manager to be notified electronically via email, SMS, or a system alert pop-up when one of his/her assigned DPO’s caseload status is changed. These notifications shall be customized by each user as needed, however an administrative level of adjustment shall be permitted to override individual user settings. Caseload alerts shall be viewable by the assigned Unit Supervisor and upper management. (Examples of DPO milestones to track/alert may include, but are not limited to: completion of assessments, completion of case plans and court reports, maintaining the minimum number of contacts per client).

(3) Supervisor Task TrackingThe system shall allow for recording of assigned Supervisor tasks including but not limited to court report reviews, case file audits, and annual performance evaluations of staff.


(4) Executive Management Alerts – Directors, Deputy Chiefs and Executive Level ManagementUnit and Division supervisory alerts shall be configured against major Unit and Division milestones or statuses for each level of management to be notified electronically via email, SMS, or a system alert pop-up when one of his/her assigned Unit’s or Division’s status is changed. These notifications shall be customized by each user as needed, however an administrative level of adjustment shall be permitted to override individual user settings. Caseload alerts shall be viewable by the assigned management and all levels above.

(5) Client TransfersA current supervisor or senior staff user can reassign a client to another DPO. This change shall trigger or allow for a manual push of a notification to the new and previous supervising officers via email and system pop-up messages. The system shall maintain a historical record of all assigned staff throughout the lifetime of the case.

(6) Caseload Analysis (DPO and Supervisor Level)The system shall allow senior staff to view the caseload assignments and activity levels of individual and groups of DPOs through simple graphical displays and summary statistics. These views shall be configurable to filter by certain caseload criteria, such as gender, ethnicity, supervision status, and other core fields. The system shall also have the ability to weigh cases by risk.

2. Institutions (Facilities) Management

a. Client Intake Procedures

(1) Client Record Creation/BookingClient records shall be imported from the interfaced systems listed on Exhibit E – Interface Details and manually created using the standard Intake process or selected from current and historical client records.

(2) Detention AssessmentThe system shall allow for the use of customized assessments to be administered on youth upon intake at the detention facility

(3) Placement ReasonThe system shall track and report justifications for continued detention of youth in juvenile facilities.

(4) Mug Shots and Photograph ImportAt the intake process, the user shall be permitted to capture and store a digital photograph directly into the case record. The system shall permit multiple current and historical photographs of a client including tattoos and distinguishing features. Client mug shots shall be imported using a consumer type digital camera.

(5) PicturesThe system shall have the ability to: (a) attach a description, date and event to each image, (b) keep historical photographs and index by date, and (c) rank photographs for default pictures

(6) Health AssessmentsMultiple health assessments per client must be possible with a customizable reporting form and a summary view that displays all assessments for a client.


b. Housing Assignments

(1) Conflict PreventionThe system shall have components to prevent unauthorized or dangerous cohabitation for youth in Juvenile Hall and Camp Wilmont Sweeney, as defined by internal mandated housing protocol. The system shall, at minimum, track and alert staff of the following: client’s gang affiliation, stay away orders, co-participant relationships, victim relationship, age, sex, and client status. Such fields must have ability to be entered and be visible on primary screens. Such relationships must be included in the core case management system and must also be available to create at the housing intake stage.

(2) Housing Alerts The system shall allow a quick view of health and safety items, including but not limited to, health, safety (room conflicts), dietary restrictions, bed availability, gender, age, and client status.

c. Facility Availability Overview

(1) SchematicsThe system shall display a schematic overview of all facilities with clear labeling and annotations of each facility and the capacity of rooms along with room restrictions via a popup or detailed summary of each room. This schematic shall be dynamic, allowing a facility to connect to the listing of all housed occupants and vice versa in the same interface.

(2) AssignmentsAssignments of both staff to rooms and clients to rooms shall be accessible from the case record, client record, staff record, or room schematic view.

d. Personal Belongings Tracking The personal belongings and cash of clients shall be recorded and tracked by storage location and responsible staff.

e. Evidence Tracking The system shall allow for items collected as evidence to be recorded and tracked by storage location and responsible staff.

f. Youth/Client Tracking & Reporting All youth must be tracked 24/7. The system shall track the client location and moves on campus and off campus, as well as track length of time and location. Preferred systems shall utilize automated scanning devices and/or other methods to reduce manual staff data entry.

g. Incident Tracking & Reporting All facility incidents shall be recorded in template derived forms with an approval process that requires a senior staffer to electronically approve each incident report.


h. Staffing Management Staff assignments to facilities and schedules shall be stored in the system with the ability for supervisors to edit these schedules. Corresponding reports should be customizable for each facility and unit.

i. Institution Mandated Facility Compliance The system shall track the following compliance items in order to support facility compliance management:

(1) Population – counts of youth in detention and reasons for detention(2) Escapes(3) Incidents(4) Discipline(5) Activities and recreation(6) School attendance, grades and other school activities(7) Exercise – how often youth go outdoors and engage in exercise (8) Safety and security (including bed check tracking)(9) Health – tracking of health issues identified at intake and on-going management of

health related issues(10) Service referrals – referrals to youth and/or families to outside service providers(11) Other, as needed

j. Official Length of Stay Tracking The system shall track official length of stay for all youth, and specifically youth who have weekend visits, sickness (hospital stay), who are in residential placement settings, and/or weekend programming. The system shall also track time and given “gaps.” This includes calculations for credit for time served.

k. Camp Wilmont Sweeney Merit Program Tracking (custom) The Merit Program is designed to incentivize behavior and achievement by camp residents. The system shall track resident progress badge levels and achievements status by tracking the client’s status by week or date and badge level with the ability to run reports on an individual client and aggregate reports by unit and DPO.

3. Probationer Compliance Management

a. Court Conditions and Compliance Court conditions shall be recorded via import and manual entry (and can be updated) at the intake stage and the system shall allow for simple monitoring of these conditions. The compliance statistics shall also be available in the reporting module.

b. Violations Violations shall be recorded against each client and such violations shall be clearly visible on a compliance view/report, which ACPD will provide, for each client. Such violations statistics shall be available in the reporting module.


c. Historical Court Reports System shall store all historical court reports as entered with a view of all past reports available connected to each case and client. A split screen viewing of past info provided is preferred. Past reports should be saved in editable format.

d. Court Report Progress Each case record and client record shall contain a progress and status report that allows the supervising DPO quick visibility into the progress of each client.

e. Non-Destructive History Every change or edit to a court compliance report or status shall be saved as a revision to the record and shall allow for a new status or updated record to be saved, preserving the status of the historical record over time (including who has accessed and/or made edits to file, etc.).

f. Court Report Updates The system shall perform a nightly import from the Court database to update court records and to import new records as they are created. Newly imported records shall show as unread entries in a client and case view.

g. Restitution Management Restitution requirements shall be recorded for each client. The supervising, restitutions and designated staff shall have access to this data. A view for each client shall show the history and status of restitution payments and debts.

(1) Restitution PaymentRestitution payments shall be received through the system and be recorded at the time of payment in this system. Online payments through the secure client portal are desirable. System shall identify at minimum, who made the payment, the date, time, location, method of payment, and balance.

(2) Restitution PrioritiesRestitution payments shall be structured in a pre-defined order, as determined by the sentencing. Payments shall be paid in the order of payment obligations. The system shall allow for a consistent, automated order for payments with this order being customizable. Payment obligations most often follow an order in which victim payments are covered first, followed by court costs, other defined fees etc.

(3) Joint and Several ModulesThe system shall allow for “joint and several” liability cases in which case co-defendants are equally liable for the balance of the restitution until paid in full. This module shall connect and cross-reference clients for adult cases only, juvenile cases only or a mixture of adult and juvenile cases. This module shall identify which defendant made which payment and the balance of restitution owed by the co-defendants.

4. Probation Service Referrals

a. External Service Referrals DPO’s shall have the ability to select and make a service referral to any authorized, contracted Community Based Organization (CBO), service provider, or government agency in the system.


Staff shall have the option to add non-approved agencies on a manual basis as a means to track other referrals also.

b. Internal Service Referrals Internal programming within ACPD shall also be available as referral sources and shall have the ability to accept and manage referred cases from other units. Current programming includes, but is not limited to: adult group counseling/training, GPS services, WETA (Weekend Academy).

c. Service Referral Status Internal, public agency (and potentially CBO) staff shall have the ability to update the status and progress of a client in the referred program, add case notes, and send communication via secure, web based transmission to the supervising DPO.

d. Service Referral Reviews Referral patterns, success rates and other aggregate data shall be available for reporting and display in system dashboards described later in this document (#6, Business Intelligence Dashboards, page 11). All referral data shall be exportable for compliance and review.

e. Service Agency Administration Senior users and supervisors shall maintain, create, and edit a list of all available service referral agencies with contact information, service program information, and contract status for all approved organizations. These services shall be available for DPOs to make referrals to.

f. Service Agency/CBO Referral Portal Approved service agencies or CBOs shall have access to a secure referral interface via a web browser to see and accept incoming referred clients and to send monthly or as needed client service status reports. Each approved CBO shall be issued with login credentials for approved, relevant staff only with appropriate waivers.

5. Reporting

All system reports shall be customizable to allow for date filtering and summary statistics shall always be aggregated by month or year as well as provide for individual record results. All reports shall provide for export in common document formats such as Word, PDF, Excel and CSV.

a. Client Level and Aggregate Reports

(1) Single Client Status and History ReportsThis report shall display the status of each client against the main goals for that client including supervision level, court compliance, recidivism instances, and referral performance. Recidivism shall be determined by a model provided by ACPD or a suitable vendor supplied algorithm. Client history reports shall be available.

(2) Filtering of Client ReportsClient reports shall be configurable to include or exclude inactive clients who are no longer under probation supervision.

(3) Case Plan ReportsThe system shall provide client case plans reports that show records by single clients or all clients sorted by DPO and by Unit and shall contain Risk and Supervision level data.


(4) Identified Needs and Service Referral ReportsThe system shall provide reports of the needs of clients and of service referrals by clients, by DPO and by Unit, with filtering capabilities.

(5) Service Delivery ReportsThe system shall provide reports summarizing referrals, referral progress and referral outcomes by client, by client demographics, by DPO and by Service Provider or Service Provider Category.

(6) Client Outcome ReportsThe system shall provide reports of program outcomes by client, by DPO and by UNIT and by Program (the actual service as opposed to the service provider)

(7) Exception ReportsThe system shall provide reports of exceptions or Quality Assurance reports showing clients with past due events, missed deadlines, appointments by client, DPO and Unit, and missing data fields.

(8) Recidivism ReportsThe system shall provide customizable recidivism reports with disaggregation by gender, ethnicity, age group, DPO, unit/facility city, internal and external services provided, and assessment factors. These reports must be filterable to contain only clients by DPOs, Units, Divisions or all clients.

b. Case Management and System Reporting

(1) Client and Case Total ReportsThe system shall provide reports giving total probationer clients and cases with statistics disaggregated by age groups, ethnicity, gender and supervision levels.

(2) Court ReportsThe system shall provide reports summarizing all current and historical court reports with filtering for dates, DPO and Units.

(3) Restitution ReportsThe system shall provide reports of restitution payment history, status and failure to pay by client, DPO, Unit and restitution payment types (including, but not limited to, fines, fees, and victim restitutions.)

(4) Disproportionate Minority Contact (DMC) ReportsThe system shall provide reports of contact trends and patterns by DPO and Unit and for all types of events contained in the system to allow for analysis and discover of any DMC actions by Department staff. These reports shall provide cross-tabulation and comparison statistics of major outcomes across ethnicity groups and gender including client contacts, bookings, revocations, recidivism, arresting agency, offenses, zip codes or city, etc.

(5) Visitation ReportsThe system shall provide reports of all client visitations with summary statistics of the number of visits per client and a warning flag for clients in detention with no outside visitors.

(6) Juvenile Court and Probation Statistical System (JCPSS) ReportsThe system shall be able to produce a report using the DOJ JCPSS reporting requirement for mandated reporting. The system shall either automate the creation and export of such a report monthly, or it shall integrate with the California DOJ reporting system directly for upload.


6. Business Intelligence Dashboards

a. Client Caseload Dashboards

(1) Client and Caseload ProfilesDashboard shall have a visual representation of caseloads, activity levels and specified or configurable metrics on the cases or clients of a single DPO, a unit or the entire department.

(2) Filtering of Client DashboardsClient dashboards and reports shall be configurable to include or exclude inactive clients who are no longer under probation supervision.

(3) Consolidated ViewThe system shall provide a consolidated overview dashboard of ACPD major status, caseloads, alerts and customizable key metrics.

(4) Client Requirements ViewThe system shall provide a dashboard style view of each client with all case plan statuses, mandated conditions, court requirements and the status of each condition.

(5) DPO Caseload ViewThe system shall provide a dashboard of the comparative caseloads for each DPO with summary statistics of assessment levels of clients, number of weekly or monthly client contacts, major benchmark outcomes.

(6) Assessment ViewThe system shall provide a simplified dashboard of the most recent and the previous client assessments showing benchmarks levels, using color and symbols to communicate areas of concern or strength and easy comparison of changes between assessments along with symbols to represent the top three identified needs such as alcohol, housing, etc.

7. Administration

a. User Management and Security

(1) User LevelsThe system shall allow for at least 700 users with varying levels of security privilege that determine which parts of the system are accessible and editable. The user database shall synchronize using the LDAP or other Microsoft approved protocols to the County’s master Active Directory Users.

(2) ArchivingThe system shall retain all non-active staff user records in the system and all records shall retain these users as connected and owners of the journals, events and other components created or recorded while that staff person was in ACPD.

(3) Outgoing Staff transfersThe system cases and any activities outstanding shall be transferred in bulk or individually to new supervising DPOs in the event of a staff person terminating their employment or being transferred out of active supervision

(4) Security


System security is described in Exhibit E – Technical Requirements, Section #9, page 4 – Security.

b. Search Features

The system shall allow user to search for records:

(1) Ability to SearchSearch shall include, but is not limited to: Name, address, DOB, PFN, JFN, CII, Social Security, Police Report #, Docket #, CEN # CDCR #, AKA, Driver’s License Number, JCMS Number, Medical Record Number, etc. with the ability to filter and drill down results by status and demographic information. Example: Closed /Dismissed Status, Warrant Status, Active Status, Formal Supervision, gender, ethnicity, age (with a range option), etc.

(2) Ability to Cross-ReferenceThe system shall also allow for simple and highly visible cross-referencing of accounts by address, unique identifiers (e.g., social security numbers, etc.), police report numbers and other identifiers.

(3) Record SortingResults screens and lists of clients or cases shall be sortable via column buttons or tools to allow for simple re-ordering of results based on all fields displayed, including Name, DOB, City, or Unit.

c. Workflows and Approvals

(1) Workflow ManagementAll system workflows shall be customizable by administrators or specified senior staff based upon role permissions.

(2) ApprovalsAll automated approval processes must be editable by administrators and must be clearly displayed to the end users in the user interface.

d. Templates

(1) Customizing TemplatesThe system shall allow for the creation and management of standard templates for use across the system. Templates shall be created to store the data as part of the database and pre-populate templates for print and email communications.

(2) Templates AssignmentTemplates shall be assigned to different components of the system as needed and single templates must be able to be connected to multiple parts of the system for use in a consistent manner.


e. Document Management

(1) Document Creation The system shall allow users to create new documents in Word format in the system for a specific client. User shall have the ability create a blank document or to utilize an existing template.

(2) Document Editing and Electronic ApprovalThe system shall allow users to edit documents and to route electronically for further editing and electronic approval as needed. The system shall log which users made which edits.

(3) Document Saving and Naming Conventions The system shall assign a standardized naming convention for each document created based on the document type. The system shall allow for customization of naming conventions.Example 1: A court document may have automated naming of “CourtReport_03.04.12_(case identifier tbd)Example 2: A service referral would save as “ServiceReferral_03.04.12_ (agency name)(and/or case identifier, tbd)System shall save the document in the client file in which it was created.

(4) Document Access and RetrievalThe system shall allow users to easily access and retrieve created and imported documents

f. User Interface (UI)

The UI shall be clean and shall feature clear symbols and links to major components with simple guiding prompts to help users navigate the system. Small fonts, small symbols and non-intuitive processes shall be considered design weaknesses. Preference shall be given for systems that are user friendly versus poorly laid out system interfaces.

(1) Consistent UIThe system shall maintain a consistent look and feel across all components, reports, views and functions

8. Data Portability

a. Architecture The system shall be built upon a three tier architecture with the data layer abstracted fully from the application itself. The data must be housed in a common relational database management system (RDBMS) such as MySQL, PostgresSQl or MSSQL. All system wide data shall be exportable in common machine readable formats with a standard RDBMS toolset to allow for simple data export as needed.

b. Non RDBMS Interface The system shall provide for simple exporting functionality of all core system data from tables by non-database administrator staff using a simplified query or reporting system accessible to authorized users only. This export utility shall allow the user to export raw data in CSV or Excel formats.


9. Core Functionality

a. Document Management Each component of this system shall allow for the uploading and storage of related documents in commonly used formats. This includes client assessments, case management components, facilities management and all other major components of the management system. Documents shall be made visible clearly within each component and be able to be sorted or viewed chronologically or alphabetically. Document formats supported shall include at a minimum PDF, DOC, DOCX, XLS, XLSX, CSV and JPG.

b. Outlook Integration

(1) EmailingThe system shall allow a user to email a client or other department staff from within the application and directly creating an email in Microsoft Outlook. Various templates shall be possible to activate at different system components with predefined subject fields and content templates

(2) Calendar Events or TasksThe system shall allow a user to automatically synchronize key events and dates with a desktop Outlook calendar connecting to an Exchange server. A partial solution would allow for click to create entries.

c. Alerts System wide events and tasks shall create automated alerts for the DPO’s and assigned staff (with the ability to edit standard alerts and create manual alerts for each type of activity and event).

d. Data Validation

(1) Critical Field ValidationAll date fields, zip codes, SSN, age and other key fields shall have data validation to limit wrongly formatted data entry. These validation options shall be customizable by administrators.

(2) Field Pre-PopulationCommon fields such as address, City, Zip shall have administrator-defined lists of approved content to improve data entry speed and quality.

(3) Spell CheckingThe system shall provide a means of simple spell checking for all free-text fields.

e. Duplication The system shall allow administrators and senior users to search for duplicate records and to merge duplicate entries. Log records shall be maintained automatically of all such actions.

f. Record Sealing All records must be capable of being sealed and unsealed by authorized system users. Personal, identifiable data regarding clients whose records have been sealed shall not be included in any standard reporting or dashboards. However, aggregate reports (i.e. total number of bookings during a period) shall maintain accurate totals.


g. Record Complexity Core object types such as client records and cases shall be customizable with at least 50 fields or variables available for each record. Each record type’s primary views are not required to contain all fields, however these screens must be flexible to allow for increased data capture through additional fields as the Department sees fit.

h. Save and Resume The system shall allow users to save information automatically when users log off. The system shall allow users to resume completion of input or updates at a later time.

10. Hardware & HostingACPD is seeking a system that delivers all the functionality requirements and shall be provided in one of the following environments:

a. Internally Hosted ACPD shall be supported by the County ITD with all servers and software managed in the County datacenter.

OR

b. Externally Hosted The system shall be provided and the necessary hardware maintained by the vendor in a secure datacenter to standards acceptable to County ITD and made available in writing

11. Systems InteroperabilityThe system shall provide connectivity in real time or as nightly imports from other local law enforcement systems, many legacy platforms. Refer to Exhibit E – Technical Requirements for detailed descriptions of the systems and the integration requirements.

Preference shall be given to Bidders who can supply an API connector to all components of the provided system to allow for simple, secure access to these data in future. Contractor’s systems must support outflow of data into other law enforcement systems.

c. Alert Integration The current environment supports Flash Alerts from other agencies directed to the DPO responsible for the related client. Details of this alert system and the related functionality shall include at minimum:

(1) Revoked Probation(2) Bench Warrant Issued(3) Modification(4) Re-Arrest(5) Warrant Action(6) Revoked with Bench Warrant(7) Bench Warrant Recalled(8) Conviction or Sentence(9) Remanded from Superior Court


(10) Probation Reinstated(11) New Arrest(12) Revocation(13) Held to Answer(14) Proceedings Suspended(15) Sentence Modification:

12. Desired Features - Optional Components

a. Human Resources Management ACPD is also interested in the system’s ability to manage the staffing and resource management needs. Contractor who can provide an integrated solution may specify an additional cost to provide this component as part of the initial contract. The provision or otherwise of this component shall not affect the evaluation rankings of any vendor.

b. Accounting Systems Integration ACPD is interested in if the system can provide an integrated ACPD accounting system within the scope of the larger Data Management System. Contractor shall provide details and costs of such a component, if possible. The provision or otherwise of this component shall not affect the evaluation rankings of any vendor.

c. Logistics Management Web Portal ACPD is interested in the functionality that would allow DPOs to plan out their caseload visitations using a routing logistics tool that would calculate the optimal route for their anticipated caseload each day and week. This functionality shall permit senior staff to generate optimal assignments and routes for staff to permit the optimization of client assignment in addition to daily task management for DPOs.

d. Client Communication Responses shall include the desired client communication features, if available.

(1) Public-Facing Client Reporting MethodsClients shall have the ability to report in using phone, SMS or email or via a web portal for secure client use. This ability shall be customizable for certain levels of supervised clients.

(2) Web Based Client ReportingEach approved probation client shall be issued a secure login ID and password for the securely hosted web portal. This portal shall provide a client with the ability to report-in and to view all assigned benchmarks, event dates, terms or probation and other pertinent case information.

(3) Voice to TextClients calling in to report status may leave voice messages that are accessible to the system users and such messages can be automatically translated into text to be emailed or stores against a client’s record.

(4) Client Event RemindersMajor benchmark events, court dates and other recorded activities with due dates shall automatically push out an email or SMS reminder to the client ahead of each event.


These warnings shall have customizable settings and modes for both administrator and supervisor adjustment.


TECHNICAL REQUIREMENTS

1. Technical OverviewTechnical requirements address the underlying architecture of the application software and proposed hardware platforms. It also addresses the system’s ability to interface with other applications and basic built-in system characteristics such as security, audits and controls.

Hardware and software required for the proposed solution must be specified in the RFP response. This should include everything necessary for recommended environments such as development, training and production. Bids must include a detailed price quote for all hardware and software required to run the system that bidder is prepared to provide. Bid must also specify any additional costs that may be necessary that bidder is not prepared to provide. Nevertheless, the County reserves the option to acquire the required components from other sources. Bidder should state if the proposed solution can run on existing infrastructure hardware as described in this section.

2. Key ComponentsSeveral of the key components, which are explained in more detail in the following sections include:a. A solution that can effectively handle the anticipated volume of users and activity in reasonable

time frames. Hardware and software requirements must be specified.b. Utilization of mainstream technology including relational database software that facilitates

integration of, and ease of access to information from applications and users.c. Applications that can easily interface with automation and office tools, existing County

applications and outside agencies.d. Built in security and audits and controls to provide the ability to ensure appropriate use of the

system and all information.

3. Current Environment OverviewThe County’s current Data Center is maintained by Information Technology Department (ITD) staff located at 1221 Oak St., Oakland, California.

A brief description of the current hardware and software components follow. This server hardware is located in the Information Technology Department Data Center.

a. Application Servers Virtual server, capacity will be scaled to meet vendor’s requirementsOS: Windows 2003 Advanced Server, will be upgraded to Windows 2012 in 2013

b. Database Servers 2xDell PowerEdge 6850 w/ Quad-Xeon CPU @ 3GHz, 48GB ram (2-node SQL cluster)

OS: Windows 2003 R2 SP2 (64-bit), will be upgraded to Windows 2012 in 2013MS SQL Server 2005 SP4, will be upgraded to SQL Server 2012 in 2013

c. Development Application/Database Servers Virtual server, capacity will be scaled to meet vendor’s requirementsOS: Windows 2003 Advanced Server, will be upgraded to Windows 2012 in 2013


d. Other Hardware SAN data storage SAN – EMC CX480

4. Current Environment Details

a. Current ITD Server Environment The County’s ITD makes extensive use of the Microsoft Windows Server platform. This includes the following services:

(1) Exchange 2007 SP3 running on Windows Server 2003 (clustered); and(2) Active Directory Windows 2008 R2 SP1; AD2008 native mode

ITD quickly applies pertinent security patches as they are released by Microsoft.

(3) IBM FileNet Imaging System v 4.5

b. Current ITD Data Center Environment [DC Environment] ITD Data Center Services is the centralized, state-of-the-art data center for Alameda County. The data center covers 8,000 square feet of raised computer room floor space that is protected by two fire suppression systems. These systems include an ECARO 25 clean agent gas system and a Dry Pipe water system both of which are activated by a dual zone central command center. The under floor area also has two systems: a Dorlan wired leak detection system and a wireless system by Synapsense which covers the entire area. We have 90 tons of air conditioning including a standalone chiller. Both temperature and humidity are continuously monitored by a central command center.

The data center has 550 volts of three phase power entering the data center. 480 volts is protected by an uninterrupted power supply which has dual transformers and a bypass switch which connects to an outside generator.

Three computing platforms (Open Systems, Mainframe and mid range UNIX) reside on the floor and are managed by professionals on a 24 x 7 basis. There is also an immediate technical support via our Helpdesk to resolve your service requests 24 x 7.

c. Current ITD Network Environment The Alameda County Core network provides secure, enterprise class connectivity to County users and servers. It is comprised of multiple layers of Cisco routing, switching, and security equipment. Transport technologies include SONET, OPT-E-MAN switched Ethernet, wireless, and fiber. The network embraces High Availability standards, providing redundant connections to County servers. Built-in resilience for mission-critical applications through AT&T facilities minimizes single points of failure and ensures the reliability, availability, and redundancy of our County applications. The County Data Center adheres to strict physical standards ensuring optimal equipment performance. In addition, multiple levels of security allow close monitoring of facilities and equipment and onsite technical support reduces operating expense and increases uptime.


5. Technical RequirementsAll the following requirements will need to be addressed in the Exhibit G – Narrative Response Form.

a. General Requirements It is required that Bidders detail all necessary hardware, software, and network changes and additions to the County’s current environment that will be necessary to effectively operate the proposed solution. These changes and additions should be based on a comparison of the descriptions of the County’s current environment and volumes and what is necessary for the proposed solution.

The software application shall be GJXDM (Global Justice XML) JIEM and NIEM compatible to provide for integration with other agency and statewide case management systems.

b. Network/Hardware Requirements It is the County’s intent that any proposed system should be compatible with mainstream devices, so that if changes are made in the future, there is NO impact on the system. It is imperative that any proposed system will work well with the current County’s infrastructure. If there are any limitations they shall be described in detail so that the infrastructure can be supplemented as necessary. Server and client hardware and system software requirements for the proposed solution need to be detailed. The expectation is that responses clearly relay what changes/additions to the Network and Hardware environments will be necessary to effectively operate the proposed solution.

c. System Performance This section identifies performance issues that should be provided regarding the proposed vendor system. The County recognizes that performance depends greatly on the network infrastructure as well as the system hardware and software. Performance bench marks should be provided and need to take the County’s Network environment into consideration and should be specific to the recommended hardware configuration. Potential variances based on the County Network environment should be indicated.

Overall system performance needs to be able to accommodate the anticipated, number of users, and volume of data. Benchmarks for typical activity should be provided to illustrate the anticipated performance measures such as real-time response time for simple and complex transactions, ad hoc report “roll-ups.”

The majority of the application users will normally use the system between 8:00 AM and 6:00 PM five days a week. There are times throughout the year where weekend and evening access is required. The Department requires this system to be available to all staff on a continual basis 24 hours a day and every day of the year. Vendors should indicate the types of support available to the Department outside of regular business hours. Vendor responses should specifically indicate if there are periods where the system is unavailable and/or if performance/response will be severely degraded due to other concurrent processes. Such maintenance schedules and periods must be shared with the Department at the start of each year to allow for sufficient planning.

d. System Integration and Interfaces This section addresses the underlying architecture to achieve application integration.


(1) Current Systems

APS is a Mainframe COBOL/UFO application; data is stored in VSAM files. APS replica is a SQL Server 2005 database that contains most of the APS data in a RDBMS format. APS replica is loaded daily.

PRISM and Legacy PRISM are VB.NET, ASP.NET Web applications, database is SQL Server 2005.

Both the APS replica and the PRISM databases will be migrated to SQL Server 2012 by the end of 2013 as part of ITD’s ongoing maintenance of the data center.

(2) Interfaces

(a) General Interface Requirements

i. Provide an ODBC connection to the supporting database;ii. Allow control by the County staff (by table and column name) to the

access that interfacing systems are allowed; andiii. The interface may be two ways, from an outside agency to the Probation

Data Management System, and from Probation to an outside Agency’s system.

(b) The vendor will be required to provide or build interfaces to multiple existing platforms. The specifications for these are contained in the Exhibit E – Interface Details.

6. Development ToolsThis section addresses the ability to use tools and languages to develop and run applications. The application will need to be maintained, upgraded, and customized as necessary. The system shall have storage for non-text data types and shall integrate with FileNet.

7. Conversion Approach and ToolsThis section addresses the conversion approach and tools needed in conjunction with the system. This approach shall ensure data integrity when the data is imported.

8. System AdministrationThis section addresses the ability to configure, administer, tailor and upgrade the system. System administration will be the joint responsibility of user department and ITD staff. Intuitive interfaces will be required In order to allow non-technical personnel to effectively administer system definitions such as workflows, user groups and business rules.

9. SecurityThis section provides an overview of the necessary security features. The County must be able to safeguard certain confidential information and control who can do what to the various information. Audit trails must be available to allow the reconstruction of data change, access and search activities.


Individual security rights should be able to be controlled at the user level and should be consistent to all access to information.

The following security requirements must be followed:

a. Physical Security Servers will be stored in a secure locked environment at all times.

b. Application Security The application should be guarded against known and new vulnerabilities such as:

(1) SQL Injection(2) Cross Site Scripting (XSS)(3) Broken Authentication and Session Management(4) Insecure Direct Object References(5) Cross Site Request Forgery(6) Security Misconfiguration(7) Insecure Cryptographic Storage(8) Failure to Restrict URL Access(9) Unvalidated Redirects and Forwards

c. Systems Banners Banners will be placed on Alameda County servers. The banner will clearly state the following: “This device is owned by Alameda County. Unauthorized access to County network devices is unlawful and may be subject to penalty."

d. Operating System

(1) Server operating systems should be maintained at the latest two Windows versions and the latest two Service Packs for those versions.

(2) Server operating systems will be maintained with appropriate security patches.(3) All server events should be logged and monitored.

e. Remote Access/Control VPN will be used to facilitate remote access to County servers. Vendor must describe the VPN compatibility of their system.

f. Domain Trusts Contractor’s system must be accessible from different domains on the County network.

(1) Domain trust relationships shall be avoided when another communication method is available.

(2) Domain trust relationships between systems shall be introduced according to business requirements and must be documented.

g. Ports Ports, services and applications not servicing business requirements must be disabled.


h. Storage Area Network (SAN) Data requiring a higher level of security will be placed on the SAN provided by ITD and will be protected with the following measures: LUN masking, zoning, and NTFS permissions.

i. Security Patch Management Servers will be maintained at the latest security patch levels.

j. Administrative Accounts Password Security

(1) Each Systems Administrator shall have a unique user account with strong passwords. (2) The use of root accounts shall not be used when non-privileged accounts are

appropriate. (3) Administrator access to County servers shall be logged at all times. (4) User sessions shall automatically log off after a set period of inactivity. The set period

shall be customized to the level of user access, and the period may be modified by a system administrator.

10. Audits and ControlsThis section addresses both the requirements for “internal” and “external” auditing capabilities. The system shall have controls to ensure data integrity. Audit trails must be available to assist in identifying basic information such as: What was changed? Who changed it? When was it changed?

11. Maintenance and Service Response

a. County requires agreement of Contractor to support the probation-case-management system, whether by maintenance-agreement or other firm commitment.

b. The County requires agreement of contractor to maintain and update the system.

12. Administration Documentation

a. System Manual System shall have the availability of a detailed, on-line system manual with guides for various user roles (e.g., system technical personnel, system administrators, end users, etc.)

b. Changes Contractor shall have and implement methods for streamlined changes to the system and corresponding documentation

c. System and Business Requirements Contractor shall provide staffing to work in collaboration with ACPD employees to document both system and business requirements, as well as test scripts.

d. Reported Problems Contractor shall document, track and report problems, change requests and bugs and the resolution of such. Contractor shall have a follow a standard set of steps until they are corrected. The Contractor shall provide escalation procedures. Contractor shall assign incident numbers to all such reports and queries and shall maintain these incidents in a tracking database.


ADDITIONAL REQUIREMENTS

1. Implementation and Data Migration Plan

a. Planning and Discovery Phase

Points shall be awarded to bidders who can provide a realistic but aggressive discovery and planning timeline. The steps necessary for this phase must be laid out by the bidder. A full implementation plan shall be required to be developed by the bidder, ACPD and ITD.

b. Implementation Phase

Points shall be awarded to Bidders who can provide a realistic but aggressive implementation timeline. Implementation plans shall be provided in draft form based upon the bidders past experience and recommendations. A phased implementation plan shall be considered suitable with sufficient reasoning provided by the bidder.

c. A detailed project implementation plan in MS Project, Basecamp or County approved equivalent is to be provided as follows:

(1) Configuration: Preliminary system modification/development plan(2) Customization Plan(3) Data Migration Plan(4) An Interface Control Document (ICD) for each interface listed in the RFP. This document

will describe the functional requirements and data elements for each interface to such level that ambiguity is reduced to a minimum.

(5) Preliminary functional acceptance test plan for the applications and interfaces(6) Preliminary system performance test plan(7) Training Plan: Preliminary training, training documentation, data conversion(8) Cutover plan: high-level plan

d. Data Migration Requirements – Migration of current data is required from the following sources:

(1) Client Database and Facilities – PRISM Current client data for all juvenile cases and juvenile detentions resides in a MSSQL database built internally and shall require complete migration to the provided system.

(2) APS and/or CORPUSCurrently, the adult client data resides in APS and is a mainframe system built using COBOL database. However, APS pulls information from CORPUS which is a mainframe system built using COBOL and hosts all adult data. The bidder shall work with the ITD to identify which system it shall have access to at the time of award of this contract. Access can be granted to APS. However, access to CORPUS has not yet been approved.

(3) Access-based Client DatabasesACPD has an array of Access-based databases used to fulfill unit-level tracking and reporting purposes. ACPD has identified over 20 Access-based databases which capture client and DPO information. Several databases contain service provider and contract


information. ACPD estimates at minimum of 1,000 records per Access database, on average.

(4) Excel-based DatabasesACPD has an extensive array of Excel-based databases used to fulfill unit-level tracking and reporting purposes. ACPD has identified over 30 Excel-based databases which must be integrated into the system. ACPD estimates at minimum 500 records (rows) per Excel-based database, on average.

(5) Document ImagingACPD has a separate document imaging system designed by ITD which stores scanned case-related documents. The system is not connected to PRISM or APS. It is a stand-alone system. Documents from this system shall be migrated into the new system and connected to the appropriate client file.

e. Data Migration Volume – Current migration volume is outlined below.

Total Migration Count 5,629,040PRISM Records 2,283,500APS Records 1,092,000Access Databases 20,000Excel-based Databases 15,000Adult Documents 504,535Juvenile Documents 1,714,005

Probation Migration Detail – PRISM and APS

PRISM System (includes Legacy PRISM)

Juvenile Clients 50,000 RecordsJuvenile Client School Assignments 195,000 RecordsJuvenile Referrals 158,000 RecordsJuvenile Referral DPO Assignments 362,000 RecordsJuvenile Detentions 125,000 RecordsJuvenile Intake Actions 158,000 RecordsJuvenile Court Dispositions 87,000 RecordsJuvenile Court Orders 82,000 RecordsJuvenile Arrested Offenses 225,000 RecordsJuvenile Sustained Offenses 68,000 RecordsJuvenile Related Persons 101,000 RecordsJuvenile Conditions of Probation 90,000 RecordsJuvenile Notices 317,000 RecordsJuvenile Identifying Marks 15,000 Records

All Contact details (address, phone, email) 230,000 RecordsAssessments (adult + juvenile) 10,600 RecordsStaffing Positions 2,600 RecordsAdult Self-Reporting Visits 7,300 Records 2,283,500 Total PRISM Records


Supporting Code Tables 103 TablesSupporting History Tables 37 TablesTotal # of tables in PRISM system 340 Tables

APS System

Adult Clients 63,000 RecordsAdult Referrals 133,000 RecordsAdult Referral Activities 896,000 Records 1,092,000 Total APS Records Total # of tables in APS system 10 Tables

Probation Migration Detail – Document ImagingPROBATION IMAGING MONTHLY REPORT

ADULT Probation Document Counts For APRIL 2013

Document Type CountCharge-On Form 3Court Action 657Drug Test 17General Police Report 6Identification 21Interagency Supervision Document 159Letters (Inv and Supv) 146Other Document 223Payments Receipts 16PC 296 DNA Document 59Police Reports 404Post R&S Document 99Program Referral 1R&S Related Document 109R&S Report 458Registration Document 3Reporting Card 379Sentencing Document 547Standard Forms 1106Static 99 14TCM Document 6Travel Permit 1Treatment Document 43Verification/Certification of Completion 12Victim/VCB Document 2Total 4,491


ADULT Accumulated Grand TOTAL

Document Type Total Count

Charge-On Form 414Court Action 103389Drug Test 14908General Police Report 439Identification 1655Interagency Supervision Document 9658Letters (Inv and Supv) 15031Other Document 7246Payments Receipts 3127PC 296 DNA Document 12331Police Reports 33022Post R&S Document 7910Program Referral 653Protective Order 62R&S Related Document 23423R&S Report 50352Registration Document 775Reporting Card 36609Sentencing Document 62916Standard Forms 113605Static 99 332TCM Document 346Travel Permit 219Treatment Document 4831Verification/Certification of Completion 1144Victim/VCB Document 61Waiver of Conf Document 77

Total Adult Documents 504,535

PROBATION IMAGING MONTHLY REPORT

JUVENILE Probation Document Counts for APRIL 2013

Document Type TotalCount

Court Reports 1205Drug Use Statement 115HS,EM,COPS,WETA,Com.Prob. 154Juvenile Hall Information 803Medical Information 102Minor Information 244Placement/FPU/Camp Docs 105Police Info - Other Docs 319Police Info - Report/Arrest 280School Information 538Stat Packs 233Terms&Cond/Superv Agreement 15


Transfer Packet 35Victim Info - Other Docs 138Victim Info - Receipts 1

Total 4,287

JUVENILE Accumulated Grand TOTAL

Document Type Total Count

Court Reports 39125Drug Use Statement 3425HS,EM,COPS,WETA,Com.Prob. 6620Juvenile Hall Information 28247Medical Information 3464Minor Information 16150Placement/FPU/Camp Docs 3834Police Info - Other Docs 22402Police Info - Report/Arrest 12712SAN Caseload 5School Information 14518Stat Packs 13382Terms&Cond/Superv Agreement 1241Transfer Packet 905Victim Info - Other Docs 4920Victim Info - Receipts 388Total Juvenile Sealed Counts 2667

Total Juvenile Documents 1,714,005

f. Source Code

(1) As part of the implementation plan, Bidders must detail how source code for this project will be deposited to the County. Any source code provided and/or developed by subcontractors must also be deposited to the County.

2. Training Program and Plan

The Bidder shall provide a training program and plan document as part of their bid response. The training plan shall include the following items and any additional components as offered by the vendor. Training programs shall consist of in-person group trainings and may also entail web based trainings to supplement in-person training sessions.

a. End-User Training Customized training for ACPD staff who shall be using the system for internal support, customization and optimization.

b. Administrator Training Customized training for ACPD staff who shall be administering the system for internal support, customization and optimization.

c. Supervisor Staff Training


For mid-level supervisors to manage their staff and client loads optimally. These staff shall have oversight of the system for specific Units only.

d. Data/Research/Analyst Staff Training For internal staff who are responsible for analysis and data management, research and quality assurance.

e. Senior Executive Staff Training Trainings for senior staff who shall require system overview abilities.

f. Network Administrator Training For the Network Administrator staff from ACPD and ITD who shall be responsible for managing the back end system whether cloud based or internally hosted.

g. Online Training Trainings using text, graphics and video must be provided for real time guidance and training on new topics.

h. Training Plan – The training plan shall include:

(1) A synopsis of the overall training (e.g., objectives, content overview, recommended class size, estimated length of classes, etc.)

(2) A syllabus of all proposed training including class descriptions and durations (3) Description of training environment and method of instruction (e.g., learning

environment setting(s) and methods to engage learners, etc.) (4) The intended audience (e.g., role-based, function based, external users, internal users,

etc.)(5) The source of the training (e.g., vendor supplied or 3rd party supplied) (6) Student prerequisites for each course, if required (7) Training schedule(8) Training time availability: Institutional staff require trainings during evenings and

weekends. The bidder shall state if evening and weekend trainings shall be made available and if there are any limitations.

(9) Standards and Training for Corrections (STC) Certification: Upon award, the contracted vendor must work with the Probation’s Training Unit to get the classes STC certified through the STC entity. This allows sworn staff to receive training credits for courses taken. The process with the State is coordinated by the Probation Training Unit. The bidder shall provide a training plan with course descriptions to the Training Unit as well as instructor resumes for the certification process. This process requires approximately one month of coordination with the Training Unit, then approximately one month to receive approval from the State.

(10) Training Documentation: Bidder shall describe training documentation provided and state if there shall be an On-Line User Guide by function/module.

(11) On-going Training and Documentation: Bidder shall state how all users, from system technical personnel to user personnel, shall be trained and kept current with system updates, version changes, and new applications. Bidder shall state how training materials shall be updated to reflect changes.


3. Support

Bidder shall offer a comprehensive support package to ACPD for the duration of the initial contract. This support shall include the following:

a. Live Web Based Support Bidder shall provide a web based chat style support feature to allow users to connect with available support personnel simply and quickly with 24 hours per day and 7 days per week access.

b. Phone and Email Based Support

(1) Contractor shall provide phone based support for users at the supervisor level and below with a ticket based system guaranteeing four (4) hour response times and shall be available from PST 7:00 am through 6:00 pm weekdays. For network administrators and operational administrator staff this response time must be guaranteed at two (2) hours and shall be available 24 hours per day.

c. Web Based Support Contractor shall provide a web based support portal allowing users to submit requests and track them live.

d. System Updates Any system updates and changes to the system shall be pushed out to the users in coordination with ITD staff and updated training tools and support shall be provided during these times.

4. Maintenance

a. System Guarantee Contractor shall guarantee the provided system is fault and bug free for a period of three years with a yearly maintenance, upgrade and support contract agreed to in this initial contract. Any bugs and malfunctions identified shall be fixed and patched by Contractor at no additional cost to ACPD and in an expedited timeframe unless determined to be a minor flaw with minimal operational impact.

b. Code/Field Updates Contractor shall provide mandated new fields as outlined by code or by legislative act at least annually, at the beginning of the calendar year, and upon request by ACPD, as laws, penal codes and other reporting codes or business processes or changed.


EXHIBIT EINTERFACE DETAILS


Exhibit E – RFP No. 901038Page 1

This document outlines the current systems that the Probation case management system must interface with. It outlines the system and information that is or needs to come into our system or be sent from our system.Interface System & General Description Information Coming Into Probation Information Sent From

ProbationMandates and/or Required Reports

Needs of the Probation Dept. by Proposed Vendor

In Existing System

Additional Data Needed in New System's Interface

In Existing System


CORPUSNote: ITD is incrementally upgrading this system

Shared system owned by Courts, Sheriff and DA. Contains adult cases involving booking, charging and court activities;

Owner: Courts/Sheriff/DAHosted at: ITDPlatform: IBM MainframeDatabase: VSAM, DB2Language: COBOL/CICSVendor: ITDInterface: Custom, ITDSecurity: Mainframe RACFInterface online or batch: Batch

Cloud-based no

Electronically: Probation client demographics, arrest data, court hearing information. Creates new Probation cases as they enter the system. Paper (hard copy): FLASH Notices, System-Generated Court Documents, Face sheet

* Probation Termination Date* Electronic flash notices, i.e., Have CORPUS interface send the info electronically to the new system, new system to store the data in appropriate fields, and create an alert to the assigned DPO's work queue or email. This is desired.

APS (Probation’s system) sends information to CORPUS regarding: * DPO assignments

Conditions of Probation - actual court order, not abbreviated

Mandated to have an audit trail of:* Who has viewed, edited or deleted a record

* Must maintain comparable auditing system* Ability to electronically generate court documents, Face sheet from interfaced CORPUS data

(Pending owner approval)

Interface System & General Description Information Coming Into Probation Information Sent From Probation

Mandates and/or

Needs of the Probation Dept.


Required Reports

by Proposed Vendor

In Existing System


In Existing System


Central Collections (CUBS) to APS

Accounting system for fines, fees and restitution. Tracks DPO assigned to client.

Owner: Auditor's OfficeHosted at: ITDPlatform: WindowsDatabase: SQL ServerLanguage: UnknownVendor: Columbia SystemsInterface: FTPSecurity: Application based, ADInterface online or batch: BatchCloud-based no

Some restitution account information

For the client, at both a person and docket level: amount ordered ("charged on"), amount paid to date, balance due, date and amount of last payment. For any co-defendants subject to a "joint and severable" restitution order, at the docket level: Amount paid to date.This new interface would eliminate the need for the current paper "ATB" reports

APS (Probation’s system) sends information to CORPUS regarding: * DPO assignments

CUBS currently generates monthly paper reports known as "ATB" (Aged Trial Balance) reports sorted by assigned DPO, listing all of the DPO's clients with data re the amount ordered, amount paid to date and balance due. These reports are mailed to the DPO via interoffice mail (QIC).

Alternatively, an accounting system to track payment of all fines fees and restitution embedded in the case management system and viewable by assigned Probation staff



Mandates and/or Required Reports


In Existing System

Additional Data Needed in New

In Existing System

Additional Data


System's Interface

Needed in New System's Interface

Central Collections (CUBS) to PRISM

Accounting system for fines, fees and restitution. Tracks DPO assigned to client.

Owner: Auditor's OfficeHosted at: ITDPlatform: WindowsDatabase: SQL ServerLanguage: UnknownVendor: Columbia SystemsInterface: FTPSecurity: Application based, ADInterface online or batch: BatchCloud-based no

Some restitution account information

For the client, at both a person and docket level: amount ordered ("charged on"), amount paid to date, balance due, date and amount of last payment. For any co-defendants subject to a "joint and severable" restitution order, at the docket level: Amount paid to date.This new interface would eliminate the need for the current paper "ATB" reports

PRISM (Probation’s system) sends information to CORPUS regarding: * DPO assignments

CUBS currently generates monthly paper reports known as "ATB" (Aged Trial Balance) reports sorted by assigned DPO, listing all of the DPO's clients with data re the amount ordered, amount paid to date and balance due. These reports are mailed to the DPO via interoffice mail (QIC).

Alternatively, an embedded accounting system to track payment of all fines fees and restitution





In Existing System


In Existing System


JCMS

Juvenile Court Case Management System. Data re court hearing dates, offenses (arrested, charged and found), conditions of probation, images of documents filed with the court, including minute orders.

Owner: Courts

Hosted at: OIT (Courts Data Center)

Platform: Windows/Unix/LinuxDatabase: InformixLanguage: TibcoVendor: TibcoInterface: Web ServicesSecurity: IP Address/FirewallInterface online or batch: OnlineCloud-based no

When PRISM controls (buttons/links) re clicked, PRISM "calls" real time data from JCMS to display on PRISM screens. The data is not stored in the PRISM database. Date and time of future court hearings, court calendars, (by date and by client), charged and found offenses, access to view/print copies of imaged documents.

N/A Desired (but not required) is the ability for DPO to have new system "electronically file" the report by sending a copy to JCMS to the Court Clerk via mail merge or other functionality, once approved internally






In Existing System


In Existing System


DALITENote: This system will be upgraded or replaced in the very near future

District Attorney's Case management system for adult cases

Owner: DAHosted at: DAPlatform: WindowsDatabase: SQL ServerLanguage: VB 6Vendor: DA IT StaffInterface: Direct attach to SPs

Security: SQL Server Client Account

Interface online or batch: OnlineCloud-based no

When PRISM controls (buttons/links) re clicked, PRISM "calls" real time data from DALITE to display on PRISM screens.Data displayed: charges, negotiated plea, sentence, offense summary, victim information, restitution claimed by victim and "VCB" (Victim Compensation Board) orders of the court to date…

N/A N/A Desired (but not required) is the ability to "electronically file" the report by sending a copy to DALITE, once approved internally. As the DALITE system is enhanced, the Probation system will desire that the interface display






In Existing System


In Existing System


CRIMS

Web version of CORPUS with added functionality. Used to present juvenile information to law enforcement agencies

Owner: Courts/Sheriff/DAHosted at: ITDPlatform: AIX WebSphereDatabase: DB2Language: JavaVendor: Custom, ITD

Interface: SQL Server/Link Server

Security: ADInterface online or batch: OnlineCloud-based no

N/A For Adult: Same as CORPUS

For Juvenile: Data from the electronic consolidated arrest report (E-CAR) should be imported into the vendor’s system, as part of the booking or referral creation process

Adult Probation data is currently sent to CORPUS or AWS, and CRIMS pulls the data it displays from those systems. Juvenile data is sent directly to CRIMS, including arrest and court data, conditions of probations, warrant data, and "safety notices"

Same as CORPUS

Mandated to have an audit trail of:* Who has viewed, edited or deleted a record

Must maintain comparable auditing system


Interface System & General Description Information Coming Into Probation Information Sent From Mandates Needs of the


Probation and/or Required Reports

Probation Dept. by Proposed Vendor

In Existing System


In Existing System


AWS

Adult warrant information and conduit to the SRF system which is a DOJ, state-wide database of persons under supervision and their release status. Also provides PRCS data to CRIMS

Owner: SheriffHosted at: ITDPlatform: IBM MainframeDatabase: DB2Language: COBOL/CICSVendor: Custom, ITDInterface: Flat fileSecurity: Mainframe RACFInterface online or batch: BatchCloud-based no

N/A See "needs" box APS (Probation’s system) sends information to AWS regarding: * DPO assignments* "PIN Conditions" (a shorthand version of up to 5 conditions of probation)

Conditions of Probation - actual court order, not abbreviated

SRF has the ability to send data to the supervising Community Corrections Agency (Probation when a probationer has contact with law enforcement. It is desired to have this data stored in the new system and displayed as an alert or e-mail to the assigned DPO(Pending owner approval)





In Existing System


In Existing System


JCPSS

Juvenile court and probation statistical system. Comprised of the monthly Probation Department and Juvenile Court activity. The file format and compliance to edit rules is strictly enforced by JCPSS.

Owner: CA DOJHosted at: CA DOJPlatform: UnknownDatabase: UnknownLanguage: UnknownVendor: Custom, CAInterface: Flat file / FTP

Security: Proprietary ID/Password

Interface online or batch: BatchCloud-based Unknown

N/A N/AReport referral specific data, and client specific demographic information for all juvenile referrals to Probation. Reporting is mandated at various intervals referred to as “Action Types” by DOJ. DOJ has set forth a specific set of conditions that must be met; otherwise the record will be rejected.

N/A Compliance with JCPSS reporting standards is mandated, with an error rate no greater than 3%

Generate a file in strict accordance with JCPSS reporting standards. The file must be provided to Probation at the beginning of each month for upload to DOJs JCPSS site.

Currently: Job run creates a file and sends it to Probation. Probation then uploads the file to JCPSS.





In Existing System


In Existing System


DOJ-Firearms

Juvenile clients with offences that prohibit them from possessing firearms

Owner: CA DOJHosted at: CA DOJPlatform: UnknownDatabase: UnknownLanguage: UnknownVendor: Custom, CAInterface: Flat file / FTP

Security: Proprietary ID/Password

Interface online or batch: BatchCloud-based Unknown

N/A N/A Report referral specific data and client specific demographic information for Any person subject to juvenile court law and adjudged a ward of the juvenile court under Section 602 of the Welfare and Institutions Code for specific offenses, outlined by the DOJ. (PC §12021(e)

N/A Compliance with DOJ Firearms reporting standards is mandated.

Once a month FTP file transfer directly to DOJ as required by law. The file must be provided to Probation at the beginning of each month


EXHIBIT FSPECIFIC REQUIREMENTS RESPONSE GRID


Please see the Excel spreadsheet on the Current Contracting Opportunities website: http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

Click on the link for RFP #901038. The attachment can be found under “Project Related Documents.”

Exhibit F – RFP No. 901038Page 1


Alameda County Probation Department RFP No. 901038 Exhibit

System Requirements Response Grid F

SYSTEM REQUIREMENTS

Below is a list of Alameda County Probation's required functionality of the new case management system. Please mark an "X" in the appropriate column for each row to indicate what systems and features your software supports according to the legend below. Responses to each requirement will be used to support the evaluation of the Proposed System (please refer to the Evaluation Criteria table found on p. 13 of the RFP).

Response Explanation

SUPSupported as delivered "out-of-the-box". Supported via minimal

modifications/standard configuration (screen configurations, reports, drop-downs, GUI tailoring, etc.)

3RD Supported via a third party solution (include solutions that are provided by another vendor)

CST Supported via customization (changes to source code)

FUT

Will be supported in a future release. This release must be already planned and scheduled for implementation within nine (9) months of

the posting of this RFP. Bidders must be prepared to demonstrate and/or discuss “future” requirements if invited for an oral

presentation and interview.

Any requirement marked “FUT” must also have an “X” in the “NAR” column, and a brief but detailed narrative must be provided in

Exhibit G

NS Not Supported

SUB Mark an "X" in this column if item is being provided by a sub-contractor

Narrative (NAR)

Mark an "X" if comments are attached in the narrative regarding this item (Note: Narrative is not required for all items, but are meant to help overall

understanding of your system and can be used to explain any responses included here


Mark an "X" in the appropriate column. Mark only ONE item for each row.

RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR1. CASE MANAGEMENT1.a. Intake Process 1.a.i. Client Record Creation 1.a.ii. Demographics 1.a.iii. Court Referral 1.a.iv. Referral Sources 1.a.v. Stay Away Orders 1.a.vi. Unique Identifier 1.a.vii. Duplication and Validation 1.a.viii. Address Verification and Validation 1.a.ix. Client Conflicts 1.a.x. Client Relationships 1.a.xi. Evidence Tracking 1.a.xii Consent Forms/Waivers 1.a.xiii. Assignment 1.b. Client Assessment & Planning 1.b.i. Custom Needs, Risk and Strength Assessment 1.b.ii. Assessment History 1.b.iii. Investigation and Assessment Staffing 1.b.iv. Scheduling of Future Assessments 1.b.v. Supervision Assignments 1.b.vi. Approval of Assessments 1.b.vii. Case Plan 1.b.viii. Case Plan History and Accessing Previous Case Plans 1.c. Routine Case Management 1.c.i. Per Client Cases 1.c.ii. Workflow Tools 1.c.iii. Client Journal (Chronologicals) 1.c.iii.1. Missed Events


1.c.iii.2. Major Life Events 1.c.iv. DPO Task Tracking 1.c.v. DPO Alerts 1.c.vi. Response Grid Tracking 1.c.vii. Violations 1.c.viii. Incentives Tracking 1.c.ix. Client Relationships 1.d. Case Management Supervision & Administration 1.d.i. DPO Alerts - Caseload Management 1.d.ii. Supervisor Alerts - Unit Level Management 1.d.iii. Supervisor Task Tracking 1.d.iv. Executive Management Alerts 1.d.v. Client Transfers 1.d.vi. Caseload Analysis (DPO and Supervisor Level)


RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR2. INSTITUTIONS (FACILITIES) MANAGEMENT 2.a. Client Intake Procedures 2.a.i. Client Record Creation 2.a.ii. Detention Assessment 2.a.iii. Placement Reason 2.a.iv. Mug Shots and Photograph Imports 2.a.v. Pictures 2.a.vi. Health Assessments 2.b. Housing Assignments 2.b.i. Conflict Prevention 2.b.ii. Housing Alerts 2.c. Facility Availability Overview 2.c.i. Schematics 2.c.ii. Assignments 2.d. Personal Belongings Tracking


2.d. Personal Belongings Tracking 2.e. Evidence Tracking 2.e. Evidence Tracking 2.f. Youth/Client Tracking & Reporting 2.f. Youth/Client Tracking & Reporting 2.g. Incident Tracking & Reporting 2.g. Incident Tracking & Reporting 2.h. Staffing Management 2.h. Staffing Management 2.i. Institution Mandated Facility Compliance 2.i.i. Population 2.i.ii. Escapes 2.i.iii. Incidents 2.i.iv. Discipline 2.i.v. Activities and Recreation 2.i.vi. School 2.i.vii. Exercise 2.i.viii. Safety and Security (including Bed Check Tracking) 2.j. Official Length of Stay Tracking 2.j. Official Length of Stay Tracking 2.k. Camp Sweeney Merit Program Tracking (custom) 2.k. Camp Sweeney Merit Program Tracking (custom)


RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR3. PROBATIONER COMPLIANCE MANAGEMENT 3.a. Court Conditions and Compliance 3.a. Court Conditions and Compliance 3.b. Violations 3.b. Violations 3.c. Historical Court Reports 3.c. Historical Court Reports


3.d. Court Reports Progress 3.d. Court Reports Progress 3.e. Non-Destructive History 3.e. Non-Destructive History 3.f. Court Report Updates 3.f. Court Report Updates 3.g. Restitution Management 3.g.i. Restitution Payment 3.g.ii. Restitution Priorities 3.g.iii. Joint and Several Models


RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR4. PROBATION SERVICE REFERRALS 4.a. External Service Referrals 4.a. External Service Referrals 4.b. Internal Service Referrals 4.b. Internal Service Referrals 4.c. Service Referral Status 4.c. Service Referral Status 4.d. Service Referral Reviews 4.d. Service Referral Reviews 4.e. Service Agency Administration 4.e. Service Agency Administration 4.f. Service Agency/CBO Referral Portal 4.f. Service Agency/CBO Referral Portal


RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR5. REPORTING 5.a. Client Level and Aggregate Reports


5.a.i. Single Client Status and History Reports 5.a.ii. Filtering of Client Reports 5.a.iii. Case Plan Reports 5.a.iv. Identified Needs and Service Referral Reports 5.a.v. Service Delivery Reports 5.a.vi. Client Outcome Reports 5.a.vii. Exception Reports 5.a.viii. Recidivism Reports 5.b. Case Management and System Reporting 5.b.i. Client and Case Total Reports 5.b.ii. Court Reports 5.b.iii. Restitution Reports 5.b.iv. Disproportionate Minority Contact (DMC) Reports 5.b.v. Visitation Reports 5.b.vi. JCPSS Reports


RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR6. BUSINESS INTELLIGENCE DASHBOARDS 6.a. Client Caseload Dashboards 6.a.i. Client Caseload Profiles 6.a.ii. Filtering of Client Dashboards 6.a.iii. Consolidated View 6.a.iv. Client Requirements View 6.a.v. DPO Caseload View 6.a.vi. Assessment View


RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR7. ADMINISTRATION 7.a. User Management and Security


7.a.i. User Levels 7.a.ii. Archiving 7.a.iii. Outgoing Staff Transfers 7.a.iv. Security 7.b. Search Features 7.b.i. Ability to Search 7.b.ii. Ability to Cross-Reference 7.c. Workflows and Approvals 7.c.i. Workflow Management 7.c.ii. Approvals 7.d. Templates 7.d.i. Customizing Templates 7.d.ii. Templates Assignment 7.e. Document Management 7.e.i. Document Creation 7.e.ii. Document Editing and Electronic Approval 7.e.iii. Document Saving and Naming Conventions 7.e.iv. Document Access and Retrieval 7.f. User Interface 7.f.i. Consistent UI


RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR8. DATA PORTABILITY 8.a. Architecture 8.a. Architecture 8.b. Non RDBMS Interface 8.b. Non RDBMS Interface



RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR9. CORE FUNCTIONALITY 9.a. Document Management 9.a. Document Management 9.b. Outlook Integration 9.b.i. Emailing 9.b.ii. Calendar Events/Tasks 9.c. Alerts 9.c. Alerts 9.d. Data Validation 9.d.i. Critical Field Validation 9.d.ii. Field Pre-population 9.d.iii Spell Checking9.e. De-Duplication 9.e. De-Duplication 9.f. Record Sealing 9.f. Record Sealing 9.g. Record Complexity 9.g. Record Complexity 9.h. Save and Resume 9.h. Save and Resume


RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR10. HARDWARE & HOSTING 10.a. Internally Hosted 10.a. Internally Hosted 10.b. Externally Hosted 10.b. Externally Hosted 10.c. Cloud Hosted 10.c. Cloud Hosted



11. SYSTEMS INTEROPERABILITY 11.a. Alert Integration

11.a. Alert Integration


RFP Reference Criteria SUP 3rd CST FUT NS SUB NAR12. DESIRED FEATURES - OPTIONAL COMPONENTS 12.a. Human Resources Management 12.a. Human Resources Management 12.b. Accounting Systems Integration 12.b. Accounting Systems Integration 12.c. Logistics Management 12.c. Logistics Management 12.d. Client Communication 12.d.i. Public-Facing Client Reporting Methods 12.d.ii. Web-based Client Reporting 12.d.iii. Voice to Text 12.d.iv. Client Event Reminders


EXHIBIT GNARRATIVE RESPONSE FORM

RFP No. 901038–Probation Data Management System

BIDDER INSTRUCTIONS

Please provide a clear and concise response to each section below, in response to the corresponding RFP section and requirements. At minimum, a response shall include a declarative statement that the Bidder meets the specifications as stated in the RFP.

Each section below corresponds to the same labeled section in Exhibit D – Specific Requirements for reference.

If Bidder includes copies of policies, procedures, sample forms, and/or reports, state “See Attachment (Name of Document) in bid response” and place the document in the corresponding section.

Bidders that do not respond to all sections may be found to be “non-responsive” and disqualified from the bid process.

From System Requirements (Exhibit D)

SECTION 1: CASE MANAGEMENT (Exhibit D, page 1-6)

1a.) Intake Process (Include what software and methods are used to verify and validate addresses.) (Please refer back to Exhibit D, page 1)

1b.) Client Assessment (Please refer back to Exhibit D, page 2)

1c.) Routine Case Management (Please refer back to Exhibit D, page 3)

1d.) Case Management Supervision and Administration (Please refer back to Exhibit D, page 5)

SECTION 2: INSTITUTIONS (FACILITIES) MANAGEMENT (Exhibit D, page 6-8)

2a.) Client Intake Procedures (Please refer back to Exhibit D, page 6)

2b.) Housing Assignments (Please refer back to Exhibit D, page 6)

Exhibit G – RFP No. 901038Page 1

2c.) Facility Availability Overview (Please refer back to Exhibit D, page 7)

2d.) Personal Belongings Tracking (Please refer back to Exhibit D, page 7)

2e.) Evidence Tracking (Please refer back to Exhibit D, page 7)

2f.) Youth/Client Tracking & Reporting (Please refer back to Exhibit D, page 7)

2g.) Incident Tracking & Reporting (Please refer back to Exhibit D, page 7)

2h.) Staffing Management (Please refer back to Exhibit D, page 7)

2i.) Institution Mandated Facility Compliance (Please refer back to Exhibit D, page 7)

2j.) Official Length of Stay Tracking (Please refer back to Exhibit D, page 8)

2k.) Camp Sweeney Merit Program Tracking (custom) (Please refer back to Exhibit D, page 8)

SECTION 3: PROBATIONER COMPLIANCE MANAGEMENT (Exhibit D, page 8-9)

3a.) Court Conditions and Compliance (Please refer back to Exhibit D, page 8)

3b.) Violations (Please refer back to Exhibit D, page 8)

3c.) Historical Court Reports (Please refer back to Exhibit D, page 8)

3d.) Court Report Progress (Please refer back to Exhibit D, page 8)

3e.) Non-Destructive History (Please refer back to Exhibit D, page 8)


3f.) Court Report Updates (Please refer back to Exhibit D, page 8)

3g.) Restitution Management (Please refer back to Exhibit D, page 9)

SECTION 4: PROBATION SERVICE REFERRALS (Exhibit D, page 9-10)

4a.) External Service Referrals (Please refer back to Exhibit D, page 9)

4b.) Internal Service Referrals (Please refer back to Exhibit D, page 9)

4c.) Service Referral Status (Please refer back to Exhibit D, page 9)

4d.) Service Referral Reviews (Please refer back to Exhibit D, page 9)

4e.) Service Agency Administration (Please refer back to Exhibit D, page 10)

4f.) Service Agency/CBO Referral Portal (Please refer back to Exhibit D, page 10)

SECTION 5: REPORTING (Exhibit D, page 10-11)

5a.) Client Level and Aggregate Reports (Please refer back to Exhibit D, page 10)

5b.) Case Management and System Reporting (Please refer back to Exhibit D, page 11)

SECTION 6: BUSINESS INTELLIGENCE DASHBOARDS (Exhibit D, page 11)

6a.) Client Caseload Dashboards (Please refer back to Exhibit D, page 11)

SECTION 7: ADMINISTRATION (Exhibit D, page 12-14)

7a.) User Management and Security (Please refer back to Exhibit D, page 12)


7b.) Search Features (Please refer back to Exhibit D, page 12)

7c.) Workflows and Approvals (Please refer back to Exhibit D, page 13)

7d.) Templates (Please refer back to Exhibit D, page 13)

7e.) Document Management (Please refer back to Exhibit D, page 13)

7f.) User Interface (Please refer back to Exhibit D, page 13)

SECTION 8: DATA PORTABILITY (Exhibit D, page 14)

8a.) Architecture (Please refer back to Exhibit D, page 14)

8b.) Non-RDBMS Interface (Please refer back to Exhibit D, page 14)

SECTION 9: CORE FUNCTIONALITY (Exhibit D, page 14-15)

9a.) Document Management (Please refer back to Exhibit D, page 14)

9b.) Outlook Integration (Please refer back to Exhibit D, page 14)

9c.) Alerts (Please refer back to Exhibit D, page 14)

9d.) Data Validation (Please refer back to Exhibit D, page 14)

9e.) Duplication (Please refer back to Exhibit D, page 15)

9f.) Record Sealing (Please refer back to Exhibit D, page 15)

9g.) Record Complexity (Please refer back to Exhibit D, page 15)


9h.) Save and Resume (Please refer back to Exhibit D, page 15)

SECTION 10: HARDWARE AND HOSTING (Exhibit D, page 15)

10a.) Internally Hosted (Please refer back to Exhibit D, page 15)

10b.) Externally Hosted (Please refer back to Exhibit D, page 15)

SECTION 11: SYSTEMS INTEROPERABILITY (Exhibit D, page 16)

11a.) Alert Integration (Please refer back to Exhibit D, page 16)

SECTION 12: DESIRED FEATURES – OPTIONAL COMPONENTS (Exhibit D, page 17)

12a.) Human Resources Management (Please refer back to Exhibit D, page 19)

12b.) Accounting Systems Management (Please refer back to Exhibit D, page 19)

12c.) Logistics Management (Please refer back to Exhibit D, page 19)

12.d CLIENT COMMUNICATION

12d.i.) Public-Facing Client Reporting Methods (Please refer back to Exhibit D, page 19)

12d.ii.) Web Based Client Reporting (Please refer back to Exhibit D, page 19)

12d.iii.) Voice To Text (Please refer back to Exhibit D, page 19)

12d.iv.) Client Event Reminders (Please refer back to Exhibit D, page 20)


From Technical Requirements (Exhibit D)

SECTION 5: REQUIREMENTS (Exhibit D, page 20-21)

5a. GENERAL REQUIREMENTS (Please refer back to Exhibit D, page 3)

5a.1.) Describe all necessary support software (i.e. DBMS, compilers, text editors, library products). If special licensing agreements are necessary (site, CPU dependent), or there are items not included in the vendor’s proposal they must be detailed and noted in the detailed cost sheets.

5a.2.) Describe tools and approach for scheduling online, background and batch processes.

5a.3.) Describe the System capabilities for recovery and restart following system program failure for batch and on-line. This should include warm and cold re-start without re-entry of data. Also detail your disaster recovery procedures and systems and how record level data is protected from accidental loss.

5a.4.) Probation requires that the vendor provide a fail over (high availability) capability that will guarantee that if there is a system failure due to hardware, the system can be run on an alternate machine within minutes after the failure. Discuss back-up configuration and fail over. This must include response time, system upgrades, test methods.

5a.5.) Describe any special features of the proposed system that enhances system high-availability in the event of network or other system component failure.

5b. NETWORK/HARDWARE REQUIREMENTS (Please refer back to Exhibit D, page 3)

5b.1.) Describe the functional partitioning of the server and client architecture to illustrate what work is done on the various components (web, application database servers, and client) of the system.

5b.2.) Describe the system solution’s technical environment including but not necessarily limited to, hardware, licensing, system software and application software. Vendor must provide a diagram of the software stack required. Details of the technical requirements must include supported browsers and versions and native 32/64 bit environment support. Please provide a diagram of the typical configuration showing software components, servers, clients.

Diagram of software stack attached.

Diagram of configuration showing software components, servers, clients attached.


5b.3.) Detail what server and client workstation software and hardware items must be in place to effectively process the proposed applications based on the current volumes and number of users. Be sure to include required browser versions and all necessary plug-ins required to access the software. Be sure to include all environments (production, development etc.) necessary to maintain and run the proposed solution. As there may be several options here, detail each by specifying models and components such as disk size, processors TPC measures etc. Be sure to include all required items such as Servers (application, database, local), gateways, workstations, peripherals and network hardware.

5b.4.) Is the location of the equipment an issue due to specification requirements, performance goals or equipment management needs?

5b.5.) Vendor to describe server cabinet/size and model type to be compatible with Alameda County data center raised floor guide lines

5b.6.) What is the recommended bandwidth?

5b.7.) What protocols are used? What protocols are recommended? Please be specific; include IP sub-protocols and ports if any.

5b.8.) Does the system use or rely on integration with an e-mail or workflow system? If so, which ones? Please describe the features/functions available when this integration is used and how these functions are provided if such integration is not available.

5b.9.) Please describe how the application will typically be available on the intranet, extranet and intranet environment.

5b.10.) Describe how the application front end and administration environment is accessible via VPN.

5b.11.) Describe the future development of the application and how you will support software environment upgrades such as new MS Windows operating system upgrades for desktops and servers. Specify your upgrade timing, version compatibility plans and your version deprecation timeframe.

5c. SYSTEM PERFORMANCE (Please refer back to Exhibit D, page 3)

5c.1.) Please provide an overview or any “benchmarks” or other statistics that will provide an overview of the Client Server performance being proposed.

5c.2.) Provide details of how you test for scalability with new implementations. Include details on how you test for performance on projected future loads in five years time.


5c.3.) Is there a window when the system is taken down for backups and if so, how long will backup take.

5c.4.) What are the normal requirements or procedures for restoring from backup? Include the responsibilities of the County and of the vendor in managing the backup procedures for the database and application.

5c.5.) Describe the scalability of the proposed solution (transactions, concurrent users, ability to execute batch and on-line jobs concurrently, transactions over a WAN etc.) and the architectural components that facilitate this.

5c.6.) Please provide details on the level of service you are willing to guarantee, the percentage of up-time as a Service Level Agreement (SLA) must be 99.9% as a minimum and the vendor must be willing to agree to commercial penalties should this not be achieved monthly.

5c.7.) Please provide details on your definition of downtime.

5c.8.) Provide details of the longest downtime your equivalent systems have experienced in the past two years. Include reasons for this downtime.

5c.9.) Please provide an overview or any “benchmarks” or other statistics relating to the applications ability to process information in real time. This should include transaction processing rates, any turnaround time for reporting.

5c.10.) Define how many concurrent as well as named users the proposed solution will accommodate.

5c.11.) Describe the load and performance testing you will perform in the implementation phase to ensure sufficient performance for the anticipated load in regular use.

5d. SYSTEM INTEGRATION AND INTERFACES (Please refer back to Exhibit D, page 4)

5d.1.) Describe how the software provides both upload and download capabilities to spreadsheet (csv, xml) and word processing packages based upon user defined selection criteria.

5d.2.) Describe how reports can be routed to the County’s printers using PCL 6 or compatible Microsoft printing standards.


5d.3.) Describe the overall process for developing external system interfaces.

5d.4.) Define your data migration success metrics.

5d.5.) Present standard data migration plan used in the previous installations of your system.

5d.6.) Describe your facilities and environments to allow the customer test and validate mock migrations.

5d.7.) Describe how Probation’s data retention policy will be implemented during the data migration process.

5d.8.) Describe your ability to implement custom business rules as a selection criteria for the data migration.

SECTION 6: DEVELOPMENT TOOLS (Exhibit D, page 21)

6. DEVELOPMENT TOOLS(Please refer back to Exhibit D, page 4)

6a.) Describe the tools and languages used to develop and run the application. Describe how the application will be maintained and upgraded and what capability the County will have for customizing the application to meet their unique needs.

6b.) What Database options are recommended and list others if they are (certified) available?

6c.) Is a database data dictionary provided?

6d.) Describe the database locking approach (field, row, table locking) and its’ impact on performance / concurrent usage.

6e.) Describe the data retention practices of the system. Detail archival practices and customization.

6f.) Describe how the application provides for the storage of non text data types such as images and if this is done within the database.

6g.) Can the application integrate with the FileNet enterprise imaging solution? If so, how?


6h.) Describe if there is an automatic user friendly “report generator”.

6i.) Describe how templates or standardized forms and reports can be created and re-used.

6j.) Describe the APIs provided for this application including the ability to access secure API connections and customized API access for other applications and county agencies. Detail the limitations on how customers can use your supplied APIs.

SECTION 7: CONVERSION APPROACH AND TOOLS (Exhibit D, page 21)

7. CONVERSION APPROACH AND TOOLS (Please refer back to Exhibit D, page 4)

7a.) Describe the Conversion approach and proposed tools for use in conjunction with the proposed software applications. The County’s current Juvenile and Adult probation systems have current case information and valuable history which will be important to convert.

7b.) Describe in general the proposed conversion approach and controls to ensure data integrity. Vendor will detail the data conversion standard and must ensure bulk data conversion imports 100% of valid records. Also provide details of in-application tools provided to assist users and administrators in identifying data gaps, missing records and de-duplicating records.

7c.) Describe in general the proposed approach to implementing code tables in the database, such as offense codes, intake actions etc. Describe the approach to conversion from the existing tables to the new tables.

SECTION 8: SYSTEM ADMINISTRATION (Exhibit D, page 21)

8. SYSTEM ADMINISTRATION (Please refer back to Exhibit D, page 4)

8a.) Describe delivered system documentation and recommended system administration practices.

8b.) Describe system administration tools and user friendly graphical interfaces that allow non-technical staff to define business rules, conditions, codes and values.

SECTION 9: SECURITY (Exhibit D, page 21)

9e. REMOTE ACCESS/CONTROL (Please refer back to Exhibit D, page 4)

9e.1.) Vendor must describe the VPN compatibility of their system.


9j. ADMINISTRATIVE ACCOUNTS

9j.1.) Describe system capabilities to restrict/grant access by logon ID/password and user defined roles.

9j.2.) Is system security user maintained and does it require special database security privileges?

9j.3.) Describe system features related to password control such as: Ability for the user to control/change passwords; Password expiration, and Password encryption.

9j.4.) Does the system automatically log off an inactive user?

9j.5.) Does the system limit the number of unsuccessful logon attempts and log unsuccessful attempts, user logons with date and time, etc. and make that data available for system administration reporting?

9j.6.) Describe how the system can integrate with Active Directory. Describe how the system can incorporate the current role based Active Directory security groups.

9j.7.) Describe how the system supports the encryption of data transmissions.

9j.8.) Describe any special security features that are utilized to ensure secure “web access”.

9j.9.) Does the system provide for single sign-on? Describe the method used.

9j.10.) How does the system’s authentication work?

SECTION 10: AUDITS AND CONTROLS (Exhibit D, page 23)

10. AUDITS AND CONTROLS (Please refer back to Exhibit D, page 6)

10a.) Describe how a history of all changes to any tables is maintained.

10b.) Describe available audit trail of activity and changes that identify data changes, user ID, date, time etc.

10c.) Do audit trails allow the system administrator to trace the source of all transactions to user ID's?


10d.) Does the system log error messages and store them for future review and reporting?

10e.) Describe how the system provides easy input of user defined data validity test on user defined critical fields (e.g. Tables of valid codes, reasonableness, missing data, editing invalid combinations of data etc.)

10f.) Does the system provide a list of valid values when the user enters incorrect data for a field?

10g.) Does the system allow a chosen look-up answer to be automatically loaded into the proper field without additional key strokes?

10h.) Does the system allow a user to login more than once, simultaneously, from the same or a different device?

SECTION 11: MAINTENANCE AND SERVICE RESPONSE (Exhibit D, page 23)

11a. County requires agreement of contractor to support the probation-case-management system, whether by maintenance-agreement or other firm commitment.

11a.1.) Discuss and assert commitment regarding response times for simple, intermediate and complex problem requests. Provide details on both response and resolution times.

11a.2.) Discuss resources and procedures for responding to matters considered urgent by the County, including but not limited to, system failure.

11a.3.) Discuss resources and procedures for responding to matters considered not urgent by the County, including but not limited to, substandard system performance.

11b. County requires agreement of contractor to maintain and update the system.

11b.1.) Describe available maintenance support options for Hardware, Licensing, System Software and Applications Software.

11b.2.) Discuss how often system updates are normally provided.

11b.3.) Provide details on the maturity of this application including version number.


11b.4.) Provide the procedure, terms and conditions for release of your system application updates. Provide details on the work load required to manage and install system updates along with the time frame for major and minor planned updates. Include details on the procedures required by the vendor and the client for these updates, tools required and security issues pertaining to these procedures.

11b.5.) Describe your methodology for providing price quotes and timelines for system enhancements as may be requested by County.

11b.6.) Describe the process, timeline and turnaround time for requested customizations and enhancements to the system.

11b.7.) Describe product features prioritization process if competing with other customers for resources.

11b.8.) Describe your methodology for retaining customizations to the application when major platform updates are rolled out.

11b.9.) Describe your process and requirements for transferring all data to the County upon termination of the agreed upon contract at any time.

SECTION 12: DOCUMENTATION (Exhibit D, page 23)

12a.) Does the system provide “tool-tips” or something equivalent?

12b.) Is documentation delivered for the different types of users? (e.g. System technical personnel, system administrations, end users, etc.)

12c.) Please state how changes to system documentation will be maintained so that users will be kept current with the system as it evolves. State how changes to documentation will be released and who will be responsible for implementing changes.

12d.) Describe how problems, change requests and bugs are documented, tracked, reported and will be made available to Probation staff.

DOCUMENTATION

Please provide system and application documentation including documentation on the following:(Check each box to indicate that you have attached this information)

The database you use

All system software that you use to run the hardware and software including any third-party tools required


Application software documentation that you can provide (understanding that proprietary software cannot be shared at this time)

System flow charts

Training documentation,

Your documentation method and procedures, and

Test scripts.

Up to 20 Screen Shots of the following:

Client Intake Screen (Please refer back to Exhibit D, page 1)

Assessment Module (Please refer back to Exhibit D, page 2)

Case Notes/Chronologicals Screen (Please refer back to Exhibit D, page 5)

Compliance Tracking (Please refer back to Exhibit D, page 7-8)

Restitutions Management (Please refer back to Exhibit D, page 9)

Institutions Intake Screen(s) (Please refer back to Exhibit D, page 6)

Search - sample search screen(s) (Please refer back to Exhibit D, page 12)

Service Referral Screens (Please refer back to Exhibit D, page 9-10)

Any other sample screens

Up to 10 Samples of the following:

Client Reports (Please refer back to Exhibit D, page 10)

Aggregate Reports (Please refer back to Exhibit D, page 11)

Monthly Status Report

Example of a Court Report using a template to create the document

Example of a Case Plan


EXHIBIT HACRONYMS AND TERMS GLOSSARY


Term DefinitionAffiliate Shall mean a business entity that controls, is controlled by, or is under common

control with, another business entity; or the individual shareholder or group of shareholders that owns or controls more than fifty percent (50%) of the ownership interests of an entity.

API Shall represent and an abbreviation of application program interface which shall mean a set of routines, protocols, and tools for building software applications. A good API makes it easier to develop a program by providing all the building blocks.

Bid Shall mean the bidders’/contractors’ response to this RequestBidder Shall mean the specific person or entity responding to this RFPBusiness Intelligence Dashboard

Shall mean a data visualization tool that displays the current status of metrics and key performance indicators for a department or enterprise.

CA Shall refer to CaliforniaCalculations Shall mean employ calculations to any fields within an application using a

calculations engine that leverages common formula building conventions.Case Management is based in client-driven service provision arrangements that require different

responses from within organizations and across organizational boundaries. Core Case Management features typically include: intake, screening, assessment, case/care planning, risk management, implementing service arrangement, monitoring of services, evaluation and outcome tracking, and advocacy.

CDCR Shall mean California Department of Corrections and RehabilitationCEN Shall mean CORPUS Event NumberCII Shall mean Criminal Identification and InformationCLETS Shall mean California Law Enforcement Telecommunications SystemConfigurable Shall mean to design or adapt to form a specific configuration for some specific

purpose. Content Shall mean the audio and visual information, documents, services, software,

products and services contained in or made available to County by “ “ in the course of County’s use of the Service.

Contractor When capitalized, shall refer to selected bidder that is awarded a contractCORI Shall mean Criminal Offender Record InformationCounty When capitalized, shall refer to the County of AlamedaCounty Purposes Shall mean any use or uses in support of, or in furtherance of, County business

including, but not limited to, contract and labor law compliance and vendor certification for projects and contracts for or on behalf of County.

County Vendors Shall mean contractors and vendors and their respective subcontractors who provide goods or services to, on behalf of, or for the benefit of, County.

CSC Shall refer to County Selection CommitteeCultures Shall mean Access content in APCD’s Kiosk language list, with associated regional

formatting conventions (date, time, currency, units of measure) automatically. Custom Toolbars and Homepages

Shall mean Create toolbars and homepages unique to each user for smooth and quick navigation between applications and other system components.

Customer Data Shall mean any data, information or material provided or submitted by County to

Exhibit H – RFP No. 901038Page 1

the Service in the Course of using the ServiceDA Shall refer to District AttorneyDashboards and Scorecards

Shall mean view charts, graphs and other visuals containing real time metrics for any data stored within the provided system

DOJ Shall refer to Department of JusticeHCS Shall refer to Health Care Services of Alameda CountyJCMS Shall mean Juvenile Court Management SystemJCPSS Compliant Shall mean Juvenile Court and Probation Statistical System. The system must

electronically send the required JCPSS data to the California Department of Justice (DOJ) at the required frequency and within the permitted error rate (currently 3%), per DOJ reporting regulations.

JFN Shall mean Juvenile File NumberLDAP Shall mean Lightweight Directory Access Protocol which is an application protocol

for accessing and maintaining distributed directory information services over an Internet Protocol (IP) network.

LS/CMI Shall mean the Level of Service/Case Management Inventory (LS/CMI) which is an assessment that measures the risk and need factors of late adolescent and adult offenders.

MAYSI Shall refer to Massachusetts Youth Screening Instrument which is a screening instrument for youth

Mobility Shall mean secure accessibility of proposed software application anytime, anywhere, from any Internet compatible mobile device (iPhone, iPad, Blackberry, Android, etc.), and through any widely used browser (Chrome, Firefox, Internet Explorer, etc.)

OLAP (Online Analytical Processing)

Shall mean a computer processing that enables a user to easily and selectively extract and view data from different points of view.

PFN Shall mean Personal File Number (for adult probationers within Alameda CountyProgram Shall mean business-specific benefit or service delivery programs that have

administrative, regulatory, policy, and funding requirements. Referral Sources Shall mean those entities that refer a client to Probation such as Law Enforcement

or the Court. Law Enforcement may include but is not limited to the County Sherriff’s Department, local Police Departments and other local and State-wide Law Enforcement entities.

SLEB Small Local Emerging BusinessSMS Shall mean Short Message Service, as a text message, via phone, mobile

communication systems, with a fixed line or mobile phone technologySoftware Shall mean the source code version of the software, the database structures and

any Website software files required to operate the system and provide the service as an online service, all enhancement and modifications for the foregoing made by or on behalf of the vendor, all trade secrets, intellectual property and confidential information concerning any of the foregoing, and all documentation relating to any of the foregoing.

Supervision or Probation Supervision

Shall mean a court ordered disposition through which an adjudicated offender is placed under the control, supervision, and care of the Agency. The probationer must meet certain standards of conduct.


Task Management and Notifications

Shall mean manage and view activities sorted by target date, person responsible, department or location. Automate the process of alerting employees of overdue tasks with preformatted notifications via email, SMS text, social media, etc.

“Vendor Successor” Shall mean any entity or person that purchases the Software or obtains an exclusive license to the Software for commercial rather than internal use, or purchases al or substantially all of the assets of vendor, or merges into o into which vendor is merged.

Workflow Management

Shall mean a computer system that manages and defines a series of tasks within an organization to produce a final outcome or outcomes. Workflow management systems allow the user to define different workflows for different types of jobs or processes

YLS/CMI Shall mean the Youth Level of Service/Case Management Inventory™ (YLS/CMI™) is a risk/needs assessment and a case management tool used to assess and plan services for youth offenders.
