REQUEST FOR PROPOSALS

Transcription

1 UPSHUR COUNTY COMMISSIONERS COURT REQUEST FOR PROPOSALS Law Enforcement / Court Case Management Software & Financial Management / Jury Management Software The Upshur County Commissioner s Court is accepting proposals for Law Enforcement / Court Case Management Software and Financial Management / Jury Management Software. Vendors may submit bids on the Law Enforcement / Court Case Management software package, the Financial Management / Jury Management software package, or both software packages. The Request for Proposals and specifications may be obtained in person in the Upshur County Judge s office, Third Floor Upshur County Courthouse, 100 Tyler Street, Gilmer Texas or by mail request sent to Judge Dean Fowler, P.O. Box 790, Gilmer Texas or by calling (903) for a faxed copy. Proposals may either use lump-sum or unit pricing. The County s method of payment will be cash. No bond in required to bid. All proposals must be received in the Upshur County Judge s office, Third Floor Upshur County Courthouse, 100 Tyler Street, Gilmer, Texas or P.O. Box 790, Gilmer, Texas on or before July 14, 2014 at 5:00 pm. The proposals will be considered in the regular session of the Upshur County Commissioner s Court on July 15, 2014 at 9:00 am. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 1

2 Law Enforcement/Court Case Management & Financial Management/Jury Management Software Upshur County Commissioners Court REQUEST FOR PROPOSALS June 16, 2014 Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 2

3 Law Enforcement/Court Case Management Financial Management/Jury Management Request for Proposals from the Upshur County Commissioners Court Table of Contents Introduction... p. 4 Integrated Justice... p. 4 Architecture Guidelines for Proposals... p. 4 Architecture Requirements... p. 5 Required Features for Integrated Justice... p. 5 Progressive Acquisition... p. 7 Non-Phased Deployment... p. 8 Multiple Instances of the Court Case Management System... p. 8 Functional Requirements for Law Enforcement and Court Case Management... p. 9 Proposal Components... p. 9 Pricing and Licensing Proposal... p. 9 Supplemental Requirements for Submitting Proposals... p. 10 Submittal Letter... p. 11 Company Profile... p. 12 Proposal Submittal Checklist... p. 14 Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 3

4 1. Introduction The Upshur County Commissioners Court is soliciting written, sealed proposals for implementing a Law Enforcement System (LES)/Court Case Management System (CMS) and Financial Management System (FMS)/Jury Management System (JMS). Proposals must include system integration solutions to support transaction processing and information exchanges between each of these business domains. Proposals must also include a Master Data Management solution for this integration. Upshur County prefers an integration solution based upon a common case and party database shared by these software systems. In other words, Upshur County prefers a tight integration of its Law Enforcement, Court Case Management, Financial Management and Jury Management Systems. The intent is to replace the legacy systems currently serving the Sheriff, Prosecutor, Judges, Court Clerks, Treasurer and Auditor in Upshur County, by transferring all existing data into a more modern and efficient data management solution. The degree of difficulty and the effort required to successfully migrate these legacy systems into a Unified Court Case Management System should be thoroughly considered by prospective vendors before submitting a proposal. 2. Integrated Justice Our primary requirement for the new system is its ability to support Integrated Justice the seamless flow of the information required for the administration of justice. Integrated Justice ensures that all authorized users have appropriate access to an all-encompassing view of court cases and related person files. Integrated Justice ensures that everyone managing a case or person in the justice system has the right information at the right time in the right format. This integration is crucial to our ability to administer justice efficiently and effectively. 3. Architecture Guidelines for Proposals Upshur County already has a significant investment in Microsoft technologies and intends to leverage those investments by building upon an architectural foundation based on the Microsoft Operating System. For vendors offering solutions that are not based on the Microsoft framework, Upshur County will accept proposals but the vendor shall provide additional information on their architecture, its distinct advantages, and how the software can be integrated with other applications that are already in use in Upshur County. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 4

5 4. Architecture Requirements Upshur County prefers software solutions that are constructed with a web-based architecture or proven web technologies that allow the system to be distributed seamlessly over the web. The software shall be designed to perform well in a high volume transaction environment, multithreaded, and be based on an n-tiered architecture. Transaction processing shall handle concurrency, caching, connection pooling, load balancing, and other methods of optimization. The system as a whole shall provide an appropriate level of failover, transaction management, and stateless design sufficient to support a high volume of concurrent users in many locations and a 24x7 operation. The software shall be based on design principles that enforce reusability, consistency, scalability, and an appropriate level of separation between the tiers of the application. The software shall have the ability to plug-in and/or decouple modules to some degree. In the future, Upshur County may have a desire to implement its own modules (e.g., electronic document management systems) and therefore, the vendor shall provide a means to integrate external applications for specific functionality. The workflow of the system shall be configurable by providing administrators with the ability to configure and adjust the steps of a business process as necessary to meet requirements. The workflow shall have the ability to be event-driven or rules-based. In summary, each vendor shall provide sufficient details of their architecture that supports the above reference criteria. Upshur County expects to receive proposals that detail the distinguishing characteristics of the vendor s technology and the vendor s openness to integration and customizing the application to meet Upshur County s business requirements. 5. Required Features for Integrated Justice in Upshur County 5.1 Database Schema The vendor shall supply Upshur County with database schema including but not limited to all stored procedures and functions. 5.2 Master Data Management System shall support central access to case, party, and code table data maintenance and shall not replicate or duplicate master reference data unless absolutely required by Upshur County. 5.3 External System Integration The system shall support the transparent integration of external systems such as electronic document management systems, electronic filing systems, online payment systems, fingerprint and biometric identification systems, data warehousing systems for business intelligence, and financial management systems for County government. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 5

6 5.4 Configurable Workflow The system shall support an end-user (administrator) configurable workflow that manages the flow of transactions and events for court case management. 5.5 System Defaults Setup by Field System defaults shall be configurable by system administrator. 5.6 Configurable On-Screen Edits by Field The system shall support the ability for Upshur County to define and configure on-screen edits and business rules related to data entry. For example, Upshur County would enter a valid range or type of value for a specific field and the system would enforce that rule. 5.7 Lookup Table Management/ Lists All system lookup tables shall be accompanied by a front-end that supports the administration of those lookup tables. 5.8 Document Storage and Retrieval The system shall allow for document storage associated to any entity or attribute (e.g., case, person, docket, etc.). The system should be capable of integrating a third-party electronic document management system. 5.9 Security Security in the system shall support Microsoft Active Directory integration and offer the ability to manage role-based security down to the screen and field level. It must also support single sign on across Windows security domains. The system must also support external security solutions such as forms-based authentication. The system must not transmit sensitive data without encryption Web Access System shall provide front-end access to the public over the web. Such access shall be limited to read-only access but will include the ability for the public to submit information into the system Database Accessibility The database from the vendor shall be documented and accessible to Upshur County administrators directly and via web services. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 6

7 5.12 Operational Reporting Transaction reporting shall be supported from the system. The system shall support predefined standard reports and provide the ability for Upshur County to add new reports as needed Agency Reporting Compliance Outside agencies such as the Office of Court Administration require regular reporting of activity measures and key performance indicators. The system must produce these reports in compliance with approved specifications. 6. Progressive Acquisition Upshur County intends to implement a new management system through a process of Progressive Acquisition. The project will progress through a series of non-binding service contracts that support the preparations required for system transition. Only when these steps have been successfully completed will Upshur County proceed to licensing the software for actual use. Gap Analysis: the discovery of site-specific requirements that must be provided before the system is implemented for actual use. Transition Services: solutions for the site-specific requirements discovered through Gap Analysis activities. The intended outcome of the Gap Analysis is a specific Statement of Work to provide Transition Services. These solutions may or may not require the following services from the vendor: Development Services: programming for any new functionality required to support Integrated Justice in Upshur County. Its successful completion is contingent upon Upshur County s user acceptance testing System Administrator Training and Support Services: orientation and technical support for Upshur County system administrators, database administrators, and network administrators Data Conversion Services: design, construction, and/or execution of programs to transition legacy data into the new court case management system. System Configuration: setting up the system for use. Required services may include entry of business rules for workflow management; specification of code table values, fine and fee schedules, and report production schedules; configuration of servers and databases for optimal performance; on-site load testing, import of document templates for document production applications, etc. Project Management Services: coordination of vendor activities and County activities. Required services may include providing a project manager, developing and managing project timelines and action plans, facilitating project assessments, etc. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 7

8 User Training Services: a train the trainer program for supervisors with a provision for Upshur County to produce its own set of the system provider s end-user manuals, curriculum, and training materials Implementation: a completed transition into the productive use of the system for managing cases in the courts of Upshur County and prisoners in the Upshur County jails. Implementation will include the following: 1. Licensing Agreement: authorizing the deployment of the new systems in Upshur County 2. Maintenance Agreement: providing for the deployment of updates, bug fixes, patches and new releases of the systems as needed. This contract also provides for problem resolution support as needed. 7. Non-Phased Deployment Upshur County intends to deploy its new management system in a single phase. This deployment will require integration with other information systems in Upshur County and also at the state and federal level. The vendor will be required to provide Upshur County with systems integration solutions for transaction processing and information sharing with these external systems. A complete set of systems integration requirements and technical specifications for their solutions will be delivered by the vendor at the conclusion of the Gap Analysis engagement. 8. Multiple Instances of the Court Case Management System The vision for this system is to develop a Unified Court Case Management system for all Upshur County court divisions. In the interest of achieving that goal, Upshur County wishes to minimize the number of system instances required. Other system configuration issues such as the need for load-balancing might also result in more than one instance of the system. Therefore, Upshur County will require an implementation and integration plan and a licensing model that can accommodate the deployment of multiple instances of the court case management system. If multiple instances of the system are required, these various instances will need to be integrated with one another to provide a unified/consolidated view of person and case data and a means of sharing data to facilitate exchanges such as case transfers between court divisions. Additional integration solutions may be needed to incorporate supporting systems such as electronic document management systems, electronic filing systems, online payment systems, fingerprint and biometric identification systems, data warehousing systems, and financial management systems for County government. Each installation may have some differences in features but the core application shall remain intact through configuration management and managed deployments. Clearly, there will be some challenges in managing multiple instances of a single application with varying feature sets. Upshur County would like the vendor to propose a set configuration management, change control, and project management procedures that can help mitigate the risk of such an implementation. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 8

9 Vendor proposals must include a flexible configuration management solution to support and integrate multiple instances of the court case management system. 9. Functional Requirements for Law Enforcement and Court Case Management Functional requirements for the Upshur County courts span a wide variety of case types (e.g., traffic, criminal, civil, probate, family, juvenile, and other more specialized caseloads). Vendors responding to this Request for Proposals must be able to provide a case management system that can manage a broad spectrum of case types with varying business rules and functional requirements Any need for the custom development of new case management functionality for the District Court, Justice Courts and County Court will be specified as an outcome of the Gap Analysis engagement that begins the progressive acquisition of these systems. 10. Proposal Components Written responses to this Request for Proposals must include the following components: A pricing framework for Software Licensing, System Maintenance, and Technical Services Engagements. A proposal for a Gap Analysis for the Upshur County Sheriff s Office, the Upshur County Court, Upshur County District Court, and Upshur County Justice Courts 11. Pricing and Licensing Proposal Please provide in writing the costs, terms and conditions for Licensing the system for use o o o o Law Enforcement System Case Management System Financial Management System Jury Management System Local versus Cloud-Based Legacy data conversion and transition Deploying more than one instance of the system Costs associated with providing access via Public Terminals Any third-party software required to deploy, utilize, and support the system System maintenance (please specify any support needs not provided through the maintenance agreement) Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 9

10 Engaging vendor staff to provide technical services for custom development of additional functionality, data conversion, system configuration and tuning, project management, user training, technical training, and technical support Installing the software in a Upshur County lab environment to support on-site Gap Analysis activities for functional requirements, configuration requirements, deployment planning, and co-development processes 12. Supplemental Requirements for Submitting Proposals In addition to the General Requirements and Special Requirements defined earlier in this Request for Proposals, vendors must also submit the following information items as part of their response: A Submittal Letter for the Upshur County Commissioners Court (template provided) A Company Profile (template provided) A Company Litigation History (instructions provided) An RFP Response Evaluation (form provided) A Proposal Submittal Checklist is provided at the end of this section to summarize all of the required components for vendor responses to this Request for Proposals. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 10

11 SUBMITTAL LETTER FOR UPSHUR COUNTY COMMISSIONERS COURT Judge Dean Fowler Upshur County Commissioners Court P.O. Box 790 Gilmer, Texas Dear Judge Fowler: In response to your Request for Proposals (RFP) the following proposal is submitted. In submitting this proposal, I hereby certify that: 1. The RFP has been read and understood; 2. The materials required by the RFP are enclosed; 3. All information provided is true, accurate, and complete to the best of my knowledge; 4. This proposal is submitted by, or on behalf of, the party that will be legally responsible for service delivery should a contract be awarded. Signature of Authorized Official: Date: Name of Signatory: Company: Title: Phone: Address: Federal Employer ID# or SSN#: Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 11

12 COMPANY PROFILE Please provide a written response to the following questions: 1. What is the physical address, mailing address, and fax number of your company s main office? 2. Who in your company will be the primary point of contact during the proposal evaluation process? (Please provide name, title, direct phone number, address, fax number, and mailing address). 3. Who in your company is authorized to negotiate a contract with us? (Please provide name, title, direct phone number, address, fax number, and mailing address). 4. Provide a brief history of your company. 5. Indicate the total number of employees in your company and their distribution by function. 6. Provide most recent annual report and financial statement. 7. Provide standard licensing agreements, warranties and maintenance contracts. 8. Provide a list of partnership(s) with other vendors. 9. Provide copies of your training documentation used in other installations to include individual desk instructions. Copies are to be provided in.pdf (Acrobat) format. 10. What are your current support plans and processes for existing customers? 11. Explain the costs involved in making changes (i.e. legislative changes) to the court case and law enforcement system(s) after completion. 12. List all current active contracts for the next five (5) years. Include customer name and contact information. 13. List your own successful deployments for large, complex court case and Law Enforcement systems. 14. List and describe examples and references of successful system integration solutions that you have accomplished as part of the deployment and implementation of your CMS and/or LES(s). Have you successfully integrated your CMS and/or LES (s) with third-party services for e-filing of court cases, fingerprint identification (AFIS), electronic commerce with a customer s banking institution, criminal history queries to the Texas Crime Information Center (TCIC) and the National Crime Information Center (NCIC), activity reporting with a state Office of Court Administration, a customer s Electronic Document Management (EDMS) system, etc.? 15. List those CMS and/or LES deployments that you consider to have failed or had significant delay in deployment. Provide details of the steps taken toward recovery and what is the current status of those deployments. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 12

13 16. List the CMS and/or LES implementations that your company will be engaged in during the same time period as the proposed development and deployment of the system in Upshur County. Include customer name and contact information. 17. Provide your cost control methodology for ensuring the proposal award price is maintained and price creep is avoided. 18. Describe your disaster recovery plan or provide a copy of such as it relates to case management system data. 19. Provide information on any other products your company markets in relation to judicial case management systems. 20. Provide the list of the case types that the current version of your case management system can process and manage. Please specify system version number or ID. 21. What is the approximate number of full-time support personnel employed? 22. What is the approximate number of full-time programmers employed? 23. Average length of employment for your programmers / support personnel? 24. Are programmers and support personnel working in same location? COMPANY LITIGATION HISTORY Please provide a history and explanation of any past or outstanding lawsuits related to the vendor's past performance under contract on the development or implementation of business/isp planning, business process analysis/redesign, computer hardware, software and applications development/implementation products. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 13

14 PROPOSAL SUBMITTAL CHECKLIST Except as otherwise indicated the following materials must be submitted as part of a vendor response: Proposal Cover Sheet Proposal Submittal Letter for Upshur County Commissioners Court Five (5) References Company Profile Company Financial Statement Company Litigation History Residence Certification/Tax Form Technical Requirements Survey for Integrated Justice Pricing and Delivery Information Implementation Proposal RFP Response Evaluation Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 14

15 RFP Response Evaluation Please complete the RFP Response Evaluation sheet within this document using the instructions provided below. The purpose of this section is to determine the capability of a vendor s product[s] to provide the functionality for the systems as defined. Following is a list of the functional requirements. In the Answer column, please select the applicable answer for each functional requirement listed in the tables below: Y if the functionality exists; N if the functionality is not incorporated; F if the functionality is currently being developed. Use the Comments column to explain when the functionality will be released to the field; or P if the functionality partially exists. Use the Comments column to explain what functionalities are only partially implemented. The grouping of the individual requirements into categories is an imprecise and subjective process because many if not all of the requirements involve more than one discrete category and represents capabilities that apply to multiple categories and/or call for interaction between several categories. In many situations, several functions would be performed contemporaneously; that is, they would appear to be a single function. All of these system functions should work as a single system with a consistent look and feel so users do not perform the same function several times and/or enter the same data more than once. Furthermore, the functions defined by the requirements below should interact with all other functions with minimal or preferably no manual intervention except when the user executes an override. 1 - GENERAL REQUIREMENTS Y Yes 1.01 The system must be based on a Microsoft Operating System framework and be compatible with windows-based peripherals. N No F Development P Partially Comments Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 1

16 1.02 The system must be compatible with clients running Windows XP or later The software should use Microsoft Windows supported peripheral devices without the need for vendor-maintained drivers. The system must be capable of importing and associating with case files the following document types at a minimum : PDFs, tiffs, jpegs, bmps, and Microsoft Office Documents. The software must have integrated document imaging for all offices and images should be accessed within the cases itself eliminating the need for a separate index The software should integrate with Microsoft Word and Excel The system must support Soundex search capability. (i.e: search should correctly associate O'bannon with Obannon) 1.08 The system must support wildcard search capability The system must comply with Texas Gov't Code and technology standards approved by the Judicial Committee for Information Technology (JCIT) 1.10 The system must provide disaster recovery planning and options The system must provide for a judicial website accessible by the public The system must support digital signatures The system must allow departmental managers to run activity reports on activities of departmental employees within the software system. The system must maintain a single identity record for each party. A party may then be assigned multiple roles within the system (e.g., a party may be a criminal defendant, a civil plaintiff, a victim, a witness, a Judge, or an Attorney, among other roles). The system must maintain multiple current and historical addresses, with beginning and ending dates and address sources for each party. The system must allow the user to modify an existing party record, if appropriate, before associating the party to the case. If modification of the party record is appropriate, the system must not require the user to change screens to accomplish the party record modification. The system must capture, assign, or allow entry of multiple identifiers (e.g., originating court for appealed cases; prosecutor, law enforcement, other agencies) and establish relationships with case participants. The system must notify the user, when the user is creating a new case or new party that a party with matching identifiers already exists within the system. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 2

17 1.19 The system must permit the user to create a new Party, if required The system must track and link charges, party relationships, and court docket entries for related cases Integrated bonds tracked system-wide on the party record with images Integrated warrants tracked system-wide on the party record with images Integrated civil papers with service information tracked system-wide on the party record The system must provide for CJIS and OCA reporting for all departments The system must allow case information and cases to be back-dated to comply with orders and add older/closed cases to the system without negative effect on current reports and dockets. The system must comply with all Texas e-filing requirements set forth by the Supreme Court and the vendor must propose a plan for updating with all future legislative and legal changes. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 3

18 2 LAW ENFORCEMENT, PROSECUTOR, AND COURT PROCESSES Y Yes N No F Development P Partially Comments 2.01 Information shall be fully integrated from the initial contact through disposition The system must contain a computer aided dispatch component to track incidents and calls for service, which will allow supplemental updates and attached reports during the investigation process. The incident reporting aspect shall share the same party database as the law enforcement and case management aspects of the system. The system shall have sufficient security measures in place to ensure that only authorized users have access to certain information in incidents which have not yet been filed with the courts, i.e. complainant information The system must have the capability to produce electronic photo lineups The system must assign a SO# unique to each individual booked in to the jail The system must allow a user to associate one or many charges with a single arrest, during booking The system must notify the user of outstanding warrants (if any) during person lookup The system must notify a user when a party has outstanding civil documents to be served, during the Booking process. The system must enforce person verification by interfacing with state identification records provided by DPS and AFIS, during the booking process. The system must require a user to indicate whether or not the charge is or is not a "reportable offense." The system must ensure that arrests that are the result of a "reportable offense" will be reported to CJIS and therefore be assigned a TRN. The system must ensure that each additional reportable offense associated with the same arrest will be assigned the same TRN and subsequently assigned different sequential TRS numbers. The system must allow the option for charges to be added and/or modified during booking, court case filing, prosecution, and trial. The system must enforce a rule requiring person verification prior to assigning a charge(s). Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 4

19 The system must create a unique and sequential control number for the case when the PC Affidavit is accepted. The system must have the option to make arrest information available to the general public, media, magistrates, and outside agencies electronically via the Internet using standard browsers. The system must enable a user to generate a report showing all arrests conducted or new charges filed for a specified period of time, along with related information such as offender's name, DOB, offense, charge(s), cause number, warrant number, onsite arrest. The system must allow a user to view all related case, TRN/TRS, and charge history for a person. The system must allow a user to reject, accept, change, add, lower, and/or raise charges. The system must retain a history of all activities that change the charges The system must allow a user to add comments to a charge The system's reject codes must map to DPS reject codes. Reject codes must include, but not be limited to: Civil (bond forfeitures), dismiss, reject no jurisdiction, decline. The system must allow a user (prosecutor) to input (paragraphs of) supporting documentation on the decision to reject, accept, or change the charges. The system must allow a prosecutor to determine whether the arrest was the result of a warrant, an onsite arrest, or court case filing. The system must allow a user to assign a control number to the case, if the arrest was the result of an onsite arrest. The user must then be able to associate the existing case history booking, charge(s), TRN/TRS, PID, SID with that control number. The system must allow the user (prosecutor) to associate the booking information, TRN/TRS, PID, SID, Charge(s), and warrant number to the control number that is already in existence within the system, if the arrest was the result of a warrant. The system must enable a user to perform CJIS reporting at various stages of the process (i.e, booking, case disposal.) 2.28 The system must allow, but not require the offense code to match the charge The system must maintain the history of the original offense and supplemental offense reports as documented by LEA. The system must automatically prevent the identities of victims, witnesses, and minors from being accessible to the public. The system must provide victims of domestic violence and sexual assault with the option of being assigned pseudonyms rather than use their real names for public display or as an alternative to their actual identity. The system must allow supporting documents to be scanned or imported into the system and added to the case file. (The system must support, but not be limited to the following file types: PDF, JPEG, TIFF) Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 5

20 2.33 The system must ensure that every criminal case has an associated offense code The system must automate importing DPS offense codes whenever DPS provides updated offense codes The system must require an offense to be associated with each criminal case The system must require a charge to be associated with each offense code The system must be capable of associating and tracking multiple charges for each offense. The system must have the ability to associate and track multiple prose paragraphs for each offense The system must allow the user to produce a warrant The system must ensure that the warrant number contains a court identifier while still remaining sequential and unique. The system must require the user to identify the offender and list the charges when a warrant is created. The system must allow the user to verify the status of the offender (e.g., is the offender currently in jail) when creating the warrant The system must allow ability to print mug shots on warrants The system must allow the user to deliver the warrant to a Judge The system must generate a unique identifier (warrant number) for the warrant upon authorization by a Judge. The system will indicate that a warrant has been issued, indefinitely, until the warrant is served or recalled. The system must make indictment information available online (to the public) only after the warrant has been served. The system must allow, but not require a Judge to enter a bail level recommendation when issuing a warrant. The system must notify the user of an existing bail level recommendation during magistration. The system must allow for separate cause numbers to be assigned for each charge or offense in criminal and traffic cases. The system must allow the user to file a new case using existing data from the prosecutor s case record. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 6

21 The system must have automatic end of year docket number configuration or allow access for the administrator to update docket number assignment configurations. The system must be able to run a docket list for plea negotiations, pre-trials and plea dockets. 3 - CONTACT WITH THE COURT Y Yes N No F Development P Partially Comments 3.01 The system must maintain court contact deadlines associated with citations The system must provide automatic notifications to a designated user(s) when a person has not made contact with the court before the expiration of the court contact deadlines. The system must allow the user to generate a warning letter for each person who has not made contact with the court before the expiration of the initial court contact deadline. The warning letter will inform the person that he/she has a specified period of time to appear in Court (grace period) along with additional fines or else a warrant will be issued. The system must allow a user to add additional fees to a person's case after the warning letter has been issued. The system must provide automatic notifications to the user when a person has not appeared in Court before the expiration of the grace period deadline. The system must allow the user to issue a warrant for a person's arrest when the person has not made contact with the court before the expiration of the grace period deadline. The system must allow a user to add additional fees to a person's case after the warrant is issued The system must create a Notice of Setting if the user enters a plea of not guilty The system must allow a user to either change the plea, dismiss the case, enter a plea agreement, or proceed with a hearing. The system must allow a user to select either a jury trial or a bench hearing before the judge, on a party's behalf. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 7

22 3.10 The system must track a final verdict issued by a Judge or jury The system must allow criminal cases to be related to other criminal or civil cases The system must maintain fees associated with the case if the person is found guilty The system must allow a user to setup a payment plan for a person's court fees and fines associated with the case (when the person is either found guilty or makes a plea of guilty or Nolo Contendere.) The system must maintain deadlines for paying fees and fines (when the person is either found guilty or makes a plea of guilty or Nolo Contendere.) The system must provide automatic notifications to a designated user(s) when a person has not submitted the required payment before the expiration of payment deadlines. The system must allow the user to generate a warning letter (aka last chance notice) for each person who has not submitted the required payment before the expiration of payment deadlines. The warning letter will inform the person that he/she has a specified period of time to submit the required payment (grace period) along with additional fines or else a warrant will be issued. The system must allow a user to generate a past due notice for a party when the payment deadline has expired. The system must allow a user to add additional fees to a person's case after the warrant is issued. (e.g. warrant fee, Omni fee, collections fees) The system must provide automatic notifications to the user when a person has not submitted the required payment before the expiration of the grace period. The system must allow a user to issue a warrant for a person's arrest when the person has not submitted the required payment before the expiration of the grace period deadline The system must allow a user to generate a receipt when a payment is made The system must automatically update the warrant entry when a payment receipt is generated. (This will reduce the likelihood of a party being arrested on a warrant that has already been paid.) The system must notify a user, when a partial payment is made towards an outstanding warrant, reminding the user to recall the warrant and generate the necessary documents to have a new warrant authorized by a Judge The system must record the payment method, payment amount and payment date The system must allow a user to generate a County designed and approved number receipt when a payment is made and generate a receipt. The receipt must indicate the payment date, payment amount, payment method, person making the payment, and Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 8

23 user who accepted the payment, with the ability to void receipts noting the clerk processing it The system must allow the party to make payment by credit or debit card They system must allow the party to make payments via the internet. 4 - ADDITIONAL COURT REQUIREMENTS Y Yes The system must allow the user to assign additional requirements to a person as a result of a finding of guilty or a plea of guilty; depending on the charge. Additional requirements may include, but are not limited to defensive driving, alcohol awareness, MIP classes, and community service. The system must allow the user to scan any proof of completion for the court requirement(s) into the system and associate the scanned images with the case. N No F Development P Partially Comments 4.03 The system must maintain deadlines for the completion of any court requirements The system must provide automatic notifications to the user when a person has not completed a court requirement before the expiration of the deadline. The system must allow the user to issue a warrant for a person's arrest when a person has not completed a court requirement before the expiration of the deadline. The system must allow a user to add additional fees to a person's case after the warrant is issued. The system must allow a user to document an offender s failure to fulfill court ordered requirements. 5 - PRINTING & ING Y Yes The system must automate printing bar codes that contain the cause number and assigned court identifier, when choosing to print and deliver the case manually. The system must automate printing a docket sheet for the case, when choosing to print and deliver the case manually. The system must produce an notification that also contains the cause number to be sent to pre-defined members of the Court, when choosing to send the case to the Court electronically. The system must allow a user to override or add additional recipients to the notification list when sending the case to the Court electronically. N No F Development P Partially Comments Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 9

24 6 - DOCUMENT ATTACHMENTS Y Yes The system must allow a user to scan documents directly into the system and associate those documents with a case. The system must allow a user to import electronic documents such as PDF's, tiffs, jpegs, bmps, and Microsoft Office documents directly into the system and associate those documents with a case. N No F Development P Partially Comments 7 - ADMINISTERING COURT PERSONNEL Y Yes 7.01 The system must allow for Judges and court personnel to be replaced without affecting historical records. N No F Development P Partially Comments 7.01 The system must permit a user to add or modify courts and court information The system must maintain rules governing events associated with case age The system must calculate the age of a case and automatically generate notifications and reports, based on that age. 8 - HEARINGS AND MOTIONS Y Yes N No F Development P Partially Comments 8.01 The system must provide a dictionary of hearing types and their definitions The system must provide a dictionary of motions (with definitions and rules.) 8.03 The system must be capable of associating multiple hearings to a case The system must include, but not be limited to, the following hearing types: Preliminary Trial Telephonic Submission Administrative Appeal Contempt Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 10

25 8.05 The system must allow a user to update and/or modify hearing types The system must allow a user to view the entire history of a case (including all hearings associated with the case.) Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 11

26 9 - COURT CALENDAR / DOCKET Y Yes The system must provide a calendar that will show existing scheduled events and court availability enabling a user to set hearing dates for their respective courts. The system must apply rules to each hearing type when a user schedules a hearing. (e.g., minimum and maximum number of days allowed when setting a hearing type) The system must provide an informational notification, when a user attempts to set a hearing date outside of the acceptable time range for a hearing. The system must allow a user to edit event information pertaining to their court on the calendar. The system must allow for view only access to calendars for other courts, departments, groups, and/or users. The system must permit a person (e.g., Defendant, Judge, or Attorney) to have multiple hearings scheduled on the same date. The system must provide the capability to docket events or documents for which a case does not yet exist; create temporary case number and permit all entries to be transferred to permanent case record and case number upon establishment of the official case. The system must allow non-court related activity (e.g., maintenance) to be scheduled for a courtroom or Judge (e.g., vacation, training). The system must permit the calendar to display event information for all of the courts (although access may be limited via user access rights) The system must allow the court calendar to display attorney schedules (such as vacation days and date conflicts.) The system must display schedule conflicts on the calendar and allow the user to adjust the schedule or override scheduling conflicts when appropriate (to allow for concurrent scheduling of cases). The system must allow a user to enter schedule conflicts for any party to the hearing (such as witnesses, victims, and law enforcement.) N No F Development P Partially Comments 9.13 The system must allow a user to batch reset hearing dates on multiple cases The system must require the user to enter a reason, when resetting a hearing date The system must maintain an audit trail to document resets of hearing dates. Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 12

27 The system must prompt the user (Court Coordinator) to re-print the hearing notices, when the hearing is reset. The system must indicate on the hearing notice that it has been reset (when the hearing notice is generated as the result of a reset.) The system must permit a user to manipulate the calendar view to display a single day, a week or Month(s). The system must allow a user to manipulate the calendar to overlay and view multiple calendars in a single view. The system must allow a user to change a court's location from the default location when scheduling a hearing. (Courts may have to switch courtrooms due to one Court temporarily requiring a larger location for bigger trial.) The system must provide an override prompt to the user (Court Coordinator) to print hearing notices, once the hearing is set. The system must allow, but not require, a user to print hearing notices immediately upon setting a hearing. The system must allow a user to print hearing notices at a later time The system must allow hearing notices to be generated from pre-defined templates The system must allow the hearing notice template to pull data from tables within the system to populate template fields such as cause numbers, attorney name, attorney address, defendant name, defendant address, bondsman, bondsman address. The system must allow multiple attorneys and multiple bondsmen to be printed onto the hearing notice, when they exist The system must allow a user to add additional cause numbers to hearing notices The system must allow a user to preview and modify the hearing notice prior to printing The system must alert the user when a party to the case has a status within the system that the user should be aware of (e.g., criminal charges, restraining orders, attorney conflict of interest, currently in jail.) The system must provide the court with notifications of special needs (e.g., interpreter, additional security) when scheduling The system must allow a user (Court Coordinator) to print a docket sheet The system must permit the user (Court Coordinator) to display or hide columns of data on the docket sheet (for instance display jail and/or warrant statuses.) The system must allow the user to add comments to the docket before and after the hearing. The system must notify a user if a party to the hearing is in jail; regardless of the hearing or case type (criminal or civil.) Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 13

28 The system must notify a user if any party to the hearing has a scheduling conflict when attempting to set the hearing. The system must record the new jurisdiction (court) information with an audit trail of date, time, and person who entered the information, when a case is transferred within the County. The associated court identifier will change, but the case number will remain the same. The system must record the new jurisdiction (court) information with an audit trail of date, time, and person who entered the information, when a case is transferred out of the County. The system must provide a method to transfer the case data and all attachments to the new jurisdiction. The system must allow users (such as Court Coordinators, Jailers and Judges) to generate docket reports indicating which incarcerated parties are schedule for court. The system must enable a user to electronically send a Jail Transfer Request to law enforcement prior to the hearing. The system must provide automatic notifications to law enforcement of the Jail Transfer Request. The system must allow a user to confirm that the Jail Transfer request has been received by law enforcement. The system must include, but not be limited to, the following types of court orders: o Supervision o Dismissal o Judgments o Deferrals o Education 9.42 The system must allow a user to create a Jury Demand The system must allow the Jury Demand to be created through e-filing (such as Texas Online) 9.44 The system must allow a user to enter a Jury fee The system must allow a user to enter hearing results and plea arrangements ATTORNEY ASSIGNMENT Y Yes The system must include, but not be limited to, the following types of Attorneys: o Prosecuting o Defense o Appeal N No F Development P Partially Comments Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 14