Upgrades , Maintenance and Support of Bluestone Probate System

2026-11-03

SPECIFICATIONS Per R18 - 451 , this bid is being solicited in accordance with the provisions in the Local Public Contracts Law ( N . J . S . A . 40A : 11 - 2 -( 39 ) and Rules ( N . J . A . C . 5 : 34 - 9 . 1 ( a )( 1 )( i )) and ( 2 )( i ) in a “ Proprietary ” manner . The County of Somerset , Surrogate ’ s Court is seeking bids for upgrades , continued maintenance and support of the Bluestone Probate System operating under version 4 . 24 . 6 . 30 The Surrogate ’ s office handles approximately 25 , 000 clients per year and Probates wills : qualifies executors , administrators , and trustees and issues necessary documents for administering estates . As the custodian of the funds belonging to minors ’ estates , the Surrogate ’ s Court oversees the minors ' assets and expenditures until the minor reaches majority . Processes mental incompetency ’ s and conservatorships and handles all adoptions of minors and adults . The Surrogate ’ s office is also responsible for microfilming documents . A . UPGRADES 1 . Guardianship Follow - Up Module : customization upgrade to include the ability to send letters to guardians to advise of any concerns pertaining to their role as guardian . B . MAINTENANCE AND SUPPORT 1 . Maintenance and support to include trouble shooting and monitoring of the Bluestone Probate Case Management System including probate , cashiering and epay , minor accounts , guardianship follow - up , adoptions , content management , web public search along with the e - file module and AX . 2 . Provide a toll - free number for system support and customer service . Inquiries shall be responded to within two ( 2 ) hours of initial call during standard business hours , Monday – Friday 8 : 30AM - 5 : 00PM . 3 . Contractor shall provide a minimum of 72 hours ’ notice prior to any system downtime for scheduled maintenance or upgrades . C . SCANNING AND MICROFILMING / MICROFICHE CONVERSION 1 . Ability to scan and create microfilm from Application Extender images on an as needed basis . • 16mm silver halide archival microfilm . • Professional services for AX image extraction and color image conversion services . To pre - master images , create targets and pre / post quality control delivery of finished product . 2 . Ability to provide backfile conversion of microfiche on an as needed basis . D . TRAINING 1 . Contractor shall have the ability to provide at a minimum of one day on - site training for upgrades or software updates to the Surrogate ’ s Office staff . E . COST 1 . Costs and fees shall be clearly defined and itemized on the “ bid proposal / signature page ” and shall remain firm for the remainder of the contract . F . STANDARDS AND SECURITY 1 . Technical Requirements Scope of Work – Technical Specifications The Contractor shall design , develop , configure , and implement all systems in compliance with applicable federal , state , and agency - specific technical standards . • Add additional fields to existing Guardian module database • Update the Guardian module UI to display additional fields • Provide system diagram and configuration documentation • Update any software deemed out of support or has security vulnerabilities ( i . e . Open Text , X , etc .) 2 . Database Requirements • Comply with encryption standards for data at rest and in transit • Support role - based access control ( RBAC ) and maintain detailed audit logs for all database transactions 3 . Security Standards & Compliance The vendor must comply with all applicable cybersecurity regulations , frameworks , and industry best practices , including but not limited to : • NIST Cybersecurity Framework ( CSF ) or ISO / IEC 27001 • Cloud services are required to be GCC \ FedRAMP compliant • No government owned data can be saved outside the US in compliance with relevant data protection laws 4 . Data Protection & Privacy • All sensitive data must be encrypted in transit ( TLS 1 . 2 or higher ) and at rest ( AES256 or equivalent ). • Vendor must implement strict access controls , including multi - factor authentication ( MFA ) for all administrative accounts • AI is prohibited for applications containing sensitive information • Personal and confidential information must be handled in accordance with the organization ’ s data classification policy 5 . Incident Response & Reporting • Vendor must have a documented Incident Response Plan ( IRP ) and provide it upon request • Security incidents must be reported to the organization within 12 hours of detection • Vendor must cooperate fully in forensic investigations and post - incident reviews • County standard applications and setup requirements are listed below • When a vendor has a confirmed data breach , they must contact Somerset County I . T . within 12 hours

New Jersey

2026-04-29