RFP to review, RFP # 34 from DHR

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RFP to review, RFP # 34 from DHR

  1. 1. (Attach C) RFP Concept Paper # 34 Presented to Technology Governance Board (TGB) Date Prepared: February 27, 2007 Name of RFP to be reviewed: Criminal Justice Information Systems (CJIS) Integration - Project Management and Technical Consulting Agency: Iowa Department of Human Rights (DHR) Division of Criminal and Juvenile Justice Planning (CJJP) RFP Reference #: Release Date: Tentatively scheduled for March 22, 2007. Projected cost over $50,000? Yes X No ___ Projected agency staff hours over 750? Yes _X_ No ___ Cost: The exact cost associated with this RFP is unknown and will depend upon which vendor is chosen based on an evaluation of the bids submitted and the skills and qualifications of the chosen vendor. The proposed RFP has been prepared to solicit from vendors the greatest range of skill sets necessary to meet the needs of Iowa’s justice integration initiative and the CJIS Program Office. The CJIS Advisory Committee’s evaluation of the responses will determine the final cost of the award. The Legislature has appropriated funding for this service. Timelines: Procurement Timeline Submit Request for Approval from IT Governance Board (DAS) to Issue RFP .......................................................................................March 8 Post on TSB Web site (48 hours)......................................................March 12 1
  2. 2. (Attach C) Issue RFP........................................................................................ March 14 Questions Due..................................................................................March 21 Letters of Intent Due…………………………………………………….March 21 Responses to Questions Issued.......................................................March 28 Closing Date for Receipt of Bid Proposals and Amendment to Bid Proposals...........................................................April 2 RFP Review Committee Evaluations…............................................April 2 – April 9 RFP Evaluation Committee Recommendation to CJIS Advisory Committee.............................................................April 13 CJIS Advisory Committee Selects Vendor........................................April 19 Completion of Contract Negotiations and Execution of the Contract.................................................................April 26 Begin Contract.................................................................................April 26 Goal: The purpose of this RFP is to solicit proposals from qualified service providers to provide project management, consulting, technical guidance and support for the CJIS Program Office and the CJIS Advisory Committee as the CJIS exchange broker is implemented. Background: CJJP is finalizing a contract with CISCO, Inc. to provide for the purchase, installation, programming and maintenance of the CJIS Service Bus. It does not, however, provide for services related to the work that must be accomplished at each of the end point agencies to accomplish integration. These end point agencies, include, among others, the Department of Corrections, Judicial Branch, Sheriffs Offices, Police Departments, County Attorneys, etc. These agencies will need technical consulting assistance in developing the capability to exchange information electronically. Additionally, they will need a liaison with the technicians at CISCO, Inc. so that there will be a consistent point of contact and flow of information. Without this assistance, the end point agencies may not have the internal capacity to participate in the integration process. This proposed process has a history of working well as in the case of the Electronic Citation (ECCO), Operating While Intoxicated (OWI), and Victim/Offender Release projects. While CJJP is responsible for overall project management of the CJIS initiative it does not possess the level of technical skills or expertise required to assist the end point user agencies with technical integration issues. The selected vendor will not be performing the necessary programming at each end point but giving direction, guidance and assistance as needed. 2
  3. 3. (Attach C) Mission of CJJP related to CJIS The mission of CJJP related to the CJIS initiative is to provide project management and project support and coordination. The Memorandum of Understanding signed by the Governor and the Chief Justice, which established the initiative, requires that CJJP assist the CJIS Advisory Committee under the direction of the Committee chair. For more information about CJJP and the CJIS initiative, visit the CJJP/CJIS web site at www.cjis.iowa.gov Why CJJP is Issuing this RFP CJJP is issuing this RFP at the direction of the CJIS Advisory Committee to assist with implementing CJIS in Iowa. This is consistent with the direction contained in the CJIS Plan (located at http://www.cjis.iowa.gov/cjis_plan_final.html CJIS Board and CJIS Advisory Committee The Memorandum of Understanding signed by the Governor and the Chief Justice which established the governance structure to oversee the implementation of an integrated criminal justice information system is comprised of two oversight bodies – the CJIS Board and the CJIS Advisory Committee. The CJIS Board is comprised of the Governor, the Chief Justice, the Director of the Department of Administrative Services, and the State Court Administrator. The CJIS Advisory Committee is a multi-jurisdictional committee comprised of nineteen members of the criminal justice community from the Executive, Judicial, and Legislative Branches as well as cities and counties. These two oversight bodies are responsible for implementing CJIS consistent with the CJIS Plan. Goals and Objectives for the CJIS Project The CJIS Plan developed and accepted by the State has identified the following primary goals and objectives for the establishment of a statewide, system-wide, integrated criminal justice information system: a. Better decision-making. b. Reduced redundant data entry. c. Reduced delays in the flow of information between agencies. d. Improved information available to agencies. e. Improved staff productivity. f. Reduced paper costs. g. Reduced dependence on individuals with other stakeholder organizations. 3
  4. 4. (Attach C) h. Reduced time locating information or data. i. Improved data integrity. j. Improved statistics for policy decisions. Expected Results: The anticipated results of the CJIS initiative include the establishment of a statewide, system-wide, information exchange broker that will provide for the real-time transmission of information in a common format between all segments of the criminal justice community at the sate and local level. The information will be exchanged utilizing a services oriented architecture and XML mapped to the Global Justice Exchange Data Model (GJXDM). GJXDM is the national standard which will ultimately allow Iowa’s justice community to exchange information electronically with other states. This transfer of information will also utilize web services and an adapter framework to facilitate this information exchange. This RFP is intended to provide a well rounded team of technical consultants and project management experts to provide the CJIS Program Office and the CJIS Advisory Committee with the support necessary to fully implement CJIS in Iowa. Testing and Acceptance: N/A Project Funds: The source of funding for the contract resulting from this RFP is a Legislative appropriation to CJJP. Some of the Interested Parties: Some of the interested parties include the CJIS Board, CJIS Advisory Committee, local police departments, County Sheriffs, County Attorneys, State criminal justice agencies, including the Judicial Branch and DOT, the legislature, Homeland Security and CISCO, Inc. Some of the Recipients of this Service: The recipients of this service include those interested parties mentioned above. Standards: The RFP requires that any consulting services be consistent with all applicable state IT standards established by DAS. Architecture: N/A 4
  5. 5. (Attach C) Recommendations from DAS staff and CIO Council members: From eleven of eleven JCIO members: a) Is there duplication within Government? No. See other comments. b) Can an existing program be modified to address a new need? No. See other comments. c) Do you have any similar program in existence? No. See other comments. d) Have you sought RFP’s for similar programs in the past? No. See other comments. e) Do you have RFP’s for similar programs? No. See other comments. f) Do you have an RFP that could be used as a starting point for this program? No. See other comments. g) Is there anything you could provide that could assist the agency with this RFP? No. See other comments. h) Are there alternatives available to the agencies? No. See other comments. Other comments: If this RFP was solely for project management or to gather business requirements prior to designing an automation solution, then this RFP would not be sent to the TGB because it would not be IT services. The fact that CJIS is requesting “consulting, technical guidance and support” for the CJIS initiative in addition to project management seems to create a gray area. The RFP is requesting a combination of project management services and technical consulting services. Do these technical consulting services fall under the category of “IT services”, as outlined in the categories requiring an RFP review by the TGB? Or is this RFP exempt from TGB review? Lacking such a decision at this time, the JCIO recommend the TGB approve the RFP for issuance. 5

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