Hawaii State Procurement Office



The STATE is purchasing the Youth Assessment and Screening Instrument (YASI) and CaseWorks Assessment software license, hosting and support services. This software is specifically designed to support case management for youth involved in the juvenile justice system.? The YASI assesses risk, including both static and dynamic markers of future delinquent behavior, as well as strengths or protective factors that contribute to positive outcomes.? The software, which is hosted by CONTRACTOR, must provide a smooth and speedy user experience for conducting the day-to-day work of assessment and case planning.?The Time of Performance shall be for an initial contract period of three (3) years from February 1, 2021 through January 31, 2024, with an option to extend in writing for three (3) consecutive 12-month periods pending the appropriation and availability of funds for each and every year and the satisfactory performance of the Required Services as determined by the STATE, or unless this Contract is sooner terminated.The CONTRACTOR shall, in proper and satisfactory manner as determined by the STATE and in strict accordance with the terms and conditions of this Contract, provide and perform the services as set forth below:Required Services for the YASI/CaseWorks Assessment Software License, Hosting & Support:?Scope of License License will include up to one hundred seventy (170) users. The vendor must have legal authority to provide the proprietary software license(s) and hosting.Scope of HostingHosting Services. The CONTRACTOR shall provide the following:Servers: CONTRACTOR will maintain the CaseWorks software on its hosted servers for the STATE.SSL Encryption: CONTRACTOR’S servers are configured with an identity certificate for SSL encrypted communication between users of the system (via a web browser) and the servers. This ensures an encrypted session when transferring data to and from the servers.Secured Server, Secured Database: Although the servers are co-located at a secure hosting facility, the servers and databases are administered by CONTRACTOR’S staff, via remote desktop connections. For security reasons, the servers can only be accessed from a static IP address at the CONTRACTOR’S Headquarters. In addition, firewalls must prevent unauthorized access.Hosting Highlights: The following highlights must be included with this hosting agreement:24 x 7 staffed Network Operations CentreVirus MonitoringIndustry standard server and facility hardware30-minute response for hardware issuesFully redundant hardware to prevent downtime, and 4-hour hardware replacement guarantee (after diagnosis)Managed Backup: Includes file level and snapshot-level backups, accessible in the event of a hardware failure.Hosting LimitationsIf any the following items are not covered by this Hosting & Support Agreement, but may be made available to the STATE separately at rates and on terms which may vary from those described herein:Services required due to misuse of the CONTRACTOR’S maintained software products;Services required by STATE to be performed by CONTRACTOR outside of CONTRACTOR’S usual working hours; andServices which relate to tasks other than the support or maintenance or both of STATE’S existing implementation and configuration of CONTRACTOR’S maintained software products including, but not necessarily limited to; enhancing or adapting such products for specific operating environmentsScope of SupportSupport Services. The CONTRACTOR shall provide the following:Telephone Support: CONTRACTOR will provide STATE with a telephone number to contact CONTRACTOR’S Support Center, which is available from 9:30 a.m. until 5:30 p.m. EST, Monday through Friday, excluding the following CONTRACTOR’S observed holidays. E-Mail Support: CONTRACTOR will provide STATE with one or more electronic mail addresses to which STATE may submit routine or non-critical support requests, which CONTRACTOR will address during its regular business hours.Remote Support: When required to properly resolve a support or maintenance or both requests, CONTRACTOR will provide remote assistance to STATE using WebEx or another Web Conferencing and Remote Access tool that is mutually acceptable to both parties.On-Site Support: If STATE does not wish for CONTRACTOR to resolve its supporter or maintenance requests remotely, CONTRACTOR will provide on-site assistance to STATE at CONTRACTOR’S then current time and materials rates. In addition to these charges STATE will compensate CONTRACTOR for associated airfare, lodging, rental transportation, meals, and other incidental expenses as such expenses accrue up to but not to exceed the sum mutually agreed upon by both parties in writing.Software Updates: CONTRACTOR will provide revisions of and enhancements to maintained software products available to STATE at no cost above the annual support fees paid by STATE as such updates are generally-released by CONTRACTOR.Support for additional Case Note TypesCaseWorks may be modified to include support for additional case note types: to be determined by the STATE and in collaboration with the CONTRACTOR. The case note types will be added as options on the Case Notes dialog box. When selected, each will bring up a new dialog box that will allow staff to add details about the note into a free text field. The case note types will be savable like the existing types, and printable by the staff member. Payment for this customization feature will be a separate purchase outside of this contract.YASI Data SetThe CONTRACTOR shall prepare a customized data set to the STATE in Excel, SPSS, or SAS, one time during the contract period and at a time agreed to by both STATE and CONTRACTOR.ConfidentialityAll material given to or made available to the CONTRACTOR by virtue of this Contract, which is identified as proprietary or confidential information, will be safeguarded by the CONTRACTOR and shall not be disclosed to any individual or organization without the prior written approval of the STATE.Other Terms and ConditionsThe General Conditions and any Special Conditions are attached hereto and made a part of this Contract. In the event of a conflict between the General Conditions and the Special Conditions, the Special Conditions shall apply. ................
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