Victim Services Case Management System

The Vendor is required to provide for a victim services solution meeting rigorous standards for security, configurability, reporting, ease of use, and integration with existing systems.
- It must collect victim and offender information from outside sources and must notify victim services staff when action needs to be taken concerning offender or victim status.
- The system must have the ability to upload from external data forms and input into the system without manual entry.
- The system must compile data for reporting needs and the ability to notify victims through letters, phone, text and emails.  
- It must have the ability for victims to communicate with victim services staff and upload documents into the victims’ file.
- Major System Requirements
•    Contact, Resident, and Victim Tracking
•    Generate lists of contacts per resident or category (family, victim, visitor, etc.).
•    List residents by release status (nearing, scheduled, or completed).
•    Assign unique identifiers to resident associations and flag high-profile offenders.
•    Track victim demographics and contact history, including past information.
- Notifications and Alerts
•    Notify staff of milestones: confirmed/unconfirmed release dates, both scheduled and immediate.
•    Notify staff 30 days prior to projected resident release.
•    Communicate with victims or designated individuals via integrated messaging/texting.
•    Generate alerts when:
•    Resident reaches release/other defined milestones.
•    New victim data is imported.
•    Inmate moves/escapes/absconds/revoked or has a new case added.
•    Protective orders/no contacts are added/expired.
•    Victim adds/edits/deletes contact info; or victim is marked as deceased.
•    Commutation of sentence or change in life custody status occurs.
•    Prioritize notifications and caseload management per department requirements.
•    Auto-generate notification letters based on business rules.
- Data Access and Security
•    Enforce secure, role-based access as defined by department.
•    Restrict sharing between victim notification modules and other office areas.
•    Maintain a secure log of all victim interactions, including date/time, type, category, duration, follow-up, related resident, and provided resources.
- Reporting and Dashboards
•    Provide ad-hoc, statistical, and follow-up reports on services and interactions.
•    Configurable dashboards for staff with drill-down to victim, contact, and resident data.
•    Capture and report:
•    Types of referrals offered.
•    Number of victim contacts (unique and total) in user-selected time ranges.
- Workflow and Integration
•    Integrate with existing department information management systems (Elite, OCM, DocStars), and enable future office conversions.
•    Import offender info (name, SID, OID) and victim data from multiple sources.
•    Auto-populate forms/fields from available system records to streamline entries.
•    Link to department website for victim requests, with alerting to staff on receipt.
•    Approve, link, and store requests and standard response forms (including annual satisfaction surveys).
•    Provide pick lists for services/resources delivered.
•    Track “No Contact” events and allow sharing between office and department.
- Victim Support Portal
•    Public portal for 24/7 support with text-to-speech (TTS) capability.
•    Allow self-registration, comment boxes for requests, notification preferences, and submission of Victim Impact Statements.
•    Provide resource and restitution information and enable real-time status and location checks of offenders.
- Communication and File Management
•    Send emails to groups based on criteria.
•    Maintain phone/address validation and emergency contacts.
•    Support uploading, extracting, and reading PDF documents.
•    Spell and grammar check, save, undo/redo/delete functions.

- Questions/Inquires Deadline: August 26, 2025