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Community Corrections Automated Case Management Procurement Guide with Bid Specifications, Version 1.0

NCJ Number
Date Published
September 2012
145 pages
Guidance is offered for persons assigned to procure an automated information solution (e.g., a case management system) for a community corrections agency.
Chapter 1 discusses preparing an agency for change. A tool known as SWOT (Strengths, Weaknesses, Opportunities, Threats) assists with determining what currently does and does not work well and what needs to be done for the future vitality of the agency. From the outset, a procurement team should be established that is composed of individuals knowledgeable about technology, law, organizational politics, agency business procedures, and the intra-agency working culture. Chapter 2 focuses on the decision to buy, build, or buy and customize an improved system. The advantages and disadvantages of each approach are discussed. Chapter 3 outlines steps and offers tips for developing an RFP (Request for Proposal). This includes the development of a project plan that outlines the technology project's scope and objectives, timeline, budget, potential risk factors, communication strategy, and procurement considerations. Chapter 4 presents an indepth discussion of information sharing, an important but often overlooked concept at the procurement stage. Several useful tools and initiatives are introduced. Also considered in information sharing are privacy, security, and quality concerns. Chapter 5 completes the guidance on how a RFP should be organized, what it should contain, and notes on content. A basic template for an RFP is provided. In conclusion, chapter 6 provides general guidance on strategies for evaluating proposals. Local regulations may dictate how an agency evaluates proposals in some cases. In other cases, an agency may need to develop a set of criteria and a scoring rubric. The guide presents an example of criteria and respective weights according to what is essential. Such criteria range from the applicant's ability to adhere to proposal instructions to economic feasibility and justification of costs. Appended SWOT matrix worksheet, community corrections RFP system requirements, and vendor software demonstration script

Date Published: September 1, 2012