The vendor is required to provide a database / case management software as a service (SaaS) solution for the drug and mental health treatment courts statewide.
- Consistent, continual, and close monitoring and interaction between the court, treatment providers, probation, and the participant.
- Random testing for the presence of controlled substance and or prescribed medication.
- Periodic evaluation assessments of the participant’s circumstances and progress in the program.
- A strategy of appropriate and graduated, but immediate, rewards for compliance, sanctions for non-compliance, and treatment adjustment for therapeutic progress or setbacks.
- Substance abuse treatment services, SMI treatment, relapse prevention services education, and vocational opportunities as appropriate and practical.
- During that meeting it became apparent that an effective statewide and local evaluation process would require consistent and accurate data to be collected from all the state’s drug court programs.
- The anticipated benefits of this strategy are:
• Improve the ability to effectively track drug court client progress through the program.
• Increase the quality and quantity of data for evaluation purposes to meet statutory requirements for performance evaluation.
• Reduce system acquisition and maintenance costs through central system
• Hosting and maintenance.
• Track statewide and local trends in our drug court programs for evaluation.
- Include such items as:
• Reducing recidivism
• Reducing substance abuse
• Restoring family involvement
• Increasing the number of family reunifications
• Reducing prison and jail commitments
- Business requirements:
• The system must provide the capability to collect/document initiating court event, from the court dispositional documents; the ability to transfer data from other case management systems at case initiation is not required in the initial release but should be anticipated in the future.
• The system must auto generate a unique case id for the submission (each case referral assigned an internal case id number or system number for program evaluation when de-identifying).
• The system must allow for quick and easy configuration for all case types; this must include items such as navigation, look and feel, fees, questions, forms, alerts, business rules/court policy, etc.
• The system must allow for quick and easy configuration of drop-down pick lists.
• The system must have a common, consistent end user web interface.
• The system must provide a consistent and user-friendly interface that allows for rapid data entry for the user to enter, review and process cases.
• The system must provide a user interface that operates in the same manner for similar functions with the same look and feel, and support consistent data entry and maintenance.
• The system must provide a user interface which minimizes screen scrolling as much as possible.
• The system must provide the capability to mark or highlight all required data items on a data entry page.
• The system must provide the capability to prevent read-only data items from being modified.
11. The system must provide the capability to highlight input errors (e.g. missing data, incorrect format, DOB is in the future) and prompt user for correction.
•. The system must provide the capability to display clear error messages that can help a user understand and resolve the encountered error.
• The system must provide proper validation to prevent invalid data from being entered or saved in the system.
• The system must provide the capability to prompt the user to save or cancel if user attempts to log out of system with unsaved changes.
• The system must provide the capability to dynamically display functions and capabilities consistent with the user's privileges (e.g. add, view, edit, and delete).
• The system must provide the capability to display dynamic dropdown pick lists, where the value chosen from one list determines the list of values on another list.
• The system must provide the capability to alert the user of certain special conditions (e.g. this is a sealed document).
• The system must provide the capability to provide data entry formatting in applicable input fields
(E.g. phone number, DOB); the system must allow for both calendar widget pick as well as direct data entry in the fields.
• The system must provide the capability to prompt the user for confirmation upon a user requested "save" or "cancel" action.
• The system must provide the capability to alert a user if an attempt is made to exit the screen without saving data.
• The system must provide administrative functions allowing authorized users to delete a user but retain all history associated with the user's activity.
• The system must provide for the capability to designate users as administrators and to change those who have that designation by a super administrator.
• The system must provide administrative functions allowing authorized users to lock a user out of the system or unlock a user to allow user to re-gain access.
• The system must provide for role-based access control - only authorized users will be able to see or view certain information (e.g. sealed documents).
•The system must provide administrative functions allowing authorized users to manage users' access rights; the administrative functions will include, but not be limited to, grant/revoke security roles to/from a user, view granted roles (group) and associated access rights, search user by predefined search criteria.
• The system must provide the capability to ensure screens, functions, or menu items are only visible to authorized users.
• The system must provide the capability to ensure that sensitive or confidential information on any displayed page is only viewable by users with the required authorization.
• The system must allow for configuration and management of code values for the drug court and mental health court systems.
• The system must provide the capability to allow authorized administrators to maintain code values used to configure the proper functioning of the application.
• The system must provide the capability to allow authorized administrators to expire codes for future selection without impacting cases already using these codes.
• The system must provide the capability to set future effective dates for codes.
• The system must provide the capability for courts to share the same code values if so desired.
• The system must provide the capability to search code tables.
•The system must provide the capability to modify description of codes without impacting cases using these codes.
• The system must provide the capability to allow each organization unit (e.g. different drug court/ mental health court) to set up and maintain their own code values based on their specific needs.
• The system must allow for staff to be able to enter by code description or by code (e.g. 1st degree murder or 630:1-a) and have the system auto-populate the required code values or description depending on what is entered.
• The system must provide the capability to support searching by metadata (e.g. case type, case id, transaction id, and case name, filing date).
• The system must allow the user to configure how many search results they can view per page.
• The system must provide the capability to support simple and advanced searches (or quick and complex searches).
• The system must provide the capability to sort search results based on relevancy.
• The system must allow users to perform searches using a combination of search criteria.
• The system must provide the capability to filter search results.
• The system must support wild card search and exact match search.
• The system must allow for search results to be saved in other file formats like pdf or excel or csv.
• The system must allow for applying same update to multiple cases/apply mass update.
• The system must provide the capability to copy case data to create a new case.
• The system must create data entry defaults including, but not limited to, dates.
• The system must have a mechanism for sorting out any subgroups or subset of offenders using any combination of the variables in the data system.
• The system must have the ability to sort out any subgroups for evaluation following standard system logic.
• The system must have the ability to have at least two separate subgroups actively available for analysis at the same time.
• The system must have the ability to describe the frequency and percent of offenders having each coding value for any categorical variables in any selected subgroup.
• The system must have the ability to graphically display the coding values for any categorical variables in any selected subgroup as a horizontal bar chart ranked from highest to lowest frequency/percent without requiring the subgroup to be resorted.
• The system must have the ability to describe the mean, standard deviation, and range for each continuous variable in any selected subgroup.
• The system must have the ability to graphically display the distribution of values in any subgroup for any continuous variable as a histogram without requiring that the subgroup be resorted.
• The system must have the ability to calculate the difference between any selected subgroups for any categorical variable.
• The system must have the ability to calculate the difference between any selected subgroups for any continuous variable using a t-test without requiring that the subgroups be resorted.
• The system must have the ability to calculate the difference between subjects at time one and subjects at time two for any continuous variable using a paired t-test without requiring that the subgroups be resorted.
• The system must have the ability to calculate the difference between the time offenders in any selected subgroups remains drug free or out of jail using an actuarial censored life table methodology.
• The system must have the ability to graphically display the survival curves for any subgroups without requiring that the subgroups be resorted.
• The system must have the ability to function on mobile applications, for both participants that link their case, drug tests, schedule appointment.
• The system must have the ability for staff to have a mobile app for alerts about participants missing appointments, home visits, and data entry. • The system must provide the capability to capture data related to referral and admission process for each offender. data such as, but not limited to, referral origin or source and date, referral party data (related parties), screening dates (legal & clinical), acceptance or denial date, exit status (graduated, terminated, transferred etc.).
• The system must provide the capability to capture demographic (gender, race, ethnicity DOB, etc.) and other characteristics of offenders admitted to drug court/ mental health court, such as, but not limited to, age, gender, severity of substance use, education, employment history, military, family information (including extended family),health information (physical and mental), welfare, housing, child support obligations, income level, address/phone number, name and aliases, initial and plead charge, sentencing information, digital picture, insurance information etc.
• The system must provide the capability to capture intake/placement data such as, but not limited to, assessment instruments (ASAM level care, DSM diagnosis, gains, etc.), screening tools used to determine drug court mental health court eligibility, criminal history, risk assessment (date, level, type – ARAS, LSIR, etc.), history of use/abuse of a controlled substance or alcohol, special circumstances, etc.
• The system must provide the capability to capture data for program operations/treatment received such as, but not limited to, date of entering the program, date of removal from the program, data of completion, number of drug tests, results of drug tests, details of outpatient visits while in program, residential treatment details etc.
• The system must provide the capability to run standard and custom ad-hoc reports related to program operations/treatment received.
• The system must provide the capability to capture dates related to outcomes associated with participation in treatment court program such as, but not limited to, program outcome (graduated, terminated), participant education and employment details upon entry and completion etc.
• The system must provide the capability to capture data related to participants’ security and alerts at party level such as, but not limited to, warrant details, protection order, sex offender list, new crimes, phase details. - Case management and document generation
• The system must provide the capability to generate on-demand certificates (graduation certificate, phase advancement etc.).
• The system must provide the capability to configure program phases.
• The system must provide the capability to track program phases.
• The system must provide the capability to generate notices (drug test, court hearing etc.)
• The system must provide the capability to generate status summary screens.
• The system must provide the capability to generate payment reminder letters.
• The system must provide the capability to generate non-compliance reports.
• The system must provide the capability to generate participant consent forms.
• The system must provide the capability to capture data sanctions/incentives/therapeutic adjustments imposed during the program such as, but not limited to, sanction details, alternative sanctions applied, reward received during the program, incarceration in jail during the program etc.
• The system must provide the capability to capture date for terminated / sentences imposed such as, but not limited to, termination type, sentence received, etc.
•The system must provide the capability to capture date for subsequent charges and recidivism rates of participants such as but not limited to charge details (docket number, degree, offense, offense date, offense time, disposition date, court etc.)
•. The system must provide the capability to capture incentive data such as, but not limited to, incentive type, program phase when the incentive was received etc.
• The system must provide the capability to capture data for compliance/supervision/treatment tracking - including ability of treatment providers to update record such as, but not limited to, supervisors, treatment providers, treatment history, test results, program attendance, sanctions, incentive and therapeutic adjustments etc.
• The system must provide the capability to secure case notes.
• The system must provide the capability to docket case events such as, but not limited to, show cause orders, pleadings etc.
• The system must provide the capability to capture data related to scheduling/calendaring such as, but not limited to, scheduled court hearings details like date, outcome, parties present, etc.
• The system must provide the capability to capture data related to accounting/bookkeeping such as, but not limited to, amount ordered, fee, restitution, receivables, payments, balances, social/personal information etc.
• The system must provide the capability to calculate weekly fee based on total fee & duration. - Management reports
• The system must support standard (pre-defined) and ad hoc (user determined run-time parameters (e.g. execution dates)).
• The ad hoc reporting system should be user-friendly with GUI-based screen(s) for creating customized reports without the need for in-depth knowledge of SQL or the database schema.
• The system must provide the capability to schedule reports to run at specific time.
• The system must provide the capability to download report data to pdf, word or excel or csv.
• The system must provide the capability to provide operational information and aggregate statistics that meet federal requirements.
• Reports must include, but not limited to, the following:
• User determined run-time parameters (e.g., execution dates, etc.)
• Status conference reports
• Supervision reports
• Judge comments report (with demographic, weekly notes, incentives, sanctions, therapeutic adjustments, probation parole notes, drug tests, etc.)
• Number referred – report
• Number referred aggregated by gender– report
• Number/percent of referrals screened– report
• Number/percent of referrals admitted– report
• Total/percent of referrals not admitted, aggregated by reasons for non-admission– report
• Total/percent of referrals not admitted aggregated by gender– report
• Average days between arrest and referral or appointment of counsel– report
• Average days between arrest and screening for drug-court– report
• Average days between entering program and first treatment visit– report
• Average and actual days from entering program to removal - report
• Average and actual days from entering program to completion - report
• Average and actual days from entering program to removal or completion (combined) - report
• Average and actual number of drug tests - report
• Average and actual number of drug tests that are positive, negative, adulterated, etc. - report
• Average number of outpatient visits while in program (if applicable) - report
• average days in residential treatment while in drug treatment court (if applicable) - report
• Average number of drug treatment court hearings per participant - report
• Number/percent of participants employed while in the program - report
• Average days from entering program to removal - report
• Average days from entering program to completion - report
• Average days from entering program to removal or completion (combined) - report
• Average number of outpatient visits while in program (if applicable) - report
• Average days in residential treatment while in drug treatment court (if applicable) – report
• Average number of drug treatment court hearings per participant - report
• Number/percent of participants employed while in the program - report
• Mat referred, prescribed, denial, declined, completion, discharged - report
• Number/percent of those admitted who graduate from the program - report
• Number/percent of those admitted who are terminated from the program - report
• Total number terminated, aggregated by reasons for termination - report
• Number/percent of participants who had no high school diploma upon entry, and the – report number/percent of those who started or earned their GED or equivalent while in the program
- Report
• Number/percent of participants unemployed upon entry to the program, and the number/percent of those who were employed upon completing the program - report
• Number/percent of participants employed part-time upon entry, and the number/percent of those who were employed full-time upon completion - report
• Number of people who were in custody - report
• Average age of those admitted to program – report
• Number/percent of those admitted aggregated by gender – report
• Number/percent aggregated by primary drug of choice – report
• Number/percent of primary diagnosis – report
• Number/percent of insurance and type upon entry – report
• Total admitted aggregated by type of offense (by offense category) – report
• Must be able to produce an open case report
• Percent of participants who serve time in jail as a sanction while in the program, aggregated by the reasons for sanctions
• For those who serve time, the average days served per participant
• For those who serve time, the average number of incarcerations in jail during the program
• Alternative sanctions applied and rewards received during program
• Total number terminated, aggregated by type and sentence received
• Number/percent of participants who had new charges (docket #, degree, offense, offense date, disposition date, court) while in drug court /mental health court
• Individual records detailing the nature and timing of charges during drug court/mental health court
• Number/percent of participants who had charges after completing or being terminated from drug court/ mental health court
• Individual records detailing the nature and timing of charges filed after drug court/ mental health court
• ID and change supervisors/treatment providers
• Treatment history by condition
• Test results
• Program attendance
• Sanctions, incentives, and therapeutic adjustments
• Medication tracking
• Medication costs calculation
- Administrative
• The system must provide the capability to run usage statistics report.
• The system must provide the capability to run performance metrics.
• The system must provide the capability to run error reports.
• The system must provide the capability to reopen cases.
• The system must provide the capability to transfer cases.
• The system must provide the capability to audit all user activity including, but not exclusively, login/logoff, view, modification, add, and delete activities.
• The system must maintain user activity logs for no less of a time equivalent to 180 days and contain user account, timestamp of activity, activity type, record, and field.
- Data analysis component
• The system should include a minimum set of data analysis tools that will provide managers, administrators, and evaluators with the ability to interactively analyze drug or mental health court data and provide appropriate reports; the data system must be thoughtfully designed to ensure that these required functions are available and work efficiently (i.e., in real time); for high level analyses (e.g., multiple regression, cox regressions) the system must be designed to easily export data into a format for analysis in advanced statistical software.
• The system could include the ability to analyze each individual program compared to all rise best practice standards, with the ability for statewide evaluation.
- Other system requirements
• The system must provide the capability to provide onscreen support/help.
• The system must provide the capability to provide compliance with HIPAA, and all federal and state privacy and security standards (CFR 42 part 2).
•The system must provide onscreen support/help.
• The system must allow supervisory data entry/modification overrides.
• The system must provide the capability to allow users to assign function keys.
• The system must provide the capability to allow users to navigate anywhere in the system by a single command from anywhere in the system.
• The system must provide the capability to allow users to have at least two sessions open at the same time.
• The system must provide the capability to allow system/user defined popup windows.
• The system must provide the capability to allow local customization of screening and assessment tools.
- System design
• Public facing website; zero footprint without any client dependencies, not requiring any plug-ins / active x controls.
• Must Be ADA compliant.
• The application must support a wide variety of browsers including, but not limited to, Microsoft
Edge, Firefox, google chrome, and safari.
• Must be html5 compliant.
• Rights and privileges shall be assigned to users, groups and roles by an administrator.
• The user interface shall dynamically reflect functions and capabilities that are consistent with the user's rights and privileges.
• Basic activity logging, recording, and storage functionality to be configured; the solution should maintain logs of all user activity and provide an administrator access to the logs; archival logging can be configured.
• The application should provide a configurable user interface layer that will allow foresight branding.
• The system shall provide processing visual displays indicating that the system is in the process of responding to the user's request, including a status percentage bar to indicate when a function will be completed; individual percentages should be displayed for multiple uploads.
• The system shall prevent inadvertent multiple processes such as, but not limited to, a user clicking a submit button twice, a user clicking the back button, etc.
• The system will support limiting quotas for file sizes, etc.
• Any software upgrades will be backward compatible with existing interfaces.
• The software shall support and provide the ability for user notification of events.
• The system must monitor data base deletes/changes/modifications.
• Login credentials shall be encrypted.
• The application shall support strong password techniques.
• The application shall support virus and malware scanning with latest definitions of all uploaded documents.
• The application shall provide a secure mechanism for password resets.
• The application shall support both a manual and automatic registration process.
• The application shall support role-based security.
• The application is safe guarded against SQL or ANSI-compliant database vulnerabilities.
• The vendor will follow best practices & standards for SaaS 95 physical security.
• The vendor will provide an intrusion protection system (IPS) and intrusion detection system (ids).
• The vendor will follow best data loss prevention practices.
• The application must support secure (https).
• All API exposed for integration with other application shall be web services conforming to industry standards.
• The application can support universal description, discovery and integration (UDDI).
• The application provides web services description language (WSDL) for all of its interfaces.
• The application supports at least NIEM 2.0 for its message schemas.
• The application complies with states section 508 accessibility requirements.
• The application complies with web content accessibility guidelines (WCAG) 2.0.
• Any financial transactions must adhere to payment card industry (PCI) compliance standards.
• The application can support an active-active high availability configuration.
• The application can run on 64 bit operating systems.
• Scanning capability for paper forms returned from the public who do not have internet access.
• The solution shall natively support the storage and display of all the common file formats including but not limited to html jpeg, tiff, rtf, pdf, PDFA, text, MS word, MS excel, etc..
• The solution should support a configurable data retention policy that is comprehensive to both data and images.
• All data must be encrypted in transit TLS 1.3 or greater. PII must be encrypted at rest following FIPS
46-3 recommendations.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: February 28, 2025