{"Project Scope & Deliverables":"Vendor must implement a probation case management software covering adult, juvenile, and pretrial services. Deliverables include project schedule, data conversion plan, training plan, risk/resource/communication plans, interface specs, and monthly progress reports.","Background":null,"Experience and References":"Provide a brief overview of the firm’s experience delivering similar services, including relevant public sector projects. Include at least three project references with client details, project dates, contact information, and a short description of the work performed.","Client / End-User Profile (User Base)":"Approx. 75–100 system users including probation staff and local law enforcement; current staffing is 35 FTE across Nevada City and Truckee offices.\n\nAt peak usage there could be 35 internal users and 92 external users (non‑probation staff i.e., law enforcement). - Q&A","Go-Live/Launch Timeline":"The County is looking for a single‑phased implementation. - Q&A\nProject to kick‑off once vendor is selected and go‑live target is as soon as practicable. - Q&A","Geographic / Offshore Resource Restrictions":"Work performed at vendor and County offices; no explicit offshore restrictions mentioned.","Hosting & Infrastructure Requirements":"Vendor must provide specifications for local hardware/software; hosted software agreement required (Attachment C). No explicit compliance frameworks (FedRAMP, StateRAMP) mentioned.","Legacy System":"Current System: Caseload Explorer (CE) case management system (CMS) with separate pretrial and assessment ","Data Migration":"Vendor responsible for migration, importing templates, developing reports/interfaces. No record counts or file volumes disclosed.","System Integrations":"Vendor must develop reports, extracts, and interfaces; specific third-party systems not listed.","Reporting & analytics":"Not addressed in RFP or addenda.","Maintenance & Support (Post-Launch)":"Not addressed in RFP or addenda.","Training":"Vendor must train trainers, key users, supervisors/managers; provide user documentation and periodic updates.","Proposal / Submission Requirements":"Electronic submission via Public Purchase portal; PDF format plus Excel workbook for functionality/cost; no fax/email accepted.","Initial Contract Term":"3–5 years initial term with County option to renew.\nThe initial term (\"Initial Term\") of this Agreement shall begin on the effective date of this Agreement and, unless sooner terminated or extended in accordance with the terms hereof, shall continue in effective for sixty months following the System Cutover. Unless sooner terminated or extended in accordance with the terms hereof, the term of this Agreement shall remain in effect for a period ending on the date immediately prior to the fifth (5th) annual anniversary date of the Maintenance Agreement Effective Date. ","Ongoing Project Management Obligations":"Vendor PM must deliver monthly progress reports detailing tasks, issues, solutions, and schedule impacts.","Disclosed Budget or Contract Value":"No budget range disclosed for new procurement. The current CMS contract annual cost is approx..$115,000..\nFunding will be determined based upon options and will need to go through the County’s budget approval process. There is no specific ceiling amount at this time. - Q&A","Subcontracting & Teaming":"Allowed but must disclose sub-consultants; County approval required for staff substitution. Prime contractor holds responsibility.","Pricing Structure & Cost Format":"Costs must be submitted in Excel Features & Functionality Workbook; include licensing, hosting, training, maintenance.","Diversity / Socioeconomic Preferences":"Local vendor preference policy explicitly not considered; no MWBE/SDVOB preferences mentioned.","E-Signature":"Yes, certified electronic signatures are acceptable.","Escrow":"The Contractor must place the software source code and related documentation with a third-party escrow agent after final acceptance. The deposit must be updated with future enhancements and customizations. If specific vendor failure events occur, the County can request access to the source code to maintain and improve the software. The County may use the code for internal improvements but cannot sell or transfer the software rights. Escrow obligations end when the contract expires or terminates.","Warranty / Stabilization Period":"The warranty period is expected for the initial Term of the Contract (up to 5 years). - Q&A","Payment Terms":"All payments are due Net 30 Days following County’s receipt of an accurate invoice.","Retainage / Withholding":"Not addressed in RFP or addenda.","Billing and Invoicing":"Not addressed in RFP or addenda.","Disaster Recovery And Business Continuity":"The Contractor must maintain a Disaster Recovery Plan to restore services during major outages. The Contractor must notify the County, move operations to a recovery location quickly, and prioritize restoration of critical services before optional services.","Security Requirements":"Vendor must complete Vendor Information Security Assessment (VISA). No specific certifications (SOC 2, ISO, NIST) mentioned.","Change Request / Scope Change Handling":"Vendor must provide Change Control Plan; changes require County approval.","Mobile App":"No native mobile application is required, but the County would be interested in this feature.","L-1 Support/Help Desk Support/Call Center":"Maintain a support website with software and service information.\nProvide qualified support staff and respond to County support requests.\nOffer phone support, remote diagnostics, troubleshooting, and user assistance.\nProvide support during 8:00 AM–5:00 PM Pacific Time, Monday–Friday (excluding holidays).\nRespond to reported software errors based on agreed priority levels and escalation procedures.\nIf SLA commitments are not met, the County may withhold maintenance and support payments until service levels are achieved.","Intellectual Property Ownership":"Not addressed in RFP or addenda.","Commercial and Legal Risks (Liability caps, indemnity, liquidated damages, penalties, performance bonds, no exceptions)":"Vendor must meet County’s indemnification and insurance requirements (Attachment D). Independent contractor status required; no liability caps or liquidated damages mentioned.","Staffing(Onsite, Resource availability, feasibility of onsite-offshore model)":"The selected Provider will perform project work at its own locations as well as in County offices. County will make available such office space and meeting space as is reasonably required for staff to perform their work. ","Competition (Favoring a particular vendor, platform)":"Not addressed in RFP or addenda.","Partnership Gaps (Lack of required local partner or sub-contractor)":"Not addressed in RFP or addenda.","Independent Verification and Validation":"Not addressed in RFP or addenda.","Regulatory & Statutory Compliance":"Must comply with California Public Records Act; debarment certification required under Title 49 CFR Part 29.","Compliance Updates":"The Contractor must monitor applicable California laws and regulations and provide timely software updates to keep the system compliant. The Contractor will provide up to 1,000 hours per year of technical effort for compliance updates. Any additional required effort beyond 1,000 hours will be billed on a time-and-materials basis and distributed fairly among affected clients.","RFP Document Folder Link":"https://drive.google.com/drive/folders/1haNz3rx4b44tMDbvFmlceN7-RWDhoRIY?usp=drive_link"}
Assumptions
- 1. Cardinality Solution will be hosted on AWS Gov Cloud for the production instance.
- 2. AWS Hosting includes one production and four non-production instances - Development, Integration Testing, UAT and Staging
- 3. Cardinality SaaS license includes - Yearly 2 upgrades, monthly hot fixes and level 3 support
- 4. All resources would be based out of the United States
- 5. The Cardinality Saas license cost is provided for up to 100 internal users
- 6. Cardinality will leverage the Adobe or DocuSign licenses of the Agency for e-signature
- 7. The Operations & Maintenance Support phase is assumed to start after DDI phase of 11 months and warranty period of 1 month
- 8. Cardinality will provide a mobile responsive application. Development of a mobile app is not part of scope of work
- 9. Cardinality will provide Tier-2 and Tier-3 support during the M&O Phase. The Agency will provide Tier-1 support.
- 10. The billing and payment schedule will be jointly developed during the contract negotiation phase