Overview
This document discusses the acquisition methodology for technology and related professional services. It begins with an introductory description of goals courts should adopt when procuring hardware, software, or professional services. This introductory section includes a discussion of objectives the acquisition methodology should pursue and the development of an acquisition philosophy. The description of the acquisition goals is followed by a detailed discussion of the Request for Proposal (RFP) mechanism courts should employ to locate and purchase technology or professional services.
Suggested formats and uses of these mechanisms are described in some detail. This acquisition methodology section concludes with a discussion of management activities that ensure that the overall acquisition goals can be achieved. This document is supplemented by sample RFPs used to illustrate concepts discussed in the three categories of RFP, case management system, professional services, and commodity items. Though this document discusses three categories of RFP, case management system, professional services, and commodity items, the wide variety of specific acquisitions - such as hardware only, off-the-shelf software, contract programming, systems integration, feasibility studies, specification design, and support -may necessitate significant adaptation of these materials to each purchasing transaction.
Government Schedules or Contracts - Many levels of government, federal to municipal, have negotiated contracts with vendors for many commodities and some professional services. Buying off established government schedules or contracts is a very viable option for many IT projects, both commodities and some professional services. The RFP should be a last resort; courts should always first look to existing contracts negotiated by federal, state or local governments which may adequately address the project needs.
Request for Information (RFI) - The RFI is a solicitation used by government agencies to obtain information from suppliers relating to a specific procurement. Neither the agency nor the supplier is bound by the response to the RFI. The RFI serves as a guide to determine if there are one or more suppliers that can perform the specific task, or if there are alternate methods for performing the task. When an RFI is issued, the court requests suppliers to respond to any questions and to provide additional pertinent information. Upon receipt of the responses by a predetermined deadline, the court evaluates each supplier's response according to its potential for implementation. Information from the RFI then may be used to prepare an RFP.
Request for Proposal (RFP) - The RFP is a solicitation used by government agencies to obtain proposals from suppliers relating to a specific procurement. Upon receipt of the responses by a predetermined deadline, the court evaluates each supplier's response according to its potential for implementation. The court may then select the best proposal to implement the project.
Request for Bid (RFB) - The RFB is used to procure highly specialized services and equipment that are either virtually fungible (i.e., all suppliers are capable of meeting all of the technical and functional specifications) or in point supply (i.e., only one supplier can meet the technical and functional specifications). In either instance, the selection of the product is determined almost exclusively on the basis of cost, and because the court is less concerned with alternatives and more concerned with competition, the contractual terms and conditions play a more prominent role and are less likely to be modified.
This section describes the different types of goods and services courts seek through RFPs.
Case Management System; includes projects such as custom developed automated case management systems, off the shelf automated case management systems, integrated justice information system development, and can include equipment acquisitions such as servers.
Professional Services; includes projects such as training, strategic planning, business operations/process assessment, caseflow review, needs assessment, RFP or specifications development, facilities planning, jury management, management review, equipment maintenance and support, help desk, etc.
Commodity Items; includes acquisitions for fungible items such as equipment acquisitions including workstations, servers, routers, telephone/PBX system, etc.; off the shelf software such as word-processing software; and some services such as ISP, communications, equipment/wiring installation, Application Service Provider services, interpreter, court reporting, and outsourced facilities management.
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