{"Purpose":"The state of North Dakota, acting through its Department of Corrections and Rehabilitation (the STATE) is soliciting proposals for system replacement for their current Client Management System (CMS).","Background":"The North Dakota Department of Corrections and Rehabilitation (ND DOCR) is seeking a modern Client Management System (CMS) to support its mission of transforming lives, influencing change, and strengthening communities. The agency serves residents in custody and clients in the community—including victims, juveniles, and individuals under supervision—using person-centered, trauma-informed practices.\n\nND DOCR operates multiple facilities and community offices, providing comprehensive services such as education, medical and mental health care, legal support, supervision, and reentry services.","Scope of Work":"The State of North Dakota is seeking proposals to replace its current Client Management System (CMS) with a modern, scalable solution that supports the full correctional lifecycle and improves access, visibility, and case management for both internal and external users.\n\nThe initial phase will replace the existing CMS and its core functions, with future phases expanding the system to support all business processes through a strategic, phased approach. The solution must integrate with existing systems, and if any current systems are replaced by new modules, their data must be converted into the new system. All future workstreams and associated costs must be detailed in the Technical and Cost Proposals.","Qualifications":"State prefers that an Offeror has successfully implemented the proposed solution for at least one government entity and satisfactorily performing for at least six months. Offeror must provide three (3) references for similar projects","Submission Method":"Offeror must electronically submit proposals through the State Procurement Office Online system (SPO Online) by the Solicitation Closing deadline. Technical Proposal and Cost Proposal submitted as separate files","User Base":"With 1,072 active users, the new CMS must support a wide range of interconnected operations across the agency.\n\n1,500-2,000 users. There are external users who would access the system directly. User roles Docstars Roles Internal Roles (internal to state gov’t): DOCR Administrator; DOCR Officer; DOCR Pretrial Officer; Case Manager; FTR Administrator; FTR DHS Administrator; Intake Administrator; Intake User; Intake User Administrator; Intake Legal; Fiscal Officer. External Roles (external to state gov’t): FTR Provider; FTR Coordinator; Intake User; Intake User Admin; Intake County (Q&A)\n\nProposed Licenses - Must support minimum of 50 users (Cost Sheet)","Go-Live/Launch Timeline":"CONTRACTOR should propose a project schedule. \nPhased implementation\nEach phase must be usable independently\nBroader roadmap expected in Technical Proposal (Section 5)","Hosting":"Most state agencies receive hosting services from ITD. ITD utilizes both MS Windows server as well as Red Hat Linux server operating systems. MS SQL server is the preferred database platform, with limited Oracle and MySQL DB deployments also available. ITD in addition to on-premises hosting, ITD utilizes Microsoft Azure Commercial and Microsoft Azure Government services.\n\nSTATE would prefer a cloud-based solution. (Q&A)","Initial Contract Term":"This Contract term (Term or Initial Term) begins on on its effective date and ends 24 months after GoLive\n\nSTATE may renew this Contract upon satisfactory completion of the Initial Term. STATE reserves the right to execute up to five options to renew this Contract under the same terms and conditions for a period of 12 months each (Renewal Term).","Estimated Budget by State":"The funds for payment of this contract are already appropriated and identified. Additional funds for payment of this contract are contingent upon appropriation of funding. We anticipate requesting funds in a future biennium for additional modules. There is no guarantee the STATE will receive any additional funding. \n\nThe funds for Phase One have been appropriated. Specific budget figures will not be disclosed. Vendors should propose competitive pricing aligned with the scope.","Legacy System Details":"The current system is a Java-based application with an Oracle database","Data Migration":"ND DOCR is expecting a full historical data conversion.\n\nThe amount of documents/data to be migrated is currently unknown. CONTRACTOR should propose costs based on data conversion fees the STATE will assess. To accommodate this uncertainty, please provide pricing for three tiers: Small volume (minimal data/documents); Medium volume (moderate amount of data/documents); Large volume (substantial amount of data/documents). This tiered approach will allow flexibility depending on the final scope of data conversion. (Q&A)\n\nELITE (Syscon), DocStars (STATE, ITD), FileNet (IBM), Victim Case Management System are the main systems that may or may not be migrated based on the proposed solution. See attachment #5 for a list of other potential systems for migration.","Integrations":"JPAY/Securus\nWSI\nKeef\nVictim Notification \nCJISS Portal/ND SAVIN\nMOCIC\nClient Fees\nJob Service\nMedical Records (EHR)\nDental/Dentrix\nRecidiviz\nSIPS/SPACES\nMedicaid/Child\nResident Lookup","Offshore Resources":"That is permitted as long as the system and all data are housed in the United States. See Attachment 3 Technology Contract Section 18, 22, and 35.","L-1 Support/Help Desk Support/Call Center":"CONTRACTOR to provide Level 1 support post-go-live, or if STATE intends to handle Level 1 internally - Offeror must describe post-go-live support. See attachment #1 Scope of Work tab 3.4 for details. (Q&A)","Warranty":"Offeror must provide a minimum 90 day warranty for the proposed solution","Training":"Approximate number of users needing training would be 1,500–2,000. ND DOCR anticipates using a train-the-trainer method after initial implementation.","Mobile Support":"Solution extends core correctional and community supervision system functionality to mobile devices and tablets used by staff, enabling real-time data access, updates, documentation, and decision support during field or facility operations.","E-Signature":"if the solution supports electronic signatures and secure storage for all release, pardon, and parole documents, ensuring legal compliance and audit readiness, and enables residents to securely access their discharge, pardon, or parole status, upcoming hearings, and related documents.","Value Added/Optional Requirements":"The proposed solution may include value-added features. Value-added features include any functionality, products, services, optional modules, or upgrades that are not part of the IT requirements in this RFP. Describe any additional functionality, products, optional modules, upgrades or services that you offer and are not a part of the RFP requirements that you believe would add value to your proposed work on this project.\n\n*Outline any additional services, features, or benefits beyond core RFP requirements.\n*Examples of value-added offerings may include:\n -Enhanced technical support (e.g., 24/7 helpdesk, dedicated engineers, faster SLAs)\n -Customized dashboards, reporting tools, or monitoring services\n -Security enhancements (e.g., vulnerability assessments, compliance support, threat mitigation)\n -User training, onboarding support, and documentation resources\n -Ongoing system optimization and technical reviews\n -Consulting for digital transformation, integration, or cloud migration\n -Proof of concept (POC) or pilot programs for emerging technologies\n -Licensing flexibility, cost-saving strategies, or bundled pricing options\n*Clearly specify whether these offerings are:\n -Included in base pricing, or\n -Available at an additional cost\n*Highlight how your organization’s value-added services differentiate your proposal and support long-term success.","Subcontractors":"CONTRACTOR may enter subcontracts provided that any subcontract acknowledges the binding nature of this Contract and incorporates this Contract, including any attachments. CONTRACTOR is solely responsible for the performance of any subcontractor with whom CONTRACTOR contracts. CONTRACTOR does not have authority to contract for or incur obligations on behalf of STATE.","MWBE/SDVOB":"NA","Pricing Requirements":"Offeror must acknowledge that ALL costs are included in the cost proposal and be clearly defined in Cost Proposal Attachment #2. This includes any items that are optional. If the cost is not clearly defined in the Cost Proposal then that feature, item, etc. is included as a part of the solution at no cost. \n\nOfferor must acknowledge that they have included all of the hourly rates applicable to any of the services in this section in their Cost Proposal. This includes any items that are optional.\n\nValue added features:\n a. Offeror shall list the cost of value-added features separately in the Cost Proposal. \n b. The STATE shall not consider these costs as part of cost evaluation scoring.\n c. The STATE reserves the right to include value-added features from the proposals during contract negotiations.\n\n*Provide firm pricing for the full contract term.\n*Include pricing for value-added features (initial, recurring, optional).\n*Describe any prompt payment discounts (not considered in evaluation).\n*Use Attachment 2 format or the same structure.","Payment Terms":"STATE shall make payment under this Contract within forty-five (45) calendar days after receipt of an approved invoice.","Withhold/Retainage":"All deliverable payments shall be subject to 20% retainage. Retained amounts due to CONTRACTOR shall be paid upon Final Acceptance.","Escrow Account":"CONTRACTOR agrees that the software is to be held in escrow. CONTRACTOR shall, within sixty (60) calendar days after the Parties sign this Contract, include STATE as a named beneficiary to an Escrow Services Agreement which shall be established with an escrow agent approved by STATE on terms approved by STATE at the cost of CONTRACTOR. CONTRACTOR will provide written notice to STATE within ten (10) business days after the Escrow Agreement is executed.","Change Request Hours":"NA","Contract":"The Awardee shall be required to sign a Contract substantially similar to the Contract attached to this RFP (Attachment 3).\n\nOfferor must acknowledge that they have included any end user licensing agreements required in their response.\n\nOfferors are not to submit their own standard terms and conditions with their proposals. Offeror should address the specific language in the attached contract and submit any proposed changes or additional terms and conditions an Offeror seeks to present for consideration by the STATE. Offerors are instructed to not include cost information in the Technology Contract.\n\nProposed Additional Terms\nIf the proposal includes any proposed additional terms and conditions, such as software licensing agreement, maintenance agreement, or third-party agreement, these agreements must be included in the proposal.","Productivity/Unified Communications Environment":"The State of North Dakota leverages all components of the Microsoft productivity suite, including but not limited to Exchange online, Teams voice, SharePoint, Power BI, and OneDrive.","Local Office Required":"NA","Commercial and Legal Risks (Liability caps, indemnity, liquidated damages, penalties, performance bonds, no exceptions)":"Limitation of Liability\n*STATE can limit contractor liability under N.D.C.C. § 32-12.2-15 for certain contracts (software, communications, electronics, economic forecasting).\n*Limitation allowed if it’s necessary, low-risk, and in STATE’s best interest, with OMB and Attorney General approval.\n*Direct damages usually capped at twice the contract value; indirect/consequential damages may be limited.\n*Limitations do not apply to fraud, willful misconduct, confidentiality breaches, property damage, or personal injury.\n*Liquidated damages and retainage for delays are not limited.\n\nLiquidated Damages\nThe contract may include a clause setting forth an actual dollar amount designated as liquidated damages in order to make the STATE whole if it suffers damages due to a contractor’s fault. The specific dollar amount for liquidated damages may be part of the negotiation process. The amount will be reasonable and not disproportionate to the damages to the STATE that are anticipated at the point of the contract and will not serve in any way as a penalty.\nFailure to Complete Deliverable on Schedule:\nIf CONTRACTOR fails to complete a Deliverable identified in SOW or project schedule reference by the specified deadline (or revised deadline as agreed upon between the Parties through the Integrated Change Control Process), CONTRACTOR shall pay liquidated damages to STATE in the amount of $ [Amount] per calendar day for each day the Deliverable is delayed. \nFailure to Complete Project on Schedule:\nIf CONTRACTOR fails to complete the project per the approved project schedule by the specified deadline (or revised deadline as agreed upon between the Parties through the Integrated Change Control Process), STATE shall deduct liquidated damages from amounts payable to CONTRACTOR in the amount of $ [Amount] per calendar day for each day the project is delayed.\n\nIndemnity\nThe STATE cannot agree to indemnify contractors against third-party claims.\nAny clause seeking indemnification from the STATE — even indirectly — is not acceptable.\nThe STATE will not accept language such as “to the extent permitted by law” because it has no legal authority to indemnify contractors.\nContractors should not request indemnification from the STATE.\nWhile the STATE may limit a contractor’s liability in claims between the STATE and the contractor, it cannot limit a contractor’s liability for third-party claims.\nA contractor’s indemnification obligations cannot be restricted by a limitation of liability clause.\n\nWorks for Hire\nCONTRACTOR acknowledges that all work(s) under this Contract is \"work(s) for hire\" within the meaning of the United States Copyright Act (Title 17 United States Code) and hereby assigns to STATE all rights and interests CONTRACTOR may have in the work(s) it prepares under this Contract, including any right to derivative use of the work(s). All software and related materials developed by CONTRACTOR in performance of this Contract for STATE shall be the sole property of STATE, and CONTRACTOR hereby assigns and transfers all its right, title, and interest therein to STATE. CONTRACTOR shall execute all necessary documents to enable STATE to protect STATE’s intellectual property rights under this section.","Partnership Gaps (Lack of required local partner or sub-contractor)":"NA","Staffing(Onsite, Resource availability, feasibility of onsite-offshore model)":"No onsite presence is being requested at this time. (Q&A)","Competition (Favoring a particular vendor, platform)":"The STATE's current Low-Code/No-Code Standard is Microsoft Power Platform and ServiceNow Platform (preferred). Any proposed Low-Code/No-Code solution that requires development and customization must comply with the Standard. Offeror must describe how the proposed solution will comply with this Standard.\n \nAny proposed Software as a Service (SaaS) solution that is managed completely by the Offeror must not require the STATE to establish a separate platform license, vendor relationship, or support agreement for any underlying Low-Code/No-Code platform. Offeror must confirm that any proposed SaaS solution meets this requirement.","Prepayment":"STATE will not make any advance payments before performance or delivery by CONTRACTOR under this Contract.","Future Phase":"Future phases should be priced separately as “future workstreams” (see Section 4.5 and Attachment 2).","Maintenance Fee Cap":"CONTRACTOR agrees that any change to the annual Maintenance Services fee may increase by not more than the lower of 3% or Consumer Price Index (CPI)","Transition Assistance":"CONTRACTOR agrees that there shall be no additional fees to execute the transition of Data during Transition Period.","RFP Folder Link":"https://drive.google.com/drive/folders/1hAOU-cPKJ5Pquy4N3hXNvzzMIc-m6ovZ?usp=sharing"}
Assumptions
- Cardinality Solution will be hosted on Azure Gov Cloud for the production instance.
- AWS Hosting includes one production and five non-production instances - Development, Integration Testing, UAT, Staging and DR
- Cardinality SaaS license includes - Yearly 2 upgrades, monthly hot fixes and level 3 support
- The Cardinality SaaS license cost is provided for up to 1000 internal users and up to 1000 external users.
- Cardinality will leverage the Adobe or DocuSign licenses of the Agency for e-signature
- The Operations & Maintenance Support phase is assumed to start after the DDI phase of 15 months
- Cardinality will provide a mobile responsive application. Development of a mobile app is not part of scope of work
- Cardinality will provide Level-2 and Level-3 support during the M&O Phase
- Level-1 support would be provided as a value-added service and is not part of the core proposal
- Utilization of technical resources located outside the United States (for system design, configuration, development, and testing activities) is permitted as long as the system and all data are housed in the United States