Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 1
UPSHUR COUNTY COMMISSIONERS COURT
REQUEST FOR PROPOSALS
Law Enforcement / Court Case Management Software
&
Financial Management / Jury Management Software
The Upshur County Commissioner’s Court is accepting proposals for Law Enforcement / Court
Case Management Software and Financial Management / Jury Management Software. Vendors
may submit bids on the Law Enforcement / Court Case Management software package, the
Financial Management / Jury Management software package, or both software packages.
The Request for Proposals and specifications may be obtained in person in the Upshur County
Judge’s office, Third Floor Upshur County Courthouse, 100 Tyler Street, Gilmer Texas or by mail
request sent to Judge Dean Fowler, P.O. Box 790, Gilmer Texas 75644 or by calling (903)
843-4003 for a faxed copy. Proposals may either use lump-sum or unit pricing. The County’s
method of payment will be cash. No bond in required to bid. All proposals must be received in
the Upshur County Judge’s office, Third Floor Upshur County Courthouse, 100 Tyler Street,
Gilmer, Texas or P.O. Box 790, Gilmer, Texas 75644 on or before July 14, 2014 at 5:00 pm. The
proposals will be considered in the regular session of the Upshur County Commissioner’s Court
on July 15, 2014 at 9:00 am.
Law Enforcement/Court Case Management
&
Financial Management/Jury Management
Software
Upshur County Commissioners Court
REQUEST FOR PROPOSALS
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 3
Law Enforcement/Court Case Management
Financial Management/Jury Management
Request for Proposals from the Upshur County Commissioners Court
Table of Contents
Introduction ... p. 4
Integrated Justice ... p. 4
Architecture Guidelines for Proposals ... p. 4
Architecture Requirements... p. 5
Required Features for Integrated Justice ... p. 5
Progressive Acquisition ... p. 7
Non-Phased Deployment ... p. 8
Multiple Instances of the Court Case Management System ... p. 8
Functional Requirements for Law Enforcement and Court Case Management ... p. 9
Proposal Components ... p. 9
Pricing and Licensing Proposal ... p. 9
Supplemental Requirements for Submitting Proposals... p. 10
Submittal Letter ... p. 11
Company Profile ... p. 12
Proposal Submittal Checklist ... p. 14
1. Introduction
The Upshur County Commissioners Court is soliciting written, sealed proposals for implementing a Law
Enforcement System (LES)/Court Case Management System (CMS) and Financial Management System
(FMS)/Jury Management System (JMS). Proposals must include system integration solutions to support
transaction processing and information exchanges between each of these business domains. Proposals
must also include a Master Data Management solution for this integration. Upshur County prefers an
integration solution based upon a common case and party database shared by these software systems.
In other words, Upshur County prefers a tight integration of its Law Enforcement, Court Case
Management, Financial Management and Jury Management Systems.
The intent is to replace the legacy systems currently serving the Sheriff, Prosecutor, Judges, Court Clerks,
Treasurer and Auditor in Upshur County, by transferring all existing data into a more modern and
efficient data management solution.
The degree of difficulty and the effort required to successfully migrate these legacy systems into a
Unified Court Case Management System should be thoroughly considered by prospective vendors
before submitting a proposal.
2. Integrated Justice
Our primary requirement for the new system is its ability to support Integrated Justice – the seamless
flow of the information required for the administration of justice. Integrated Justice ensures that all
authorized users have appropriate access to an all-encompassing view of court cases and related person
files. Integrated Justice ensures that everyone managing a case or person in the justice system has the
right information at the right time in the right format. This integration is crucial to our ability to
administer justice efficiently and effectively.
3. Architecture Guidelines for Proposals
Upshur County already has a significant investment in Microsoft technologies and intends to leverage
those investments by building upon an architectural foundation based on the Microsoft Operating
System.
For vendors offering solutions that are not based on the Microsoft framework, Upshur County will
accept proposals but the vendor shall provide additional information on their architecture, its distinct
advantages, and how the software can be integrated with other applications that are already in use in
Upshur County.
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 5
4. Architecture Requirements
Upshur County prefers software solutions that are constructed with a web-based architecture or proven
web technologies that allow the system to be distributed seamlessly over the web.
The software shall be designed to perform well in a high volume transaction environment,
multi-threaded, and be based on an n-tiered architecture. Transaction processing shall handle concurrency,
caching, connection pooling, load balancing, and other methods of optimization. The system as a whole
shall provide an appropriate level of failover, transaction management, and stateless design sufficient to
support a high volume of concurrent users in many locations and a 24x7 operation.
The software shall be based on design principles that enforce reusability, consistency, scalability, and an
appropriate level of separation between the tiers of the application. The software shall have the ability
to “plug-in” and/or “decouple” modules to some degree. In the future, Upshur County may have a
desire to implement its own modules (e.g., electronic document management systems) and therefore,
the vendor shall provide a means to integrate external applications for specific functionality.
The workflow of the system shall be configurable by providing administrators with the ability to
configure and adjust the steps of a business process as necessary to meet requirements. The workflow
shall have the ability to be event-driven or rules-based.
In summary, each vendor shall provide sufficient details of their architecture that supports the above
reference criteria. Upshur County expects to receive proposals that detail the distinguishing
characteristics of the vendor’s technology and the vendor’s openness to integration and customizing the
application to meet Upshur County’s business requirements.
5. Required Features for Integrated Justice in Upshur County
5.1 Database Schema
The vendor shall supply Upshur County with database schema including but not limited to all
stored procedures and functions.
5.2 Master Data Management
System shall support central access to case, party, and code table data maintenance and shall
not replicate or duplicate master reference data unless absolutely required by Upshur County.
5.3 External System Integration
The system shall support the transparent integration of external systems such as electronic
document management systems, electronic filing systems, online payment systems, fingerprint
and biometric identification systems, data warehousing systems for business intelligence, and
financial management systems for County government.
5.4 Configurable Workflow
The system shall support an end-user (administrator) configurable workflow that manages the
flow of transactions and events for court case management.
5.5 System Defaults Setup by Field
System defaults shall be configurable by system administrator.
5.6 Configurable On-Screen Edits by Field
The system shall support the ability for Upshur County to define and configure on-screen edits
and business rules related to data entry. For example, Upshur County would enter a valid range
or type of value for a specific field and the system would enforce that rule.
5.7 Lookup Table Management/ Lists
All system lookup tables shall be accompanied by a front-end that supports the administration
of those lookup tables.
5.8 Document Storage and Retrieval
The system shall allow for document storage associated to any entity or attribute (e.g., case,
person, docket, etc.). The system should be capable of integrating a third-party electronic
document management system.
5.9 Security
Security in the system shall support Microsoft Active Directory integration and offer the ability
to manage role-based security down to the screen and field level. It must also support single
sign on across Windows security domains. The system must also support external security
solutions such as forms-based authentication. The system must not transmit sensitive data
without encryption.
5.10 Web Access
System shall provide front-end access to the public over the web. Such access shall be limited to
read-only access but will include the ability for the public to submit information into the system.
5.11 Database Accessibility
The database from the vendor shall be documented and accessible to Upshur County
administrators directly and via web services.
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 7
5.12 Operational Reporting
Transaction reporting shall be supported from the system. The system shall support predefined
standard reports and provide the ability for Upshur County to add new reports as needed.
5.13 Agency Reporting Compliance
Outside agencies such as the Office of Court Administration require regular reporting of activity
measures and key performance indicators. The system must produce these reports in
compliance with approved specifications.
6. Progressive Acquisition
Upshur County intends to implement a new management system through a process of Progressive
Acquisition. The project will progress through a series of non-binding service contracts that support the
preparations required for system transition. Only when these steps have been successfully completed
will Upshur County proceed to licensing the software for actual use.
Gap Analysis: the discovery of site-specific requirements that must be provided before the system is
implemented for actual use.
Transition Services: solutions for the site-specific requirements discovered through Gap Analysis
activities. The intended outcome of the Gap Analysis is a specific Statement of Work to provide
Transition Services. These solutions may or may not require the following services from the vendor:
Development Services: programming for any new functionality required to support Integrated
Justice in Upshur County. Its successful completion is contingent upon Upshur County’s user
acceptance testing
System Administrator Training and Support Services: orientation and technical support for
Upshur County system administrators, database administrators, and network administrators
Data Conversion Services: design, construction, and/or execution of programs to transition
legacy data into the new court case management system.
System Configuration: setting up the system for use. Required services may include entry of
business rules for workflow management; specification of code table values, fine and fee
schedules, and report production schedules; configuration of servers and databases for optimal
performance; on-site load testing, import of document templates for document production
applications, etc.
Project Management Services: coordination of vendor activities and County activities. Required
services may include providing a project manager, developing and managing project timelines
and action plans, facilitating project assessments, etc.
User Training Services: a “train the trainer” program for supervisors with a provision for Upshur
County to produce its own set of the system provider’s end-user manuals, curriculum, and
training materials
Implementation: a completed transition into the productive use of the system for managing cases in the
courts of Upshur County and prisoners in the Upshur County jails. Implementation will include the
following:
1. Licensing Agreement: authorizing the deployment of the new systems in Upshur County
2. Maintenance Agreement: providing for the deployment of updates, bug fixes, patches and new
releases of the systems as needed. This contract also provides for problem resolution support as
needed.
7. Non-Phased Deployment
Upshur County intends to deploy its new management system in a single phase. This deployment will
require integration with other information systems in Upshur County and also at the state and federal
level. The vendor will be required to provide Upshur County with systems integration solutions for
transaction processing and information sharing with these external systems. A complete set of systems
integration requirements and technical specifications for their solutions will be delivered by the vendor at
the conclusion of the Gap Analysis engagement.
8. Multiple Instances of the Court Case Management System
The vision for this system is to develop a Unified Court Case Management system for all Upshur County
court divisions. In the interest of achieving that goal, Upshur County wishes to minimize the number of
system instances required. Other system configuration issues such as the need for load-balancing might
also result in more than one instance of the system. Therefore, Upshur County will require an
implementation and integration plan and a licensing model that can accommodate the deployment of
multiple instances of the court case management system.
If multiple instances of the system are required, these various instances will need to be integrated with
one another to provide a unified/consolidated view of person and case data and a means of sharing data
to facilitate exchanges such as case transfers between court divisions. Additional integration solutions
may be needed to incorporate supporting systems such as electronic document management systems,
electronic filing systems, online payment systems, fingerprint and biometric identification systems, data
warehousing systems, and financial management systems for County government.
Each installation may have some differences in features but the core application shall remain intact
through configuration management and managed deployments. Clearly, there will be some challenges
in managing multiple instances of a single application with varying feature sets. Upshur County would
like the vendor to propose a set configuration management, change control, and project management
procedures that can help mitigate the risk of such an implementation.
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 9
Vendor proposals must include a flexible configuration management solution to support and integrate
multiple instances of the court case management system.
9. Functional Requirements for Law Enforcement and Court Case Management
Functional requirements for the Upshur County courts span a wide variety of case types (e.g., traffic,
criminal, civil, probate, family, juvenile, and other more specialized caseloads). Vendors responding to
this Request for Proposals must be able to provide a case management system that can manage a broad
spectrum of case types with varying business rules and functional requirements
Any need for the custom development of new case management functionality for the District Court,
Justice Courts and County Court will be specified as an outcome of the Gap Analysis engagement that
begins the progressive acquisition of these systems.
10. Proposal Components
Written responses to this Request for Proposals must include the following components:
A pricing framework for Software Licensing, System Maintenance, and Technical Services
Engagements.
A proposal for a Gap Analysis for the Upshur County Sheriff’s Office, the Upshur County Court ,
Upshur County District Court, and Upshur County Justice Courts
11. Pricing and Licensing Proposal
Please provide in writing the costs, terms and conditions for
Licensing the system for use
o Law Enforcement System
o Case Management System
o Financial Management System
o Jury Management System
Local versus Cloud-Based
Legacy data conversion and transition
Deploying more than one instance of the system
Costs associated with providing access via Public Terminals
Any third-party software required to deploy, utilize, and support the system
System maintenance (please specify any support needs not provided through the maintenance
agreement)
Engaging vendor staff to provide technical services for custom development of additional
functionality, data conversion, system configuration and tuning, project management, user
training, technical training, and technical support
Installing the software in a Upshur County “lab environment” to support on-site Gap Analysis
activities for functional requirements, configuration requirements, deployment planning, and
co-development processes
12. Supplemental Requirements for Submitting Proposals
In addition to the General Requirements and Special Requirements defined earlier in this Request for
Proposals, vendors must also submit the following information items as part of their response:
A Submittal Letter for the Upshur County Commissioners Court (template provided)
A Company Profile (template provided)
A Company Litigation History (instructions provided)
An RFP Response Evaluation (form provided)
A Proposal Submittal Checklist is provided at the end of this section to summarize all of the required
components for vendor responses to this Request for Proposals.
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 11
SUBMITTAL LETTER FOR UPSHUR COUNTY COMMISSIONERS COURT
Judge Dean Fowler
Upshur County Commissioners Court
P.O. Box 790
Gilmer, Texas 75644
Dear Judge Fowler:
In response to your Request for Proposals (RFP) the following proposal is
submitted.
In submitting this proposal, I hereby certify that:
1. The RFP has been read and understood;
2. The materials required by the RFP are enclosed;
3. All information provided is true, accurate, and complete to the best of my
knowledge;
4. This proposal is submitted by, or on behalf of, the party that will be legally
responsible for service delivery should a contract be awarded.
Signature of Authorized Official:
Date:
Name of Signatory:
Company:
Title:
Phone:
Address:
COMPANY PROFILE
Please provide a written response to the following questions:
1. What is the physical address, mailing address, and fax number of your company’s main office?
2. Who in your company will be the primary point of contact during the proposal evaluation
process? (Please provide name, title, direct phone number, e-mail address, fax number, and
mailing address).
3. Who in your company is authorized to negotiate a contract with us? (Please provide name, title,
direct phone number, e-mail address, fax number, and mailing address).
4. Provide a brief history of your company.
5. Indicate the total number of employees in your company and their distribution by function.
6. Provide most recent annual report and financial statement.
7. Provide standard licensing agreements, warranties and maintenance contracts.
8. Provide a list of partnership(s) with other vendors.
9. Provide copies of your training documentation used in other installations to include individual
desk instructions. Copies are to be provided in .pdf (Acrobat) format.
10. What are your current support plans and processes for existing customers?
11. Explain the costs involved in making changes (i.e. legislative changes) to the court case and law
enforcement system(s) after completion.
12. List all current active contracts for the next five (5) years. Include customer name and contact
information.
13. List your own successful deployments for large, complex court case and Law Enforcement
systems.
14. List and describe examples and references of successful system integration solutions that you
have accomplished as part of the deployment and implementation of your CMS and/or LES(s).
Have you successfully integrated your CMS and/or LES (s) with third-party services for e-filing of
court cases, fingerprint identification (AFIS), electronic commerce with a customer’s banking
institution, criminal history queries to the Texas Crime Information Center (TCIC) and the
National Crime Information Center (NCIC), activity reporting with a state Office of Court
Administration, a customer’s Electronic Document Management (EDMS) system, etc.?
15. List those CMS and/or LES deployments that you consider to have failed or had significant delay
in deployment. Provide details of the steps taken toward recovery and what is the current status
of those deployments.
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 13
16. List the CMS and/or LES implementations that your company will be engaged in during the same
time period as the proposed development and deployment of the system in Upshur County.
Include customer name and contact information.
17. Provide your cost control methodology for ensuring the proposal award price is maintained and
“price creep” is avoided.
18. Describe your disaster recovery plan or provide a copy of such as it relates to case management
system data.
19. Provide information on any other products your company markets in relation to judicial case
management systems.
20. Provide the list of the case types that the current version of your case management system can
process and manage. Please specify system version number or ID.
21. What is the approximate number of full-time support personnel employed?
22. What is the approximate number of full-time programmers employed?
23. Average length of employment for your programmers / support personnel?
24. Are programmers and support personnel working in same location?
COMPANY LITIGATION HISTORY
Please provide a history and explanation of any past or outstanding lawsuits related to the vendor's past
performance under contract on the development or implementation of business/ISP planning, business
process analysis/redesign, computer hardware, software and applications development/implementation
products.
PROPOSAL SUBMITTAL CHECKLIST
Except as otherwise indicated the following materials must be submitted as part of a vendor response:
Proposal Cover Sheet
Proposal Submittal Letter for Upshur County Commissioners Court
Five (5) References
Company Profile
Company Financial Statement
Company Litigation History
Residence Certification/Tax Form
Technical Requirements Survey for Integrated Justice
Pricing and Delivery Information
Implementation Proposal
RFP Response Evaluation
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 1
RFP Response Evaluation
Please complete the RFP Response Evaluation sheet within this document using the instructions provided below. The purpose of this
section is to determine the capability of a vendor’s product[s] to provide the functionality for the systems as defined. Following is a
list of the functional requirements.
In the Answer column, please select the applicable answer for each functional requirement listed in the tables below:
• “Y” if the functionality exists;
• “N” if the functionality is not incorporated;
• “F” if the functionality is currently being developed. Use the Comments column to explain when the functionality will be
released to the field; or
• “P” if the functionality partially exists. Use the Comments column to explain what functionalities are only partially
implemented.
The grouping of the individual requirements into categories is an imprecise and subjective process because many – if not all – of the
requirements involve more than one discrete category and represents capabilities that apply to multiple categories and/or call for
interaction between several categories. In many situations, several functions would be performed contemporaneously; that is, they
would appear to be a single function. All of these system functions should work as a single system with a consistent look and feel so
users do not perform the same function several times and/or enter the same data more than once. Furthermore, the functions
defined by the requirements below should interact with all other functions with minimal or preferably no manual intervention
except when the user executes an override.
1 - GENERAL REQUIREMENTS
“Y”Yes “N” No “F” Development “P” Partially Comments
1.01 The system must be based on a Microsoft Operating System framework and be compatible with windows-based peripherals.
1.02 The system must be compatible with clients running Windows XP or later.
1.03 The software should use Microsoft Windows supported peripheral devices without the need for vendor-maintained drivers.
1.04
The system must be capable of importing and associating with case files the following document types at a minimum : PDFs, tiffs, jpegs, bmps, and Microsoft Office Documents.
1.05 The software must have integrated document imaging for all offices and images should be accessed within the cases itself eliminating the need for a separate index.
1.06 The software should integrate with Microsoft Word and Excel.
1.07 The system must support Soundex search capability. (i.e: search should correctly associate O'bannon with Obannon)
1.08 The system must support wildcard search capability.
1.09 The system must comply with Texas Gov't Code 77.031 and technology standards approved by the Judicial Committee for Information Technology (JCIT)
1.10 The system must provide disaster recovery planning and options. 1.11 The system must provide for a judicial website accessible by the public. 1.12 The system must support digital signatures.
1.13 The system must allow departmental managers to run activity reports on activities of departmental employees within the software system.
1.14
The system must maintain a single identity record for each party. A party may then be assigned multiple roles within the system (e.g., a party may be a criminal defendant, a civil plaintiff, a victim, a witness, a Judge, or an Attorney, among other roles).
1.15 The system must maintain multiple current and historical addresses, with beginning and ending dates and address sources for each party.
1.16
The system must allow the user to modify an existing party record, if appropriate, before associating the party to the case. If modification of the party record is appropriate, the system must not require the user to change screens to accomplish the party record modification.
1.17
The system must capture, assign, or allow entry of multiple identifiers (e.g., originating court for appealed cases; prosecutor, law enforcement, other agencies) and establish relationships with case participants.
1.18 The system must notify the user, when the user is creating a new case or new party that a party with matching identifiers already exists within the system.
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 3
1.19 The system must permit the user to create a new Party, if required.
1.20 The system must track and link charges, party relationships, and court docket entries for related cases.
1.21 Integrated bonds tracked system-wide on the party record with images. 1.22 Integrated warrants tracked system-wide on the party record with images.
1.23 Integrated civil papers with service information tracked system-wide on the party record. 1.24 The system must provide for CJIS and OCA reporting for all departments.
1.25
The system must allow case information and cases to be back-dated to comply with orders and add older/closed cases to the system without negative effect on current reports and dockets.
1.26
The system must comply with all Texas e-filing requirements set forth by the Supreme Court and the vendor must propose a plan for updating with all future legislative and legal changes.
2 – LAW ENFORCEMENT, PROSECUTOR, AND COURT PROCESSES
“Y” Yes “N” No “F” Development “P” Partially Comments2.01 Information shall be fully integrated from the initial contact through disposition.
2.02
The system must contain a computer aided dispatch component to track incidents and calls for service, which will allow supplemental updates and attached reports during the investigation process.
2.03 The incident reporting aspect shall share the same party database as the law enforcement and case management aspects of the system.
2.04
The system shall have sufficient security measures in place to ensure that only
authorized users have access to certain information in incidents which have not yet been filed with the courts, i.e. complainant information.
2.05 The system must have the capability to produce electronic photo lineups. 2.06 The system must assign a SO# unique to each individual booked in to the jail. 2.07 The system must allow a user to associate one or many charges with a single arrest,
during booking.
2.08 The system must notify the user of outstanding warrants (if any) during person lookup. 2.09 The system must notify a user when a party has outstanding civil documents to be
served, during the Booking process.
2.10 The system must enforce person verification by interfacing with state identification records provided by DPS and AFIS, during the booking process.
2.11 The system must require a user to indicate whether or not the charge is or is not a "reportable offense."
2.12 The system must ensure that arrests that are the result of a "reportable offense" will be reported to CJIS and therefore be assigned a TRN.
2.13
The system must ensure that each additional reportable offense associated with the same arrest will be assigned the same TRN and subsequently assigned different sequential TRS numbers.
2.14 The system must allow the option for charges to be added and/or modified during booking, court case filing, prosecution, and trial.
2.15 The system must enforce a rule requiring person verification prior to assigning a charge(s).
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 5
2.16 The system must create a unique and sequential control number for the case when the PC Affidavit is accepted.
2.17
The system must have the option to make arrest information available to the general public, media, magistrates, and outside agencies electronically via the Internet using standard browsers.
2.18
The system must enable a user to generate a report showing all arrests conducted or new charges filed for a specified period of time, along with related information such as offender's name, DOB, offense, charge(s), cause number, warrant number, onsite arrest. 2.19 The system must allow a user to view all related case, TRN/TRS, and charge history for a
person.
2.20 The system must allow a user to reject, accept, change, add, lower, and/or raise charges. The system must retain a history of all activities that change the charges.
2.21 The system must allow a user to add comments to a charge.
2.22 The system's reject codes must map to DPS reject codes. Reject codes must include, but not be limited to: Civil (bond forfeitures), dismiss, reject no jurisdiction, decline. 2.23 The system must allow a user (prosecutor) to input (paragraphs of) supporting
documentation on the decision to reject, accept, or change the charges.
2.24 The system must allow a prosecutor to determine whether the arrest was the result of a warrant, an onsite arrest, or court case filing.
2.25
The system must allow a user to assign a control number to the case, if the arrest was the result of an onsite arrest. The user must then be able to associate the existing case history booking, charge(s), TRN/TRS, PID, SID with that control number.
2.26
The system must allow the user (prosecutor) to associate the booking information, TRN/TRS, PID, SID, Charge(s), and warrant number to the control number that is already in existence within the system, if the arrest was the result of a warrant.
2.27 The system must enable a user to perform CJIS reporting at various stages of the process (i.e, booking, case disposal.)
2.28 The system must allow, but not require the offense code to match the charge.
2.29 The system must maintain the history of the original offense and supplemental offense reports as documented by LEA.
2.30 The system must automatically prevent the identities of victims, witnesses, and minors from being accessible to the public.
2.31
The system must provide victims of domestic violence and sexual assault with the option of being assigned pseudonyms rather than use their real names for public display or as an alternative to their actual identity.
2.32
The system must allow supporting documents to be scanned or imported into the system and added to the case file. (The system must support, but not be limited to the following file types: PDF, JPEG, TIFF)
2.33 The system must ensure that every criminal case has an associated offense code. 2.34 The system must automate importing DPS offense codes whenever DPS provides
updated offense codes.
2.35 The system must require an offense to be associated with each criminal case. 2.36 The system must require a charge to be associated with each offense code. 2.37 The system must be capable of associating and tracking multiple charges for each
offense.
2.38 The system must have the ability to associate and track multiple prose paragraphs for each offense.
2.39 The system must allow the user to produce a warrant.
2.40 The system must ensure that the warrant number contains a court identifier while still remaining sequential and unique.
2.41 The system must require the user to identify the offender and list the charges when a warrant is created.
2.42 The system must allow the user to verify the status of the offender (e.g., is the offender currently in jail) when creating the warrant.
2.43 The system must allow ability to print mug shots on warrants. 2.44 The system must allow the user to deliver the warrant to a Judge.
2.45 The system must generate a unique identifier (warrant number) for the warrant upon authorization by a Judge.
2.46 The system will indicate that a warrant has been issued, indefinitely, until the warrant is served or recalled.
2.47 The system must make indictment information available online (to the public) only after the warrant has been served.
2.48 The system must allow, but not require a Judge to enter a bail level recommendation when issuing a warrant.
2.49 The system must notify the user of an existing bail level recommendation during magistration.
2.50 The system must allow for separate cause numbers to be assigned for each charge or offense in criminal and traffic cases.
2.51 The system must allow the user to file a new case using existing data from the prosecutor’s case record.
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 7
2.52 The system must have automatic end of year docket number configuration or allow access for the administrator to update docket number assignment configurations. 2.53 The system must be able to run a docket list for plea negotiations, pre-trials and plea
dockets.
3 -
CONTACT WITH THE COURT “Y”Yes “N” No “F” Development “P” Partially Comments
3.01 The system must maintain court contact deadlines associated with citations.
3.02
The system must provide automatic notifications to a designated user(s) when a person has not made contact with the court before the expiration of the court contact deadlines. The system must allow the user to generate a warning letter for each person who has not made contact with the court before the expiration of the initial court contact deadline. The warning letter will inform the person that he/she has a specified period of time to appear in Court (grace period) along with additional fines or else a warrant will be issued.
3.03 The system must allow a user to add additional fees to a person's case after the warning letter has been issued.
3.04 The system must provide automatic notifications to the user when a person has not appeared in Court before the expiration of the grace period deadline.
3.05 The system must allow the user to issue a warrant for a person's arrest when the person has not made contact with the court before the expiration of the grace period deadline. 3.06 The system must allow a user to add additional fees to a person's case after the warrant
is issued.
3.07 The system must create a Notice of Setting if the user enters a plea of not guilty. 3.08 The system must allow a user to either change the plea, dismiss the case, enter a plea
agreement, or proceed with a hearing.
3.09 The system must allow a user to select either a jury trial or a bench hearing before the judge, on a party's behalf.
3.10 The system must track a final verdict issued by a Judge or jury.
3.11 The system must allow criminal cases to be related to other criminal or civil cases. 3.12 The system must maintain fees associated with the case if the person is found guilty.
3.13
The system must allow a user to setup a payment plan for a person's court fees and fines associated with the case (when the person is either found guilty or makes a plea of guilty or Nolo Contendere.)
3.14 The system must maintain deadlines for paying fees and fines (when the person is either found guilty or makes a plea of guilty or Nolo Contendere.)
3.15 The system must provide automatic notifications to a designated user(s) when a person has not submitted the required payment before the expiration of payment deadlines.
3.16
The system must allow the user to generate a warning letter (aka last chance notice) for each person who has not submitted the required payment before the expiration of payment deadlines. The warning letter will inform the person that he/she has a specified period of time to submit the required payment (grace period) along with additional fines or else a warrant will be issued.
3.17 The system must allow a user to generate a past due notice for a party when the payment deadline has expired.
3.18 The system must allow a user to add additional fees to a person's case after the warrant is issued. (e.g. warrant fee, Omni fee, collections fees)
3.19 The system must provide automatic notifications to the user when a person has not submitted the required payment before the expiration of the grace period.
3.20
The system must allow a user to issue a warrant for a person's arrest when the person has not submitted the required payment before the expiration of the grace period deadline.
3.21 The system must allow a user to generate a receipt when a payment is made.
3.22
The system must automatically update the warrant entry when a payment receipt is generated. (This will reduce the likelihood of a party being arrested on a warrant that has already been paid.)
3.23
The system must notify a user, when a partial payment is made towards an outstanding warrant, reminding the user to recall the warrant and generate the necessary documents to have a new warrant authorized by a Judge.
3.24 The system must record the payment method, payment amount and payment date.
3.25
The system must allow a user to generate a County designed and approved number receipt when a payment is made and generate a receipt. The receipt must indicate the payment date, payment amount, payment method, person making the payment, and
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 9 user who accepted the payment, with the ability to void receipts noting the clerk
processing it.
3.26 The system must allow the party to make payment by credit or debit card. 3.27 They system must allow the party to make payments via the internet.
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ADDITIONAL COURT REQUIREMENTS “Y”Yes “N” No “F” Development “P” Partially Comments 4.01
The system must allow the user to assign additional requirements to a person as a result of a finding of guilty or a plea of guilty; depending on the charge. Additional
requirements may include, but are not limited to defensive driving, alcohol awareness, MIP classes, and community service.
4.02 The system must allow the user to scan any proof of completion for the court requirement(s) into the system and associate the scanned images with the case. 4.03 The system must maintain deadlines for the completion of any court requirements. 4.04 The system must provide automatic notifications to the user when a person has not
completed a court requirement before the expiration of the deadline.
4.05 The system must allow the user to issue a warrant for a person's arrest when a person has not completed a court requirement before the expiration of the deadline.
4.06 The system must allow a user to add additional fees to a person's case after the warrant is issued.
4.07 The system must allow a user to document an offender’s failure to fulfill court ordered requirements.
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PRINTING & EMAILING “Y”Yes “N” No “F” Development “P” Partially Comments
5.01 The system must automate printing bar codes that contain the cause number and assigned court identifier, when choosing to print and deliver the case manually. 5.02 The system must automate printing a docket sheet for the case, when choosing to print
and deliver the case manually. 5.03
The system must produce an email notification that also contains the cause number to be sent to pre-defined members of the Court, when choosing to send the case to the Court electronically.
5.04 The system must allow a user to override or add additional recipients to the email notification list when sending the case to the Court electronically.
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DOCUMENT ATTACHMENTS “Y” Yes “N” No “F” Development “P” Partially Comments6.01 The system must allow a user to scan documents directly into the system and associate those documents with a case.
6.02
The system must allow a user to import electronic documents such as PDF's, tiffs, jpegs, bmps, and Microsoft Office documents directly into the system and associate those documents with a case.
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ADMINISTERING COURT PERSONNEL “Y”Yes “N” No “F” Development “P” Partially Comments
7.01 The system must allow for Judges and court personnel to be replaced without affecting historical records.
7.01 The system must permit a user to add or modify courts and court information. 7.02 The system must maintain rules governing events associated with case age.
7.03 The system must calculate the age of a case and automatically generate notifications and reports, based on that age.
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HEARINGS AND MOTIONS “Y”Yes “N” No “F” Development “P” Partially Comments
8.01 The system must provide a dictionary of hearing types and their definitions. 8.02 The system must provide a dictionary of motions (with definitions and rules.) 8.03 The system must be capable of associating multiple hearings to a case.
8.04
The system must include, but not be limited to, the following hearing types: Preliminary Trial Telephonic Submission Administrative Appeal Contempt
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 11
8.05 The system must allow a user to update and/or modify hearing types.
8.06 The system must allow a user to view the entire history of a case (including all hearings associated with the case.)
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COURT CALENDAR / DOCKET “Y” Yes “N” No “F” Development “P” Partially Comments9.01 The system must provide a calendar that will show existing scheduled events and court availability enabling a user to set hearing dates for their respective courts.
9.02 The system must apply rules to each hearing type when a user schedules a hearing. (e.g., minimum and maximum number of days allowed when setting a hearing type)
9.03 The system must provide an informational notification, when a user attempts to set a hearing date outside of the acceptable time range for a hearing.
9.04 The system must allow a user to edit event information pertaining to their court on the calendar.
9.05 The system must allow for view only access to calendars for other courts, departments, groups, and/or users.
9.06 The system must permit a person (e.g., Defendant, Judge, or Attorney) to have multiple hearings scheduled on the same date.
9.07
The system must provide the capability to docket events or documents for which a case does not yet exist; create temporary case number and permit all entries to be
transferred to permanent case record and case number upon establishment of the official case.
9.08 The system must allow non-court related activity (e.g., maintenance) to be scheduled for a courtroom or Judge (e.g., vacation, training).
9.09 The system must permit the calendar to display event information for all of the courts (although access may be limited via user access rights)
9.10 The system must allow the court calendar to display attorney schedules (such as vacation days and date conflicts.)
9.11
The system must display schedule conflicts on the calendar and allow the user to adjust the schedule or override scheduling conflicts when appropriate (to allow for concurrent scheduling of cases).
9.12 The system must allow a user to enter schedule conflicts for any party to the hearing (such as witnesses, victims, and law enforcement.)
9.13 The system must allow a user to batch reset hearing dates on multiple cases. 9.14 The system must require the user to enter a reason, when resetting a hearing date. 9.15 The system must maintain an audit trail to document resets of hearing dates.
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 13
9.16 The system must prompt the user (Court Coordinator) to re-print the hearing notices, when the hearing is reset.
9.17 The system must indicate on the hearing notice that it has been reset (when the hearing notice is generated as the result of a reset.)
9.18 The system must permit a user to manipulate the calendar view to display a single day, a week or Month(s).
9.19 The system must allow a user to manipulate the calendar to overlay and view multiple calendars in a single view.
9.20
The system must allow a user to change a court's location from the default location when scheduling a hearing. (Courts may have to switch courtrooms due to one Court temporarily requiring a larger location for bigger trial.)
9.21 The system must provide an override prompt to the user (Court Coordinator) to print hearing notices, once the hearing is set.
9.22 The system must allow, but not require, a user to print hearing notices immediately upon setting a hearing. The system must allow a user to print hearing notices at a later time. 9.23 The system must allow hearing notices to be generated from pre-defined templates.
9.24
The system must allow the hearing notice template to pull data from tables within the system to populate template fields such as cause numbers, attorney name, attorney address, defendant name, defendant address, bondsman, bondsman address.
9.25 The system must allow multiple attorneys and multiple bondsmen to be printed onto the hearing notice, when they exist.
9.26 The system must allow a user to add additional cause numbers to hearing notices. 9.27 The system must allow a user to preview and modify the hearing notice prior to printing.
9.28
The system must alert the user when a party to the case has a status within the system that the user should be aware of (e.g., criminal charges, restraining orders, attorney conflict of interest, currently in jail.)
9.29 The system must provide the court with notifications of special needs (e.g., interpreter, additional security) when scheduling.
9.30 The system must allow a user (Court Coordinator) to print a docket sheet.
9.31 The system must permit the user (Court Coordinator) to display or hide columns of data on the docket sheet (for instance display jail and/or warrant statuses.)
9.32 The system must allow the user to add comments to the docket before and after the hearing.
9.33 The system must notify a user if a party to the hearing is in jail; regardless of the hearing or case type (criminal or civil.)
9.34 The system must notify a user if any party to the hearing has a scheduling conflict when attempting to set the hearing.
9.35
The system must record the new jurisdiction (court) information with an audit trail of date, time, and person who entered the information, when a case is transferred within the County. The associated court identifier will change, but the case number will remain the same.
9.36
The system must record the new jurisdiction (court) information with an audit trail of date, time, and person who entered the information, when a case is transferred out of the County. The system must provide a method to transfer the case data and all attachments to the new jurisdiction.
9.37 The system must allow users (such as Court Coordinators, Jailers and Judges) to generate docket reports indicating which incarcerated parties are schedule for court.
9.38 The system must enable a user to electronically send a Jail Transfer Request to law enforcement prior to the hearing.
9.39 The system must provide automatic notifications to law enforcement of the Jail Transfer Request.
9.40 The system must allow a user to confirm that the Jail Transfer request has been received by law enforcement.
9.41
The system must include, but not be limited to, the following types of court orders: o Supervision
o Dismissal o Judgments o Deferrals o Education
9.42 The system must allow a user to create a Jury Demand.
9.43 The system must allow the Jury Demand to be created through e-filing (such as Texas Online)
9.44 The system must allow a user to enter a Jury fee.
9.45 The system must allow a user to enter hearing results and plea arrangements.
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ATTORNEY ASSIGNMENT “Y”Yes “N” No “F” Development “P” Partially Comments 10.01
The system must include, but not be limited to, the following types of Attorneys: o Prosecuting
o Defense o Appeal
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 15
10.02 The system must allow a user to assign a Prosecuting Attorney to a Court.
10.03 The system must provide and maintain an Attorney Wheel to randomly assign a Defense Attorney to a case.
10.04 The system must allow the court override random assignment and appoint a specific attorney to a case.
10.05 The system must track Attorneys' BAR IDs and the state in which the IDs are issued.
10.06
The system must associate qualifications, restrictions, and exclusions to defense attorneys who are added to the Attorney Wheel (e.g., this attorney does not handle sexual offenses).
10.07 The system must maintain defense attorney’s calendar availability.
10.08 The system must automate the assignment of defense attorneys from the Attorney Wheel utilizing the attorneys' qualifications, restrictions, exclusions, and availability. 10.09 The system must allow a user to override the automated attorney appointment. 10.10 The system must require the user to enter a reason, when overriding the automated
attorney appointment.
10.11 The system must maintain an audit trail to document overrides of automated attorney appointments.
10.12 The system must display up to five suggested names and allow the user to select one for appointment.
10.13 The system must allow, but not require, more than one attorney for a case. 10.14 The system must allow a user to designate a lead attorney.
10.15 The system must suggest that co-defendants are assigned to different attorneys. 10.16 The system be able to track cases by attorney.
10.17
The system must print a Court Order after a defense attorney has been appointed. A copy should then be sent to the Court clerk, defendant, defense attorney, and prosecutor.
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DISPOSITION “Y” Yes “N” No “F” Development “P” Partially Comments11.02 The system must allow, but not require, all parties to the case to electronically authorize (via digital signature or biometric reader) documents.
11.03 The system must allow the Clerk to dispose of criminal cases and perform CJIS reporting. 11.04 The system must ensure that the disposition values selected, map to DPS disposition
codes and OCA disposition codes.
11.05 The system must ensure that disposition and sentencing information for each individual charge is sent to CJIS.
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 17
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EXPUNCTIONS “Y” Yes “N” No “F” Development “P” Partially Comments12.01 The system must record the Order to Expunge.
12.02 The system must maintain a list of users who will receive electronic notification when a court orders an expunction.
12.03 The system must send a notification to the users when an expunction is ordered. 12.04 The system must maintain and enforce the delay length that users must wait before
expunction orders may be executed. (Governed by statute)
12.05 The system must maintain the deadline length by which a user must execute a court ordered expunction. (Governed by statute)
12.06 The system must record the date in which the Expunction Order was signed.
12.07
The system must calculate the first and last dates of eligibility for executing a court-ordered expunction using the date the expunction was signed, the wait length, and the deadline length.
12.08 The system must notify the user when the calculated first date of eligibility for executing a court-ordered expunction is reached.
12.09
The system must automate expungement all records, in accordance with identifiers given in the Expunction Order. (Identifiers will include offender, specific charge, specific count...)
12.10 The system must automate expungement of all images, in accordance with identifiers given in the Expunction Order.
12.11 The system must automate expungement all inter-agency reporting activity, in
accordance with identifiers given in the Expunction Order. (Expunging the TRN from CJIS) 12.12 The system must retain all fee records associated with the case, regardless of the
Expunction.
12.13 The system must automate removal of person identifiers from all retained fee records associated with the case following the Expunction.
12.14 The system must allow, but not require a user to produce a detailed summary of the Expunction.
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NON-DISCLOSURE “Y” Yes “N” No “F” Development “P” Partially Comments13.01 The system must record Orders of Non-Disclosure.
13.02 The system must maintain a list of users who will receive electronic notification when a Non-Disclosure is ordered.
13.03 The system must send a notification to the users when a Non-Disclosure is ordered. 13.04 The system must maintain the delay length that users must wait before non-disclosure
orders may be executed.
13.05 The system must maintain the deadline length by which a user must execute a court-ordered non-disclosure.
13.06 The system must record the date in which the non-disclosure order was signed.
13.07
The system must calculate the first and last dates of eligibility for executing a court-ordered non-disclosure using the date the non-disclosure was signed, the wait length, and the deadline length.
13.08 The system must notify the user when the calculated first date of eligibility for executing a court ordered non-disclosure is reached.
13.09 The system must track the Order date and send a notification to the user indicating that the Order of Non-Disclosure is ready to be processed.
13.10
The system must identify all records associated with the Order of Non-Disclosure. (Arrest record, Booking Record, Magistration and Bail Records, CCM, Prosecution, Jail Records, Community Supervision Records.)
13.11
The system must allow access rights to Non-Disclosed records to be managed by an authorized administrator (some records shall be made non-public, some shall be made non-accessible to specified groups within the County.)
13.12 The system must generate notifications when displaying cases or portions of cases that are not public record (e.g., adoption cases, which are considered confidential). 13.13 The system must allow multiple images associated with the case to be marked as
nonpublic (or redacted) in a single step.
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DEFERRED ADJUDICATION/PROSECUTION “Y” Yes “N” No “F” Development “P” Partially Comments14.01 The system must allow a user to establish "Deferred Adjudication" as a type of probation supervision ordered by the court.
14.02
The system must allow an Administrator to establish Deferred Adjudication as an option for punishment for specific case level offenses (e.g., Class B and Class A misdemeanors, and felony charges.)
14.03 The system must allow a user to set a hearing, in which Deferred Adjudication is an option for punishment, if the case level offense meets the criteria.
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 19
14.04 The system must allow a user to enter a guilty plea, on an offender’s behalf. The system must then allow the judge to "defer" the finding of guilt.
14.05 The system must allow a Judge to assign an offender to be placed on probation under supervision for a certain period of time, as a result of a Deferred Adjudication.
14.06 The system must allow, but not require, the transfer of management of the offender to Community Supervision (CSCD) during the Deferred Adjudication term.
14.07 The system must allow, but not require, data related to the deferred adjudication to be shared between the Court, Community Supervision, and the Prosecutor's office. 14.08 The system must permit a criminal background check to show the arrest for the charge
and show the Deferred Adjudication for the disposition.
14.09 The system must allow the case to be closed, without a final conviction, upon successful completion of the probationary period (Deferred Adjudication.)
14.10 The system must allow for, but not require, offenses which are closed due to satisfactory completion of deferred adjudication to be Expunged.
14.11 The system must enable a user to file a Motion to Proceed (MTP) if a person on Deferred Adjudication does not comply with the conditions of probation.
14.12 The system must generate a warrant for the person's arrest when a Motion to Proceed (MTP) is filed.
14.13 The system must set the case status back to "Active" when a Motion to Proceed (MTP) is filed, and maintain the active case status until the MTP is pled or dismissed.
14.14 The system must allow an Administrator to establish Deferred Disposition as an option for punishment for specific case level offenses
14.15 The system must allow a user (Judge) to associate fees to the Deferred Disposition.
14.16
The system must allow a user (Judge) to establish probationary conditions to the Deferred Disposition (such as a specified period in which the party may not receive additional citations or be charged with additional offenses.)
14.17
The system must allow a user (Judge) to establish conditions such as community service, Defensive Driving, Alcohol Awareness courses, and Minor in Possession classes to the Deferred Disposition.
14.18 The system must allow the case to be closed, without a final conviction, upon successful completion of the Court ordered conditions of the Deferred Disposition.
14.19 The system must allow for, but not require, offenses which are closed due to satisfactory completion of Deferred Disposition to be Expunged.
14.20
The system must enable a user to file a show cause motion if a party on Deferred Disposition does not comply with the Court Ordered conditions and the ability to enter a final conviction once the defendant fails to comply.
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CIVIL CASE CREATION / ASSIGNMENT “Y” Yes “N” No “F” Development “P” Partially Comments15.01 The system must require a user to document the method by which a case was initiated (foreign judgment, transfer from other court, e-filing, etc.)
15.02 The system must be able to integrate with an e-filing solution such as Texas Online.
15.03
The system must support electronic filing (e.g. directly from an attorneys' office, a Prosecutor's office, or lower courts) of pleadings and other documents. The system must then allow a user to link electronic filings to the case record as appropriate.
15.04 The system must allow supporting documents to be scanned or imported into the system and added to the case file.
15.05 The system must allow a user to record the identity of all parties to the suits. 15.06 The system must maintain case types and case type categories.
15.07 The system must allow a user to assign a case type to a case.
15.08 The system must link case type categories to OCA standards for state reporting purposes. 15.09 The system must allow cases to be consolidated.
15.10 The system must allow a case to be designated as the primary case when consolidating multiple cases.
15.11
All data and attachments in consolidated cases are moved to the primary case. The subsidiary cases are left as inactive stubs indicating that they were merged to the primary case with the date, time, and user ID of the person performing the enjoin/consolidation.
15.12 The system must allow a user to associate a Petition amount to the case.
15.13 The system must generate a unique cause number when a case is assigned to a court. 15.14 The system must generate cause numbers that are sequential and unique across all
courts.
15.15 The system must allow a user to manually override the electronic assignment to a court. 15.16 The system must require the user to enter a reason, when overriding an automatic court
Law Enforcement/Court Case Management & Financial Management/Jury Management RFP 21
15.17 The system must maintain an audit trail to document manual overrides of Court assignments.
15.18 The system must provide the option to send the case to the Court electronically or print the case and deliver it manually, once the Court has been assigned.
15.19 The system must allow a Judge to accept a case or transfer it to another Court. 15.20 The system must require the Judge to document the reason for transferring a case to
another Court.
15.21 The system must allow a user to either accept or reject a transferred case.
15.22 The system must allow an administrator to modify case types and dollar amounts so that the system will remain current as laws change.
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COURT COLLECTIONS “Y” Yes “N” No “F” Development “P” Partially Comments16.01 The system must ensure that the interest parameters are entered when funds are deposited into an interest bearing account (e.g., interest rate, terms).
16.02
The system must calculate interest for funds deposited into interest bearing accounts as per the terms, but allow for correcting transactions (with audit trail) if needed to balance with bank statements.
16.03
The system must allow for funds to be deposited into: Interest bearing account
Non-interest bearing account
Separate accounting reports are required for each type of account. 16.04
The system must identify the event that will release the funds from the registry account (e.g., a minor child turns 18, TRO case has been disposed) and notify the user that the event has occurred, where possible. The system must allow users to request a notification in advance of the event (e.g., birthday).
16.05 The system must allow money to be deposited into an account without a court order.
16.06
The system must ensure that TRO (Temporary Restraining Order) bond monies are held in trust until the case is disposed, and then returned. The registry/trust account custodian must be notified when a case is disposed that involves a TRO bond. 16.07 The system must ensure that registry accounts are reconciled to bank account
statements.
16.08 The system must allow a user to modify fees system-wide (legislative changes for example)
16.09 The system must allow the user to generate reports identifying parties who have missed payment deadlines. (Run a daily report of who didn't make a payment.)
16.10 The system must allow a user to add a "transaction" fee to the payment.
16.11 The system must allow a user to print a payment receipt which will indicate the payment date, payment amount, payment method, and person making the payment.
16.12 The system must ensure that the receipt will indicate the transaction fee as well as the payment.
16.13 The system must allow a user to add notes and comments to payment records.
16.14 The system must allow a user to generate and print notifications which will be mailed to parties who have missed a payment deadline.
