The vendor is required to provide administrative hearings solution (AHS) that is built on the VERIFI SaaS platform proprietary to vanguard direct, Inc.
- This SaaS platform significantly reduces the need to interface directly with legacy mainframe applications including the liability insurance tracking and enforcement system (LITES), motor vehicle inspection and law enforcement system (miles) /vehicle information database (VID), state automated driver’s license system (SADLS), and state titling and registration system (STARS).
- The solution must integrate with AHS to improve the following functions:
• Recording violations: automation will expedite the creation and recording of violation notices and the generation of correspondence to be sent to the customer.
• Collecting payments: automation will expedite the process of collecting, refunding, and recording payments and providing customers with written confirmation of receipt of payment.
• Scheduling hearings: automation will simplify the process of scheduling hearings and sending appointment reminders to staff and customers.
• Generating correspondence: automation will expedite the process of generating and sending correspondence to customers.
• Capturing hearing outcomes: staff will have enhanced functionalities for organizing hearing notes and documents.
• The conclusion of a hearing, decision codes and supporting documentation will automatically be shared with the relevant parties and the applicable forms/correspondence will be generated automatically and distributed.
- Security specifications
• Describe your approach for meeting the following maximum tolerable downtime (MTD) and recovery point objective (RPO):
a. MTD = four (4) hours
b. RPO = four (4) hours
• If your solution is recoverable, describe in detail how it will be recoverable via a nonstate hosted (e.g., vendor, third-party, subcontractor, partner, cloud) or any other solution scenario.
• The vendor should provide a disaster recovery assessment (DRA) in microsoft excel format if requested.
- Data maintenance specifications
• Maintain (add, update, delete and change) hearing codes for all existing hearing types and any new hearing types established. existing hearing types include:
A) Driver license hearings
b) Liability hearings
C) Safety responsibility hearings
D) Ignition interlock hearings.
e) License and theft • Maintain (add, update, delete and change) hearing decisions for all existing types of hearings and any new hearing types established
• Maintain (add, update, delete and change) denial reasons. see attachment k, waiver denial reasons.
• Maintain (add, update, delete and change) refund codes. see attachment l, refund codes.
- Request hearing specifications
• Enable customers to request a hearing for one or more hearing types. at the time of request, the
customer will pay the total administrative hearing fee.
• Allow division personnel to request a hearing for one or more hearing types.
• Allow division personnel to schedule, reschedule and cancel administrative hearings for civil cases.
• Allow customers to make online card payments for a hearing request fee via third-party software.
• Allow division personnel to accept personal check or certified check payment for hearing requests.
• Allow division personnel to process a cash or money orders payments for hearing requests.
• Allow division personnel to correct misapplied payments (payments applied to the wrong customer and/or case).
• This information will be passed to relevant legacy systems.
• Allow division personnel to update hearing codes for payments collected under incorrect hearing code(s).
• Track the time frame of the hearing from collection of the fee through the hearing decision.
• Capture the waiver status (approved or denied) for a hearing.
• Capture reasons for waiver denial (currently limited to five reason codes per waiver)
- Conduct hearings specifications
• Allow division personnel to enter and categorize hearing data, such as notes, witness comments, pending charges, etc.
• Allow the selection of the hearing decision (outcome) and any or all of its associated components:
a) Probations
b) Conditional restoration agreements
c) Motions
d) Civil penalties
• Allow selection of any or all fees to be collected that are applicable to the hearing decision including, but not limited to:
a) Hearings (as defined in hearing codes table)
b) Motions
c) Civil penalties
d) Assessments
• Allow customers to make card payments via third-party software and the Inova payment card system for ‘total administrative hearing fees’ assessed from hearing decisions.
• Allow division personnel to process cash, money order, personal and certified check payments for ‘total administrative hearing fees’ assessed from the hearing decisions.
• Transfer hearing notes to the appropriate legacy system.
• Transfer hearing decision data to the appropriate legacy system.
• Generate the appropriate forms and orders based on the hearing decision.
• Allow division personnel to record and upload audio recordings from their conferencing platform or any audio files for administrative hearings.
• Integrate with division current contracted transcribing service.
- Correspondence specifications
• Create and maintain correspondence templates as well as allowing the customer to download
documents related to their hearing(s) only.
• Provide templates for existing correspondence.
• Generate hearing correspondence (letters, forms, orders) in pdf form and send to the customer by mail, electronically or print for in-person delivery.
• Integrate with the division third-party print solution for printing and mailing hearing correspondence.
• Allow correspondence to be printed using a local printer.
• Integrate with microsoft SharePoint to store hearing correspondence.
• Retrieve hearing correspondence from SharePoint for display and download to the user’s local
drive.
• Retrieve and transmit the following data in order to generate the appropriate correspondence:
a) Retrieve customer data
b) Transmit hearing decision data
c) Transmit all fee payment data
- Integration specifications
• Integrate and interface with systems using rest or soap-based web services
• Integrate with SADLS to:
a) Retrieve customer data
b) Transmit hearing decision data
c) Transmit all fee payment data
d) Transmit hearing in progress data • Integrate with LITES to:
a) Retrieve customer data
b) Transmit hearing decision data
c) Transmit all fee payment data
d) Transmit hearing in progress data
• Integrate with miles to:
a) Retrieve station data
b) Retrieve technician data
c) Retrieve civil process history
d) Transmit hearing decision data
e) Transmit all fee payment data
f) Transmit hearing in progress data
• Integrate with stars to:
a. Retrieve customer data
b. Transmit vehicle insurance data
c. Transmit hearing decision data
d. Transmit updated status data
• Provide customers with online access to third-party software to make card payments for hearing fees
integrate with the division print solution for printing and mailing hearing correspondence
- Identity and access management specifications
• Externalize identity and access management for internal division users.
• Externalize identity and access management for external customers.
• Allow user access based on user role criteria – including the permissions for each role.
• Provide the ability for authorized users to manage user access to the solution.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: April 07, 2025