COUNTY of KANE PURCHASING DEPARTMENT KANE COUNTY GOVERNMENT CENTER

Transcription

1 COUNTY of KANE PURCHASING DEPARTMENT KANE COUNTY GOVERNMENT CENTER Christopher Rossman 719 S. Batavia Ave., Bldg. A, 2 nd Floor Director of Purchasing Geneva, Illinois Telephone: (630) Fax: (630) July 26, 2010 ADDENDUM #3 RFP No. & Title: NEW CASE MANAGEMENT SYSTEM The attention of bidders is called to the following changes, clarifications and/or additions/deletions to the original bid document and they shall be taken into account in preparing the RFP and shall be part of the contract. Notice Extension of Bid Due Date Due to the given response timeline and a short time available to refine proposal drafts after questions and answers are returned, the County is extending the deadline for the submission of proposals for one more week. EXTENSION OF SUBMISSION DATE & TIME: The Bid due date has been changed from Friday, July 30, 2010, at 4:00 p.m., to: FRIDAY, AUGUST 6, 2010 at 4:00 p.m. Questions and Answers: CLARIFICATION Q. Current System: Does the County currently have a CMS to support probation? If so, what system is the County currently utilizing? A. Kane County Court Services currently uses a probation module of Clericus Magnus. Q. Licensing: Our CMS is licensed on a concurrent user basis (number of users who are expected to be logged onto the system at the same time). What is the expected concurrent number of users out of the expected 150 names users, so we may provide an appropriate system licensing estimate? A. Kane County Court Services cannot provide an exact number of concurrent users at this time. However, Kane County requests estimates based on concurrent users of 75, 100, 125, and 150. Additional licensing options should be available to accommodate potential organizational growth.

2 Q. Integration: For integration with the Circuit Clerk s system, are web services available to support the connection? A. Web services will need to be created for a new CMS to pass information between Kane County Court Services and the Kane County Circuit Clerk s Office. NIEM compliant JXML standards are preferred. Varying levels of user access and read/write capabilities will need to be defined. Q. Data Conversion: The Statement of Work indicates that the vendor should develop a means to exchange data with the Circuit Clerk using NIEM. This appears to read as a data integration request in lieu of a data conversion requirement. Please clarify if our proposed approach should include an estimate for ongoing integration with the Circuit Clerk, and if historical information from the Circuit Clerk will be required to be migrated to the new CMS as part of this project (historical data conversion from Circuit Clerk). A. The proposed approach to CMS implementation should include historical data conversion from the Circuit Clerk as well as a means for ongoing data integration. Q. Data Conversion: Besides the data from the Circuit Clerk s system, does the County have any other data sources that require conversion or integration, as part of the scope of this project? If so, please provide the following information: o name of legacy system requiring data conversion: A. Data conversion from the Circuit Clerk s system (Clericus Magnus) and the probation module of Clericus Magnus should be included in the scope of this o project. whether it is conversion (one time upload of historical data into the CMS) or data integration (ongoing connection to a system to share data), or both. A. Both data conversion into the new CMS and data integration with the Circuit Clerk s office are needed. o Type of data to be included (e.g., demographic information, case information, etc.). A. Data to be included in conversion and integration initiatives includes, but should not be limited to, all demographic information, case information, charges, dispositions, and status information (warrant, absconder, deportation, etc.). Court docket accessibility should also be included as a feature of the new CMS. Q. Project Timeline: What is the County s anticipated start date for this project? What is the desired go-live date for the new CMS? A. The project start date is contingent upon funding from the Kane County Board. A go- live date cannot be provided at this time. Q. The application must be capable of generating reports and queries based on custom fields that are user defined. QUESTION: Is "custom fields" meant to indicate that the user is defining the data elements to include in the designing their own report? A. This requirement is meant to provide Kane County Court Services maximum flexibility in generating ad-hoc reports for AOIC. "Custom fields" is meant to indicate that the end-user administrator should be capable of creating reports and defining report variables. Kane County may need to generate reports which are specific to a particular age range (at the time of the report or the time of the sentencing), offense type, offense class, juvenile referrals, treatment referrals, treatment modality and outcome. "Custom fields", for example, would allow the end user administrator to track recidivism by age range, offense type, demographic, employment history, etc. for the purposes of developing a recidivism study or for AOIC reporting mandates.

3 Q. End-user administrators must be able to modify existing report templates and add reports as needed. QUESTION: Could we include in the response that the ability to duplicate a standard report and then modify it will be provided? A. Statistical reports are used to identify both system wide and caseload specific trends. The CMS must be capable of generating a variety of report data that will be used to create both the Kane County Court Services Annual Report and impromptu AOIC reports as needed. The 2009 Kane County Court Services Annual Report is included with this response as an example of most data that must be generated from the CMS. It is unlikely that a single report template will meet the needs of Kane County Court Services reporting requirements. However, all vendor proposals will be examined for a best solution to Kane County Court Services' current needs. Probation Officers must be able to generate caseload specific reports which include, but should not be limited to: case number, defendant name, offense, offense class, probation supervision level, term of probation, warrant status, address, and date of birth. The ability to generate criminal history reports should also be included in the CMS. Both data conversion and data integration with the Kane County Circuit Clerk's system may be needed to generate most reports. End user administrators and managers must be able to produce unit and program specific reports for purposes of generating the Annual Report and compliance with variable AOIC reporting requirements. Managerial reports will need to change over time in order to comply with evolving AOIC reporting mandates. Therefore, end-user administrators must be able to modify statistical report variables to accommodate future AOIC reporting requirements which are as yet unknown. Unit and program specific reports include but should not be limited to Juvenile referrals, Juvenile probation, Adult probation, Drug Court program, Pre-sentence Investigations, Pre-trial Services, Adoption Investigations, Administrative Sanctions, Specialized Sex Offender Unit, Homebound Monitoring, Electronic Monitoring (GPS), Community Service reports, Administrative Unit (Intrastate & Interstate transfers out of jurisdiction), Domestic Violence Unit, and Intensive Probation. (Also reference SOW section I.B.5 of the RFP.) Q. The application must have an ability to print to the Kane County Circuit Clerk mailing system for all appointment notices. QUESTION: What is the clerk's mailing system? A. Kane County Court Services currently mails notices to defendants via tri-fold mailers which are batch printed by the Circuit Clerk's office on a daily basis. The Circuit Clerk's Office reports that the tri-fold printer can be selected as a network printer. The vendor may need to coordinate mailer formatting and functionality with the Kane County Circuit Clerk's Office. The CMS should also be capable of maintaining a historical record of mailings. Q. Home Visit List Generation: The application should be capable of generating a home visit list for all defendants per their individual supervision level requirement. The application should be able to exclude warrant triggers as entered by the probation officer. The application should exclude warrant triggers from this list as entered by the clerk, if a clerk interface is incorporated with the application. The home visit list should be customizable by the end-user to print by Case-load, Probation Officer, Street Name, Town, and/or Supervision Level. The printed home visit list should include information such as defendant name, address, offense, and special condition flags.

4 QUESTION: Does exclude warrant triggers mean to not include for a home visit, if the Clerk's system indicates that there is an outstanding warrant for that defendant? A. Yes. Officer safety is a priority when conducting home visits. Therefore, Kane County Court Services policy states that home visits should not be conducted on individuals who are on warrant status. Data integration with the Circuit Clerk's office will be necessary to incorporate this feature within the CMS. Q. The application should ideally be able to generate hot spot maps by offense types, supervision levels, and alert flags, within a specific geographic regions and time frames as defined by the end-user. QUESTIONS: Has Court Services compiled this data in a Kane County GIS map? A. No. What is the map format used by Kane County GIS? GIS format requirements are listed at the following website: Does the County provide remote access to the maps? Please see the above listed link. The current Court Services CMS does not have mapping functionality. Kane County Court Services is seeking a best solution as provided by the vendor and does not require that the County's Geographic Information System (GIS) be used. Point and click functionality similar to the following Kane County website is a desirable feature: Alternate vendor solutions will be considered. Q. The application would ideally have the ability to send automated alerts triggered by Kane County Court Services offender supervision level reporting standards. QUESTION: Please provide an example of an alert triggered by supervision level reporting standards. A. A desirable feature of the CMS would provide the Probation Officer the capability of selecting an option to automatically reminder notices to defendants who have upcoming appointments. This feature would conceivably reduce the number of missed appointments of defendants, provided the defendant has access. Alternate vendor solutions will be considered. Q. Re: IV.F and IV.G - Is it Court Services intent to bid conversion of existing data separately? A. No. Vendor solutions for Data Conversion from the current probation CMS and Data Conversion from Circuit Court Clerk s system and Data Integration with the Circuit Clerk's Office are expected to be a part of this bid process. Please explain requirement IV.F and its relation to IV.G. IV.F - Kane County Court Services wishes to ensure the selected vendor uses an industry standard database design. All vendor proposals will be examined for a best solution to Kane County Court Services' current needs. IV.G - Kane County Court Services wishes to ensure that the end-user experience is not affected by CMS application background operations.

5 Q. Hardware is frequently less expensive through the government's own sources. Is it Court Services intent to purchase equipment through their existing provider, such as CDW-G? A. Hardware is provided to Kane County Court Services through the Kane County Information Technologies Department. Some peripheral devices are purchased separately by Kane County Court Services through CDW-G. Q. Can the County provide us with a copy of the following reports (AOIC): 1. Pre-Sentence Investigation Report This report is unavailable at this time. 2. Drug Court Report This report is unavailable at this time. 3. Specialized Case Load Report This report is unavailable at this time. Q. Section IV.F - Data Dictionary: The RFP states that the data needs to map to Justice XML standards. GJXDM or NIEM is a Data Exchange standard for exchanging information between the different justice systems and will be implemented as part of the integration requirements. Is the County s intent to have the data elements residing in the Database to be NIEM or GJXDM complaint as well? If so, please justify why the county would do so? A. Use of NIEM compliant Justice XML standards for data exchange is meant to accommodate forward compatibility with ongoing Kane County Board initiatives. Inclusion of Justice XML language within the RFP is meant to ensure data integration is possible with the Circuit Clerk's Office (and possibly other County departments in the future). Kane County Court Services is seeking a best solution as provided by the vendor. All proposed vendor solutions will be considered. (Also reference SOW Section I.B.1 of the RFP.) Q. Please provide us with an estimate of the no. of adult and juvenile cases inside the current probation CMS system? A. Kane County Court Services uses "P" numbers, that gives a number of people, but not the number of cases, since some probationers have more than one case. There are over 307,000 clients with related records. The records involved reside in a complicated schema and we are unable to determine the number to be converted. The attached 2009 Kane County Annual Report provides some statistical data which must be generated by the CMS. Q. Please provide us with an estimate of the no. of Drug Court cases inside the probation CMS system? A. There are over 307,000 clients with related records. The records involved reside in a complicated schema and we are unable to determine the number to be converted. The Annual Report can provide additional clarification regarding annual numbers. Q. Please provide us with an estimate of the size of the database for the current probation CMS? A. There are over 307,000 clients with related records. The records involved reside in a complicated schema and we are unable to determine the number to be converted. Q. Please provide us with an estimate of the no. of records that need to be converted to the new CMS? A. There are over 307,000 clients with related records. The records involved reside in a complicated schema and we are unable to determine the number to be converted.

6 Q. How many Adult and Juvenile clients are managed by Kane County Probation Department on an annual basis? A. The attached 2009 Kane County Annual Report provides statistical data which must be generated by a new CMS. Q. Section C. 10 a) Individual drug test results, treatment records and referral records must be available across multiple file histories. Can the county explain what it means by available across multiple file histories? A. Drug test results, treatment referrals, and treatment histories are relevant to the individual defendant. The individual may have multiple cases which contain records of past drug test results and treatment. A comprehensive summary should be available to the probation officer at the opening of a new case. Q. Section C. 12) Is the Case Supervision Plan the same as Case Plan? A. Yes. Q. Can the county provide us with a copy of the AOIC standards for Case Supervision Plan? A. Please contact AOIC for their material at: AOIC Springfield Office 3101 Old Jacksonville Road Springfield, IL phone fax Website: Q. Is there an estimated timeframe for completion of this project? A. Timeframes are contingent upon Court Services CMS funding by the Kane County Board. A timeframe is currently unavailable. Q. Can the County provide us with a data dictionary of the existing probation CMS system? A. No. Q. Are there any other integration requirements other than integrating with the Kane County Circuit Clerks system? A. Data Conversion from the current CMS and Data Integration with the Circuit Clerk's Office is Kane County Court Services' primary requirement at this time. SYSTEM USAGE 1) Expected Users. Pricing is generally based on the number of users. Please provide the total number of staff members expected to use the CMS. How many of these users would be read/write versus read only? What is the number of expected concurrent users? Separate from Court Services staff, please identify any other county or non-county users, their number and expected type of system use. A. Kane County Court Services cannot provide an exact number of concurrent users at this time. However, Kane County requests estimates based on concurrent users of 75, 100, 125, and 150. Additional licensing options should be available to accommodate potential organizational growth. Estimates include users from other county departments. The end user administrators must be able to adjust read/write and read only capabilities for users.

7 2) Third Party Users. If not included above, please identify any private entities (treatment agencies, schools, police departments, etc.) that you expect or would like to use the system and a breakdown of the estimated number of users for each type of entity and their level of access (read/write, read/only). A. The CMS will not be available for non-county use. 3) Client Caseload. Please provide an estimated number of offenders supervised at any one time (including a breakdown of felony and misdemeanor offenders) by the different Court Services programs and the number of new offenders supervised each year. A. The attached 2009 Kane County Annual Report provides statistical data which must be generated by a new CMS. RFP PROCESS 1) Contract. Please confirm that the County is willing to negotiate the terms and conditions of a contract with the exception of any terms mandated by state statute. A. All proposed vendor solutions will be considered and are subject to negotiations as detailed in T&C A.08 of the RFP. 2) Previous Demos. What case management system(s) has the County previously viewed in the last two years as part of a demonstration or presentation that are similar in functionality to the system sought by the RFP? A. Kane County Court Services has not scheduled vendor demonstrations within the past two years. 3) Funding. Is this project currently funded? If so, what is the amount and source of the funding, if not, what is the County s cost expectation for the system? Please identify any price ceiling or not to exceed amount. A. Project funding will be determined by the Kane County Board. Funding estimates are currently unavailable. 4) Notice. Will the County notify vendors at the point in time a vendor is no longer under active consideration in the selection process? A. Vendors will be notified via the Kane County Purchasing Department if the vendor is no longer under active consideration, at the time a short-list is developed. 5) Shortlist. What is the number of vendors the County expects to shortlist and approximately when does the County anticipate announcing a list of finalists? A. The shortlist will likely be comprised of three vendors but will ultimately be determined by the evaluation panel. Timeline information is unavailable at this time. 6) Exceptions. How does the County suggest vendors submit any exceptions to the RFP and/or Terms and Conditions (Section B)? A. All proposed vendor solutions will be considered and are subject to negotiations as detailed in T&C A.08 of the RFP. Any exceptions to the RFP and/or T&C shall be submitted as RFP Exceptions tab.

8 GENERAL 1) Current System. What is the current case management system used by the Court Services Department that the RFP is designed to replace? What are the limitations and concerns with the current case management system that has prompted the County to seek its replacement? A. Kane County Court Services currently uses a probation module of Clericus Magnus, which is currently used by the Kane County Circuit Court Clerk s Office. Kane County Court Services is seeking a CMS solution which provides greater flexibility and accuracy in statistical report generation. 2) Project Schedule. What is your preferred/expected date to begin implementation of the software and your preferred/expected date to Go Live with the new system? A. The project start date is contingent upon funding from the Kane County Board. A go-live date cannot be provided at this time. 3) Case Number Format. Please provide the number of characters and formatting for a court case number and/or any other relevant identification numbers. A. Kane County Court Services uses a unique identifier, "P" numbers (ie: P# ), to identify supervised persons and uses case numbers to identify individual cases (ie: 2009CM001152). Some probationers have multiple cases which are associated with the P number. Other types of supervision by the probation department might require a number other than a P number for the new CMS. TECHNICAL 1) IT Department. Please identify the Information Technology Departments (County, Court, etc.) or entity with which the vendor will be working. What are the IT staff resources, if any, available to assist the vendor and support the proposed solution? A. The vendor would likely be working with both the KANE COUNTY INFORMATION TECHNOLOGIES DEPARTMENT and the KANE COUNTY CIRCUIT COURT CLERK S OFFICE in technical implementation of new CMS. Staffing resources and availability of other County departments for implementation of this project are undetermined at the present time. 2) Hardware Purchase. It is our understanding that the vendor is to provide hardware specifications but not pricing. Please confirm or clarify. A. The vendor is to provide hardware specifications. Pricing for hardware is not required. 3) Responsibilities. It is our understanding that the County is responsible for server and desktop hardware and software including operation and maintenance of the server operating system and the back end database including backup. If the County is not responsible, please indicate the exact expectations of the County in this area for both the County and Vendor. A. The County is responsible for hardware and software operation and maintenance. TECHNICAL DATA EXCHANGES 1) Data Exchange Scope. Goal 3 of the new CMS (SOW, p.1) is the establishment of a framework to facilitate the exchange of data with the Kane County Circuit Court. Please identify all data exchanges between the CMS and third party systems that are expected as part of the implementation of the CMS. Please identify any known exchanges that are expected as part of a post Go Live phase. A. Kane County Court Services is looking for a best vendor proposed solution in identifying historical data conversion, data exchanges, and data integration with the Kane County Circuit Clerk s Office CMS to be included with the RFP response.

9 2) Current Exchanges. What data exchanges, if any, exist between the current Court Services CMS and third party systems including the Circuit Clerk? Are any of these exchanges GJXDM or NIEM compliant? Does the County have any experience with GJXDM or NIEM exchanges? A. Kane County Court Services is looking for a best vendor proposed solution in identifying historical data conversion, data exchanges, and data integration with the Kane County Circuit Clerk s Office CMS to be included with the RFP response. Kane County Court Services cannot verify whether exchanges are GJXDM and NIEM compliant at the present time. 3) Data Exchanges/Interfaces. To help vendors provide a quote for any in scope data exchanges, please provide the following information for each of the requested data systems for which a data exchange is requested: 1) A general description of the data system including purpose and use, 2) Identification of the owner of the system and if they have provided permission for the exchange, 3) The type of database used by the host system, 4) The expected technology to be used for the exchange, 5) Description of the specific type of information to be exchanged; the direction of the data exchange, to the extent possible number, types, and description of the individual data fields to be exchanged for each direction; when the exchanges are to occur, and what conditions will trigger the exchange. 6) The business rules that will govern the exchange, 7) Specify whether the requested exchange is real time or batch, 8) Identify who will provide technical assistance to the vendor and at what level and also whether the County has experience in creating an exchange with this system, and 9) Describe any known limitations or complicating factors that would affect creating the requested exchanges. A. Kane County Court Services is looking for a best vendor proposed solution in identifying historical data conversion, data exchanges, and data integration with the Kane County Circuit Clerk s Office CMS to be included with the RFP response. A technical analysis and evaluation of historical data conversion, data exchanges, and data integration needs must be provided by the vendor. 4) Exchange Middleware. Please describe any current data exchange middleware/ web-service methodologies currently in use or preferred technologies/approaches. A. Kane County Court Services is looking for a best vendor proposed solution. All proposed vendor solutions will be considered. TECHNICAL DATA MIGRATION 1) Data Migration. It is unclear from the RFP if services to provide data migration from your current system to the new CMS are in scope or the County intends to start fresh with the new CMS. To help vendors provide a quote for any required data migration services please provide the following information for each data system/source: 1) A detailed description of the targeted data elements including a data dictionary and entity relationship diagram. 2) A count of the estimated number of records from each table for each data source. 3) A data sample for each table, the sample to include all relevant data fields that require migration (including keys),

10 A. A Data Dictionary is unavailable for the current CMS. Data elements will need to be identified by the vendor for potential conversion, exchanges, and integration. There are over 307,000 clients with related records. The records involved reside in a complicated schema and we are unable to determine the number to be converted. The attached 2009 Kane County Annual Report provides some statistical data which must be generated by the CMS. 2) Data Migration Roles. What role and level of assistance is the County willing to provide in the data migration process? A. Kane County Court Services is looking for a best vendor proposed solution. All proposed vendor solutions will be considered. The vendor will need to communicate with other County departments, including the Kane County Circuit Clerk s Office and Information Technologies Department, for purposes of technical analysis and evaluation of historical data, data exchanges, and data integration needs. KANE COUNTY RFP SPECIFIC QUESTIONS I. Business Requirements - A) Reporting Features #3 (SOW, p.2) - This requirement asks that the case management system application (CMS) provide the County with the ability to design operational and managerial reports. To the extent the CMS provides this requested ability please clarify exactly what the County is asking for when they state: Vendor must provide monthly adjustments to State-mandated report parameters, as may be needed to remain in compliance with AOIC standards and new laws. What are the report parameters and what monthly adjustments would one expect to make? A. Integrated reporting features of the CMS which cannot be adjusted by the enduser administrator must be adjusted by the vendor. A copy of the Kane County Court Services 2009 Annual Report is included with this response as an example of what report information must be generated by a new CMS. Adjustments may need to be made to statistical reports based on new state laws or local ordinances or changes in mandated reporting obligations, or other ad hoc data analysis needs etc. I. Business Requirements - B) Data Management #1 (SOW, p.2) - Data Warehouse Who will design the future data warehouse, what agencies are expected to participate by contributing data, what types of information does the Count expect to be updated and/or retrieved and under what conditions? A. The design of the future data warehouse is being explored by several entities within the County. The vendor will need to communicate with other County departments, including the Kane County Circuit Clerk s Office and Information Technologies Department, for purposes of technical analysis and evaluation of historical data, data exchanges, and data integration needs. Kane County Court Services is looking for a best vendor proposed solution. Court Services is desirous to access information from various other entities, such as, but not limited to the Sheriff s office, the Adult Corrections Facility, the Circuit Clerk s office, Information Technologies Department, State s attorney s Office, etc. Alternate vendor solutions will be considered. #5 (SOW, p.2) - Please clarify. It appears that this item is asking that the CMS track persons who while they may not be on probation may be considered a client of the Court Services Agency (i.e. a participant in a Court Services program such as pretrial release). Please confirm or clarify.

11 A. Yes, Kane County Court Services is requesting that the vendor provide additional tracking capability for clients who are not sentenced to a term of probation. Clients must be distinguishable from probationers in a new CMS. Clients tracked may include pretrial cases, presentence investigation cases, electronic monitoring cases, community restitution cases, home investigations, etc. I. Business Requirements - C) User Interface #6, #7 (SOW, p.3) - Items #6 and #7 both ask for integration of forms between the Court Services Department and State Attorney s Office (#6 Violation of Probation Request, #7 Court Report forms). Can the County explain why Adobe Live Cycle is the preferred delivery method for #6 and Microsoft Outlook the preferred delivery method for #7? Is the County open to alternative methods? A. Kane County is open to alternate vendor solutions. #8a, b (SOW, p.3) Other than communication with clients, is the County open to alternative means of communication (text messaging, web portal, etc.)? A. Kane County is open to alternate vendor solutions. #8c (SOW, p.3) - Please explain the County s expectations in more detail regarding transmitting documents via XML standards in PDF format. A. Kane County Court Services included this language at the suggestion of another County department. Kane County is open to alternate vendor solutions. #12 (SOW, p.4) - Please provide a copy of or link to the applicable AOIC Case Supervision Planning standards. Please provide more details on exactly what type of functionality the County is seeking. A. Please contact AOIC for their material at: AOIC Springfield Office 3101 Old Jacksonville Road Springfield, IL phone fax website: Kane County Court Services is seeking to reduce paper generated material in an effort to reduce costs. #13 (SOW, p.4) - Please provide a copy of or link to the applicable AOIC standards referencing integration of IPI Screens and LSIR Scoring. What is IPI? What type/level of integration is the County seeking? What type of limited/basic YASI data are you asking the application to store? How does the County currently administer the LSIR and YASI? A. Please reference answer to #12. IPI is the Illinois Pre-Screen Instrument and is typically completed prior to the LSIR Scoring Instrument to determine if additional LSIR Scoring is needed. All vendor solutions pertaining to levels of integration will be considered. Kane County Court Services currently administers the LSIR via a proprietary hardcopy assessment tool. YASI is currently undergoing a state-wide transition to a webbased solution. #15 (SOW, p.4) - Please provide a descriptive narrative of how the Community Service Program operates now. Who determines the work assignments, what type of information does the County track now, does the County utilize formal work crews where offenders are assigned to the work crew which is in turn assigned to a job or are the offenders assigned directly to a

12 job/agency/location? A. Please see the narrative and statistical information on pages 7 and 18 of the 2009 Annual Report. #19 (SOW, p.4) - Please explain the requirement to generate mailer notices in more detail. What exactly is the Kane County Circuit Clerk mailing system and how is this different from printing to a local or networked printer? A. Kane County Court Services currently mails notices to defendants via tri-fold mailers which are batch printed by the Circuit Clerk's office on a daily basis. The Circuit Clerk's Office reports that the tri-fold printer can be selected as a network printer. The vendor may need to coordinate mailer formatting and functionality with the Kane County Circuit Clerk's Office. The CMS should also be capable of maintaining a historical record of mailings. II. Desirable Features #B, Archival (SOW, p.5) - Please explain this requirement in more detail. Is the County asking to convert existing offender/case information or future information on an on-going basis? If existing, is the focus on currently supervised clients? Exactly what types of information or files are the subjects of this item? Is the County referring to documents that need to be (or have been) scanned (police report, violation of probation, PSI, etc.) that should be accessible from the CMS? What is the number of documents and/or files? A. Kane County Court Services is referring to documents that are scanned (ie: third party documents such as police reports, treatment reports, verifications of address, etc) and should be accessible from the CMS. Other file types, such as various picture formats, ideally would be able to be attached to the defendant record as a viewable/printable storage solution. #E, Field Usage (SOW, p.5) - Does the County have a current system of automated field reporting? What types of staff members and number are expected to have field access to the CMS? What types of information do you wish they have access to? Will these staff members have internet access? How high a priority is this for the County (e.g. a current need vs. future consideration/preference)? Is the County open to collaborating with a vendor on possible solutions? A. This is a desirable feature meant to accommodate future organizational development. Kane County Court Services currently employs paper-based processes and legacy voice recorders for field use. Kane County Court Services is open to vendor collaboration on any proposed solutions. #I, Releases of Information (SOW, p.5) - Is this referring to a Release of Information Authorization Form? Please elaborate. A. Yes. #J, (SOW, p.6) - Please explain what the County means by warrant triggers. A. Current CMS users are able to inquire whether or not defendants are on warrant status. The context of warrant triggers is meant to alert staff that a warrant exists when conducting home visits. Officer safety is a priority in the field. Therefore, Kane County Court Services policy states that home visits should not be conducted on individuals who are on warrant status. Data integration with the Circuit Clerk's office will be necessary to incorporate this feature within the CMS. A warrant trigger will also alert office staff to then be able to contact appropriate law enforcement personnel for warrant service.

13 #N, (SOW, p.6) - What are the offender supervision level reporting standards? A. SOW, p.6 This desirable feature would provide the Probation Officer the capability of selecting an option to automatically reminder notices to defendants who have upcoming appointments. This feature would conceivably reduce the number of missed appointments of defendants, provided the defendant has access. Alternate vendor solutions will be considered. III. Security Requirements #C, (SOW, p.6) - Please clarify what the County means by security transactions and how this differs from #D. A. Point C is meant to address tracking of logon, date, and time for level of access changes by an end-user administrator (management). Point D is meant to address tracking of logon, date, and time for end-user activity (line-staff). The CMS should ideally keep a security log of level of access changes. IV. Technical Requirements #G, (SOW, p.7) - Please describe in more detail the County s expectation regarding viewing Circuit Clerk documents from within the application. What types of documents and under what circumstances? How are these documents currently stored and accessed by the Circuit Clerk and Court Services staff? What case management system does the Clerk use? A. Kane County Court Services currently views Kane County Circuit Court Clerk docket entries via Real Vision Image System 8 by Real Vision, Inc. The Kane County Circuit Court Clerk images documents such as court orders, mail correspondence, community service records, treatment records, etc. This technical requirement will be a function of data integration with the Kane County Circuit Court Clerk s Office. Alternate vendor solutions will be considered. #G, #L (SOW, p.7) - Please reconcile #G and #L - are data exchanges with third party systems in scope for this project as part of the implementation? Is a data exchange with the Circuit Clerk system in scope (#G) and the County is notifying vendors that other exchanges may be necessary in the future (#L)? A. Kane County Court Services is looking for a best vendor proposed solution in identifying historical data conversion, data exchanges, and data integration with the Kane County Circuit Clerk s Office CMS to be included with the RFP response. A technical analysis and evaluation of historical data conversion, data exchanges, and data integration needs must be provided by the vendor. #Q (SOW, p.8) - How many Court Services employees use Microsoft Office 2003 versus later versions? What is the County s plan/timetable to upgrade Microsoft Office? A. The Kane County Information Technologies Department plans on upgrading Kane County Court Services computers to Microsoft Office 2007 sometime this summer. All Court Services employees will be upgraded to Office Windows XP will likely remain the current operating system due to potential upgrade and compatibility issues with various software applications.

14 V. Proposal Instructions and Submittal Requirements Content Clarification - To ensure vendors comply with your requirements, please clarify what type of information should be submitted under System Description vs. the Technical and Functional tab. We understand the County wants a point by point response to the RFP SOW Specifications sections. Should this response be listed under System Description with a separate detailed and function description under Technical and Functional? Please confirm or clarify. A. Correct, per specification list or provide complete detailed description of proposed system under System Description and detailed technical capability under Technical and Functional in a different tabs. ATTACHMENT 2009 KANE COUNTY ANNUAL REPORT Please respond accordingly and confirm your receipt of Addendum 3 and attach 2009 Kane County Annual Report. If you have any additional questions, please fax to (630) or via ed. Thanks. Sincerely, Tim Keovongsak Buyer