REQUEST FOR PROPOSAL
FOR
AN AUTOMATED CASE MANAGEMENT SYSTEM
FOR
REQUESTING-ENTITY

RFP Number: ________________

Date issued: _______________


TABLE OF CONTENTS


COVER LETTER

SECTION 1.0 INTRODUCTION

1.1 REQUESTING-ENTITY DEMOGRAPHICS
1.2 REQUESTING-ENTITY'S COMPUTING ENVIRONMENT
1.3 SOFTWARE FUNCTIONS
1.4 EVALUATION PROCESS AND SELECTION CRITERIA

SECTION 2.0 PROPOSAL INSTRUCTIONS AND CONDITIONS

2.1 EXAMINATION OF CONTRACT CONDITIONS
2.2 NOTIFICATION OF INTENT TO BID
2.3 SIGNATURE AND LEGIBILITY
2.4 PRE-PROPOSAL VENDOR MEETING
2.5 INTERPRETATIONS AND ADDENDA
2.6 PREPARATION OF PROPOSALS
2.7 SUBMISSION OF PROPOSALS
2.8 VENDOR'S COSTS
2.9 PROJECTED SCHEDULE OF EVENTS
2.10 RIGHTS TO PROPOSAL DOCUMENT
2.11 ORAL PRESENTATION AND DEMONSTRATION
2.12 AWARD OF CONTRACT
2.13 PROJECTED SOFTWARE OPERATIONAL DATE

SECTION 3.0 PROPOSAL RESPONSE FORMAT

3.1 EXECUTIVE SUMMARY
3.2 RESPONSES TO RFP Sections 4.0 and 5.0 (Section 1.0)
3.3 COMPANY BACKGROUND (Section 2.0)
3.4 PROPOSED APPLICATION SOFTWARE AND COMPUTING ENVIRONMENT (Section 3.0)
3.5 DATABASE SOFTWARE (Section 4.0)
3.6 AD HOC REPORTING (Section 5.0)
3.7 SYSTEM SECURITY (Section 6.0)
3.8 IMPLEMENTATION SUPPORT AND TRAINING (Section 7.0)
3.9 MAINTENANCE PROGRAM (Section 8.0)
3.10 CLIENT REFERENCES (Section 9.0)
3.11 COST QUOTATIONS (Section 10.0)
3.12 CONTRACT TERMS AND CONDITIONS (Section 11.0)
3.13 FINANCIAL INFORMATION (Section 12.0)
3.14 RESUMES (Section 13.0)
3.15 ATTACHMENTS CHECKLIST AND MISCELLANEOUS INFORMATION (Section 14.0)

SECTION 4.0 MANDATORY REQUIREMENTS

4.1 FLEXIBILITY
4.2 BATCH AND ON-LINE PROCESSING ENVIRONMENT
4.3 SYSTEM SECURITY
4.4 DATA/SYSTEMS INTEGRATION
4.5 MODULARITY
4.6 PROCESS CONTROLS
4.7 SYSTEM DOCUMENTATION
4.8 OPERATIONAL EFFICIENCY
4.9 RDBMS TECHNICAL REQUIREMENTS
4.10 MICROCOMPUTER ACCESS AND MANIPULATION
4.11 CLIENT/SERVER AND GRAPHICAL USER INTERFACE (GUI) TECHNOLOGIES

SECTION 5.0 COMPANY AND FUNCTIONAL REQUIREMENTS

5.1 COMPANY INFORMATION
5.2 GENERAL SYSTEM FEATURES
5.3 COURTS SYSTEM FEATURES
5.4 SCHEDULE/CALENDARS FEATURES
5.5 GENERAL PERSON FEATURES
5.6 CRIMINAL AND TRAFFIC FEATURES
5.7 JUVENILE FEATURES
5.8 ACCOUNTING FEATURES
5.9 DOCUMENT IMAGING FEATURES

SECTION 6.0 CONTRACT TERMS AND CONDITIONS

SECTION 7.0 ATTACHMENTS CHECKLIST AND MISCELLANEOUS INFORMATION

APPENDIX A NOTIFICATION OF INTENT TO BID FORM






COVER LETTER



DATE:

TO: Computer Software Vendors and Other Interested Parties

RE: Request For Proposal (RFP) for an automated case management system - Bid No.

REQUESTING-ENTITY is presently in the process of seeking new computing capabilities for an automated case management system.

Enclosed is a Request For Proposal (RFP) soliciting responses to our need for automated case management system application software, in accordance with the guidelines and requirements provided herein. Any vendor that intends to provide a proposal in response to this RFP must submit the Notification of Intent to Bid Form, included as Appendix A. This will ensure continuing follow-up and communication during the period of proposal preparation, which may include interpretation or modification of requirements through the issuance of addenda.

Interpretations and/or clarifications shall not be binding on REQUESTING-ENTITY unless repeated in writing and distributed by this office as an addendum.

Instructions for the preparation and submission of the responses are provided in the RFP. All copies of the proposal must be submitted no later than ____________. Proposals will be publicly opened at ____________.

Any clarifying questions regarding the technical aspects of this RFP may be directed to the project manager -- phone (_______). Questions or concerns regarding any procedural aspects or significant interpretation of this RFP should be directed to the project manager in writing.

CMS Project Manager:
NAME
TITLE
DEPARTMENT
ADDRESS
CITY, ST ZIP

Sincerely,







SECTION 1.0

INTRODUCTION


This document presents functional requirements for an automated case management system to be implemented by REQUESTING-ENTITY. It was prepared by ____________________.

There are two major objectives to be met by the development of this Request For Proposal (RFP). First, it is intended to establish and define a clear set of functional requirements to be satisfied for the new automated case management system. Second, it will provide overall direction to the vendor in submitting a bid that will best meet REQUESTING-ENTITY's computing needs.


1.1 REQUESTING-ENTITY DEMOGRAPHICS




1.2 REQUESTING-ENTITY'S COMPUTING ENVIRONMENT




1.3 SOFTWARE FUNCTIONS

REQUESTING-ENTITY has defined a set of mandatory system requirements that are included in Section 4.0 of this RFP. In addition, Section 5.0 includes functions that are either operational and in use by REQUESTING-ENTITY or have been determined to be important in the new computing environment. The requirements in Section 5.0 have been presented in a modularized fashion according to functionality.

1.4 EVALUATION PROCESS AND SELECTION CRITERIA

REQUESTING-ENTITY's intention is to procure the most functionally complete, cost-effective automated case management system available. Responses to this RFP will be evaluated and scored by a team representing selected users' groups in REQUESTING-ENTITY. The following criteria will be evaluated:
Less weight will be placed on those components listed below, as well as other components not listed which may be relevant.
Each evaluation component will be rated on a one (1) to five (5) scale where five is the highest rating. The rating will be multiplied by a weight factor to produce a total score.

SECTION 2.0

PROPOSAL INSTRUCTIONS AND CONDITIONS


2.1 EXAMINATION OF CONTRACT CONDITIONS

It is the intent of REQUESTING-ENTITY, through this Request For Proposal and contract conditions contained herein, to establish to the greatest possible extent complete clarity regarding the requirements of both parties to the Agreement resulting from the Request For Proposal.

Before submitting a proposal, the vendor shall be thoroughly familiarized with all contract conditions referred to in this document, and any addenda issued before the proposal submission date. Such addenda shall form a part of the RFP and shall be made a part of the contract. It shall be the vendor's responsibility to ascertain that the proposal includes all addenda issued prior to the proposal submission date.

The vendor shall determine by personal examination, and by such other means as may be preferred, the actual conditions and requirements under which the Agreement must be performed. If, upon inspection and examination by the vendor, there are any existing conditions or requirements of the service which are not completely understood, the vendor shall contact the individual listed in Section 2.5.

If the vendor intends to visit REQUESTING-ENTITY, the vendor shall request an appointment through the office of ______. Inquiries will not be answered by other members of the staff.

2.2 NOTIFICATION OF INTENT TO BID

Responding vendors who expect to be notified of any correspondence or addenda related to this RFP shall complete the "Notification of Intent to Bid Form" (see Appendix A) and hand deliver it to REQUESTING-ENTITY or send it via registered mail, addressed to ___________, no later than the date specified in Section 2.9.

2.3 SIGNATURE AND LEGIBILITY

Each vendor's name, address, and signature shall be clear and legible. The proposal shall contain a cover letter on corporate letterhead.

2.4 PRE-PROPOSAL VENDOR MEETING

A pre-proposal vendor meeting will be held at the date, time, and place shown in Section 2.9. Vendors will be afforded the opportunity to meet with REQUESTING-ENTITY staff and other appropriate personnel to clarify terms of this RFP in further detail. REQUESTING-ENTITY staff will respond to pre-submitted vendors' written questions during the meeting and will make every attempt to provide answers prior to the conclusion of the meeting.

2.5 INTERPRETATIONS AND ADDENDA

No interpretation made to any respondent as to the meaning of the RFP shall be binding on REQUESTING-ENTITY unless repeated in writing and distributed as an addendum by REQUESTING-ENTITY. Interpretations and/or clarifications shall be requested in writing from REQUESTING-ENTITY, Attention: _____________. All such written requests shall specify the Section(s), Subsection(s), Paragraph(s), and page number(s) to which the request refers.

NAME
TITLE
DEPARTMENT
ADDRESS
CITY, ST ZIP

2.6 PREPARATION OF PROPOSALS

Proposals shall be prepared in accordance with Proposal Response Format, Section 3.0. Proposals not complying with this format may be considered non-responsive and may be removed from consideration on this basis.

2.7 SUBMISSION OF PROPOSALS

Final proposals must be received by the deadline specified in Section 2.9. ____ copies of the proposal must be delivered to the following address:

**ADDRESS**



in sealed envelopes clearly marked:

Request For Proposal, Bid No. _______________, for an automated case management system

Proposals will be accepted up to, and no proposals may be withdrawn after, the time and date shown in Section 2.9. Vendors are responsible for ensuring that proposals are received by the above office prior to the deadline. Proposals received after the deadline will not be considered.

2.8 VENDOR'S COSTS

Costs for developing proposals are entirely the responsibility of the vendor and shall not be chargeable to REQUESTING-ENTITY.

2.9 PROJECTED SCHEDULE OF EVENTS

* Release of RFP document

**DATE**

* Last day to submit questions prior to pre-proposal vendor meeting

 **DATE**

* Pre-proposal vendor meeting

 **DATE, TIME**

**ADDRESS**

* Last day to submit "Notification of Intent to Bid Form"

 **DATE**

* Submission of proposals

 **DATE, TIME**

* Opening of responses to RFP

 **DATE, TIME**

* Response evaluation period

 **DATE**

* Recommendation to the Board to award a contract

 **DATE**

* Proposed contract start date

 **DATE**




2.10 RIGHTS TO PROPOSAL DOCUMENT

All copies and contents thereof of any proposal, attachment, and explanation thereto submitted in response to this Request For Proposal, except copyrighted material, shall become the property of REQUESTING-ENTITY. All copyrighted material must be clearly marked.

2.11 ORAL PRESENTATION AND DEMONSTRATION

Vendors may be required to make an oral presentation to REQUESTING-ENTITY's evaluation team during the RFP evaluation period. The REQUESTING-ENTITY and vendor will schedule these presentations at a mutually agreed upon time and location. Vendors will be informed about details of the presentation and given sufficient time to prepare for such a presentation.

2.12 AWARD OF CONTRACT

Award of contract for the core system will be made to one vendor whose proposal provides the most favorable solution to REQUESTING-ENTITY.

It is anticipated that the contract, if awarded, will be awarded within 60 days of the closing date for receipt of vendor proposals. Vendors must state that the proposal is valid for 60 days from the submission date shown in Section 2.9.

REQUESTING-ENTITY reserves the right to reject all proposals and not issue any contract based on this RFP.

2.13 PROJECTED SOFTWARE OPERATIONAL DATE

In order to meet REQUESTING-ENTITY's need for a timely implementation of the new automated case management system, it is anticipated that the core software system will be brought into operation by **DATE**.

SECTION 3.0

PROPOSAL RESPONSE FORMAT


In order to facilitate the analysis of responses to this RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this section. Each vendor is required to submit the proposal in a sealed package. Vendors whose proposals deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of REQUESTING-ENTITY.

Proposals should be prepared as simply as possible and provide a straightforward, concise description of the vendor's capabilities to satisfy the requirements of the RFP. Expensive bindings, color displays, promotional material, etc., are not necessary or desired. EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and clearly labeled. The proposal should be organized into the following major sections:

Section Title
Transmittal Letter
Executive Summary
1.0 Responses to RFP Sections 4.0 and 5.0
2.0 Company Background
3.0 Proposed Application Software and Computing Environment
4.0 Database Software
5.0 Ad hoc Reporting
6.0 System Security
7.0

Implementation Support and Training
8.0

Maintenance Program
9.0

Client References
10.0

Cost Quotations
11.0

Contract Terms and Conditions
12.0

Financial Information
13.0

Resumes
14.0

Attachments Checklist and Miscellaneous Information





3.1 EXECUTIVE SUMMARY

This part of the response to the RFP should be limited to a brief narrative highlighting the vendor's proposal. The summary should contain as little technical jargon as possible, and should be oriented toward non-technical personnel. The Executive Summary should not include cost quotations.

3.2 RESPONSES TO RFP Sections 4.0 and 5.0 (Section 1.0)

The vendor must provide narrative responses to each of the requirements listed in Section 4.0 of the RFP.

Responses to the requirements listed in Section 5.0 of this RFP must also be provided in this Section of the vendor's response. Vendors should use the format provided and add explanation details as necessary. The following answer key should be used when responding to the requirements:


3.3 COMPANY BACKGROUND (Section 2.0)

Vendors must provide the following information about their company so that REQUESTING-ENTITY can evaluate the vendors' stability and ability to support the commitments set forth in response to the RFP. REQUESTING-ENTITY, at its option, may require a vendor to provide additional documentation to support and/or clarify requested information.

The vendor must outline the company's background, including:
3.4 PROPOSED APPLICATION SOFTWARE AND COMPUTING ENVIRONMENT (Section 3.0)

The vendor must present, in detail, features and capabilities of the proposed application software.

In addition, the following information should be included.
List the operating system software support products required to support the recommended computing environment and any additional vendor software products required to support your proposed application software. In addition, vendor must provide programming languages used for application source code and state percentages for each programming language.


3.5 DATABASE SOFTWARE (Section 4.0)

Provide a description of the Relational Database Management System (RDBMS) required to support the computing environment. List any fourth generation features utilized in constructing the proposed applications software and any optional end-user productivity tools.

3.6 AD HOC REPORTING (Section 5.0)

The vendor should include a description of any features that would allow a user to manage data allowing the ability to generate specialized or custom reports to access data through queries and information using a variety of formats.

3.7 SYSTEM SECURITY (Section 6.0)

The vendor should include a detailed description of the proposed software and database security features.

3.8 IMPLEMENTATION SUPPORT AND TRAINING (Section 7.0)

The vendor must provide a detailed overview of the implementation, support, and training for the proposed software. This information must include:
3.9 MAINTENANCE PROGRAM (Section 8.0)

Specify the nature of any post-implementation support provided by the vendor including:
3.10 CLIENT REFERENCES (Section 9.0)

Vendors must provide at least three client references that are similar in size and complexity of REQUESTING-ENTITY that have licensed the proposed software for a comparable computing environment. Information should include at the minimum:
3.11 COST QUOTATIONS (Section 10.0)

The vendor's cost quotations must be itemized. (i.e., license fees, source code, object code, implementation and training, modifications, documentation, maintenance, and hourly rates). Costs for application source code and object code must be included as part of overall cost quotation.

3.12 CONTRACT TERMS AND CONDITIONS (Section 11.0)

In this section, the vendor is to state any exceptions to the conditions listed in Section 6.0 of this RFP deemed important by the vendor. Sample license and maintenance agreements should also be provided in this part of the vendor's response. This section is intended to form the basis for the development of a contract to be awarded as a result of the RFP.

3.13 FINANCIAL INFORMATION (Section 12.0)

The vendor's financial information should be included in this section. Financial information must include audited financial information for the past five years, as well as a copy of most recent Dun & Bradstreet Report.

3.14 RESUMES (Section 13.0)

Vendor must make every effort to select staff for the project based on the client's needs. Applicable resumes should be included in this section.

3.15 ATTACHMENTS CHECKLIST AND MISCELLANEOUS INFORMATION (Section 14.0)

Vendor must complete RFP attachments checklist. Miscellaneous proposal information should also be included in this section.


SECTION 4.0

MANDATORY REQUIREMENTS

The requirements defined in this section contain the overall general functions of an automated case management system. The new automated case management system should provide REQUESTING-ENTITY with an integrated computing environment designed to support its special, and often complex, software application requirements. Recognizing that little has remained constant over the last few years, the computing environment should be designed to accommodate change. The primary objective of REQUESTING-ENTITY in developing an automated case management system is to provide a well-formed responsive process that can be easily adapted to new policies and procedures, as well as provide for new data and reporting needs. New reports satisfying management information requirements should be available on an ad hoc basis, as well as by using a standard report generation facility.

Identified below are a number of requirements that must be addressed by the vendor's bid for the core system. These requirements are considered mandatory in implementing the complete automated case management system as defined in Section 5.0 of this RFP. Together, they define a system that will operate efficiently in the proposed computer environment while providing a high level of flexibility in meeting REQUESTING-ENTITY's current and future computing requirements.

4.1 FLEXIBILITY

The automated case management system must be designed with the recognition that REQUESTING-ENTITY will have ever-changing requirements. As such, it needs to utilize a Relational Database Management System (RDBMS) to perform state-of-the-art computing functions.

Flexibility must be provided to meet external and internal management reporting requirements. This requirement can be met by providing user-controlled sequence, frequency, and content specification for production reports, and by either providing a modern report/retrieval system for ad hoc report requests or the availability of an end-user report/retrieval facility associated with the database product.

The automated case management system must be designed to minimize impact on the overall system arising from additions, changes, or deletions to the database. The system should permit changes in database structure without requiring recompilation of programs not directly impacted by the changes.

4.2 BATCH AND ON-LINE PROCESSING ENVIRONMENT

REQUESTING-ENTITY intends to implement a distributed environment which provides the ability for users to take control and responsibility for their data. To accomplish this, the new system should provide end-users with the ability to enter data in an on-line interactive mode.

4.3 SYSTEM SECURITY

The system must provide system and application security controls to prevent unauthorized use of the database, restrict access to the database, maintain database process controls, and log all database transactions. In addition, the system should provide security to limit availability to application software screens, data elements, and the contents of data elements where appropriate.

4.4 DATA/SYSTEMS INTEGRATION

The automated case management system must use an integrated database transcending functional areas. It must operate from a single data element dictionary addressing the entire system, with common update and query capability.

4.5 MODULARITY

The automated case management system must be modular in design to accommodate a phased implementation. Once implemented, the system must be able to easily expand to include new functions without major impact on the system.

4.6 PROCESS CONTROLS

The system should provide the following process controls:
4.7 SYSTEM DOCUMENTATION

Specific elements of documentation which must be available with the system include:
Users' manuals for the proposed application must be provided with proposal response. REQUESTING-ENTITY understands that vendor's documentation might contain proprietary information; therefore, REQUESTING-ENTITY is willing to sign a non-disclosure agreement at vendor's request.

4.8 OPERATIONAL EFFICIENCY

Operational efficiency needs to be satisfied from both a technical and a functional viewpoint. Technical efficiencies can be achieved through modern development methodology and fourth generation programming techniques, and through the utilization of a well-defined applications specific database management system. Functional efficiencies can be achieved by providing input capabilities directly from REQUESTING-ENTITY into the system. Errors in input must be capable of being corrected by REQUESTING-ENTITY.

4.9 RDBMS TECHNICAL REQUIREMENTS

REQUESTING-ENTITY requires a relational type database. This section contains the requirements for the Relational Database Management System (RDBMS) used to control the primary data storage for all software components. The vendor must recommend a RDBMS product or identify RDBMS products, which can be used in support of the vendor's software.
4.10 MICROCOMPUTER ACCESS AND MANIPULATION

Software tools must be available which provide decision support capabilities. These include the ability to select a subset and/or summary database from the production RDBMS, download this information to a PC, manipulate the information using the same (or similar) tools and commands as those used on the mainframe, and upload developed information to the mainframe.

4.11 CLIENT/SERVER AND GRAPHICAL USER INTERFACE (GUI) TECHNOLOGIES

The proposed software must run in a variety of client/server and GUI environments.

SECTION 5.0

COMPANY AND FUNCTIONAL REQUIREMENTS

5.1 COMPANY INFORMATION

REQUIREMENTS

 Response

How long has company been in business?

  

How long has company been in business providing the proposed application software?

  

Provide total revenue for 1999. (Include audited financial statement in Section 12.0)

  

Provide total revenue for 2000. (Include audited financial statement in Section 12.0)

  

Provide total revenue for 2001. (Include audited financial statement in Section 12.0)

  

Provide a copy of your company's Dun & Bradstreet report for 2001. (Include in Section 12.0.)

  

State number of employees in company.

  

State total number of employees dedicated to Client Services. (i.e., training, implementation, etc.).

  

State total number of employees dedicated to Sales and Sales Support.

  

State number of years the company has been providing RDBMS based Applications.

  

State number of years the company has been providing Image Enabled Applications.

  

State number of years the company has been providing Kiosk Enabled Applications.

  

State number of years the company has been providing Barcode Enabled Applications.

  

State number of years the company has been providing Voice Response Applications

 

State number of years the company has been providing Client/Server Applications

 

Ability to provide source code with the software license, without additional charge.

  

Support Requirements

Provide number of employees dedicated to Help Desk Support.

  

What are the hours of operation for the Help Desk?

  

Ability to provide toll-free telephone support for this product.

  

Does the vendor maintain a hardware warranty service location in the state.

  

Is database and development tools support provided by the application vendor?

  

Does the vendor have an on-line system in place to track new and incoming calls from customers, as well as keep history on all support calls?

  

Does the vendor have a mechanism in place to track response times of incoming calls from customers, by individual consultant and by product?

  

Does the vendor have the ability to report statistics on response time?

  

Does the vendor have a mechanism in place to track resolution times of incoming calls from customers, by individual consultant and by product?

  

Does the vendor have ability to report statistics on resolution time?

  

Can the vendor provide statistics showing year-to-date response and resolution times on support calls by individual consultant and by product? If so, please provide in Section 14.0.

  

Does the vendor track fiscal year-to-date statistics of individual consultants' response and resolution times of incoming calls? If so, please provide in Section 14.0.

  

What is the average response time for support calls to the help desk?

  

Provide percentage of support calls that the help desk consultant responds to in less than 1 hour?

  

Does the vendor have a priority-based procedure in place to resolve a "system down/production critical" call from a customer?

  

Does the vendor survey the customer support calls to receive feedback on the help desk? If so, state type of information provided with survey.

  

Does the vendor measure the results of the call surveys? If so, provide these results in Section 14.0.

  

Does the vendor send to customers an annual Customer Satisfaction Survey that solicits feedback concerning your help desk, training, maintenance services as well as an overall evaluation of services and products provided to customers? If so, include a copy of this Survey with the Survey Results in Section 14.0.

  

Does the vendor have a procedure in place to accept and respond to help desk requests via e-mail?

  

Does the vendor have a mechanism in place to determine varying degrees of urgency for callback to the customer?

  

Does the vendor have a mechanism in place to track total number of calls received by product?

  

Does the vendor have the ability to retrieve and review on-line a customer's call history?

  

Are all calls tracked on-line, with date and time stamp?

  

Does the vendor have a mechanism in place for customers to subscribe to specific product listservers in order to communicate with and get feedback from other customers about their use of the products?

  

Does the vendor have a mechanism for generating statistical reports for the customer support organization. If so, include a copy of this report in Section 14.0.

  

Are updated versions of the proposed database development tool provided?

  

Is there an automated mechanism to submit enhancement recommendations throughout the year?

  

Is a help desk tracking number provided to the customer for future call tracking purposes?

  

Are Remote diagnostic services available from the help desk?

  

Is the help desk staff dedicated to the proposed application software?

  

Are updates and defect corrections available electronically to be downloaded by the customer?

  

Are extended support agreements offered for five years or more?

  

Costs for application source code and object code have been included in Section 10.0.

  

Does the vendor assign an Account Manager? If so, provide a list of Account Manager's responsibilities in Section 7.0.

  

User Group Requirements

Does vendor host annual User Group meetings/conferences? If so, where was the last one held?

  

Does vendor have Client Advisory Groups for product input?

  

Research and Development Requirements

State total number of employees dedicated to Research and Development.

  

Does vendor have a continuing Research and Development program?

  

Does vendor allocate employees strictly for research and development? If so, how many?

  

State the approximate dollar amount of research and development investment made in 2001?

  

What percentage of annual revenue is typically allocated towards Research and Development?

  

Marketing Requirements

Does vendor have the ability to provide product calendar outlining future upgrades and enhancements?

  

Does vendor allocate a Product Manager for each product? If so, please include Product Manager resume in Section 13.0.

  

Does vendor provide multiple methodologies for clients to recommend product enhancements?

  

Does vendor provide clients with method of direct contact at executive level?

  

Does vendor provide client communication services in the form of a listserver?

  

Does vendor devote staff to conduct on-going market research to gain knowledge of market and product trends?

  

Does vendor belong to national associations and organizations related to services provided with the proposed software application(s)?

  




5.2 GENERAL SYSTEM FEATURES

REQUIREMENTS

 Response

All dates are entered and stored in a four-digit year format.

  

All dates are displayed in a four-digit year format.

  

Application is fully Year 2000 compliant.

  

Does the application handle leap years?

  

Does the application handle leap year in the Year 2000?

  

Can the end-user enter only the last two digits of the year and have the application automatically convert it to four?

  

Ability to access all data elements within the application database.

  

All data elements within the application database operate from a single data element dictionary.

  

Provides database repository (metadata, extended data attributes, object storage, team development, etc.).

  

Database elements are currently externally defined so that any ODBC compliant tool may be used to access them.

  

Ability to run on a relational database management system in an open system environment.

  

Ability to backup RDBMS while on-line and batch processing is occurring.

  

Ability to optimize RDBMS performance without shutting down the database or application.

  

Ability to lock, read, and write data on multiple servers.

  

Data can span multiple physical volumes.

  

Supports automatic query optimization.

  

Ability to support two-phase commits.

  

Application currently utilizes standard SQL calls to the database.

  

Application currently utilizes standard PL*SQL calls to the database.

  

Application currently supports ANSI SQL92 standards.

  

Ability to have the SQL reside and be executed on the database server, not the desktop.

  

The SQL packages are pre-compiled and ready to execute without the need to be re-parsed (interpreted).

  

SQL package routines have been built so that the long SQL statements are not sent across the network from the desktop.

  
Supports database triggers:
  • Level (row-based/Set-based)
  • Timing (Before/For Each/After)
  • Nesting
 

The application uses Client/Server architecture.

  

The application provides two-tier client/server architecture characteristics.

  

The application provides three-tier client/server architecture characteristics.

  

Desktop (Client) has been deployed by a customer under Windows 95.

  

Please provide the name of the client.

  

Desktop (Client) has been deployed by a customer under Windows 98.

  

Please provide the name of the client.

  

Desktop (Client) has been deployed by a customer under Windows 2000.

  

Please provide the name of the client.

  

Desktop (Client) has been deployed by a customer under Windows NT.

  

Please provide the name of the client.

  

Windows NT, Windows 2000, and UNIX are supported for the Server.

  

Please specify the UNIX supported, e.g. AIX, Solaris, HP-UX, SCO, Linux.

  

Ability to define the application screen colors under Microsoft Windows.

  

Ability to navigate through system using only a mouse.

  

Ability to navigate through system using only a keyboard.

  

Ability to customize the function keys.

  

Ability to navigate directly to any screen or menu in the system by a single command from anywhere in the system.

  

Comprehensive edit controls at the field level so that incomplete or invalid data will be verified before allowing the user to continue on to the next field.

  

Currently runs in GUI based environment.

  

Application does not require additional software such as a terminal emulator to operate in a GUI environment.

  

Ability to run as a "thin client" under a browser such as Netscape.

  

Software makes use of pop-up windows, drop down menus, radio buttons, and buttons to display list of values when entry is validated against a table.

  

Ability to customize portions of the application through use of site defined fields.

  

Ability to create user defined menu's for each specific user or group of users.

  

Ability to link multiple screens together to form a user defined workflow process without programmer intervention.

  

Provides on-line messaging capability within the application to allow users to communicate electronically.

  

Provides on-line notification to the user when a message has been received within the application.

  

Ability for on-line real-time update of data elements within the application database.

  

Ability for real time updates such that on-line access from anywhere within the network displays the most current element value.

  

Ability for user definition and maintenance of system values and rules without requiring programmer intervention or recompilation of programs.

  

User documentation includes copies of all standard reports.

  

User documentation includes illustrations of all application screens.

  

User documentation includes all data entry requirements for each screen.

  

User documentation is available on-line and CD-ROM.

  

Technical documentation includes the data element dictionary.

  

Technical documentation includes a program narrative for each function and element.

  

Technical documentation includes record and file specifications.

  

Technical documentation includes all process operating instructions.

  

Technical documentation includes naming conventions and programming standards.

  

Technical documentation is available on-line and CD-ROM.

  

System provides help at the screen level without leaving the application, and automatically positions you in the help text for the current section of the screen the user is on.

  

System provides help at the field level without leaving the application, and automatically positions you in the help text for the current field the user is on.

  

System provides user defined local help at the screen level without leaving the application, and automatically positions you in the help text for the current screen the user is on.

  

System displays cursor sensitive hint text that automatically changes as the user moves from field to field.

  

Ability to customize existing application help text.

  

Ability to maintain a court defined procedures manual on-line by adding local help text for screen, section and field level, and maintaining that version of help in addition to the existing application help.

  

Currently able for the software to use any independent query/report tool which will provide inquiry and report generation capabilities such as Microsoft Access, Focus, IQ, etc.

  

Provides a security component which controls access to the database information from 3rd party tools based on the organization and individual permissions.

  

Provision for user defined security for all options, tables and views.

  

Ability to provide for full back-up and recovery in the case of any type of malfunction (hardware and/or software).

  

Ability to produce both standard and ad hoc reports, as well as allow for the use of standard query tools and statistical packages.

  

Ability to specify specific case and departmental elements as sort criteria in standard reports.

  

Ability to provide report restarts, sequence selection and printer configuration override.

  

Ability to view on-line all information stored in the system.

  

Provision for multiple databases to allow for testing, training, etc., that co-reside and may be accessed simultaneously with productive use of production database.

  

Provide source code in escrow.

  

Provide source code and all development tools used to build the application on our computer.

  

Provide source code library management methodology.

  

Provide source code and development tools used for subsequent application software updates and enhancements.

  

Ability for the customer to be able to produce entity diagrams.

  

Allow the court to modify the applications themselves.

  

Provision for version change control to maintain/update modification information for support purposes.

  

Provide conversion programs and tools with established standards and procedures for data conversion purposes.

  

Are direct calls to the RDBMS API supported.

  

Ability of the database design to allow you to perform reorganization activities on an individual table level, individual index level, individual schema level, all the way up to complete database level.

  

Ability to allow individual tables and indexes to be reorganized without having to take the entire database down.

  

Ability of the application and RDBMS to support single-database - single-instance Architecture.

  

Ability of the application and RDBMS to support single-database - multi-instance Parallel Server Architecture.

  

Ability of the application and RDBMS to support multi-database - multi-instance Distributed Server Architecture.

  

Ability to have the data element dictionary dynamically maintained without human intervention being required with all changes to the database structure going into effect immediately.

  

The database never has to be shut down or reorganized for data dictionary changes to take effect.

  

Ability to add new fields to the database without requiring reorganization of the database.

  

Are tools provided that can be used to produce a cross-reference report of where a specific database field is referenced by the application software.

  

Ability to link or embed OLE objects into the application.

  

Ability to execute DDE links to any other DDE-compliant product from the application.

  

Does the application support peer-to-peer architecture for complete data transparency to the users and application programmers?

  

Tools included to upload data from flat files into the application database with automatic logging/edit capability to checking for missing values, bad data types and the like for data conversion purposes.

  

Ability to support multiple network protocols including TCP/IP, SPX/IPX, Banyan Vines, ISO/OSI, and Asynchronous X.25.

  

Has a software quality management system been used in the development of the application?

  

Reports may be directed by the end-user to any printer attached to the network.

  

Reports may be submitted with the specification of a time at which the print job should be run.

  

Ability for the applications to take advantage of symmetric multi-processors by letting the operating system decide which processor to execute on.

  

Ability to extend the scalability of the database across multiple nodes of a clustered or MPP machine, thereby reducing the workload on any one machine.

  

What was the original database used when the application was first developed?

  

What were the original development tools used when the application was first developed?

  

Provide a breakdown of all programming languages used by percentage, and include the release level of the development tools. Provide this information in Section 3.0.

  





5.3 COURTS SYSTEM FEATURES

REQUIREMENTS

 Response

State total number of Court System Customers.

  

State total number of Court System Customers on the proposed client/server version product.

  

State total number of Civil Court Customers.

  

State total number of Criminal Court Customers.

  

State total number of Traffic Court Customers.

  

State total number of Juvenile Court Customers.

  

Ability for user definition and maintenance of system values and rules without requiring programmer intervention or recompilation of programs.

  

Ability to establish unlimited user-defined events for case activities.

  

Ability to generate docket entries, events and document production based on specified docket entries and/or case events.

  

Ability to associate docket entries and designate a cause/effect relationship.

  

Ability to employ "if, then" and "if, then, unless" conditional statements in event generation.

  

Ability to define the number of days between trigger entries and automatically generated docket entries, events and document production.

  

Ability to review automatically generated events and documents, and approve or override those system generated items.

  

Ability to generate court defined, variable minutes on demand through the use of a word processing package integrated with the court case management application.

  

Ability for the software's use with an independent query/report language which will provide inquiry and report generation capabilities.

  

Ability to link screens in a user-defined, logical progression without requiring programmer intervention or recompilation of programs.

  

Ability to exit pre-defined linked screens at any point during the process.

  

Ability to provide a security component which controls access to information based on organization and individual permissions.

  

Ability to tailor individual security profiles, based on user id, court, location, and case types.

  

Security permissions control access to individual screens and programs, sealed cases, parties, and addresses of parties

 

Ability to provide software written using a fourth generation language.

  

Ability to produce both standard and ad hoc reports, as well as allow for the use of standard query tools and statistical packages.

  

Ability to produce standard letters and documents and include specific database information.

  

Ability to make available any database elements for inclusion in system generated letters and forms.

  

Ability to query data using phonetic and wildcard search criteria.

  

Ability to specify case types, and assign a case weight and security level to each case type.

  

System employs a flexible case numbering scheme which gives the court options to include the year number, sequence number and court location in a user-defined position sequence.

  

Ability to define standard docket entries and standard docket text.

  

Ability to associate standard docket entries to fees.

  

System provides option to assign cases to judges automatically, using either weighted or random judge assignment, or to assign cases to judges manually.

  

Provide option for system wide date and time defaults.

  

Ability to automatically generate docket entries through case initiation process. Docket entries must variable by case type.

  

Ability to override docket entries automatically defaulted in case initiation process.

  

Ability to charge fees automatically as cases are initiated, or as subsequent docket entries are made.

  

Ability to charge fees to a specific party.

  

Ability to charge fees at the general case level - not associated to a particular party.

  

Ability to access fines, bonds, receipts, payable records, payments issued, outstanding receivable accounts and costs for a person or a case..

  

Ability to copy information from one case to another including parties and docket entries.

  

Ability to relate cases and designate a lead case in a set of related cases.

  

Ability to cross-reference a case number by with unlimited user defined agency case numbers, and ability to search by the cross-reference number.

  

Ability to consolidate cases, parties, dockets and accounts.

  

Ability to review a summarized status of a case including, at a minimum, case number, description, case type, court, location, filing date, judge, current status, last activity, related and consolidated cases, age of case, parties, judgments, judgment amounts, dispositions and sentences

 

Ability to list all cases with options to sort by court type, location, case type, case status, and final dispositions only.

  

Ability to order the display of cases by filing date, court location, case number or court type.

  

Ability to list cases for specific attorneys or parties.

  

Ability to access all case, accounting, arrest, pending service, personal, judgment and sentencing information for a person from one screen.

  

Ability to maintain extensive confidential notes.

  

Ability to track the number and types of cases assigned to each judge.

  

Ability to track court process of service on-line.

  

Ability to issue service documents to specific parties and track the due dates and outcome of service.

  

Ability to designate ID of person to whom the service document is assigned.

  

Ability to define data available for public access.

  

Ability to define data available for attorney access.

  

Ability to track multiple legal issues per case.

  

Ability to enter and maintain judgment information including parties for and against, and amounts.

  

Ability to query judgment indexes.

  
Ability to create standard reports including:
  • Docket Report
  • Case Listing
  • Alphabetic Listing of Persons
  • Case Inactivity
  • Offense/Violations List
  • Service Pending
  • Person Release
  • Tickler Reporting
  • Statistical Reports - New Filings, Pending Caseload, Disposed Cases
 




5.4 SCHEDULE/CALENDARS FEATURES

REQUIREMENTS

 Response

Ability to schedule events and cases for judges, commissioners, masters, hearing officers, or any other court-defined judicial officers.

  

Ability to define standard working hours and designate non-working days, such as weekends and holidays, for the entire court and default that information for all judicial officers and court personnel.

  

Ability to define specific working hours by day for each judge, judicial officer or court official.

  

Ability to vary the elements of a judicial calendar including days, start and end times, location, and room, and to include an effective date for each entry in the judicial officer's profile.

  

Ability to indicate days when individuals with calendar profiles (judges, hearing officers, etc.) are unavailable for scheduling.

  

Ability to designate a case as ready for scheduling.

  

Ability to schedule cases for a date and room without assigning to a particular judge at the time of scheduling.

  

Ability to have system automatically generate docket entry when an event is scheduled.

  

Ability to schedule related and/or consolidated cases at the time a case is scheduled.

  

Ability, at the time of scheduling to have system check time conflicts for the room, judge, parties, and attorneys.

  

Ability to resolve or override scheduling conflicts.

  

Ability to add parties to scheduled events.

  

Ability, when scheduling a case or event, to have the system present the next available date and time for a single judge or multiple judges.

  

Ability to view a summarized calendar showing previously assigned events and total hours used.

  

Ability to print calendars in both summary and detailed formats.

  

Ability to list a schedule of events by, but not limited to, judge, date, room, location, and event type.

  

Ability to display all events within a case, or to sort the event display by status.

  

Ability to block out time for specific court personnel, including non-case related time.

  

Ability to generate tickler event records based on user-defined prerequisite criteria.

  

Ability to define a required sequence of events, such that an event cannot be scheduled unless a precursor event or events have occurred.

  

Ability to automatically generate notices and letters as an event is scheduled or rescheduled.

  

Ability to enter unlimited comments about an event.

  

Ability to schedule an unlimited number of events per day or to define a specific number of events scheduled per day.

  

Ability to automatically schedule events based on the occurrence or non-occurrence of other events or docket entries, with an options to override the actual scheduling or change the dates of those automatically generated events.

  

Ability to track event status and record event outcomes.

  

Ability to record all persons in attendance at a scheduled event, including court personnel.

  

Ability to associate parties and non-parties to specific events.

  

Ability to print calendars and/or view on-line.

  

Ability to assign extra cases to a calendar and designate those cases as "add-on's".

  

Ability to create calendars by judge, room, event, date, and time, or any combination of these.

  

Ability to accommodate master, individual, or hybrid scheduling processes.

  

Ability to reschedule one or many items at any time.

  

Ability to reschedule blocks of events from one judge to another.

  

Ability to execute mass rescheduling using individual or combined criteria of judge, room, date, time, event, location and/or calendar.

  

Ability to query future events and activities.

  

Ability to link disposing docket entries with events choose whether to close or delete open and/or future scheduled events.

  

Ability to support scheduling for multiple courts and locations.

  

Ability to track continuances (adjournments) by event.

  

Ability to report continuance rates by event.

  

Ability to have system consider case complexity in scheduling.

  
Ability to display on-line number and types of cases assigned per judge.  
Ability to create standard reports including:
  • Summary Calendar
  • Detail Calendar
  • Pending Events
  • Continuance Report
  • Tickler Report
 


5.5 GENERAL PERSON FEATURES

REQUIREMENTS

 Response

Ability to maintain one full current name for a person with virtually unlimited alternate names.

  

Ability to establish an unlimited number of user defined party types, including non-litigant parties.

  

Ability to associate parties and define the relationship between associated parties.

  

Ability to group certain party types (e.g., judges, court personnel, etc.) into a restricted category with separate security permissions required to access information about any persons in that category.

  

Ability to maintain multiple addresses and address types for a person with an effective date for each address.

  

Ability to track the source reason for address information, activity date of change, and identification of person making the change.

  

Ability to classify an address as confidential, and prohibit access to that address by anyone without the required security profile.

  

Ability to maintain multiple phone numbers for a person, some of them not associated with an address.

  

Ability to review all cases in which a person is involved.

  

Ability to access a person by name and/or ID.

  

Ability to capture personal information:

  • Date of birth
  • Height
  • Weight
  • Sex
  • Race
  • Religion
  • Identifying Marks
  • Driver's License Data including:
    • Number
    • State Issued
    • Restrictions
    • Classifications
  • Deceased
 

Ability to maintain extensive vehicle data:

  • Make, Model, Type, Color
  • Registration Number
  • License Plate Number
  • State Issued
  • Expiration Data
 

Ability to maintain a wide variety of professional information:

  • Bar Association Number
  • Legal Capacity
  • Availability for Alternative Dispute
  • Badge Numbers
  • Bar Association Memberships
 


5.6 CRIMINAL AND TRAFFIC FEATURES

REQUIREMENTS

 Response

Ability to track bond amounts, bond defaults, bond refunds and surety information.

  

Ability to sentence multiple cases/violations on one screen.

  

Ability to make bond adjustments.

  

Ability to track changes made to bond amounts.

  

Ability to print bond receipts.

  

Ability to process felony, misdemeanor and traffic cases.

  

Ability to track moving or non-moving violations.

  

Ability to default case title/style information for traffic cases.

  

Ability to define which data elements will be included on traffic case processing screen and the order in which those elements will be displayed.

  

Ability to enter unlimited detail about docket entries, offenses, probable cause, pleas, sentences and release information.

  

Ability to associate fines with offenses and automatically charge default fines amounts based on charges filed for offenses.

  

Ability to associate fines with offenses and automatically default fine amounts based on charges sentenced.

  

Ability to enter parking tickets grouped by issuing officer and date.

  

Ability to enter probable cause information and tie it to the violation record.

  

Ability to enter free form text on violation record.

  

Ability to enter enhancements to a violation.

  

Ability to format violation entry screen to correspond with the order of information as it appears on the ticket.

  

Ability to enter vehicle information and later tie it to owner.

  

Ability to copy charges from one case to another (or multiple cases).

  

Ability to enter multiple violations on a case.

  

Ability to sort data by criminal or traffic violation.

  

Ability to associate sentences with parties.

  

Ability to enter concurrent or consecutive sentences.

  

Ability to update sentence information.

  

Ability to search sentencing information by variable criteria including defendant, case ID or violation (charge).

  

Ability to enter multiple sentences for an offense.

  

Ability to enter and modify charge data.

  

Ability to enter and modify pleas associated with charges.

  

Ability to delete charges on-line.

  

Ability to enter multiple sentences for charges.

  

Ability to quickly enter dispositions to traffic cases.

  

Ability to enter dispositions for enhancements.

  

Ability to associate docket codes with sentences.

  

Ability to enter concurrent or consecutive sentences.

  

Ability to add free form text to sentence records.

  

Ability to sentence multiple cases/violations on one screen.

  

Ability to create accounts receivable records automatically for sentences imposed.

  

Ability to monitor release status of persons at case level or specific to individual charge.

  




5.7 JUVENILE FEATURES

REQUIREMENTS

 Response

Ability to assign one master number for the minor with each subsequent contact or filing having a suffix, thereby providing separate tracking for each.

  

Ability to attach dockets, violations, events and dispositions to each contact with the court.

  

Ability to view the master case together with sub-cases attached to the master case.

  

Ability for the court to designate which terms the system will use for violations and arrests or detentions, and to use the court designated wording on system screens.

  

Ability to display ID of user who last modified data.

  

Ability to record the violation on which a minor was released.

  

Ability to maintain cases as "sealed" and to strictly control access to the case.

  

Ability to hide from unauthorized users even the existence of a sealed case.

  

Ability to establish relationships between parties, including family relationships, client relationships, agency relationships, or another other relationships designated by the court.

  

Ability to establish rules for automatically assigning juveniles to a particular department or judge based any of the following criteria, with an option to designate the priority of those criteria:

  • minor's prior history with the court;
  • co-defendant's prior history with the court; or
  • family members' prior history with the court;
  • random judge assignment
 

Ability to define default party type code for minor and co-defendant.

  

Ability to use co-defendant, family, or other court-defined relationships in scheduling functions.

  

Ability to specify minimum age for party receiving documents created.

  


5.8 ACCOUNTING FEATURES

REQUIREMENTS

 Response

Ability to assess any number or combination of case related or miscellaneous, non-case related fees, fines, or costs associated.

  

Ability to produce a balance report on demand for case(s) and/or person(s) on-line or printed.

  

Ability to track accounts receivable data for case related and non-case related items.

  

Ability to maintain the court-defined set of rules for applying payments and distributing to various accounts according to selected options in hierarchy and pro-rating methods.

  

Ability to record payments against an account and apply those payments to charges using the court-defined set of rules and priorities, real-time.

  

Provision for manual distribution of payments across multiple cases and fees.

  

Ability to establish payment plans and time payments, specifying payment frequency and recipients, and tying plans to accounts receivable.

  

Ability to have cashiering sessions open for multiple cashiers.

  



5.9 DOCUMENT IMAGING FEATURES

REQUIREMENTS

 Response
Document imaging is an integral part of the proposed system. It must support a large database of stored images that are seamlessly accessed via API's from the application software. Intuitive ease of operation is of major importance. The document imaging system proposed must provide the software to handle all operations related to the scanning and retrieval of documents that are received for recording by this office. Specifically, the Document Imaging application must provide for the following items.

General Requirements
The system must be PC based and support stand-alone and network versions.  
The system must utilize Windows or Windows NT operating system on the client workstations and Windows NT or UNIX on the database or mass storage servers.  
Systems must be LAN independent.  
The systems must support the ability to create both turnkey applications and enabled applications.
  • Turnkey applications allow users to create their own system, including database screens and fields, security, and system flow through a simple application generator.
  • Enabled applications allow users to image-enable any existing application including DOS, Window and/or Windows application through DDE, OLE, text screen scrapes, etc.
 
The system, whether turnkey or enabled, must support the ODBC database standard. The system must be able to supply any of the ODBC database drivers available.  
The system, whether turnkey or enabled, must support the following levels or security:
  • Application and User
  • User Privileges (e.g. detailed capabilities and limitations)
  • Document/Record Level
  • Annotation, notes, and redaction
 
The system must support multiple objects including:
  • Image Objects: Bi-Tonal, color, or grayscale images up to E-size
  • COLD Objects: Computer output files and generic text and
  • OLE Objects: Any OLE application (e.g. voice, video, sound, Microsoft, Word, Excel, etc.
 
The system must provide desktop utilities that can enhance and process images including:
  • Bi-Tonal image enhancement (e.g. de-skewing, de-speckling, de-shading, line removal, margin alignment)
  • Color Image Enhancement (e.g. contrast adjustment, softening/sharpening, RGB modification, intensity of adjustment, etc.)
  • The ability to format images into a variety of image formats as well as the ability to convert image files from one format to another
  • The utilities should be able to electronically mail images
 
The system objects must be compressed and decompressed through software and, if desired, a hardware option may be obtained.  
System must support the display of any object on a VGA screen or better.  
Provision for a relational database management system.  
System objects must be able to be stored and retrieved as standard files from a variety of magnetic, DAT, and CD-ROM subsystems.  
The system storage back-end must support standard file system interfaces allowing any PC desktop application to "see" the back-end as a logical drive and utilize its storage potential.  
The system must support the ability to migrate on ODBC database application from one ODBC database to another.  
The system back-end must support SCSI, optical WORM, M/O drives, and jukeboxes, DAT drives and jukeboxes, and CD-ROM drives and jukeboxes.  
The system back-end must support a simple, standard Windows interface. Proprietary user interfaces will not be accepted. Windows must be running at all times and be native to anything (feature and/or process) the application is doing.  
The system back-end must support a variety of hardware subsystems from many different vendors. In addition, the back-end must support sophisticated caching capabilities, backup and archive features, reports, platter management, and move scheduling through a standard GUI.  
The Windows interface must support the ability to create and/or add objects through a scanner, file importation facility, fax queue, clipboard, or OLE application.  
Minimally, the system must support bi-tonal, grayscale, color and engineering drawing size scanners.  
The system must support the ability to print and fax any object (bi-tonal, grayscale, and color) on existing Windows print or fax devices. Color images are expected to be converted to and acceptable (e.g. bi-tonal) format to output device "on-the-fly". The system must not force the user to run any other program to convert them.  
The system must support the ability to organize objects in a user defined environment.  
The system must be able to publish applications including the database, viewer, and objects to CD-R for self contained CD retrieval, viewing, printing, and faxing.  
The system must directly support a variety of OCR and workflow packages.  
The system must be OLE 1 and 2 compliant. IN OLE w, the system must support Container and Automation standards as well as drag and drop.  
The system must support computer output files (COLD) and have the following capabilities:
  • GUI extract set-up and extraction process that uses a simple point and click process
  • An application scheduler that does not require any user or administrator intervention to process, extract, and report on jobs
  • A compression capability of at least 3/4:1 on 132 column reports
  • Ability to display, print, and/or fax pages or documents as ASCII or image. Image display, print, and fax must support both ASCII and graphical forms overlay
  • "On-the-fly" data validation must be provided to allow for extract field validation during the extraction process
  • An exception reporting capability that provides detailed information regarding the number of pages in a report that did not process and why
  • A preview mode that allows the user to view a sample extraction before initiating the actual process
  • COLD software must reside on either a local workstation, a shared server, or a dedicated server
  • Ability to extract page or line reports (with an average of 4 fields per page or line in excess of 75,000 pages per hour)
 
Provision for multiple databases to allow for testing, training, etc., that co-reside and may be accessed simultaneously with productive use of production database.  
Provision for seamless integration of all proposed systems.  
Provision for version change control to maintain update modification information for support purposes.  
Ability to support visual image annotation.  
Ability to receive images from industry standard microfilm sources for concurrent update of image index and document image databases.  
Ability to support from one hundred thousand to 5+ million of multi-page on-line documents.  
Ability to provide full document image and image index database integrity and backup provisions.  
Ability to provide disaster recovery procedures of the image index and document image database.  
Ability to provide seamless (to the end-user) client based API integration with form generation software, via Microsoft Windows DDE, or via a Visual Basic client application.  
Ability to perform basic server imaging functions via a server API for retrieval, queuing, faxing, etc.  

System Hardware and Software Support
Ability to execute in a Microsoft Windows client workstation session, concurrent with form generation software.  
Ability to manage multiple view and scan, graphical user interface sessions.  
Ability to present - via API requests - images on a Microsoft Windows compatible split-screen display, with the image session and the imaging requesting application session both able to be viewed simultaneously in full screen mode.  
Ability to provide API controlled image printing on multiple Microsoft Windows supported laser printers, without the use of imaging boards.  
Ability to provide a means of storing images in an industry standard format.  
Ability to support multiple standard SCSI optical drives and jukeboxes.  
Ability to provide software-level image compression and decompression workstation support, that requires no additional imaging boards.  
Ability to support TCP/IP network protocol.  

Fax Support
Ability to provide API controlled faxing of images to remote locations along with flexible fax retry options and API feedback, on both the server and the client.  
Ability to queue multiple concurrent fax requests.  

Scanning of Documents
Ability to scan documents using multiple scan stations.  
Ability to scan documents at resolutions of 100-400 DPI in half tone, gray scale modes.  
Ability to provide document verification during the individual and batch scanning process.  
Ability to accept input from remote scanners and FAX machines.  
Ability to scan, index, and commit documents in batches as well as individually.  
Ability to automatically index utilizing an industry standard, non-proprietary, zone bar-code on either the first or the last page of the document; with optional inclusion of the bar-code page as a part of the image.  
Ability to allow manual alteration of the image index to correct operation errors.  
Ability to re-scan a complete document or part of a document without having to manually delete all pages of the mis-scanned document, then having to re-scan the complete document.  

Viewing of Documents
Ability to provide an efficient means of document retrieval and rapid page to page transition.  
Ability to provide full function and user friendly image manipulation without a requiring a mouse.  
Ability to allow the scanned document to be rotated, moved on the screen, scrolled page by page, displayed in reverse video, and to provide the terminal user with the ability to enlarge a section of the scanned document.  
Ability to isolate designated public use terminals and users from accessing image system functions other than those specifically required to view and manipulate (i.e. page forward and backward, rotate, reverse image, and magnify) an image.  
Ability to handle multiple, simultaneous requests for an imaging document, and for multiple imaging documents.  
Ability to scroll through a displayed image that is too large to fit on the workstation monitor.  
Ability to provide security control over access to document images, scanning, print and fax operations, and over index database information.  






SECTION 6.0

CONTRACT TERMS AND CONDITIONS

Terms and conditions of sale are considered to be specific to each organization and are not included in this document.


SECTION 7.0

ATTACHMENTS CHECKLIST AND MISCELLANEOUS INFORMATION


Vendor must state whether the following attachments have been included with proposal response.

1)

Five years of Audited Financial Information

Included (Y/N) _________
2)

Current Year Dun & Bradstreet Report

Included (Y/N) _________
3)

Company Organization Chart

Included (Y/N) _________
4)

Company EEO Report

Included (Y/N) _________
5)

Help Desk Response & Resolution Statistics

Included (Y/N) _________
6)

Customer Satisfaction Survey Form(s)

Included (Y/N) _________
7)

Customer Satisfaction Survey Results

Included (Y/N) _________
8)

Source Code Agreement (Not Escrow)

Included (Y/N) _________
9)

Object Code Agreement

Included (Y/N) _________
10)

Support Agreement

Included (Y/N) _________
11)

Programming Languages Used

Included (Y/N) _________
12)

Account Manager's Description

Included (Y/N) _________
13)

Project Manager's Description

Included (Y/N) _________
14)

Product Manager's Resume

Included (Y/N) _________
15)

Proposed Software Users' Manuals

Included (Y/N) _________








APPENDIX A

NOTIFICATION OF INTENT TO BID FORM


As instructed in Section 2.0, any vendor considering the submission of a proposal in response to the RFP must forward the lower portion of this page, properly completed, to:

** INSERT ADDRESS **


via registered mail or hand delivered no later than the date identified in the timetable in Section 2.9.

................................................................

NOTIFICATION OF INTENT TO BID

Request For Proposal For an automated case management system


_______________________________________________________________
Company Name


intends to submit a proposal in response to the above titled RFP. Send all RFP addenda and all other related correspondence to the individual and location identified below:

_______________________________________________________________
Signature

_______________________________________________________________
Name

_______________________________________________________________
Title

_______________________________________________________________
Company Name

_______________________________________________________________
Street

_______________________________________________________________
City, State, Zip code

_______________________________________________________________
(Area Code) Telephone Number