The vendor is required to provide statewide automated victim notification solution (SAVNS) that aligns with its mission to provide notifications of a defendant’s custody status and any changes in scheduled court events, from participating entities to registered individuals.
- Provides automated victim notification services (via contract) for approximately 150 participating entities, including county jails, county courts.
- The selected contractor for SAVNS shall address this potential vulnerability, demonstrate mitigation strategies/options, and create functional and programming options to prevent counties from transmitting inappropriate information from their own software solution into the SAVNS database.
- The solution must provide agency management and counties with access to the database, enabling them to view near-real-time dashboards and create ad hoc reports; it must include a toll-free statewide number and a website with easy entry points for victims to receive standard information and notifications on defendant status and court events.
- General services includes:
• Development, implementation, operation, maintenance, and monitoring of a statewide victim notification system.
• Programmed controls to ensure that information available to registered users (victims and interested parties) does not contain information prohibited from public disclosure.
• Implementation of a toll-free statewide number and website for registering for notifications.
• Development and implementation of a call center that is available 24 hours a day, seven days a week.
• Data interfaces with county and state level JMS, CMS, and RMS systems that ensure defendant status changes are reflected and also updated in SAVNS to prevent public access where prohibited by law, including removal of cases that are no longer subject to public disclosure.
• Oversight of final implementation and sustained notification system maintenance and monitoring.
• The SAVNS solution shall secure and protect data collected within the system, with transparency, standards conformance, and regulatory compliance according to all applicable local, state, and federal laws and regulations.
• The SAVNS solution shall meet criminal justice information system (CJIS) compliance standards.
• The SAVNS solution shall use the national information exchange model (NIEM) data format for effective internal and external data sharing.
• The SAVNS solution shall provide a centralized data warehouse with self-service reports, audit, and business intelligence tools.
• The SAVNS solution shall be configurable with “out-of-the box” business rule automation to provide user-controlled screen development, data element edits/additions, insertions or edits of offender status notification triggers, notification preference flows, creation of forms and notification email, letter, and text templates in English and Spanish, workflow, user roles, and dashboards.
• The SAVNS solution shall be scalable, upgradable, and provide multi-tenant architecture.
• The SAVNS solution shall handle a potential volume increase to two million registered individuals and up to six (6) million offender booking records with ongoing defendant status changes.
• The SAVNS solution shall incorporate automation to upload multiple files each day of offender demographic data and offender status information, which will be linked with victim contact information and method of notification preferences stored within the SAVNS solution.
• The SAVNS solution victim and offender data shall not be shared, uploaded, or sold to a third party or subsidiary, or any other entity without prior written consent by the agency.
• When an offender warrant is issued and uploaded in the SAVNS solution a notification shall begin within fifteen (15) minutes.
• Based on the offender status information from the files, the SAVNS solution notification process must be integrated entirely within the SAVNS system to:
1. Build a defendant profile which may include pictures of the defendant and must deploy cross reference technology.
2. be user-centric and designed for user ease and victim-sensitivity as a priority.
3. Log every communication with each registered individual.
4. Auto-generate notification to any victim linked to an offender following the notification rules and notification templates integrated within the SAVNS solution.
5. Use a toll-free statewide number and website for registering for notifications.
6. Provide an application for iOS and android devices for users and available at no cost for users.
7. Incorporate interactive voice response (IVR) system to automate inbound and outbound calls or short message service (SMS) notifications.
8. Integrate with a private branch exchange (PBX) telephone network for victim support.
9. The SAVNS solution shall work effectively with current mobile technology.
10. The SAVNS solution shall be compatible with Microsoft 365 (ms365) and share point.
11. The SAVNS solution shall be linked with a 24/7 public internet portal for real-time access to information and to allow victims to manage their registration profiles and notification preferences at their convenience.
12. The SAVNS solution shall support the data migration of victim services data (victim contact/notification method preferences and offender information with defendant status changes), that triggered notification and detailed case management records from existing external JMS, CMS, and RMS systems managed by third-party vendors.
13. The SAVNS solution must maintain a reliable 99.9% uptime performance for the SAVNS core system, participating entity data interface services, and interested-party notification data interfaces.
14. The SAVNS solution must be user-centric designed/created with user ease and victim-sensitive as a priority and provide statewide notifications.
- The contractor shall provide each participating entity with process/procedures for registering victims/interested parties and for victim/interested parties to self-register.
- The SAVNS solution shall provide restricted access, while the agency will have administrative access to a secure internet site for staff in each participating entity and the agency, offering the following functionality:
• Customizable dashboard
• Access to the statistical information for monitoring purposes
• The capability to run ad hoc reports on statistical information
• The capacity to print notification letters for victims who have registered an address for notification.
• The capability to change notification letter wording with the appropriate level of security
• Technical support information
• On-line access for manual and training material
• Contact information
• Participating entity-specific configuration information
- Each participating entity shall be responsible for all ongoing service and maintenance costs for the data interfaces between their legacy systems and the SAVNS, including the integrity (accuracy and timeliness) of the data.
- The SAVNS solution shall provide a full range of registration, notification and information inquiry services accessible through a single statewide toll-free access number to a centralized call center 24-hours a day, 7 days a week, and 365 days a year and available from anywhere in the states.
- The SAVNS solution shall ensure that 98% of the call center calls are answered within ninety
(90) Seconds or less and are not placed on hold or in a call queue.
- The SAVNS solution shall include an interactive voice response (IVR) system to support registration, notification and information inquiry services including automated responses to victims, criminal justice professionals and any other interested parties.
- The SAVNS solution shall provide notification to any registered individuals when there is a change in the defendant’s custody status, in the manner chosen by the registered party, including but not limited to, email, text, or phone call.
- The SAVNS solution shall provide notification to any registered individuals when a corresponding court event occurs related to the defendant specified by the registered individual.
- The SAVNS solution shall provide a restricted access, secured internet site for interested parties with the following functionality:
• Online registration
• Ability to identify defendants to monitor/track
• Notification by email
• Notification by text
• Information inquiry
• SAVNS contact information - SAVNS notifications:
- For safety-related defendant status changes, such as defendant release or escape, notification shall begin within fifteen (15) minutes of participating entity uploading the event into the database and continue every thirty (30) minutes for a minimum of twenty-four (24) hours or until the registered individual acknowledges contact; all other calls, such as court events, will be placed between 7 a.m. and 9 p.m.
- Notification patterns and intervals for other notification requirements will be determined and mutually agreed upon by the agency and contractor during the implementation.
- Notification patterns will not exceed forty-eight (48) hours per notification.
- The SAVNS solution shall allow interested parties to register for notifications with as many defendants and telephone numbers, including but not limited to home, work and cellular numbers.
- The SAVNS solution shall provide all services in English and Spanish.
- The call center shall be able to respond to callers who are deaf, hearing impaired, or with limited English proficiency.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: February 28, 2025