PROBATION CASE MANAGMENT SYSTEM RFI

The New York State Division of Criminal Justice Services (DCJS) is seeking information on an Automated Case Management System designed for probation services to improve case tracking, workflow automation, reporting, and compliance monitoring. We invite vendors to provide details on their solutions to help us assess available options before moving forward with a formal procurement process.

We are looking for a system that supports:

Case Management: Centralized tracking of probationers, including case notes, supervision levels, and progress monitoring.

• Workflow Automation: Customizable workflows for case assignments, supervision schedules, and notifications.
• Risk Assessment & Compliance: Tools to assess probationer risk levels and ensure compliance with court orders and reporting requirements.
• Integration Capabilities: Ability to connect with existing justice systems, law enforcement databases, proprietary risk & need instruments, and other relevant platforms. This includes, but is not limited to, the eJusticeNY Integrated Justice Portal, Compas-R, and the Youth Assessment and Screening Instrument (YASI).
• Reporting & Analytics: Customizable reports, dashboards, and audit trails for compliance and performance tracking.
• Secure Access & Role Management: Multi-level access for probation officers, administrators, and external stakeholders while ensuring data security and confidentiality.

DCJS’ Office of Probation and Correctional Alternatives (OPCA) will review all responses and use the information received from this RFI to consider the available options and solutions to decide future contracting options in this area related to probation case management. This document outlines the broad areas of functionality that are required in such a system. It is not intended to be a detailed description of every function needed, but rather to act as an overview of the main functions required and is strictly a mechanism for gathering information.

This RFI is for informational and planning purposes only, is not a solicitation of actual bids, and no contract will be awarded as a result. A firm or organization’s response to the RFI—or lack thereof—will have no impact on the evaluation of responses to any subsequent solicitations and does not preclude a vendor from bidding on a future solicitation. Responders are advised that the State will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the responders’ expense.

DCJS expressly reserves the right to utilize any and all ideas submitted in the responses received unless covered by legal patent or proprietary rights, which must be clearly noted in the vendor’s response to the RFI.

The RFI is attached to this Contract and Reporter Ad.

A Copy of the RFI is Posted on DCJS Public Website.

https://www.criminaljustice.ny.gov/pio/vendor/business.html#solicitations