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Case Management System
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CMS RFP Technical Requirements
RFP Technical Requirements
This section of the RFP describes as completely and as accurately as possible all the functional and operational aspects of the proposed purchase and details the minimum performance standards. This section also includes a description of all the applicable acceptance tests as well as any existing hardware and software interface requirements.
Although this portion will reflect the unique characteristics of the proposed procurement and, as a result, will be highly customized to each characteristic, there are some general items that should be incorporated into this section of all RFPs.
Description of Court's Operating Environment-This should include information about the court staff size, caseload and makeup, and other entities to be involved in the project, such as prosecutor's office. A description of the court's operating environment should be included in every RFP. Depending on the type of RFP this section will require varying levels of technical specificity. A business process RFP requires a different level of specificity than a RFP for an integrated justice information system. See Business Process Court Background Example.
Description of Current Processes-Description of court processes that will be reviewed in the project or supported by automation. This should include information about non-court entities that will be involved with the project, such as the prosecutor's office or law enforcement.
Required Project Goals or Deliverables-The court must specify what is expected from professional services projects. See Business Process Project Deliverables Example.
Description of Existing Hardware and Software-For the vendors to provide a response that adequately addresses the court's needs, the RFP should describe the hardware, software, and communications network currently in place. The description of the local hardware, software, and interfaces should include as much information as possible. Any enhancements to systems currently in process should be documented as well.
Equipment/Hardware Acquisition-There are some technical requirements that are particular to equipment acquisition RFPs. These technical requirements include Hardware Specifications and Support and Training.
Hardware Specifications-The specific technical requirements of the system's hardware should be identified, including specifications for:
- hardware performance requirements
- system downtime and recovery
- interfaces with other systems
- operations, including response time, on-line data entry, batch entries, automatic logging, background printing, record locking, on-demand reporting, and security
- general technical specifications for central processing units, including expandability memory storage and speed, disaster recovery, terminals, and printers
Support and Training-The court will want to specify expected support and training for equipment provided in the acquisition.
Software Acquisition/Development/Modification-There are several technical requirements that are particular to software acquisition RFPs. These technical requirements include Required Overall System Functionality, Operating System Software, Applications Software, and Support and Training. See CMS Software Functionality Example.
Required Overall System Functionality-The RFP should describe the primary functions of the proposed system. Overview descriptions of workflow, desired menu navigations, and overall user friendliness should be addressed. See CMS Mandatory Requirements Example and CMS General System Features Example. This section also includes a description of:
- integration of software from the standpoint of accessibility, security, and functionality (such as integrating civil and criminal case processing)
- required hardware platforms, programming languages, processing environments, or development tools
- user-accessible code tables
- database management systems
- database purging
Operating System Software-The RFP should specify an operating system that is highly flexible and capable of controlling, scheduling, and executing (in a multi-user, multitasking mode) a variety of processes. The operating software should:
- support interactive processing and respond to all requests in accordance with job priority
- provide system security
- provide file management
- control print and job queues
- provide system monitoring, including status of on-line users, the status of peripherals, and allocation of memory
- account for disk storage and CPU usage
- provide operator functions, such as backups to tape and disk and unattended backups
Applications Software-The RFP should describe a variety of attributes of applications software that are unique to the procurement in question. As a result, it is impossible to describe any specific requirements here. The court should spend considerable time defining the functions that the system must provide (such as indexing, docketing, noticing), along with the required validations and controls that the applications software must employ. Aside from helping the court understand its own specific requirements, defining the necessary application functions will help the court evaluate short-listed systems during demonstrations and benchmark testing. See CMS Requirements Checklist Example. An additional resource courts should consult for help in defining system requirements is the Consortium for National Case Management Automation Functional Standards Project. See The Consortium for National Case Management Automation Functional Standards Project.
Support and Training-The court will want to specify expected support and training. See CMS Maintenance Program Example and CMS Company Information Example.
System/Process Analysis Studies-These studies often involve elements of Feasibility Studies and Specifications Development. See Business Process Scope of Project Example.
Feasibility Studies-These often address recommendations developed in System/Process Analysis Studies prior to expending effort on developing detailed specifications or requirements.
Specifications Development-These studies often result in RFPs for equipment and/or software based on the specifications or requirements developed.
Service Level Agreements-These include services such as Maintenance/Support and Application Service Provider services.
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