Request for Proposal (RFP) No. 1418-13402 for Office of the Independent Inspector General Case Management Solution

COOK COUNTY GOVERNMENT
Office of the Chief Procurement Officer
Request for Proposal
(RFP) No. 1418-13402
for
Office of the Independent Inspector General Case Management
Solution
Issued on
02/14/14
Proposals must be delivered to:
Office of the Chief Procurement Officer
118 N. Clark Street, Room 1018 Chicago, IL 60602
Attention: Shannon E. Andrews, Chief Procurement Officer
Proposals are due no later than 3 p.m. Central Standard Time on Thursday, March 13, 2014
There will be a pre-proposal conference on Friday, February 21, 2014 at 10:00 am at
118 N. Clark Street, Bid and Bond Room 1030, Chicago, IL 60602
Questions regarding the RFP should be directed to:
Richard Sanchez, Senior Contract Negotiator
312 603-2374, richard.sanchez@cookcountyil.gov
___________________________________________________________________________________
Toni Preckwinkle Shannon E. Andrews
Cook County Board President Chief Procurement Officer
___________________________________________________________________________________

Cook County Government
Office of the Independent Inspector General Case Management Solution
RFP No. 1418-13402
Table of Contents
1. Introduction ............................................................................................................................................. 6
1.1. Background ...................................................................................................................................... 6
1.2. Business Goals and Objectives......................................................................................................... 6
1.3. Schedule........................................................................................................................................... 7
2. Current State............................................................................................................................................ 7
2.1 Client ............................................................................................................................................ 7
2.2 Database ...................................................................................................................................... 7
2.3 File Servers................................................................................................................................... 7
2.4 Application Servers ...................................................................................................................... 7
2.5 Integration ................................................................................................................................... 8
3. Scope........................................................................................................................................................ 8
3.1 Proposed Project Approach and Implementation Methodology .......................................................... 8
3.1.1 Overview of the Implementation Methodology............................................................................. 9
3.1.2 Project Task List and Timeline......................................................................................................... 9
3.1.3 Requirements Validation and System Design................................................................................. 9
3.1.4 System Implementation and Configuration.................................................................................. 10
3.1.5 Quality Planning, Assurance and Control...................................................................................... 10
3.1.6 Knowledge Transfer, Training, and Transition.............................................................................. 11
3.1.7 Contract Performance Review and Acceptance ........................................................................... 12
3.2 System Solution Overview ............................................................................................................. 12
3.2.1 Software Requirements ................................................................................................................ 12
3.2.2 Hosting and Platform Requirements ............................................................................................ 13
3.2.3 Hardware and Equipment Requirements ..................................................................................... 15
3.2.4 Physical Environment Requirements............................................................................................ 15
3.2.5 Network ........................................................................................................................................ 16
3.2.6 Data Extract, Transform, and Load ............................................................................................... 17
3.2.7 Data Ownership, Access and Retention........................................................................................ 18
3.2.8 Licensing, Warranties and other Terms and Conditions............................................................... 18
3.2.9 Intellectual Property ..................................................................................................................... 19
3.2.10 Support and Maintenance .......................................................................................................... 20
3.2.11 Data Security and Compliance.................................................................................................... 21
3.2.12 Incident Response Requirements ............................................................................................... 23

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3.2.13 Development and Configuration Practices................................................................................. 24
3.2.14 Business Continuity and Recovery.............................................................................................. 24
3.2.15 Audit Requirements.................................................................................................................... 26
3.2.16 Transition Out and Exit Requirements........................................................................................ 26
3.3 System User Requirements.................................................................................................................. 27
4. Current OIIG Process.............................................................................................................................. 27
4.1 Logical Process Model.......................................................................................................................... 28
4.2 Investigations Processes ...................................................................................................................... 29
4.3 Investigator Logical Access Model....................................................................................................... 30
4.4 Future Logical Data Model................................................................................................................... 31
5. Current Technology Environment.......................................................................................................... 31
5.1. Network Infrastructure.................................................................................................................. 31
5.2. Remote Security............................................................................................................................. 32
6. Instructions to Proposers....................................................................................................................... 32
6.1. Instructions .................................................................................................................................... 32
6.2. Availability of Documents.............................................................................................................. 32
6.3. Pre-proposal Conference............................................................................................................... 33
6.4. Special Access to the Pre-Proposal Conference (As applicable).................................................... 33
6.5. Clarifications .................................................................................................................................. 33
6.6. Delivery of Proposal Package......................................................................................................... 33
6.7. Uniformity...................................................................................................................................... 33
6.8. Proposal Material........................................................................................................................... 34
6.9. Addenda......................................................................................................................................... 34
6.10. Proposer’s Responsibility for Services Proposed....................................................................... 34
6.11. Errors and Omissions ................................................................................................................. 34
6.12. RFP Interpretation...................................................................................................................... 34
6.13. Confidentiality and Response Cost and Ownership................................................................... 34
6.14. Use of Subcontractors................................................................................................................ 35
6.15. MBE/WBE Participation Goals ................................................................................................... 35
6.16. Proposer’s Disclosure and Conflict of Interest........................................................................... 35
6.17. Cook County RFP Form............................................................................................................... 35
6.18. Pricing......................................................................................................................................... 35

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6.19. Period of Firm Proposal.............................................................................................................. 36
6.20. Awards ....................................................................................................................................... 36
6.21. Cook County Rights.................................................................................................................... 36
6.22. Alteration/Modification of Original Documents........................................................................ 36
6.23. Recycling .................................................................................................................................... 36
7. EVALUATION AND SELECTION PROCESS................................................................................................ 37
7.1. Responsiveness Review ................................................................................................................. 37
7.2. Acceptance of Proposals................................................................................................................ 37
7.3. Evaluation Process ......................................................................................................................... 37
7.4. Right to Inspect.............................................................................................................................. 37
7.5. Best and Final Offer........................................................................................................................ 37
7.6. Selection Process ........................................................................................................................... 37
8. Evaluation Criteria.................................................................................................................................. 38
8.1. Responsiveness of Proposal........................................................................................................... 38
8.2. Technical Proposal ......................................................................................................................... 38
8.3. Reasonableness of Overall Price.................................................................................................... 38
9. SUBMITTAL REQUIREMENTS.................................................................................................................. 39
9.1. Number of Copies .......................................................................................................................... 39
9.2. Time for submission....................................................................................................................... 39
9.3. Format............................................................................................................................................ 39
9.4. Complete submission..................................................................................................................... 39
9.5. Packaging and Labeling.................................................................................................................. 39
9.6. Timely delivery of Proposals .......................................................................................................... 39
9.7. Late Proposals................................................................................................................................ 39
9.8. Schedule of Revisions to RFP Schedule.......................................................................................... 40
10. Required Proposal Content................................................................................................................ 40
10.1. Cover letter ................................................................................................................................ 40
10.2. Executive Summary.................................................................................................................... 40
10.3. Qualifications of the Proposer ................................................................................................... 40
10.4. Propose System Solution and Project Plan................................................................................ 40
10.5. Key Personnel............................................................................................................................. 41
10.6. MBE/WBE Participation ............................................................................................................. 41

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10.7. Subcontracting or teaming ........................................................................................................ 41
10.8. Financial Status .......................................................................................................................... 41
10.9. Legal Actions .............................................................................................................................. 41
10.10. Conflict of Interest ..................................................................................................................... 41
10.11. Economic Disclosure Statement ................................................................................................ 42
10.12. Insurance Requirements............................................................................................................ 42
10.13. Return on Investment................................................................................................................ 42
10.14. Contract...................................................................................................................................... 42
10.15. Other.......................................................................................................................................... 42
Appendix I (System Requirements Matrix).................................................................................................... 43
Appendix II (Pricing Proposal Form)............................................................................................................... 44
Quick Payment Discounts .......................................................................................................................... 44
Appendix III (OIIG Complaint Form)............................................................................................................... 45
Appendix IV (OIIG Current Data Schema)...................................................................................................... 46
Appendix V (Economic Disclosure Statement) .............................................................................................. 47
Appendix VI (Professional Services Agreement)............................................................................................ 26

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1. Introduction
1.1. Background
The mission of the Office of the Independent Inspector General (OIIG) is to detect, deter and prevent
corruption, fraud, waste, mismanagement, unlawful political discrimination and misconduct in the operation
of Cook County government with integrity, independence, professionalism and respect for both the rule of
law and the people. The OIIG conducts investigations and issues findings and recommendations to Cook
County government officials. The OIIG also investigates potential criminal violations involving the conduct of
Cook County employees acting in their official capacities and refers such matters for prosecution. Because
the OIIG is a fact-finding agency, it cannot dictate a legal outcome.
The OIIG also serves as a liaison between the County and outside law enforcement authorities and
prosecutorial agencies when cases are referred.
The OIIG’s jurisdiction includes employees, elected and appointed officials in the performance of their
official duties, as well as contractors and subcontractors doing or seeking to do business with Cook County
government.
1.2. Business Goals and Objectives
The OIIG through the Office of the Chief Procurement Officer (“Procurement”) is issuing this Case
Management System (CMS) Request for Proposal (RFP) to manage the receipt, processing, reporting, and
closure of investigations. The system must allow for access of greater than 25 end-users at any given time.
Upon successfully completing this initiative the County expects to meet the following goals and objectives:
A. Streamline/reengineer the process described herein;
B. Increase operational visibility;
C. Improve efficiencies;
D. Eliminate redundancies in data entry;
E. Automation of manual case handling;
F. Reduce manual steps;
G. Reduce paper processes;
H. Reduce processing time;
I. Track and manage work load distribution;
J. Retrieve information easily;
K. Enable robust statistical analysis and research;
L. Track and manage cases and,
M. Improve reporting;

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1.3.Schedule
The County anticipates the following Schedule:
Activity Estimated Date
1. RFP posted to the website February 14, 2014
2. Pre-Proposal Conference February 21, 2014 at 10:00 AM CST
3. Proposer Inquiry Deadline February 26, 2014
4. Response to Inquiries (tentative) March 4, 2014
5. Proposal Due Date March 13, 2014 no later than 3:00 PM
The County may opt to conduct a site visit, if geographically feasible, to locations where the
recommended solution has been implemented.
2. Current State
The Office of the Independent Inspector General (OIIG) currently uses desktop computer systems running
the Microsoft Windows operating system, and desktop productivity applications. Local and remote
applications are accessed via the Cook County wide area network.
Tool Tech Description /platform /DB
Microsoft Active Directory Multiple AD implementations across the County.
One Active Directory to support the OIIG
Microsoft Office Tools Office 2007, 2010, 2012
PC OS Windows XP, Windows 7
Web based system See the Structure chart in the Appendix Section.
System in PHP using MySQL (4.1.22).
One part is for Administration which is on a Windows Server
(2003) using the County Intranet (CCNET)
The Public Facing view is in the DMZ, Windows Server 2008 R2.
There are currently 2,500 records, 24 tables, 108 fields
2.1 Client
The proposed software solution shall be compatible with Microsoft Windows 7 (or better) 32-bit and 64-
bit Operating Systems.
2.2 Database
If on-premise, the database for the proposed application shall be compatible with Microsoft SQL Server
2008 (or better).
2.3 File Servers
Any files related to the proposed solution that need to be stored on a file server shall be compatible with
Microsoft Server 2008 (or better).
2.4 Application Servers
The preferred application server is Microsoft IIS 7.0 (or better). If additional modules are required for
other application servers the modules shall be compatible with Microsoft Server 2008 (or better).

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2.5 Integration
Proposers should propose a solution that is Open Database Connectivity (ODBC) compliant. The proposed
solution may be required to interface with Microsoft Active Directory to support single sign on. See
current state section for details on Cook County’s technology environment. Data sources may include text
based files as well as data from other ODBC compliant databases.
3. Scope
The County is requesting proposals from vendors that have the technology (solution) and expertise to
install, configure, train, provide periodic maintenance support and updates to an onsite or offsite hosted
Case Management System. The proposed solution may be an On-Premise, Cloud, or Hybrid Hosting
solution.
Proposer should already have a solution proven in this industry and have the experience to reengineer and
implement the proposed system in alignment with the requirements described in this RFP. In addition,
the Proposer shall have the capacity to deploy the system in a time and cost effective manner, following
all pertinent information reliability and security standards. Specific technology requirements are listed in
the System Requirements Matrix (See Appendix).
For any Scope sections herein, it is not sufficient to state “not applicable.” If not applicable, Proposers
shall provide a rationale. Furthermore, and if awarded, Proposer’s responses may be incorporated into
the final contract.
Proposers shall complete the tables on the following sub-sections only for their proposed solution (i.e
On-premise, Cloud, or Hybrid).
3.1 Proposed Project Approach and Implementation Methodology
Although a detailed approach format is included in the following sections, Proposers are expected to
propose a best-industry methodology and solution, and are encouraged to provide innovative ideas to
meet the needs of the County in a timely manner. The proposed project plan shall adhere to an industry
project delivery methodology. The Proposer shall describe the methodology in detail.
Proposers shall provide a detailed project plan and methodology that clearly demonstrates how their
team will initiate, reengineer and automate the processes described in this RFP. Proposals shall include a
detailed work breakdown structure that conveys how work will be performed and communicated in an
organization of similar size and complexity.
The County requires a managed implementation that accomplishes tangible deliverables by a date agreed
to within a joint project task list and timeline. Immediate functionality priorities are defined in the System
Requirements Matrix. These priorities highlight the functionality that the County will use within the
completed solution.
The proposed approach and methodology shall include, but should not be limited to, the following
sections.

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3.1.1 Overview of the Implementation Methodology
The Proposer must agree to comply with the County’s project delivery methodology for tracking progress
and documents for the duration of the project. In addition, the Proposer will submit weekly status
reports to the County. This will be done on the County’s Sharepoint site. These reports will include:
1. Work accomplished each week from the task list and timeline.
2. Updated GANTT charts.
3. Tasks for the next week from the task list and timeline.
4. List of deliverables for the current week and next week.
5. Status of risks or issues that affect delivery in accordance with the Provider task list and timeline.
6. Invoice requests and payment schedules
7. Other items relevant to project delivery.
Proposers should provide an implementation methodology and include:
1. Brief description of the project delivery methodology.
2. Project phases.
3. Team roles.
4. Milestones for each phase and deliverables.
5. Quality delivery plans
6. Test Policies and Processes
7. Change Management Processes
8. Training methodology
9. Customer care processes and procedures
10. Requirements traceability procedures
3.1.2 Project Task List and Timeline
Proposers should provide a task list and timeline down to the resource level. This should include 1) phases,
in accordance with the implementation methodology, 2) milestones, 3) governance, 4) tasks, 5)
assumptions, and 6) dependencies with the Cook County delivery team.
The selected Proposer is responsible for accurately estimating effort and presenting a comprehensive
plan reflecting careful assessment of the requirements in this RFP document and related attachments.
3.1.3 Requirements Validation and System Design
Proposers should provide a detailed description of its approach to validating business and technical
requirements, in order to design a system solution and related architecture that adheres to industry best
practices and the current Cook County technology environment. The County expects this section to
include at a minimum:
1. Business requirements validation checklist.
2. Technical requirements validation checklist.
3. System design validation checklist.
4. Cook County responsibilities.

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3.1.4 System Implementation and Configuration
Proposers shall provide a detailed description of the proposed build and release approach. Describe the
level of effort and timeline based on the expected configuration and customization work. List the Provider
difference in level of effort (different tasks, if any) for On-Premise, Cloud and Hybrid Hosting
environments. The County expects this section to include at minimum:
1. Proposed environments
2. Software configuration at the desktop.
3. System architecture
4. System design
5. List of deliverables to Cook County
6. List of deliverables from Cook County required by the Provider
On-Premise Cloud Hybrid Hosting
Environments
Software configuration
System architecture
System design
Deliverables
Cook County project
deliverables
3.1.5 Quality Planning, Assurance and Control
Proposers shall provide a detailed description of the proposed quality methodology adhering to best
practices and clearly identifying control tasks and testing. The County expects this section to include at
minimum:
1. Provider quality policy.
2. Provider test policy.
3. Provider test plans.
4. Provider testing procedures.
5. Provider test levels and types.

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Proposer shall conduct unit and integration testing prior to delivering the solution to Cook County for User
Acceptance Testing (UAT). The test cases and test results from unit and integration testing will be provided
as a stage gate for Cook County approval to start UAT. The test cases and test results shall be mapped
back directly to requirements identified by Cook County using a traceability matrix.
Requirement Test Case Test Results
List requirement List steps for each test case List results
3.1.6 Knowledge Transfer, Training, and Transition
Proposers shall describe the recommended knowledge transfer, training and transition processes.
Describe the County’s responsibilities. This plan should include at minimum:
1. Knowledge transfer plan: location, format, total hours, number of employees trained.
2. End user training plan: location, format, total hours, number of employees trained
3. Application administrator training plan: location, format, total hours, number of employees
trained
4. Transition plans from old to new system.
5. Support provided during roll-out of the new system: location, format, total hours, number of
employees trained
6. Cook County responsibilities during each milestone during knowledge transfer, training, and
transition.
Provide the response in this format:
Knowledge transfer plan
End user training plan
Application
administrator training
plan
Transition plan from old
to new system
Support provided during
roll-out
Cook County
responsibilities

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3.1.7 Contract Performance Review and Acceptance
Proposers should describe all expected contract performance metrics and steps to transfer all assets to
the County. This close out plan should include at a minimum:
1. List of deliverables.
2. Acceptance criteria for all deliverables: who will be submitting, timeframe for acceptance from
submission and any default acceptance timelines
List of documentation
Acceptance criteria
Contract payment shall be based on milestones in the baseline project schedule. Payment will be
accelerated or delayed based upon actual delivery dates.
3.2 System Solution Overview
Proposers must describe the proposed on-premise or hosted solution and related functionality to capture
and track all steps of the described processes including but not limited to data migration, data validation,
data storage, data security, auditing capabilities, reporting, case tracking, interfaces, and system
requirements at the desktop and network level. Every proposal shall include the following sub-sections.
This Section of the Proposer’s response will be incorporated into the final Contract.
3.2.1 Software Requirements
Proposer shall provide a detailed description of the product(s) and product versions being proposed. The
response to this section shall detail the system features and capabilities and indicate if these are native to
the software or if integration with a 3rd party software is required or recommended.
Include the following:
1. Operating system at the desktop and server level.
2. User interfaces
3. Development tools
4. New version release schedule, to include how the release would be accomplished at the user level
and into a hosted or non-hosted data center.
5. Application architecture
6. Backup and recovery procedures
7. Documentation to include operations, technical manuals, online help, and training materials.

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Operating System
User Interfaces
Development tools
New version release
schedule
Peripherals and wiring
required
Web based technology
Mobile technology
Application architecture
Backup and recovery
procedures
Documentation
3.2.2 Hosting and Platform Requirements
The Proposer shall give an overview of all hosting and platform requirements associated with the
proposal; if Proposer determines any of the following requirements to be inapplicable, Proposer shall
state so and shall also state the basis for determining each such requirement to be inapplicable; proposer
must describe the following:
1. System Environments – The proposer shall state all environments (e.g., production, development,
and test) included in the proposal. If such environments are limited in functionality, scope or
otherwise, the proposal shall describe such limits.
2. Shared Components of the System: - The proposer shall clearly state and describe all shared
components of the System (e.g., network segments, back-up tapes, etc.). The proposer shall
assume responsibility that any System components not identified as shared components are
provided by the proposer as System components dedicated for the County’s use only.
3. Data Storage Limits and Overages – The proposer shall clearly state all data storage limits
associated with the System. Where exceeding such data storage limits would cause the County to
incur additional cost, the proposer shall state such costs in its separate pricing proposal.
4. Data Transfer Limits and Overages – The proposer shall clearly state all data transfer limits
associated with the System. Where exceeding such data transfer limits would cause the County to
incur additional cost, the proposer shall state such costs in its separate pricing proposal.

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System Environments
Shared components
Data storage limits
Data transfer limits
3.2.2.1 Cloud Solutions
If the proposal relies upon Cloud Computing, the proposer shall clearly state and describe:
a. Its proposed service model (e.g., SaaS, PaaS, IaaS);
b. Its proposed Cloud deployment model (e.g., Private Cloud, Public Cloud, Community Cloud or
Hybrid Cloud);
c. Whether it relies upon any third parties in the provisioning of its Cloud deployment model;
d. Proposer’s rationale for its choice of Cloud deployment model;
e. Whether the proposer offers any other Cloud deployment;
f. How another of proposer’s Cloud deployment models might impact the County’s data security
and any compliance obligations;
g. How another of proposer’s Cloud deployment models might impact pricing, but the proposer
shall state such costs in its separate pricing proposal
Proposed service model
Proposed cloud deployment model
3rd
party provisioning
Rationale for cloud deployment model
Other cloud deployment solutions
Data security and compliance considerations

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3.2.3 Hardware and Equipment Requirements
The proposer must give an overview of all hardware and equipment requirements associated with the
proposal. If the proposer determines any of the following requirements to be inapplicable, proposer shall
shall describe the following:
a. Required hardware and equipment, including minimum specifications of each;
b. Responsibility for procuring all hardware and equipment (e.g., proposer or County);
c. Responsibility for installation of all hardware and equipment (e.g., proposer or County);
d. Ownership of all hardware and equipment (e.g., whether County holds title to hardware and
equipment that proposer provides);
e. Warranties associated with all hardware and equipment;
f. Any terms and conditions accompanying the required hardware and equipment.
Required hardware
Required software
Procurement
responsibility
Installation
responsibility
Ownership of hardware
and software
Warranties for hardware
Terms and conditions
for hardware and
software
3.2.4 Physical Environment Requirements
The proposer shall give an overview of all physical environment requirements associated with the
proposal; if proposer determines any of the following requirements to be inapplicable, proposer shall
a. Physical location requirements (e.g., cooling, space, connectivity, etc.)
b. Cable and wiring requirements and party responsible for procuring (e.g., proposer or County);
c. County’s additional power requirements for operating required hardware and equipment.

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Physical location
requirements
Cabling and wiring
requirements
Party responsible for
procurement
Power requirements
3.2.5 Network
The proposer shall give an overview of all network and bandwidth requirements associated with the
proposal; if proposer determines any of the following requirements to be inapplicable, proposer shall
a. Normal Bandwidth Requirements– The proposer shall include a reasonable estimate of
minimum bandwidth required for concurrent application access and data access for
“normal” daily operational use for cloud, hybrid and/or on-premise systems. Proposer
shall also provide its definition of “normal daily operational use.”
b. Peak Bandwidth Requirements– The proposer shall include a reasonable estimate of
peak volume/times for each retrieval and uploading transactions for cloud, hybrid
and/or on-premise systems.
c. Typical Impact – The proposer shall include a reasonable estimate of the typical impact
expected on the network post implementation.
d. Other Network Requirements – The proposer should describe the optimal physical
network infrastructure required for an on-premise solution to effectively mitigate latency
and data speed issues. If proposing a Cloud-based or Hybrid Hosting solution, please
describe the physical network infrastructure, connectivity testing and performance
assurance. Network architecture diagrams must be included with details regarding the
management of remote systems

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If any assumptions are made to support the answers, clearly state those as part of the response.
Normal bandwidth
requirements
Peak bandwidth
requirements
Typical impact
Other network
requirements
3.2.6 Data Extract, Transform, and Load
The proposal shall give an overview of all data migration, conversion, and transformation requirements
associated with the System or Hosting. If proposer determines any of the following requirements to be
inapplicable, proposer shall state so and shall also state the basis for determining each such requirement
to be inapplicable. Proposer shall describe the following:
a. Data Extract– The proposer shall include the cost of extracting the data from the source
system as part of their price proposal. The provider will explain the process to convert the
data into a single format for the transformation processing and any tools that will be used. If
the performance of this task will cause the County to incur additional cost, the proposer shall
state such costs in its separate pricing proposal.
b. Data Transform – The proposer shall include the cost of transforming the data from the
source system to the proposed system as part of their price proposal. The proposer will
explain the transformation type required to meet the business and technical needs of the
target database and the tools that will be used. If the performance of this task will cause the
County to incur additional cost, the proposer shall state such costs in its separate pricing
proposal.
c. Data Load – The proposer shall include the cost of loading the data to the proposed system as
part of their price proposal. The proposer will explain the load process and tools. If the
performance of this task will cause the County to incur additional cost, the proposer shall
state such costs in its separate pricing proposal.
Data extract
Data transform
Data load

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3.2.7 Data Ownership, Access and Retention
If awarded, all County Data shall be and remain the sole and exclusive property of the County. The
selected Proposer will treat County Data as Confidential Information. The selected Proposer will be
provided a license to County Data hereunder for the sole and exclusive purpose of performing its
obligations under the resulting Agreement, including a limited non-exclusive, non-transferable license to
transmit, process, and display County Data only to the extent necessary in the provisioning of the Services
and not for the storage or recording of County Data. The selected Proposer will be prohibited from
disclosing County Data to any third party without specific written approval from the County. The Selected
Proposer will have no property interest in, and may assert no lien on or right to withhold County Data
from Cook County.
Proposer is expected to acknowledge and accept, or state any objections to, Cook County Data use and
ownership.
Proposer shall also provide a statement of its data protection practices and its responsibilities to protect
and prevent the use or sale of County data to/or by external entities. The Proposer’s full Data Protection
Policy shall be included as an attachment to its proposal.
Furthermore, the proposal shall state that the Proposer will meet the following data-related system
requirements:
a. At all times, the County shall be able to receive County data, associated metadata, and reasonably
granular subsets thereof, as well as any associated files or attachments, from the System in a
useable, encrypted format.
b. Upon termination of the contract and at the County’s written request, the Proposer shall destroy
County Data, including backups and copies thereof, according to NIST standards or as otherwise
directed by the County.
c. The System shall have the ability to retain County data in a manner that is searchable and capable
of compliance with records retention laws and best practices.
d. At no time may Proposer suspend or terminate County’s access to County Data or the System for
breach of contract or term or condition relating to the System without giving the County
reasonable notice and opportunity to cure according to the County’s dispute resolution process.
3.2.8 Licensing, Warranties and other Terms and Conditions
The proposer shall provide sufficient detail on licensing agreements, warranties, and other terms and
conditions associated with the proposal; if proposer determines any of the following requirements to be
inapplicable, proposer shall state so and shall also state the basis for determining each such requirement
to be inapplicable; proposer shall describe the following:
a. Licenses – The proposer shall attach complete copies of software licensing agreements
that the proposal requires. The proposer shall also succinctly state:
1. The duration of the software licenses (e.g., perpetual)
2. The County’s rights under the license (e.g., use, disclosure, sale, etc.)
3. other license restrictions;
b. Warranties – The proposer shall state the length and scope of all warranties that
accompany the proposal’s software.

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c. Additional Terms and Conditions – The proposer shall agree that the County’s [General
Conditions | Professional Service Agreement], as well as any special conditions to which
the County and the proposer agree, will precede additional terms and conditions of the
provider or third parties. If the proposal would require the County to agree to any of the
following, proposer shall include complete copies of same:
1. License agreements;
2. Acceptable use policies;
3. Privacy policies;
4. Other terms and conditions.
3.2.9 Intellectual Property
Proposer’s deliverables may be considered “works made for hire” or otherwise assigned to or owned by
the County. Proposer must state its agreement or must state any objection to this section. Specifically,
the Proposer shall address intellectual property ownership individually with respect to each of the
following in its proposal:
a. Commercial-off-the-shelf software or software components;
b. Software customizations;
c. Database schemas;
d. Workflows;
e. Project plans;
f. Documentation;
g. Training materials;
h. Other Deliverables.
COTs or software
components
Software
customizations
Database schemas
Workflows
Project plans
Documentation
Training materials
Other deliverables

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3.2.10 Support and Maintenance
The proposal shall individually address each the following requirements and provide sufficient detail on
how it meets the following requirements:
a. Multi-tiered support – The proposal shall provide multiple tiers of support and shall state
whether the County is assumed to provide Tier 1 support. Define the tier support level
and the criteria for each.
b. Severity levels – The proposal shall provide support and maintenance response
proportionate to varying levels of incident severity. Define the severity levels and define
the response criteria.
c. Multiple contact method – The proposal should provide for multiple methods of reporting
an incident to the proposer. Define the methods to initiate support for each tier.
d. First-tier support scripts – If the proposer assumes that the County will provide Tier 1
support, the proposer shall deliver sufficient scripts and training to County help desk staff
to adequately function as Tier 1 support. Define the script format, training requirements
and if the provider is able to provide training.
Multi-tiered support
Severity levels
Multiple contact
method
First-tier support scripts
The proposal shall individually address the following service level agreements (SLAs) for support
and maintenance services, whether such SLAs are offered, any additional cost for such SLAs, and
detail on such:
a. Proposer’s Help Desk Availability SLAs – Help Desk Availability refers to the required time
frames during which certain Services provided by the Help Desk must be available to End-
Users, and response to automatically generated Help Desk Incidents must be achieved.
b. Proposer’s Response Time SLAs – Response Time is the number of seconds it takes an
End-User to connect with Respondent’s contact center live representative. Respondent
will provide toll-free telephone lines in adequate quantity to handle call volume; ACD
system(s) to record call date, time and duration information; and electronic interfaces to
all systems for monitoring and reporting.
c. Proposer’s Incident Resolution SLAs – Incident Resolution is the time elapsed from the
initiation of the Help Desk Incident until Service is restored.
d. Proposer’s End-User Account Administration SLAs – Routine functions, such as setting up
End-User IDs, changing End-User authorization tables, changing account codes and similar
functions, which are handled by Respondent.
e. Proposer’s Client Satisfaction SLAs – Measures the level of End-User satisfaction in relation
to Help Desk services.

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For each SLA, the proposer shall state:
f. Detail on what written reports proposer will provide to the County to demonstrate
compliance with the SLAs in addition to the reports specified in this Section.
g. Detail on any tiering of SLAs, whether by severity or other classification.
h. Detail on offered service level credits, fee reductions, and/or earn backs.
Help desk availability
SLAs
Response time SLAs
Incident resolutions
SLAs
End-user account
administration SLAs
Client satisfaction SLAs
3.2.11 Data Security and Compliance
The proposal shall give an overview of the System’s software, hardware, and other controls supporting the
System’s data security.
The proposer shall provide sufficient detail on whether and how the proposal possesses data security
controls that comply with (If proposer determines any of the following requirements to be inapplicable,
proposer shall state so and shall also state the basis for determining each such requirement to be
inapplicable):
a. HIPAA, HITECH and the rules promulgated thereunder;
b. Payment Card Industry standards, including but not limited to PCI DSS and PCI PA-DSS;
c. 28 CFR 20 and the FBI’s CJIS Security Policy;
d. IRS Publication 1075;
e. NIST 800-53, as revised;
f. ISO 27001/27002, as revised.

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HIPAA, HITECH
PCI standards: PCI DSS,
PCI PA-DSS (any others)
28 CFR 20 & FBI CJIS
Security Policy
IRS Publication 1075
NIST 800-53
ISO 27001/27002
The proposer shall also provide a reasonably detailed explanation as to how the proposal protects the
System and County Data within each of the following additional data security categories (NOTE: the
County recognizes that reasonable descriptions of each security attribute below will vary in length, some
attributes requiring little explanation, others not). If proposer determines any of the following
requirements to be inapplicable, proposer shall state so and shall also state the basis for determining each
such requirement to be inapplicable:
g. Password configurations (e.g., complexity, aging, etc.);
h. Authentication configurations (e.g., active directory, encrypted data exchange, hash, etc.);
i. Encryption configurations (e.g., symmetrical AES-256, asymmetrical RSA 2048, etc.) for
both data at rest and data in motion;
j. Logging/Auditing capabilities (e.g., verbose user tracking and reporting, etc.);
k. Physical security (e.g., 24-hour security, alarms, restricted access, etc.);
l. Personnel security (e.g., extensive background checks, annual recheck, etc.);
m. Web Application configurations (e.g., SQL injection protection, buffer overflow, etc.);
n. Network transmission security (LAN and VPN);
o. Data that is to be transmitted off-site must be encrypted end to end.
Password: complexity, aging,
presentation
Authentication
Encryption
Logging & Auditing

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Physical security
Personnel security
Web application configuration
Network transmission security
Data encryption
3.2.12 Incident Response Requirements
In response to this section, the proposal must state the Proposer’s approach to meeting the following data
security incident response requirements:
a. Maintenance of the Proposers’ Incident Response Plan;
b. Conformance of such plan to Illinois Personal Information Protection Act and the breach
notification laws of the fifty states;
c. Cook County’s rights of review, approval and reasonable modification to Proposer’s incident
response plan;
d. Proposer’s approach to provide detailed reports on the nature of incidents and identified data lost
or stolen; identify the format and method to communication.
e. Proposer must describe its plan to address security incidents and data breaches in alignment with
the following requirements. For events within the control of Proposer, the Proposer shall :
i. Immediately notify the County of incidents and breaches;
ii. Identify immediate plan of action to mitigate further incident progression;
iii. Identify protection measures for affected individuals;
iv. Provide outbound and inbound incident-related communications, as requested and
directed by the County;
Maintenance of
Incident Response Plan
Conformance to Illinois
Personal Information
Protection Act and
breach notification laws
Review & approve
Incident Response Plan
Reports of incidents
and data lost

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Plan to address security
incidents and data
breaches
3.2.13 Development and Configuration Practices
Proposer shall describe its application development methodology and how its methodology adheres to
applicable best practices and standards regarding both data security and data privacy. Proposer shall
state how it will tender its deliverables in a manner that reasonably protects the security, confidentiality
and privacy of County Data and any individuals who may be considered data subjects as to the County,
Deliverables, or County Data. Specifically, the proposer shall state whether it conforms to the following:
a. Microsoft Secure Coding Guidelines for the .NET Framework;
b. CERT Secure Coding Standards;
c. OWASP Secure Coding Principles;
d. Privacy by design principles; and
e. Federal Trade Commission’s Fair Information Practice Principles.
Development &
Configuration Practices
3.2.14 Business Continuity and Recovery
whether and how it meets the following requirements. These should be addressed within the 3 scenarios
requested for an 1) on premise, 2) hosted, and 3) hybrid solution.
a. Proposers shall have an automated backup and recovery capability for the system and
application, including incremental and full backup capabilities. Additionally, system backups
shall be accomplished without taking the application out of service and without degradation
of performance or disruption to County operations.
b. Proposers shall be able to provide the service from at least two geographically diverse data
centers that do not share common threats (e.g. the data centers cannot be in the same
earthquake zone, likely hurricane path, same flood zone, etc.). The data centers shall at a
minimum meet Tier III standards for redundancy of power, telecommunications, HVAC,
security, fire suppression and building integrity.
c. Proposers shall specify whether, in the event of a technology or other failure at the primary
processing center, the alternate system will meet the following tiers, for which the County’s
use should be identical regardless of which location is processing the County’s work:

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Category Alternate system characteristics
High Availability Continuous operation without interruption or degradation in service.
Standard Availability Available for County use within 48 hours with no degradation in
service.
Non-Critical Availability Available for County use within 96 hours with no degradation in
service.
d. Proposers shall implement crisis management, business continuity and disaster recovery plans,
subject to County approval, which the County will not reasonably withhold. These plans shall
outline how the proposer will support the County’s recovery at the alternate site, including
backup staff required to implement the plan in an emergency if the proposer’s primary staff is
unavailable. Such plans shall also include a minimum of annual testing in coordination with
the County
e. Proposers shall specify the System’s proven RTO and RPO in case the primary site becomes
unavailable.
f. Proposers shall specify whether the System will meet the following availability tiers, which tier,
and shall specifically describe how the System meets such tier:
Category Availability RTO Characteristics & RPO
High
Availability
99.982% Intra-
day
Typically involves data replication to a hot-
site for each transaction or at short intervals,
like 15 minutes.
Standard
Availability
99.741% 24 to
48
Hours
Nightly tape backups shipped to a warm-site
data center. System reestablished at time of
disaster from tape. May lose up to one day
of data.
Non-
Critical
Availability
99.671% 48 to
96
Hours
Nightly tape backups shipped to offsite
warm or cold site data center. System
reestablished at time of disaster from tape
after more critical systems are restored.
May lose up to one day of data.

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Automated backup *
recovery
Data centers
Availability
Business continuity and
disaster recovery plans
Recovery time objective
and recovery point
objective
Availability tiers
3.2.15 Audit Requirements
whether and how it meets the following requirements for Cloud or Hybrid Hosting solutions:
a. The proposer shall provide annual SOC 2 audit reports to the County or otherwise upon
County’s request;
b. The County shall have the right to access and audit proposer’s System and Hosting;
c. County shall have the right to request reasonable adjustments at the proposer’s expense
where those requests are based upon audit findings pertaining to the System or Hosting.
If a hosted solution is not proposed, this section is not applicable.
3.2.16 Transition Out and Exit Requirements
whether and how it meets the following requirements:
a. The proposal shall reasonably specify all foreseen exit and transition out requirements and
associated costs, including those related to time, documentation, proposer’s employees and
County’s employees;
b. Upon termination of the contract and County request, the proposer shall destroy County Data,
including backups and copies thereof, according to NIST standards or as otherwise directed by
the County:

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Exit and transition out
requirements
3.3 System User Requirements
Proposer shall present a high-level overview describing the components of the proposed solution. The
solution must align with evident experienced reengineering processes in this industry. The proposed
solution shall be compatible with the Current Technology Environment described in this RFP.
Proposer shall provide a detailed description of the product(s) and product versions being proposed. The
response to this section shall detail the system features and capabilities and indicate if these are native to
the software or if integration with a 3rd party software is required or recommended. Specific
requirements are included as Appendix II, System Requirements and need to be provided in the following
format referencing the requirement number and requirement description.
On Premise Cloud Hybrid Hosting
1.001
System will have been previously installed
at three (3) other referenced organizations
of equal size and be able to provide
addresses, contact names, and phone
numbers or email.
1.002
System can send email notification, real
time, to an individual or a group.
1.003
System has full system audit trail and views
capability. E.g. authorized users are able to
see who and when a record was modified
and what the change were conducted.
1.004
System is/ can expand and automate other
internal manual processes.
1.005 System will automate paper forms
4. Current OIIG Process
The OIIG currently processes cases within their current CMS and through paper files. Cases are assigned
within the current CMS and the case is managed through updates to the case and separate paper case
files.
As shown in the high level process map, the OIIG process typically starts through the input of the case and
ends when a recommendation is made by the OIIG to the responsible Bureau or Agency.

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4.1 Logical Process Model
High Level Logical Process Model
Item submitted Review Process Case
Conduct
Investigation
yes
Disposition Process
no
Close out Archive case
Logical Process Map Detailed Description
Description Requirements
Items submitted The request may be sent via several means: email, web
page, fax, walk-in to the office, or telephone call.
Review Process An investigator will review the initial submission for
merit and make a recommendation on whether to
pursue as a case. A case number is assigned to the
submission regardless of the decision.
Case Yes: the case is assigned to an investigator.
No: the case is closed and all reference materials are
archived
Disposition Process The case is determined not to be within the jurisdiction
of the OIIG or does not have merit to be opened as a
case. The case is administratively closed out and is
archived for future reference.
Conduct Investigation The assigned investigator gathers information from a
variety of sources to confirm the facts of the case and
make a recommendation on the disposition.
Close out The investigation is completed and a recommendation
is made on the disposition in a formal written response
to the appropriate agency or bureau. The agency or
bureau has 30 days to respond with the actions they
have taken on the recommendation. The case is
administratively closed out when the final written
response is sent to the agency or bureau.
Archive case The case has been closed out in the case management
system and is no longer active. The archived case may
be referenced for future cases of the same type, for the
same bureau or agency, and reference the same
parties.

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4.2 Investigations Processes
Item submitted Review process
Case
Assign investigator
Determine if it is a
case
Submitted via:
Fax, letter, internet
page, in person, via
phone call
Case information
entered into CMS.
Requirements:
tracking number and
submission data.
Complete
investigation
Closeout
Archive process
Case
management
database
Scan document
Entry via keyboard
Web form
Email
Entry methods
External data
sources
No
Investigations – Process Detailed Description
Step Description
Item submitted Items are submitted to the OIIG via numerous means.
Review process Information is entered into the case management
system.
Assign investigator An investigator is assigned to the case.
Determine if it is a case Submitted items are reviewed for relevance to the
complaint. Determine if complaint and information are
valid and within scope. Confirm if the submission will be
pursued as a case.
Complete investigation Gather all information relevant to the case for analysis.
Closeout Create case disposition based on case information.
Provide recommendation on disposition of the case.
Archive process Move all relevant documents to the case file for future
reference.

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4.3 Investigator Logical Access Model
Investigations –Investigator Logical Access Model
OIIG Case
Management
Application
Investigator
PeripheralsDesktop PCApplication
External
Applications &
Databases
Case
Management
Database
COOK COUNTY DOMAIN
Database
Investigations – Investigator Logical Access Model Description
Investigator to PC Investigator enters data into various forms or
enters queries into applications to get information.
Peripherals This includes printers, scanners, or fax machines
External applications & databases These are sources of information that are not
within the OIIG office.
OIIG Case Management Application This is the CMS that the stakeholders within the
OIIG office use to support investigations
Case Management Database This is the repository of information in the CMS

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4.4 Future Logical Data Model
Investigator’s Logical Data Model
Internal Data
Sources
External Data
Sources
Public Data
Sources
CMS Portal
Internet
Telephone
Walk-in
Recommendation/
ResolutionCase Management
System (CMS)
OIIG
INPUT
OUTPUT
Investigator’s Logical Data Model Description
Input Method of receiving case information
Output Completion of investigation
CMS Portal Interface between the OIIG investigation and
information sources for the investigation
Public Data Sources Internet resources that assist with the
investigation
External Data Sources Limited access government or commercial data
sources that assist with the investigation
Internal Data Sources Limited access Cook County data sources that
assist with the investigation
5. Current Technology Environment
The Cook County Bureau of Technology is backing up all home and shared drives for the OIIG data.
5.1. Network Infrastructure
The Cook County Wide Area Network (CCWAN) is a packet over SONET technology. The core transmission
backbone of the CCWAN is a SONET Ring architecture provided by AT&T. The CCWAN is configured with
hardware redundancy, diverse internet routing, UPS and generator backup to maximize uptime.
The switching equipment standard in the CCWAN is Cisco.

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5.2. Remote Security
The County only permits secure connectivity between a Proposer and the County and all data transmitted
must be encrypted. This type of connection is referred to as a “nailed up” connection and requires a one-
time setup. Proposer access to the County for purposes of support, either application or network
hardware, is achieved by the use of Cisco’s remote access VPN client and Cisco’s VPN concentrator. This
allows for encrypted data to traverse between the remote client and the specific County network device
or application. All time reporting data that is transmitted to and from devices must be encrypted. Data
that is to be transmitted off-site must be encrypted end to end. Access to websites hosted either internal
or external to the County, must be securely connected using a non-standard TCP port and the devices will
be limited to only the necessary site(s). The County reserves the right to impose more restrictive network
access controls.
6. Instructions to Proposers
6.1. Instructions
This RFP provides potential Proposers with sufficient information to enable them to prepare and submit
proposals. This RFP also contains the instructions governing the submittal of a proposal and the materials
to be included therein, including the County requirements, which must be met to be eligible for
consideration. All proposals must be complete as to the information requested in this RFP in order to be
considered responsive and eligible for award. Proposers providing insufficient details will be deemed non-
responsive. The County is not obligated, neither to purchase the full services or products proposed by the
Proposer, nor to enter into an agreement with any one Proposer.
6.2. Availability of Documents
The County will publish their competitive bid, RFP, and other procurement notices, as well as award
information, at: http://legacy.cookcountygov.com/purchasing
Interested suppliers should note that, unless otherwise stated in the bid or RFP documents, there is no
charge or fee to obtain a copy of the bid documents and respond to documents posted for competitive
solicitations. Proposers intending to respond to any posted solicitation are encouraged to visit the web
site above to ensure that they have received a complete and current set of documents. Some
procurement notices may provide a downloadable version of the pertinent documents and any
amendments to them, available to suppliers after they have completed a simple registration process.
Additionally, some notices may permit a supplier to submit a response to a posted requirement in an
electronic format.
Any Proposers receiving a copy of procurement documents from a bid referral service and/or other third
party are solely responsible for ensuring that they have received all necessary procurement
documentation, including amendments and schedules. The County is not responsible for ensuring that all
or any procurement documentation is received by any Proposer that is not appropriately registered with
Cook County.

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6.3. Pre-proposal Conference
The County will hold a Pre-Proposal conference on the date, time and location indicated below.
Representatives of the County will be present to answer any questions regarding the goods or services
requested or proposal procedures. Prospective Proposers will respond to the contact person listed on the
front cover of the RFP at least one day prior to the Pre-Proposal Conference to confirm participation and
number of representatives attending the meeting. All Proposers interested in responding to this RFP will
be required to register with Richard Sanchez. A maximum of 3 representatives from each firm may attend
the pre-proposal conference.
Attendees are encouraged to bring a copy of the RFP to the Pre-Proposal conference.
Date: February 21, 2014
Time: 10:00 a.m.
Location: 118 N. Clark Street, Room 1030, Chicago, IL 60602
6.4. Special Access to the Pre-Proposal Conference (As applicable)
If special accommodations are required for Proposer to attend the Pre-Proposal Conference or the
proposal opening, contact the contact person listed on the front cover of this RFP via email or by phone no
later than three (3) days before the event.
6.5. Clarifications
Questions regarding this RFP will be submitted in writing to the contact person listed on the cover page of
this RFP no later than the date stated in the Schedule.
6.6. Delivery of Proposal Package
The Proposal and the Pricing Proposal will be either delivered by hand or sent to the County, Office of the
Chief Procurement Officer through U.S. Mail or other available courier services to the address shown on
the cover sheet of this RFP. Include the RFP number on any package delivered or sent to the County Office
of the Chief Procurement Officer and on any correspondence related to this RFP or the Proposal. The
Proposer remains responsible for insuring that its Proposal is received at the time, date, place, and office
specified. The County assumes no responsibility for any Proposal not so received, regardless of whether
the delay is caused by the U.S. Postal Service, any other carrier, or some other act or circumstance.
Proposals received after the time specified will not be considered.
If using an express delivery service, the package must be delivered to the designated building and office
and not to the County Central Receiving facilities.
6.7. Uniformity
To provide uniformity and to facilitate comparison of Proposals, all information submitted must clearly
refer to the page number, section or other identifying reference in this RFP. All information submitted
must be noted in the same sequence as its appearance in this RFP and the format required for the pricing
proposal. The County reserves the right to waive minor variances or irregularities.

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6.8. Proposal Material
The Proposal material submitted in response to the RFP becomes the property of Cook County upon
delivery to the Office of the Chief Procurement Officer and will be part of any contract formal document
for the goods or services which are the subject of this RFP.
6.9. Addenda
Should any Proposer have questions concerning conditions and specifications, or find discrepancies in or
omissions in the specifications, or be in doubt as to their meaning, they should notify the Office of the
Chief Procurement Officer no later than the date stated on the schedule and obtain clarification prior to
submitting a Proposal. Such inquires must reference the proposal due date and the County RFP number.
Any clarification addenda issued to Proposer prior to the Proposal due date shall be made available to all
responders. Since all addenda become a part of the Proposal, all addenda must be signed by an
authorized Proposer representative and returned with the Proposal on or before the Proposal opening
date. Failure to sign and return any and all addenda acknowledgements may be grounds for rejection of
the Proposal.
Interpretations that change the terms, conditions, or specifications will be made in the form of an
addendum to the solicitation by the County. If issued, the County will post the addenda on the county
website: http://legacy.cookcountygov.com/purchasing. In the event there are any conflicts between the
general terms and conditions and any special terms and conditions, the special terms and conditions shall
take precedence.
6.10.Proposer’s Responsibility for Services Proposed
The Proposer must thoroughly examine and will be held to have thoroughly examined and read the entire
RFP document. Failure of Proposers fully to acquaint themselves with existing conditions or the amount of
work involved will not be a basis for requesting extra compensation after the award of a Contract.
6.11.Errors and Omissions
The Proposer is expected to comply with the true intent of this RFP taken as a whole and shall not avail
itself of any errors or omission to the detriment of the services or the County. Should the Proposer suspect
any error, omission, or discrepancy in the specifications or instructions, the Proposer shall immediately
notify the County in writing, and the County will issue written corrections or clarifications. The Proposer is
responsible for the contents of its Proposals and for satisfying the requirements set forth in the RFP.
Proposer will not be allowed to benefit from errors in the document that could have been reasonably
discovered by the Proposer in the process of putting the proposal together.
6.12.RFP Interpretation
Interpretation of the wording of this document shall be the responsibility of the County and that
interpretation shall be final.
6.13.Confidentiality and Response Cost and Ownership
From the date of issuance of the RFP until the due date, the Proposer must not make available or discuss
its Proposal, or any part thereof, with any employee or agent of the County. The Proposer is hereby

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warned that any part of its Proposal or any other material marked as confidential, proprietary, or trade
secret, can only be protected to the extent permitted by Illinois Statutes.
6.14.Use of Subcontractors
The Proposal must clearly state the identity of each team member and their role. The Proposer’s response
must include a description of which portion(s) of the work will be subcontracted out, the names and
addresses of potential Subcontractors and the expected amount of money each will receive under the
Contract. The County reserves the right to accept or reject any subcontractor if in the County’s sole
opinion it is in the best interest of the County.
6.15.MBE/WBE Participation Goals
Consistent with Cook County, Illinois Code of Ordinances (Article IV, Section 34-277), the County has
established a goal that MBE and WBE firms retained as subcontractors receive a minimum of 35% of all
services in this procurement. Hardware and Software costs are M/WBE exempt. In an effort to continue
to promote and expand the participation of certified MBE/WBE firms, the Proposer shall make good faith
efforts to utilize MBE/WBE certified firms as subcontractors. In its response, a Proposer shall state the
name(s) of the minority and women subcontractor(s) and the level of participation proposed for each firm
to be awarded a subcontract.
6.16.Proposer’s Disclosure and Conflict of Interest
The Proposer must complete and return the enclosed "Economic Disclosure Statement & Forms" along
with their proposal. In the event that further clarification is required on any of the information provided,
the County reserves the right to make any necessary inquiry with a Proposer for such purpose. Such
inquiry, if made, may include a deadline by which time any necessary clarifying information must be
submitted.
6.17.Cook County RFP Form
All Proposers will use this solicitation form for submitting their proposal. Variations or exceptions from the
specifications and general conditions should be submitted in writing. Such variations or exceptions may be
considered in evaluating the offers received. Any exception taken must be noted in the space provided
within this solicitation. Failure to comply with this requirement may cause a Proposer’s proposal to be
considered "nonresponsive."
6.18.Pricing
All price and cost information requested in this solicitation should be provided by the Proposer. While
price is a factor in the evaluation of responses received, the relevant importance of price may vary based
on the nature of the purchase and the related significance of other criteria as may be expressed elsewhere
in this solicitation. In evaluating price, the County may give consideration to all cost of ownership factors
relevant to determine the total final cost to the County, including but not limited to: administrative cost
of issuing multiple awards. The County will be the sole determinant of the relevant and appropriate cost
factors to be used in evaluating any Base or Alternate offers and/or Options.

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6.19.Period of Firm Proposal
Prices for the proposed service must be kept firm for at least one hundred and twenty (120) days after the
last time specified for submission of Proposals. Firm Proposals for periods of less than this number of days
may be considered non-responsive. The Proposer may specify a longer period of firm price than indicated
here. If no period is indicated by the Proposer in the Proposal, the price will be firm until written notice to
the contrary is received from the Proposer, unless otherwise specified in this RFP.
6.20.Awards
The County may, at its discretion evaluate all responsive Proposals. The County reserves the right to make
the award on an all or partial basis or split the award to multiple Proposers based on the lowest
responsible Proposers meeting the specifications, terms and conditions. If a split award impacts the
outcome of the project it must be so stated in the proposal.
6.21.Cook County Rights
The County reserves the right to reject any and all offers, to waive any informality in the offers and, unless
otherwise specified by the Proposer, to accept any item in the offer. The County also reserves the right to
accept or reject all or part of your Proposal, in any combination that is economically advantageous to Cook
County.
6.22.Alteration/Modification of Original Documents
The Proposer certifies that no alterations or modifications have been made to the original content of this
Bid/RFP or other procurement documents (either text or graphics and whether transmitted electronically
or hard copy in preparing this proposal). Any alternates or exceptions (whether to products, services,
terms, conditions, or other procurement document subject matter) are apparent and clearly noted in the
offered proposal. Proposer understands that failure to comply with this requirement may result in the
proposal being disqualified and, if determined to be a deliberate attempt to misrepresent the proposal,
may be considered as sufficient basis to suspend or debar the submitting party from consideration from
future competitive procurement opportunities.
6.23.Recycling
Packaging which is readily recyclable, made with recyclable materials, and designed to minimize potential
adverse effects on the environment when disposed of by incineration or in a landfill is desired to the
extent possible. Product(s) offered which contain recycled materials may be acceptable provided they
meet all pertinent specifications and performance criteria outlined in this RFP. If the product(s) offered are
manufactured utilizing recycled materials, identify the percentage composition and nature of the recycled
content within.

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7. EVALUATION AND SELECTION PROCESS
7.1. Responsiveness Review
County personnel will review all proposals to ascertain that they are responsive to all submission
requirements.
7.2. Acceptance of Proposals
The Chief Procurement Officer reserves the right to reject any or all Proposals or any part thereof, to
waive informalities, and to accept the Proposal deemed most favorable to The County.
7.3. Evaluation Process
An evaluation committee (“EC”) comprised of Cook County personnel will evaluate all responsive
proposals in accordance with the evaluation criteria detailed below.
This evaluation process may result in a shortlist of proposals. The EC, at its option, may request that all or
shortlisted Proposers make a presentation and engage in proactive pricing feedback, submit clarifications,
schedule a site visit of their premises (as appropriate), provide a best and final offer, provide additional
references, respond to questions, or consider alternative approaches.
7.4. Right to Inspect
The County reserves the right to inspect and investigate thoroughly the establishment, facilities,
equipment, business reputation, and other qualification of the Proposer and any proposed subcontractors
and to reject any Proposal regardless of price if it shall be administratively determined that in the County’s
sole discretion the Proposer is deficient in any of the essentials necessary to assure acceptable standards
of performance. Cook County reserves the right to continue this inspection procedure throughout the life
of the Contract that may arise from this RFP.
7.5. Best and Final Offer
The County reserves the right to request a Best and Final Offer from finalist Proposer(s), if it deems such
an approach necessary. In general, the Best and Final Offer will consist of updated costs as well as answers
to specific questions that were identified during the evaluation of Proposals.
If the County chooses to invoke this option, Proposals will be re-evaluated by incorporating the
information requested in the Best and Final Offer document, including costs, and answers to specific
questions presented in the document. The specific format for the Best and Final Offer would be
determined during evaluation discussions. Turnaround time for responding to a Best and Final Offers
document is usually brief (i.e., five (5) business days).
7.6. Selection Process
Upon review of all information provided by shortlisted Proposers, the evaluation committee will make a
recommendation for selection to the Chief Procurement Officer for concurrence and submission to the
County elected officials. The County reserves the right to check references on any projects performed by
the Proposer whether provided by the Proposer or known by the County. The selected proposal will be
submitted for approval to the Cook County Board. Cook County intends to select a proposal that best

RFP No. 1418-13402
Page 38 of 110
meets the needs of the County and provides the best overall value. Upon approval of the selected
Proposer, a contract will be prepared by the County and presented to the Selected Proposer for signature.
Cook County intends to select a firm that best meets the needs of the County. Pursuant to Section 34-123
of the Cook County Procurement Code, all negotiated contracts over $150,000 are subject to the approval
of the Cook County Board of Commissioners, which may accept or reject any proposed Contract at its sole
discretion.
8. Evaluation Criteria
8.1. Responsiveness of Proposal
Proposals will be reviewed for compliance with and adherence to all submittal requirements requested in
this RFP. Proposals which are incomplete and missing key components necessary to fully evaluate the
Proposal may, at the discretion of the EC, be rejected from further consideration due to “Non-
Responsiveness” and rated Non-Responsive. The County at its discretion may wave non-material
omissions or provide an opportunity to cure.
8.2. Technical Proposal
Proposals will be reviewed and selected based on the following criteria.
8.2.1 Quality of the proposed solution and Proposer’s understanding of the requirements to meet the
County’s stated business goals;
8.2.2 Capacity to achieve the County’s business goals, objectives and Scope of Services described in
this RFP, mainly,
i. Capacity to reengineer the described processes,
ii. Capacity to automate the described processes within a reasonable timeframe,
iii. Capacity to complete tangible deliverables on a monthly basis,
iv. Capacity to deliver automation within a short period of time,
v. Capacity to work with complex organizations and their processes,
vi. Feasibility of the proposed project plan,
vii. Proposed plan’s transparency into the approach to achieve the reduction of required
manual steps,
8.2.3 Proposed Contract Performance Metrics (see the Performance Review and Acceptance Section).
8.2.4 Qualifications and experience of the Proposer to successfully perform and provide the services
described in this RFP, as evidenced by the successful implementation of similar programs in
large complex public organizations such as County government, municipalities or other similar
institutions, including a Reference Letter from an Inspector General or similar organization.
8.2.5 Qualifications and experience of the proposed key personnel as evidenced by relevant
experience;
8.2.6 Commitment to meet the MBE/WBE goals stated in this RFP;
8.2.7 Financial stability of the Proposer.
8.3. Reasonableness of Overall Price
Price will be evaluated separately for overall reasonableness and competitiveness.

RFP No. 1418-13402
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9. SUBMITTAL REQUIREMENTS
9.1. Number of Copies
Proposers are required to submit one (1) original and five (5) hardcopies no later than the time and date
indicated in the RFP. Proposers should also submit ten (10) electronic copies of the proposal (USB
preferred). The original should be clearly marked “original.” NOTE: the pricing proposal must be
submitted in both hard copies and native format (excel format) in a separate sealed envelope.
9.2. Time for submission
Proposals shall be submitted no later than the date and time indicated for submission in this RFP. Late
submittals may not be considered.
9.3. Format
Proposal should be left-bound. Material should be organized following the order of the submission
requirements separated by labeled tabs. Expensive paper and bindings are discouraged since no materials
will be returned.
9.4. Complete submission
Proposers are advised to carefully review all the requirements and submit all documents and information
as indicated in this RFP. Incomplete proposals may lead to a proposal being deemed non responsive. Non
responsive proposals will not be considered.
9.5. Packaging and Labeling
The outside wrapping/envelope shall clearly indicate the RFP Title and date and time for submission. It
shall also indicate the name of the Proposer. The Price Proposal shall be submitted in a separate sealed
envelope. The envelope shall clearly identify the content as “Price Proposal”. All other submission
requirements shall be included with the Technical Proposal.
9.6. Timely delivery of Proposals
The Proposal, including the Technical Proposal, and the Pricing Proposal must be either delivered by hand
or sent to Cook County, Office of the Chief Procurement Officer through U.S. Mail or other available
courier services to the address shown on the cover sheet of this RFP. Include the RFP number on any
package delivered or sent to the County, Office of the Chief Procurement Officer and on any
correspondence related to the Proposal. If using an express delivery service, the package must be
delivered to the designated building and office. Packages delivered by express mail services to other
locations might not be re-delivered in time to be considered.
9.7. Late Proposals
The Proposer remains responsible for ensuring that its Proposal is received at the time, date, place, and
office specified. The County assumes no responsibility for any Proposal not so received, regardless of
whether the delay is caused by the U.S. Postal Service, the County Postal Delivery System, or some other
act or circumstance.

RFP No. 1418-13402
Page 40 of 110
9.8. Schedule of Revisions to RFP Schedule
Should the Proposer consider that changes in the County’s RFP schedule are required; the Proposer shall
submit a revised summary schedule with an explanation for the revision for the County’s review. The
County will be under no obligation to accept revised schedules.
10. Required Proposal Content
10.1. Cover letter
The cover letter shall be signed by an authorized representative of the Proposer. The letter shall indicate
the Proposer’s commitment to provide the services proposed at the price and schedule proposed.
10.2. Executive Summary
The executive summary should include a brief overview of the project and the key personnel who will be
responsible for the services to be provided. Also, shall identify the members of the team that comprise the
Proposer. Indicate the organizational relationship of the team members and include an organization chart
for the project.
10.3. Qualifications of the Proposer
Include a brief description of the organization’s track record, including history, number of employees,
number of years in business, a list of projects and percentage of total company projects relevant to this
RFP. Also provide at least three (3) relevant references, preferably with municipal government projects in
the following table format. Proposers must submit one (1) letter of recommendation from an Inspector
General or similar office where the proposed system has been implemented.
Please note that this table can be copied into word so that proposer can add as much scope detail as
possible.
Contract/Project Name
Name of the organization, including website
Name of the contact person (title, email and
phone number)
Project dollar value
Prime or subcontractor?
Contract Period
Project Scope (succinct description)
10.4. Propose System Solution and Project Plan
Provide your overall project plan addressing the detail scope requirements in the Scope Section and the
System Requirements Matrix.

RFP No. 1418-13402
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10.5. Key Personnel
Provide a chronological resume for each of the key personnel proposed. In addition, provide the time
commitment for each key personnel. Indicate the level of their commitment to other projects if any.
The Proposer must identify the key personnel that will be committed to the project. The Chief
Procurement Officer reserves the right to reject any key personnel proposed if it is determined in the
County’s best interest. All key personnel must be totally committed to the project without competing
priorities. The evaluation of proposals includes the qualifications of the personnel proposed; therefore,
Proposers will name key personnel as part of their bid. Key Personnel must not be replaced during the
project without the approval of the Chief Procurement Officer.
The County reserves the right to reject any key personnel proposed if it is determined to be in the
County’s best interest.
10.6. MBE/WBE Participation
For each MBE/WBE certified firm proposed, provide the name of the MBE/WBE firm(s), level of
participation, the role that the subcontractor(s) will perform, and the type of services that it will provide,
and a brief background and resumes of personnel proposed. In the event that the Proposer does not
meet the MBE/WBE participation goal stated by the County for this procurement, the Proposer must
nonetheless demonstrate that it undertook good faith efforts to satisfy the participation goal. Evidence of
such efforts may include, but shall not be limited to, documentation demonstrating that the Proposer
made attempts to identify, contact, and solicit viable MBE/WBE firms for the services required, that
certain MBE/WBE firms did not respond or declined to submit proposals for the work, or any other
documentation that helps demonstrate good faith efforts. Failure by the Proposer to provide the required
documentation or otherwise demonstrate good faith efforts will be taken into consideration by the
County in its evaluation of the Proposer’s responsibility and responsiveness.
10.7. Subcontracting or teaming
The Proposer may be comprised of one or more firms as to assure the overall success of the project. The
firm shall identify each team member and specify their role. The Chief Procurement Officer reserves the
right to accept or reject any of the team members if in the Chief Procurement Officer’s sole opinion
replacement of the team member, based on skills and knowledge, is in the best interest of the County.
10.8. Financial Status
Provide the audited financial statements for the last three fiscal years. Include the letter of opinion,
balance sheet, schedules, and related auditor’s notes.
10.9. Legal Actions
Provide a list of any pending litigation in which the Proposer may experience significant financial
settlement and include a brief description of the reason for legal action.
10.10. Conflict of Interest
Provide information regarding any real or potential conflict of interest. Failure to address any potential
conflict of interest upfront may be cause for rejection of the proposal.

RFP No. 1418-13402
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10.11. Economic Disclosure Statement
Execute and submit the Economic Disclosure Statement (“EDS”) in the Appendix. In the event any further
clarification is required on any of the information provided, the County reserves the right to make any
necessary communication with the Proposer for such purpose. Such communication, if made, may include
a deadline by which time any necessary clarifying information must be submitted.
10.12. Insurance Requirements
Prior to contract award, the selected Proposer will be required to submit evidence of insurance in the
appropriate amounts. However, with its Proposal, the Proposer is required to provide a statement on
their company letterhead stating their agreement to meet all insurance requirements by Cook County.
Cook County’s Insurance Requirements are available in the Sample Contract Agreement in the Appendix.
10.13. Return on Investment
Provide a brief description of, and reference to support, return on investment the County will realize
through the adoption of the proposed solution.
10.14. Contract
The Contract provided in the Appendix is for information purposes only. Execution of the Contract is not
required at the time the proposal is submitted. These are our Standard Terms and Conditions. In the
event you disagree with the Contract provisions, submit any exceptions to the standard contract and
include the rationale for taking the exception with your proposal. If you are proposing alternate
language, please include the language for consideration.
10.15. Other
Submit any information the Proposer deems pertinent to demonstrate its qualifications to perform the
services being requested such as memberships in any professional associations.

RFP No. 1418-13402
Appendix I (System Requirements Matrix)
Please rank your proposed solution on the electronic file provided. All designated cells should have a
number from 1 to 5. Return the form in its native format (excel).

RFP No. 1418-13402
Appendix II (Pricing Proposal Form)
Submit your price proposal in a separate sealed envelope clearly marked with the RFP number and the
label “Pricing Proposal.” Proposers are required to submit one (1) original and ten (10) copies and ten (10)
electronic copies of the pricing proposal in the form provided in its native format (excel format). The
pricing proposal will include any supplemental or renewal option period pricing or schedules offered by
the Proposer.
Proposers should include elements or references to the pricing proposal only in this section and separate
the pricing proposal according to the Instructions above.
The County makes no guarantee that the services or products identified in this RFP will be required.
The Proposer must provide sufficient pricing details to permit the County to understand the basis for the
proposal. The County is neither obligated to purchase the full quantities proposed by the Proposer, nor to
enter into an agreement with any one Proposer.
Quick Payment Discounts
Cook County continues to work hard to reduce budgets, engage in strategic sourcing, and streamline
internal processes. Consequently, Cook County has initiated a Quick Payment program. The Quick
Payment program provides a benefit to both Cook County and the vendor community. The County will be
able to purchase goods and services in a timelier manner while improving vendor relations. Vendors will
benefit from reduced collection periods and improved capital charges. This will allow the vendor
community to also reduce opportunity costs and improve strategic planning capabilities.
In the chart below please provide the quick payment discounts your company is willing to offer.
Optional Quick Payment Discounts
1 What payment terms would your
company propose for this
program?
2 Is there a quick payment discount
that your company would be
willing to offer? If so, please
provide details
PAYMENT TERMS (IN
DAYS)
% DISCOUNT
NET 30
NET 20
OTHER

RFP No. 1418-13402
Appendix III (OIIG Complaint Form)

RFP No. 1418-13402
Appendix IV (OIIG Current Data Schema)
OIIG Case Management current data schema.pdf

RFP No. 1418-13402
Appendix V (Economic Disclosure Statement)

Request for Proposal (RFP) No. 1418-13402 for Office of the Independent Inspector General Case Management Solution

Request for Proposal (RFP) No. 1418-13402 for Office of the Independent Inspector General Case Management Solution

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