1. INTRODUCTION

1.1 Purpose of Solicitation

2. BACKGROUND

2.1 Organization and Caseloads

3. QUALIFICATIONS OF PROPOSERS

3.1 Submission of Proposals
3.2 Evaluation Categories
3.3 Criteria Compliance
3.4 Submission of Alternatives
3.5 Additional Information Requests
3.6 Conditions of Award

4. CONTENT OF PROPOSAL

4.1 Proposal Information

5. SCOPE OF PROJECT

5.1 General Requirements
5.2 Reports and Reporting

6. PROJECT SCHEDULE

7. GENERAL INFORMATION ON SUBMITTING PROPOSALS

8. CONTRACT TERMS AND CONDITIONS

1. INTRODUCTION

The Court desires to solicit a Request for Proposal (RFP). The purpose of this RFP is to obtain a highly qualified and capable professional services firm that can successfully provide a detailed analysis of the Court's current business processes, potential restructuring of those business processes, existing information systems, potential integration between systems, potential integration with other state systems and potential integration with new or emerging technologies. The analysis should include the following:

1.1.1 Assessment of existing computing platforms and information systems to determine their future effectiveness in meeting the needs of the Court.
1.1.1.1 Manual processes.
1.1.1.2 Automated processes.
1.1.2 Assessment of abilities to implement electronic filing and imaging of documents with the current information system.
1.1.3 Determination of a migration path for current information systems that allows them to operate in a more user-friendly and efficient environment.
1.1.4 Development of cost-beneficial recommendations regarding various projects and initiatives.
1.1.5 Development of an appropriate quality assurance review process.
1.1.6 Development of areas where the use of information technology could improve the efficiency and effectiveness of the judicial system in providing service to the public.
1.1.6.1 Use of telephone systems.
1.1.6.2 Use of forms.
1.1.6.3 Use of the web/Internet.
1.1.7 Terms
• IJIS: The Integrated Justice Information System - The current Unix-based integrated information system, IJIS I (Criminal) and IJIS II (Civil).
• CJA: County Justice Agency - Manages IJIS, coordinates projects, and controls resources. Uses CTC to provide programming support and database management.
• CTC: Computer Technology Company - Outsourced vendor providing IT to the City-County.
• Court: County Courts - The customer.
• JCIS: Juvenile Court Information System - The Unix-based juvenile court information system.

2. BACKGROUND

In ______, legislation was passed to unify the Municipal and the County Court. Currently, there is one circuit court and 31 superior courts assigned to hear criminal, civil, probate, domestic, juvenile cases, ordinance violations and infractions. Within the system specialty courts are set up to hear domestic violence, felony and misdemeanor initial hearings, expedited drug, drug treatment, traffic, environmental, and Title IV-D cases.

In ______, the following cases were filed in the Court:

• 34,578 criminal cases
• 31,418 civil and domestic cases
• 12,633 juvenile cases
• 132,079 ordinance violations and infractions

The Traffic Court is located at ____________________.
The Juvenile Court is located at ____________________.
This year a Community Court will be located in the City's Community Center.

The Executive Committee exercises authority over the courts and is comprised of a Presiding Judge and two (2) Associate Presiding Judges. The Executive Committee created a Court Technology Committee to provide overall guidance regarding information technology planning, implementation, and maintenance.

3. QUALIFICATIONS OF PROPOSERS

• fine-tuning the scope of work
• developing a long-term comprehensive systems plan
• preparing and evaluating Requests For Proposals for implementing the plan
• providing oversight and assistance through the implementation and stabilization phases

Each proposer must submit an original and ten (10) copies of the proposal. Proposals must be received by the Court no later than 4:00 p.m., Month __, ______, at the following address:

County Court
Office of the Court Administrator
City-County Building
____________________
City, ST ______

ATTN: ____________________, Court Administrator
RE: Consulting Services Proposal

3.2 Evaluation Categories

3.2.1 Established record of successful project management for comparable projects of similar size and complexity.
3.2.2 Experience, education and professional qualifications of the personnel assigned to the project, including previous experience in the Criminal Justice Information field.
3.2.3 The Proposer's demonstrated understanding of the objectives and scope of project.
3.2.4 Extensive and broad-based information technology and applications development experience including areas of technical expertise necessary to accomplish this project.
3.2.5 Extensive experience and expertise in automated judicial information systems including new and emerging technologies such as imaging and electronic filing as well as legacy information systems, graphical systems and internet-based/web-enabled systems.
3.2.6 Demonstrated ability to conduct large-scale projects with quality assurance practices to ensure that this project will be completed on time, within bid price and with the expected results, deliverables and benefits identified.
3.2.7 Documented experience, record, abilities, and excellent references.
3.2.8 Adherence to RFP proposal format instruction and compliance with all other RFP requirements.
3.2.9 Commitment to this project in relation to other projects. The ability of the Proposer and project team to devote the maximum effort toward the completion of the project.

3.4 Submission of Alternatives - Although this RFP specifies minimum requirements for completion of the project and should be responded to in all respects, Proposers are invited and encouraged to submit alternatives that may be of interest to the Court.

3.5 Additional Information Requests - The Court reserves the right to request additional information from Proposers during any phase of the proposal evaluation process. During the evaluation and selection process, the Court may require the presence of Proposer's representatives to make presentations and answer specific questions. Notification of any such requirements will be given as necessary.

3.6 Conditions of Award - The Court may elect not to award a contract solely on the basis of this RFP, and will not pay for the information solicited or obtained. The information obtained will be used in determining the alternative that best meets the needs of the Court.

4. CONTENT OF PROPOSAL

4.1.1 Qualifications (Knowledge, Expertise, Capabilities)
4.1.1.1 Proposer History - A statement giving a brief history of the Proposer's organization and utilization of its available resources for the Court project. Proposer must provide a statement to demonstrate its understanding of government procurement practices and philosophy.
4.1.1.2 Proposer Qualifications - Information that highlights Proposer's particular abilities to successfully complete the services and how the Proposer will structure, develop and manage the project.
4.1.1.3 Assignment of Professional Staff - The Proposer must provide sufficient staff who are trained, assigned, monitored and supervised who will be responsible for the services with the Court. This shall not be construed as prohibiting the Proposer from being the manager. The staff and project manager must be specified in the RFP, along with their experience and qualifications.
4.1.1.4 Technical Skills/Capabilities - The Proposer shall maintain sufficient staff, facilities and equipment to deliver the services.
4.1.1.5 Conflicts of Interest - The Proposer shall document any conflict(s) of interest due to any other clients, contracts, or property interest. Include a notarized statement certifying that no member of ownership, management, or staff has vested interest in any aspect or department of the Court.
4.1.1.6 Supplemental Information - Any supplemental information which the Proposer thinks will be valuable to the Court in evaluating the qualifications of the Proposer and its individual personnel to provide services as described herein.
4.1.2 Financial Information
4.1.2.1 Status of Proposer Firm - If a corporation, list the state and date of incorporation.
4.1.2.2 Status of Proposer - If other than a corporation, list all general partners, joint venturers and persons or entities with an interest of ten percent (10%) or more in the Proposer, indicating the title, if any, and the percentage of the interest of each.
4.1.2.3 Failure to Complete Prior Projects - Disclose whether the Proposer (or any general partner or joint venture of the Proposer) has ever failed to complete a similar project. If so, list the date of commencement of the project and the entity for which the project was to be performed, and explain why the project was not completed.
4.1.3 Base Costs and Scope of Project
4.1.3.1 Project Costs - Base cost of the project will be identified by the Proposer, as well as, any portion of the project which can be completed for a specific amount, a prioritization list of additional items which may be provided, the hours needed for each item, and the cost for each of these items.
4.1.3.2 Scope - The scope of project services herein describes, generally, the work to be performed by the Proposer(s) selected. The Proposer will need to set forth in its proposal the specific tasks that it will need to undertake, the number of employees to be utilized, and the number of anticipated professional/Proposer hours to be spent on the project.
4.1.3.3 Cost Terms - Each proposal should be submitted in the most favorable terms with respect to costs and programmatic considerations and in a complete and understandable form.
4.1.4 Expenses
4.1.4.1 Fees - Fees must show hours, rate per hour, costs, and all other expenses to complete the project.
4.1.4.2 Travel - Travel expenses shall be included in the Proposers fees. Such expenses shall include, but are not limited to, transportation, lodging, automobile rental, tolls and parking, meals, and incidentals.
4.1.5 Overall Work Schedule and Cost Chart
4.1.5.1 Project Schedule - A detailed project schedule must be included as an element of each proposal, including an estimate of the time required to complete each task described in Section 1.1 and the target date for completion of the project. The Court reserves the right to negotiate the final project schedule with the selected Proposer(s).
4.1.5.2 Project Costs - The project schedule must include the expected costs, fees and expenses for all tasks to be performed during the course of the project including those items described in Section 1.1.
4.1.5.3 Contents of Schedule - The overall work schedule should illustrate and/or describe the following items:
4.1.5.3.1 Beginning and ending dates for completion of each major task.
4.1.5.3.2 Dates for project coordination and review.
4.1.5.3.3 Any other key dates that the Proposer feels are relevant to the project.
4.1.6 Additional Costs and Timetables

Proposer must include additional costs and timetables for alternatives that may be selected by the Court requesting additional services.

4.1.7 Facility and Other Requirements

A clear description of any facility, personnel and other requirements needed for accomplishment of the project that the Court will be expected to provide. The Court reserves the right to provide only those facilities, personnel and other requirements as the Court deems necessary or appropriate.

4.1.8 Methodology

4.1.8.1 Proposer Comprehension of Project - A detailed description of the methods by which the Proposer plans to accomplish all of the work discussed in this RFP, beginning with a brief statement demonstrating an understanding of the nature and desired results of the project.
4.1.8.2 Methodology - A description of the basic concept and proposed methodology for accomplishing the necessary tasks.
4.1.8.3 Strategy - The overall project strategy, demonstrating the manner in which all work elements will be combined into the production of the desired results.
4.1.9 General Requirements Regarding Conduct of Work
4.1.9.1 Work Products
4.1.9.1.1 Submission of Work Products - The Proposer(s) must provide various work products throughout the course of conducting this project. Such products must include, but will not be limited to, the following items:
4.1.9.1.1.1 Reports - Monthly progress reports.
4.1.9.1.1.2 Other Data - Other memoranda, reports, and documents as required.
4.1.9.1.1.3 Computer-based data - Computer-based data as required.
4.1.9.2 Proposer Presentations
4.1.9.2.1 Proposer(s) shall be available to make presentations to the Court, and committees thereof, to explain project methods, results, and reports.
4.1.9.2.2 The Public - Proposer shall be available for an orientation and informational meetings with local residents and interested parties, contractors, vendors, and community organizations.
4.1.9.3 Computer-Based Data - Proposer(s) shall provide to the Court a computer-based database of all records developed in the course of the project, upon which further analysis and updating may be performed. Proposer(s) shall work with the Court to ensure that the data is provided in a format compatible with the Court's computer capabilities.

5. SCOPE OF PROJECT

5.1.1 Prepare a comprehensive, documented analysis of the Court current business processes, information systems, technology environment and status. - Where we are today.
5.1.2 Address each item listed in Section 1.1, specifically items 1.1.1 through 1.1.6.
5.1.3 Provide a clear vision of what the future business processes will look like, including step-by-step directions, forms to be used, procedures to be followed and the type of court that would utilize these steps.
5.1.4 Recommend application solutions that address high volume, labor intensive activities, including solutions that minimize keystrokes and potential errors.
5.1.5 Provide solutions that insure that every user in the Court has access to and opportunity to utilize the capabilities of similar information, data and processes.
5.1.6 Provide evaluations, with supporting recommendations, on the proper role and utilization of the Internet in meeting the needs of the Court users and the general public's contact with court operations.
5.1.7 Provide a clear vision of what type of integrated justice system requirements would be necessary to efficiently, and effectively, automate the refined business practices.

5.2.1 Final Report - A camera ready final report and ten bound copies of the final report and an electronic copy of the final report in MS Word format shall be submitted to ____________________ at the Court by the date listed in Section 6 - Project Schedule.
5.2.2 Draft Final - A draft final report and ten bound copies and an electronic copy in MS Word format shall be submitted to ____________________, Court Administrator at the Court by the date listed in Section 6 - Project Schedule.
5.2.2.1 A reviewing team designated by the Office of the Court Administrator will review the draft final report.
5.2.2.2 Approval of or alterations to the draft final report will be given in writing to the Proposer by the reviewing team by the date listed in Section 6 - Project Schedule.
5.2.3 Status Reports - Weekly reports of project status must be provided in writing by noon each Friday beginning two (2) weeks after the contract is approved.

6. PROJECT SCHEDULE

7. GENERAL INFORMATION ON SUBMITTING PROPOSALS

ORAL EXPLANATIONS: The Court shall not be bound by oral explanations or instructions given at any time during the competitive process or after award.

REFERENCE TO OTHER DATA: Only information which is received in response to this RFP will be evaluated; reference to information previously submitted shall not be evaluated.

ELABORATE PROPOSALS: Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are not desired.

COST FOR PROPOSAL PREPARATION: Any costs incurred by contractors in preparing or submitting offers are the contractors' sole responsibility; the Court will not reimburse any contractor for any costs incurred prior to award.

TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be accepted within a period of 30 days. Although the contract is expected to be awarded prior to that time, the day period is requested to allow for unforeseen delays.

TITLES: Titles and headings in this RFP and any subsequent contract are for convenience only and shall have no binding force or effect.

CONFIDENTIALITY OF PROPOSALS: In submitting its proposal the contractor agrees not to discuss or otherwise reveal the contents of the proposal to any source outside of the using or issuing agency, government or private, until after the award of the contract. Contractors not in compliance with this provision may be disqualified, at the option of the Court, from contract award. Only discussions authorized by the issuing agency are exempt from this provision.

RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relation to or in reference to the RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the contractors shall become the property of the Court when received.

CONTRACTORS REPRESENTATIVE: Each contractor shall submit with its proposal the name, address, and telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm's proposal.

SUBCONTRACTING: Contractors may propose to subcontract portions of the work provided that their proposals clearly indicate what work they plan to subcontract and to whom and that all information required about the prime contractor is also included for each proposed subcontractor.

8. CONTRACT TERMS AND CONDITIONS

TAXES AND LAWS: This contract shall be construed and governed by the laws of the State of __________. Any and all taxes are the sole responsibility of the contractor and as such should be included in all prices and paid directly to the proper agency, where applicable. Nothing contained in this RFP should be so construed as to conflict with any applicable local, municipal, State, or Federal law or regulation. All such laws and regulations are hereby made part of this RFP. Any violations of such codes caused by the contractor will be corrected by the contractor at no cost to the Court.

DISCRIMINATION: No person on the grounds of handicap or disability, age, race, color, religion, sex, national origin, or any other classification protected by Federal and/or Indiana constitutional and/or statutory law shall be excluded from participation in, or be denied benefits of, or be otherwise subjected to discrimination in the performance of this contract or in the employment practices of the contractor. The contractor shall, upon request, show proof of such non-discrimination, and shall post in conspicuous places, available to all employees and applicants, notices of non-discrimination.

INDEPENDENT PRICE DETERMINATION: A Contractor shall not be considered for award if the price in the proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other bidders or with any competitor. In addition, the Contractor is prohibited from submitting more than one proposal or submitting multiple proposals in a different form; i.e., as a prime contractor and as a subcontractor to another prime contractor. Alternate proposals shall result in the disqualification of the Contractor except as under Section 3.4, or except as requested by the Court in writing.

INDEPENDENT CONTRACTOR: The contractor shall be considered to be an independent contractor and as such shall be wholly responsible for the work to be performed and for the supervision of its employees. The contractor represents that it has, or will secure at its own expense, all personnel required in performing the services under this agreement. Such employees shall not be employees of, or have any individual contractual relationship with the Court.

KEY PERSONNEL: The contractor shall not substitute or remove key personnel assigned to the performance of this contract without prior written approval by the Court. The individuals designated as key personnel for purposes of this contract are those specified in the Contractor's proposal.

SUBCONTRACTING: Work proposed to be performed under this contract by the Contractor or its employees shall not be subcontracted without prior written approval of the Court. Acceptance of a contractor's proposal shall include any subcontractor(s) specified therein.

PERFORMANCE AND DEFAULT: If, through any cause, the Contractor shall fail to fulfill in timely and proper manner the obligations under this agreement, the Court shall thereupon have the right to terminate this contract by giving written notice to the Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this contract prepared by the Contractor shall, at the option of the Court, become its property, and the contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials. Notwithstanding, the contractor shall not be relieved of liability to the Court for damages sustained by the Court by virtue of any breach of this agreement, and the Court may withhold any payment due the Contractor for the purpose of setoff until such time as the exact amount of damages due the Court from such breach can be determined.

In case of default by the contractor, the Court may procure the services from other sources and hold the Contractor responsible for any excess cost occasioned thereby. The Court reserves the right to require performance bond or other acceptable alternative guarantees from successful contractor without expense to the Court.

Upon the entering of a judgment of bankruptcy of insolvency by or against the Contractor, the Court may terminate this contract for cause. Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by any act or war, hostile foreign action, nuclear explosion, riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural event or act of God.

TERMINATION: The Court may terminate this agreement at any time by 30 days notice in writing with the Contractor. In that event, all finished or unfinished deliverable items prepared by the contractor under this contract shall, at the option of the Court, become its property. If the contract is terminated by the Court as provided herein, the Contractor shall be paid for services satisfactorily completed less payment of compensation previously made.

AVAILABILITY OF FUNDS: Any and all payments to the Contractor are dependent upon and subject to the availability of funds to the Court for the purpose set forth in this agreement.

CONFIDENTIALITY: Any information, data, instruments, documents, studies or reports given to or prepared or assembled by the contractor under this agreement shall be kept as confidential and not divulged or made available to any individual or organization without the prior written approval of the Court.

CARE OF PROPERTY: The Contractor agrees that it shall be responsible for the proper custody and care of any property furnished it for use in connection with the performance of this contract or purchased by it for this contract and will reimburse the County for loss or damage of such property.

COPYRIGHT: No deliverable items produced in whole or in part under this agreement shall be the subject of an application for copyright by or on behalf of the Contractor.

ASSIGNMENT: No assignment of the Contractor's obligations nor the contractor's right to receive payment hereunder shall be permitted. However, upon written request approved by the issuing purchasing authority, the County may:

• Forward the contractor's payment check(s) directly to any person or entity designated by the contractor, or
• Include any person or entity designated by contractor as a joint payee on the contractor's payment check(s).

COMPLIANCE WITH LAWS: The Contractor shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and/or authority.

ADVERTISING: The contractor shall not use the award of a contract as part of any news release or commercial advertising.

ENTIRE AGREEMENT: This contract and any documents incorporated specifically by reference represent the entire agreement between the parties and supersede all prior oral or written statements or agreements. This Request for Proposal, any addenda thereto, and the contractor's proposal are incorporated herein by reference as though set forth verbatim.

All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable federal or state statutes of limitation.

AMENDMENTS: This contract may be amended only by written amendments duly executed by the Court and the Contractor.

YEAR 2000 COMPLIANCE/WARRANTY: Vendor shall ensure the product(s) furnished pursuant to this agreement ("product"' shall include, without limitation, any piece of equipment, hardware, firmware, middleware, custom or commercial software, or internal components, subroutines, and interfaces therein) which performs any date and /or time data recognition function, calculation, or sequencing, will support a four digit year format, and will provide accurate date/time data and leap year calculations on and after December 31, 1999, at the same level of functionality for which originally acquired without additional cost to the user. This warranty shall survive termination or expiration of the agreement.