da.ks.govda.ks.gov/purch/...ATTC_DA00NPF2016-10...Document.d… · Web viewA Contractor shall not be held liable if the failure to perform under the contract arises out of causes

REQUEST FOR PROPOSAL (RFP)

Bid Event Number: EVT0004583

Date Posted: October 31, 2016

Closing Date: December 16, 2016, 2:00 PM

Procurement Officer: Neal FarronTelephone: 785-296-3122E-Mail Address: [email protected] Address: http://admin.ks.gov/offices/procurement-and-contracts/

Agency: Office of Judicial Administration

Item: Case Management Systems with Judicial Tools

Period of Contract: Upon Award through Five (5) years (With the option to renew support and maintenance terms for two additional two- year periods)

Bid Guarantee: No monetary bid guarantee required.

This Bid Event was recently posted to the Procurement and Contracts Internet website. The document can be downloaded by going to the following website: http://admin.ks.gov/offices/procurement-and-contracts/ It shall be the bidder's responsibility to monitor this website on a regular basis for any changes/amendments.

http://admin.ks.gov/offices/procurement-and-contracts/

Event ID: EVT0004583Page 2

SIGNATURE SHEET

Item: Case Management Systems with Judicial ToolsAgency: Office of Judicial AdministrationClosing Date: December 16, 2016, 2:00 PM

By submission of a bid and the signatures affixed thereto, the bidder certifies all products and services proposed in the bid meet or exceed all requirements of this specification as set forth in the request and that all exceptions are clearly identified.

Legal Name of Person, Firm or Corporation

Mailing Address City & State Zip

Toll Free Telephone Local

Cell Phone Fax Number Tax Number

CAUTION: If your tax number is the same as your Social Security Number (SSN), you must leave this line blank. DO NOT enter your SSN on this signature sheet. If your SSN is required to process a contract award, including any tax clearance requirements, you will be contacted by an authorized representative of the Office of Procurement and Contracts at a later date.

E-Mail

Signature Date

Typed Name Title

In the event the contact for the bidding process is different from above, indicate contact information below.

Bidding Process Contact Name



Cell Phone Fax Number

E-Mail

If awarded a contract and purchase orders are to be directed to an address other than above, indicate mailing address and telephone number below.


Award Contact Name



Cell Phone Fax Number

E-Mail

CERTIFICATION REGARDINGIMMIGRATION REFORM & CONTROL

All Contractors are expected to comply with the Immigration and Reform Control Act of 1986 (IRCA), as may be amended from time to time. This Act, with certain limitations, requires the verification of the employment status of all individuals who were hired on or after November 6, 1986, by the Contractor as well as any subcontractor or sub-subcontractor. The usual method of verification is through the Employment Verification (I-9) Form. With the submission of this bid, the Contractor hereby certifies without exception that Contractor has complied with all federal and state laws relating to immigration and reform. Any misrepresentation in this regard or any employment of persons not authorized to work in the United States constitutes a material breach and, at the State’s option, may subject the contract to termination and any applicable damages.

Contractor certifies that, should it be awarded a contract by the State, Contractor will comply with all applicable federal and state laws, standards, orders and regulations affecting a person’s participation and eligibility in any program or activity undertaken by the Contractor pursuant to this contract. Contractor further certifies that it will remain in compliance throughout the term of the contract.

At the State’s request, Contractor is expected to produce to the State any documentation or other such evidence to verify Contractor’s compliance with any provision, duty, certification, or the like under the contract.

Contractor agrees to include this Certification in contracts between itself and any subcontractors in connection with the services performed under this contract.

____________________________________________ ______________________Signature, Title of Contractor Date


TAX CLEARANCE INSTRUCTIONS

A “Tax Clearance” is a comprehensive tax account review to determine and ensure that the account is compliant with all primary Kansas Tax Laws administered by the Kansas Department of Revenue (KDOR) Director of Taxation. Information pertaining to a Tax Clearance is subject to change(s), which may arise as a result of a State Tax Audit, Federal Revenue Agent Report, or other lawful adjustment(s).

To obtain a Tax Clearance Certificate, you must: Go to http://www.ksrevenue.org/taxclearance.html to request a Tax Clearance Certificate Return to the website the following working day to see if KDOR will issue the certificate If issued an official certificate, print it and attach it to your signed renewal document If denied a certificate, engage KDOR in a discussion about why a certificate wasn’t issued

Contractors must submit a current Tax Clearance Certificate along with the signed Renewal Document. No renewal will be processed unless a current Tax Clearance Certificate is submitted.

Per KSA 75-3740-(c), the Director of Purchases may reject the bid of any bidder who is in arrears on taxes due the State of Kansas. The Secretary of the Kansas Department of Revenue is authorized to exchange such information with the Director of Purchases as is necessary to determine a bidder’s tax clearance status, notwithstanding any other provision of law prohibiting disclosure of the contents of taxpayer records or information.

Please Note: Individual and business applications are available. For applications entered prior to 5:00 PM Monday through Friday, results typically will be available the following business day. Tax clearance requests may be denied if the request includes incomplete or incorrect information.

Please Note: You will need to sign back into the KDOR website to view and print the official tax clearance certificate.

Information about Tax Registration can be found at the following website:http://www.ksrevenue.org/busregistration.html


1. Bidding Instructions

1.1. Bid Event ID / Reference NumberThe Bid Event ID / RFP number, indicated in the header of this page, as well as on the first page of this proposal, has been assigned to this RFP and MUST be shown on all correspondence or other documents associated with this RFP and MUST be referred to in all verbal communications. All inquiries, written or verbal, shall be directed only to the procurement officer reflected on Page 1 of this proposal. There shall be no communication with any other State employee regarding this RFP except with designated state participants in attendance ONLY DURING:

Negotiations Contract Signing As otherwise specified in this RFP.

Violations of this provision by bidder or state agency personnel may result in the rejection of the proposal.

1.2. Questions/AddendaQuestions requesting clarification of the bid event must be submitted in WRITING to the Procurement Officer prior to the close of business on November 21, 2016, to the following address:

Neal FarronTelephone: 785-296-3122Facsimile: 785-296-7240E-Mail Address: [email protected]

Kansas Department of AdministrationProcurement and Contracts900 SW Jackson, Suite 451-SouthTopeka, Kansas 66612-1286

Failure to notify the Procurement Officer of any conflicts or ambiguities in this bid event may result in items being resolved in the best interest of the State. Any modification to this bid event shall be made in writing by addendum and mailed to all vendors who received the original request. Only written communications are binding.

Answers to questions will be available in the form of an addendum on the Procurement and Contracts' website, http://admin.ks.gov/offices/procurement-and-contracts.

It shall be the responsibility of all participating bidders to acquire any and all addenda and additional information as it is made available from the web site cited above. Vendors/Bidders not initially invited to participate in this Bid Event must notify the Procurement Officer (Event Contact) of their intent to bid at least 24 hours prior to the event's closing date/time. Bidders are required to check the website periodically for any additional information or instructions.

1.3. Pre-Bid ConferenceNo pre-bid conference is scheduled for this bid event.

1.4. Negotiated ProcurementThis is a negotiated procurement pursuant to K.S.A. 75-37,102. Final evaluation and award will be made by the Procurement Negotiation Committee (PNC) consisting of the following entities (or their designees):

Chief Information Technology Officer of the Judicial Branch; Director of Purchases, Department of Administration; and Judicial Administrator.

1.5. Appearance Before CommitteeAny, all or no bidders may be required to appear as needed before the PNC to explain the bidder's understanding and approach to the project and/or respond to questions from the PNC concerning the proposal. If deemed necessary by the PNC, subject matter experts may be present, which could include OJA-contracted vendors in which the bidder's software would need to integrate, such as electronic filing. The PNC may also award without conducting negotiations based on the initial proposal. The PNC reserves the right to request

http://admin.ks.gov/offices/procurement-and-contracts


information from bidders as needed. If information is requested, the PNC is not required to request the information of all bidders.

Bidders selected to participate in negotiations may be given an opportunity to submit a revised technical and/or Cost Proposal/offer to the PNC, subject to a specified cut off time for submittal of revisions. Meetings before the PNC are not subject to the Open Meetings Act (K.S.A. 75-4317 et seq.). Bidders are prohibited from electronically recording these meetings. All information received prior to the cut off time will be considered part of the bidder's revised offer.

No additional revisions shall be made after the specified cut off time unless requested by the PNC.

1.6. NoticesAll notices, demands, requests, approvals, reports, instructions, consents or other communications (collectively "notices") that may be required or desired to be given by either party to the other shall be IN WRITING and addressed as follows:

Kansas Department of AdministrationProcurement and Contracts900 SW Jackson, Suite 451-SouthTopeka, Kansas 66612-1286

RE: EVT0004583

or to any other persons or addresses as may be designated by notice from one party to the other or as stated in the contract.

1.7. Cost of Preparing ProposalThe cost of developing and submitting the proposal is entirely the responsibility of the bidder. This includes costs to determine the nature of the engagement, preparation of the proposal, submitting the proposal, negotiating for the contract and other costs associated with this RFP.

1.8. Preparation of ProposalPrices are to be entered in spaces provided on the Cost Proposal form if provided herein. Computations and totals shall be indicated where required. In case of error in computations or totals, the unit price shall govern. The PNC has the right to rely on any prices provided by bidders. The bidder shall be responsible for any mathematical errors. The PNC reserves the right to reject proposals which contain errors.

All copies of Cost Proposals shall be submitted in a separate sealed envelope or container separate from the technical proposal. The outside shall be identified clearly as "Cost Proposal" or "Technical Proposal" with the Bid Event ID / RFP number and closing date.

A proposal shall not be considered for award if the price in the proposal was not arrived at independently and without collusion, consultation, communication or agreement as to any matter related to price with any other bidder, competitor or public officer/employee.

Technical proposals shall contain a concise description of bidder's capabilities to satisfy the requirements of this RFP with emphasis on completeness and clarity of content. Repetition of terms and conditions of the RFP without additional clarification shall not be considered responsive.

1.9. Signature of ProposalsEach proposal shall give the complete legal name and mailing address of the bidder and be signed by an authorized representative by original signature with his or her name and legal title typed below the signature line. If the contract's contact will be a different entity, indicate that individual's contact information for communication purposes. Each proposal shall include the bidder's tax number.

1.10. Acknowledgment of AmendmentsAll bidders shall acknowledge receipt of any amendments to this bid event by returning a signed hard copy with the bid. Failure to acknowledge receipt of any amendments may render the proposal to be non-responsive. Changes to this bid event shall be issued only by the Office of Procurement and Contracts in writing.

1.11. Modification of Proposals


A bidder may modify a proposal by letter or by FAX transmission at any time prior to the closing date and time for receipt of proposals.

1.12. Withdrawal of ProposalsA proposal may be withdrawn on written request from the bidder to the Procurement Officer at the Office of Procurement and Contracts prior to the closing date.

1.13. CompetitionThe purpose of this bid event is to seek competition. The bidder shall advise the Office of Procurement and Contracts if any specification, language or other requirement inadvertently restricts or limits bidding to a single source. Notification shall be in writing and must be received by the Office of Procurement and Contracts no later than five business days prior to the bid closing date. The Director of Purchases reserves the right to waive minor deviations in the Specifications which do not hinder the intent of this bid event.

1.14. Evaluation of ProposalsAward shall be made in the best interest of the State as determined by the PNC or their designees. Although no weighted value is assigned, consideration may focus toward but is not limited to:

Cost. Bidders are not to inflate prices in the initial proposal as cost is a factor in determining who may receive an award or be invited to formal negotiations. The State reserves the right to award to the lowest responsive bid without conducting formal negotiations, if authorized by the PNC.

Adequacy and completeness of proposal Bidder's understanding of the project Compliance with the terms and conditions of the RFP Experience in providing like services Qualified staff Methodology to accomplish tasks Response format as required by this RFP

1.15. Acceptance or RejectionThe Committee reserves the right to accept or reject any or all proposals or part of a proposal; to waive any informalities or technicalities; clarify any ambiguities in proposals; modify any criteria in this RFP; and unless otherwise specified, to accept any item in a proposal.

1.16. Proposal DisclosuresAt the time of closing, only the names of those who submitted proposals shall be made public information. No price information will be released. A List of Bidders may be obtained in the following manner:

Attending the public bid opening at the time and date noted on the Bid Event, ORRequesting a List of Bidders via E-mail to [email protected] or in writing to the following address. Include the Bid Event number EVT0004583 in all requests.

Kansas Department of AdministrationProcurement and ContractsAttn: Bid Results900 SW Jackson, Suite 451-SouthTopeka, Kansas 66612-1286

All other documents pertaining to the bid (tabsheet, individual bids, proposals, contract, etc.) are not available until the bid has been awarded, contract executed or all bids rejected.

Once a bid file is available, a request for a cost estimate may be submitted to the e-mail or address noted above for the costs associated with the reproduction of bid documents. Procurement and Contracts will attempt to provide all Open Records requests with electronic copies when possible. Requests will not be fulfilled until payment has been received.

Documents will be sent via First Class Mail. If requested, they may be sent via express mail services at the expense of the requester.

Any questions regarding Open Records requests for bid results should be directed to [email protected] or 785-296-0002.


1.17. Disclosure of Proposal Content and Proprietary InformationAll proposals become the property of the State of Kansas. The Open Records Act (K.S.A. 45-215 et. seq.) of the State of Kansas requires public information be placed in the public domain at the conclusion of the selection process, and be available for examination by all interested parties. (http://www.admin.ks.gov/offices/chief-counsel/kansas-open-records-act/kansas-open-records-act-procurement-and-contracts) No proposals shall be disclosed until after a contract award has been issued. The State reserves the right to destroy all proposals if the RFP is withdrawn, a contract award is withdrawn, or in accordance with Kansas law. Late Technical and/or Cost Proposals will be retained unopened in the file and not receive consideration or may be returned to the bidder.

Trade secrets or proprietary information legally recognized as such and protected by law may be requested to be withheld if clearly labeled "Proprietary" on each individual page and provided as separate from the main proposal. Pricing information is not considered proprietary and the bidder's entire proposal response package will not be considered proprietary.

All information requested to be handled as "Proprietary" shall be submitted separately from the main proposal and clearly labeled, in a separate envelope or clipped apart from all other documentation. The bidder shall provide detailed written documentation justifying why this material should be considered "Proprietary". The Office of Procurement and Contracts reserves the right to accept, amend or deny such requests for maintaining information as proprietary in accordance with Kansas law.

The State of Kansas does not guarantee protection of any information which is not submitted as required.

1.18. ExceptionsBy submission of a response, the bidder acknowledges and accepts all terms and conditions of the RFP unless clearly avowed and wholly documented in a separate section of the Technical Proposal to be entitled: "Exceptions".

1.19. Notice of AwardAn award is made on execution of the written contract by all parties.

1.20. News ReleasesOnly the State is authorized to issue news releases relating to this bid event, its evaluation, award and/or performance of the resulting contract.

http://www.admin.ks.gov/offices/chief-counsel/kansas-open-records-act/kansas-open-records-act-procurement-and-contracts

http://www.admin.ks.gov/offices/chief-counsel/kansas-open-records-act/kansas-open-records-act-procurement-and-contracts


2. Proposal Response

2.1. Submission of ProposalsBidder's proposal shall consist of: One original and five copies of the Technical Proposal, including the signed Event Details document,

applicable literature and other supporting documents; One original and five copies of the Cost Proposal (Please do not duplicate and resubmit the Event Details

and supporting documents with the Cost Proposal). The Cost proposal would consist of the cost sheets from Section 6 of this request for proposal.

Two electronic / software version(s) of the technical and Cost Proposals are required. That is two each for a total of four. This shall be provided on CD or flash drive, in Microsoft® Word, Excel or searchable PDF®. Technical and cost responses shall be submitted on separate media.

All copies of Cost Proposals shall be submitted in a separate sealed envelope or container separate from the technical proposal. The outside shall be identified clearly as "Cost Proposal" or "Technical Proposal" with the Bid Event ID number and closing date.

Bidder's proposal, sealed securely in an envelope or other container, shall be received no later than 2:00 p.m., Central Time, on the closing date, addressed as follows:

Kansas Department of AdministrationProcurement and ContractsProposal #: EVT0004583Closing Date: December 16, 2016900 SW Jackson Street, Suite 451-SouthTopeka, Kansas 66612-1286

It is the bidder's responsibility to ensure bids are received by the closing date and time. Delays in mail delivery or any other means of transmittal, including couriers or agents of the issuing entity shall not excuse late bid submissions.

Faxed, e-mailed or telephoned proposals are not acceptable unless otherwise specified.

Proposals received prior to the closing date shall be kept secured and sealed until closing. The State shall not be responsible for the premature opening of a proposal or for the rejection of a proposal that was not received prior to the closing date because it was not properly identified on the outside of the envelope or container. Late Technical and/or Cost Proposals will be retained unopened in the file and not receive consideration or may be returned to the bidder.

2.2. Proposal FormatBidders are instructed to prepare their Technical Proposal following the same sequence as this RFP.

2.3. Transmittal LetterAll bidders shall respond to the following statements:

(a) The bidder is the prime contractor and identifying all subcontractors;(b) The bidder is a corporation or other legal entity;(c) No attempt has been made or will be made to induce any other person or firm to submit or not to submit a

proposal;(d) The bidder does not discriminate in employment practices with regard to race, color, religion, age (except

as provided by law), sex, marital status, political affiliation, national origin or disability;(e) No cost or pricing information has been included in the transmittal letter or the Technical Proposal;(f) The bidder presently has no interest, direct or indirect, which would conflict with the performance of

services under this contract and shall not employ, in the performance of this contract, any person having a conflict;

(g) The person signing the proposal is authorized to make decisions as to pricing quoted and has not participated, and will not participate, in any action contrary to the above statements;

(h) Whether there is a reasonable probability that the bidder is or will be associated with any parent, affiliate or subsidiary organization, either formally or informally, in supplying any service or furnishing any supplies or equipment to the bidder which would relate to the performance of this contract. If the statement is in the affirmative, the bidder is required to submit with the proposal, written certification and authorization


from the parent, affiliate or subsidiary organization granting the State and/or the federal government the right to examine any directly pertinent books, documents, papers and records involving such transactions related to the contract. Further, if at any time after a proposal is submitted, such an association arises, the bidder will obtain a similar certification and authorization and failure to do so will constitute grounds for termination for cause of the contract at the option of the State;

(i) Bidder agrees that any lost or reduced federal matching money resulting from unacceptable performance in a contractor task or responsibility defined in the RFP, contract or modification shall be accompanied by reductions in state payments to Contractor; and

(j) The bidder has not been retained, nor has it retained a person to solicit or secure a state contract on an agreement or understanding for a commission, percentage, brokerage or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies maintained by the bidder for the purpose of securing business.

For breach of this provision, the Committee shall have the right to reject the proposal, terminate the contract for cause and/or deduct from the contract price or otherwise recover the full amount of such commission, percentage, brokerage or contingent fee or other benefit.

2.4. Bidder InformationThe bidder must include a narrative of the bidder's corporation and each subcontractor if any. The narrative shall include the following:

(a) date established;(b) ownership (public, partnership, subsidiary, etc.);(c) number of personnel, full and part time, assigned to this project by function and job title;(d) resources assigned to this project and the extent they are dedicated to other matters;(e) organizational chart;(f) financial statement may be required.

2.5. QualificationsA description of the bidder's qualifications and experience providing the requested or similar service shall be submitted with the Technical Proposal. The bidder must be an established firm recognized for its capacity to perform. The bidder must have sufficient personnel to meet the deadlines specified in the bid event.

2.6. Experience(a) All bidders must have a minimum of five years continuous active participation in the applicable industry,

providing equipment/services comparable in size and complexity to those specified herein.

(b) A bidder must identify in its proposal:

(1) years of experience to judicial branch clients providing services similar to those proposed;

(2) experience with district court case management with document management, appellate court case management with document management, or judicial tools functionality;

(3) experience with delivery of more than one other project of similar size and complexity to the one proposed in this RFP; and

(4) experience in working with governmental entities in regards to customized database development.

2.7. TimelineA timeline for implementing services must be submitted with the bid.

2.8. MethodologyBidders shall submit with the bid, a detailed explanation of the methodology for implementing services.

2.9. ReferencesProvide three references who have purchased similar items or services from the bidder in the last two year(s). References shall show firm name, contact person, address, e-mail address and phone number. Bidder's employees and the buying agency shall not be shown as references.


2.10. Bidder ContractsBidders must include with their RFP response, a copy of any contracts, agreements, licenses, warranties, etc. that the bidder would propose to incorporate into the contract generated from this Bid Event. (State of Kansas form DA-146a remains a mandatory requirement in all contracts.)

2.11. Alternate Proposals/Equivalent ItemsBids on goods and services comparable to those specified herein are invited. Whenever a material, article or piece of equipment is identified in the Specifications by reference to a manufacturer's or vendor's name, trade name, catalog number, etc., it is intended to establish a standard, unless otherwise specifically stated. Any material, article or equipment of other manufacturers or vendors shall perform to the standard of the item specified. Equivalent bids must be accompanied by sufficient descriptive literature and/or Specifications to provide for detailed comparison. Samples of items, if required, shall be furnished at no expense to the State and if not destroyed in the evaluation process, shall be returned at bidder's expense, if requested.

The State of Kansas reserves the right to determine and approve or deny "equivalency" in comparison of alternate bids.

2.12. Technical LiteratureAll Technical Proposals shall include Specifications and technical literature sufficient to allow the State to determine that the equipment/services meet(s) all requirements. If a requirement is not addressed in the technical literature, it must be supported by additional documentation and included with the bid. Proposals without sufficient technical documentation may be rejected.

2.13. Procurement Card (P-Card)Many State Agencies use a State of Kansas Procurement Card (currently Visa) in lieu of a state warrant to pay for certain purchases. No additional charges will be allowed for using the P-Card. Bidders shall indicate on the Event Details document if they will accept the Procurement Card for payment.


3. Definitions

3.1. ACCMS means the appellate court case management with document management system.

3.2. Acceptance is OJA's written notification to the Contractor that a Deliverable conforms to the applicable Project Requirements.

3.3. Acceptance Testing Criteria means commercially reasonable standards for evaluating performance under the contract that generally conform to the RFP and Project Requirements as defined in the mutually agreed-upon Statement of Work and any expectations document.

3.4. Account Management means the necessary tools required to perform standard accounting functions for financial accounts.

3.5. Appellate Courts includes the Kansas Supreme Court and the Court of Appeals.

3.6. Application Software means the Object Code versions, extracts and derivative works of the software delivered upon acceptance of the contract, and the related Documentation, including any maintenance updates or upgrades.

3.7. Business Day means a day on which OJA is open for regular business.

3.8. Change Control Process is a vehicle for proposing changes to the Project.

3.9. Change Order is the mechanism by which OJA and Contractor mutually agree upon the delivery of and payment for additional Deliverables and services not anticipated prior to the execution of the contract.

3.10. Commercial Off-the-Shelf Software (COTS) means products that are ready-made and available for sale.

3.11. Confidential Communications is any and all of OJA or district or appellate court nonpublic information in any form, which relates to OJA's or the courts' past, present or future processes or statements and disclosed to Contractor in the course of performance of the contract.

3.12. Confidential Data includes, but is not limited to, security arrangements, personal financial information, personally identifiable information, privacy information about minors, judge's notes or preliminary drafts, and nonpublic information pursuant to the Kansas Open Records Act (K.S.A. 45-215 et seq.).

3.13. Cost Proposal means a preliminary cost estimate submitted by a bidder for the purpose of negotiations.

3.14. Custom Software consists of all computer modules or programs, procedures, rules or routines in Object Code, machine-readable language or Source Code, which instruct the operation of the computer and which are developed by or through Contractor specifically for OJA under the contract. The Custom Software may be in the form of compact discs (CDs), tapes, disks or other methods of recording programs and routines. Custom Software does not include COTS or customization to the DCCMS, ACCMS, or judicial tools software that cannot be isolated as a separate code set.

3.15. Data Exchanges means the process of sending and receiving data in such a manner that the information content or meaning assigned to the data is not altered during the transmission.

3.16. DCCMS means the district court case management with document management system.

3.17. Delivery Date is the date and time as agreed by the Contractor and OJA on which a Deliverable must be received by OJA.

3.18. Deliverables are the measurable, tangible, verifiable outcomes or results that are produced to complete the Project that is the subject of the contract. Deliverables are subject to acceptance by OJA's Project Manager or other OJA personnel as designated by the Judicial Administrator.

3.19. Documentation is all descriptive, training, operational, and instructional material, whether basic or highly detailed and complex, pertinent to any aspect of this project that may be generated in furtherance of the contract. Documentation may include items such as flow charts, instruction manuals, logic diagrams,


calculations, program Specifications, descriptive information and materials, file layouts, data models, design documents and Specifications, implementation plans, and other documentation developed in connection with the installation, planning, acceptance, or other implementation and test plans.

3.20. Effective Date is the date the contract takes effect as evidenced by the acceptance of agreement by signature of a representative of all parties.

3.21. Error is an actual, apparent, or suspected failure of a product, including the software, to perform or conform to the Specifications stated in the contract. Error also includes a service that does not comply with the standards set forth in the contract.

3.22. Graphical User Interface (GUI) means an interface that allows users to interact with electronic devices through graphical icons and visual indicators such as secondary notation, as opposed to text-based interfaces, typed command labels or text navigation.

3.23. Help Desk means a resource intended to provide the customer or end user with information and support related to products and services.

3.24. Industry Standards means a set of operational process methods or tools that are applicable in most companies within a specific industry.

3.25. Integrated User Acceptance Testing (UAT) means iterative software functionality testing by the intended audience.

3.26. Intellectual Property is defined as an umbrella term for a variety of legal entitlements which are attached to certain products of the human intellect, including, but not limited to, copyrights (original works of authorship fixed in a tangible medium of expression), trademarks, and patents (exclusive rights granted by the government for inventions that are useful, novel, and non-obvious).

3.27. IT means information technology.

3.28. Milestone is a significant event in the Project, including, but not limited to, completion of a Deliverable.

3.29. Object Code is the machine-executable code derived in whole or part from the compiled Source Code.

3.30. OJA means the Kansas Supreme Court Office of Judicial Administration.

3.31. Party-centric means a party will exist only once in the system, with all associated cases being assigned to the party record.

3.32. Pre-Existing Software consists of all computer programs, procedures, rules or routines in Object Code, machine-readable language, including Source Code, which instruct the operation of the computer and existed prior to the Effective Date of the contract or are independently developed outside the Project. Such software may be in the form of compact discs (CDs), tapes, disks, or other methods of recording programs and routines.

3.33. Private Data has the same meaning as Confidential Data.

3.34. Problem has the same meaning as Error.

3.35. Project refers to DCCMS, ACCMS, judicial tools, and other modules, the configuration and customization programming, and other professional services, or one or more sub-systems, provided in order to complete the services included in the contract.

3.36. Project Management is the discipline of initiating, planning, executing, controlling, and closing the work of a team to achieve specific goals and meet specific success criteria.

3.37. Project Manager is the person in overall charge of the planning and execution of the Project that is the subject of the contract.

3.38. Project Plan is the detailed written schedule consisting of the list of tasks to be completed and the timetable for meeting these tasks.


3.39. Project Requirements means the tasks described in Section 7.

3.40. Project Schedule means a listing of the Milestones, activities, and Deliverables of the Project that is the subject of the contract.

3.41. Proposal has the same meaning as Bid as described at http://admin.ks.gov/offices/procurement-and-contracts, under the "Procurement Forms" link.

3.42. Quality Assurance means the maintenance of a desired level of quality in a service or product, especially by means of attention to every stage of the process of delivery or production.

3.43. Redundant Database means data storage technology in which the same piece of data is stored in two or more separate places.

3.44. Source Code means any human-readable code developed from which the Application Software, when compiled, becomes the machine-executable code.

3.45. Specifications means the explicit description of the functionality, capabilities, and other Project Requirements for all components defined and finally approved by the Contractor and OJA, including the design Deliverables, to complete the contract.

3.46. Statement of Work (SOW) is the detailed narrative which describes with specificity the respective scope obligations of the parties, including a description of Contractor's Deliverables and services for the Project and OJA's performance requirements in order to complete the Project.

3.47. System Development includes completion dates for Milestones identified in the Statement of Work developed by the parties to the contract.

3.48. Technical Architecture means the technical arrangement, interaction, and interdependence of the parts or elements used to satisfy a specified set of requirements.

3.49. Third-Party Materials are any patented, trademarked, or copyrighted designs, devices, materials, or other Intellectual Property, tangible or intangible, including software or other materials, neither owned by the Contractor or OJA which are used for the completion or operation of the Project.

3.50. Viruses are any malicious software designed to infiltrate or damage a computer system installed without OJA's informed consent, such as worms, spyware, rootkits, botnets, trojan horses, and backdoors.

3.51. Warranty Period means a period of time during which software defects will be fixed without charge to the customer.


4. Terms and Conditions

4.1. ContractThe successful bidder will be required to enter into a written contract with the Judicial Administrator of the Kansas Supreme Court. Use of the terms State and Agency throughout this RFP shall include the State of Kansas and OJA.

A Contractor will be required to agree to accept the provisions of State of Kansas Form DA-146a (Contractual Provisions Attachment) as set forth in Section 8, which is incorporated into all contracts with the State and is incorporated into the RFP.

In response to the RFP, a Contractor may bid to perform any or all of the three parts of the RFP described herein. The three parts are (a) the district court case management with document management system (DCCMS), (b) the appellate court case management with document management system (ACCMS), and (c) the judicial tools functionality for district and appellate courts. The Bid shall identify which part of the RFP is being addressed. All bids shall be divided into parts that correspond to the requirements, even if the bid is for all three parts. Utilizing the cost sheets in Section 6, each bid shall for each part explain in detail the methodology to be used for implementing the corresponding Application Software. Each part required by this RFP must be individually priced (i.e., priced per part) in correspondence to the three-part division of the requirements and be able to be ordered individually.

4.2. Contract DocumentsThe RFP, any amendments, the response and any response amendments of a Contractor, and Form DA-146a (Contractual Provision Attachment) shall compose the complete understanding of the parties.

In the event of a conflict in terms of language among the documents, the following order of precedence shall govern:

Form DA-146a (Contractual Provision Attachment) as set forth in Section 8; written modifications to the executed contract; written contract signed by the parties; the RFP documents, including any and all amendments; and Contractor's written offer submitted in response to the RFP as finalized.

4.3. CaptionsThe captions or headings in this contract are for reference only and do not define, describe, extend, or limit the scope or intent of the contract.

4.4. DefinitionsA glossary of common procurement terms is available at http://admin.ks.gov/offices/procurement-and-contracts, under the "Procurement Forms" link. Additional definitions are included in Section 3.

4.5. Contract FormationNo contract shall be considered to have been entered into by the State until all statutorily required signatures and certifications have been rendered and a written contract has been signed by the Contractor.

4.6. StatutesEach and every provision of law and clause required by law to be inserted in the contract shall be deemed to be inserted herein and the contract shall be read and enforced as though it were included herein. If through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then on the application of either party the contract shall be amended to make such insertion or correction.

4.7. Governing LawThe contract shall be governed by the laws of the State of Kansas and shall be deemed executed in Topeka, Shawnee County, Kansas.

4.8. JurisdictionA party shall bring any and all legal proceedings arising hereunder in the State of Kansas District Court of Shawnee County, unless otherwise specified and agreed upon by the State of Kansas. A Contractor waives personal service of process, all defenses of lack of personal jurisdiction and forum non conveniens. The Eleventh Amendment of the United States Constitution is an inherent and incumbent protection with the State of

http://admin.ks.gov/offices/procurement-and-contracts


Kansas and need not be reserved, but prudence requires the State to reiterate that nothing related to the contract shall be deemed a waiver of the Eleventh Amendment.

4.9. Termination for CauseThe Judicial Administrator may terminate a contract, or any part of a contract reached as a result of the RFP, for cause under any one of the following circumstances:

Contractor fails to make delivery of goods or services as specified in the contract; Contractor provides substandard quality or workmanship; Contractor fails to perform any of the provisions of the contract, or Contractor fails to make progress as to endanger performance of the contract in accordance with its terms.

The Judicial Administrator shall provide Contractor with written notice of the conditions endangering performance. If the Contractor fails to remedy the conditions within ten business days from the receipt of the notice (or such longer period as State may authorize in writing), the Judicial Administrator shall issue the Contractor an order to stop work immediately. Receipt of the notice shall be presumed to have occurred within three business days of the date of the notice.

4.10. Termination for ConvenienceThe Judicial Administrator may terminate performance of work under the contract in whole or in part whenever, for any reason, the Judicial Administrator shall determine that the termination is in the best interest of the State. In the event that the Judicial Administrator elects to terminate this contract pursuant to this provision, it shall provide the Contractor written notice at least 30 calendar days prior to the termination date. The termination shall be effective as of the date specified in the notice. The Contractor shall continue to perform any part of the work that may have not been terminated by the notice.

4.11. Termination for MergerEven if the State has given written consent to assign the contract, if Contractor is purchased by, merges with or acquires another organization and such merger or acquisition results in any modification to the services, support or pricing provided by Contractor in any material respect, the State may terminate the contract without liability, other than for payment for services previously rendered by Contractor, by providing at least 60 calendar days prior written notice to Contractor.

4.12. Rights and RemediesIf the contract is terminated, the State, in addition to any other rights provided for in this contract, may require the Contractor to transfer title and deliver to the State in the manner and to the extent directed, any completed materials. The State shall be obligated only for those services and materials rendered and accepted prior to the date of termination.

In the event of termination, the Contractor shall receive payment prorated for that portion of the contract period services were provided to or goods were accepted by State subject to any offset by State for actual damages including loss of federal matching funds.

The rights and remedies of the State provided for in this contract shall not be exclusive and are in addition to any other rights and remedies provided by law.

4.13. AntitrustIf a Contractor elects not to proceed with performance under any such contract with the State, the Contractor assigns to the State all rights to and interests in any cause of action it has or may acquire under the antitrust laws of the United States and the State of Kansas relating to the particular products or services purchased or acquired by the State pursuant to the contract.

4.14. Hold Harmless(a) The Contractor shall indemnify the State against third party losses or damages asserted against the State

for bodily injury or death of any person or damage or destruction of any property to the extent arising out of the Contractor's negligence in the performance of services under the contract. If any claim of infringement of any copyright, patent, or trade secret is made by any third party against the State, exclusively due to the State's use of any software provided by the Contractor, the Contractor shall defend, indemnify, and hold the State harmless against any and all liability, losses, claims, expenses (including


reasonable attorney's fees), demand or damages of any kind arising out of or related to any such claim, whether or not that claim is successful.

(b) (1) If the State is enjoined, or likely to be enjoined as determined solely by the State from using any of the Application Software because of a claim of infringement or proprietary rights of any third party, the Contractor at its own expense shall:

(A) obtain for the State the right to continue using such Application Software;

(B) replace or modify the software to make it non-infringing if the replacement does not adversely impact functionality or performance of the Application Software running in the State's production environment; or

(C) terminate the contract and refund all payments made by the State herein.

(2) The foregoing indemnities shall not apply if the actions or omissions of the State are the cause of the infringement.

(c) The State shall not be precluded from receiving the benefits of any insurance the Contractor may carry which provides for indemnification for any loss or damage to property, i.e., data, in the Contractor's custody and control, where such loss or destruction is to state property. The Contractor shall do nothing to prejudice the State's right to recover against third parties for any loss, destruction or damage to State property, i.e., data in Contractor's custody and control.

4.15. Force MajeureA Contractor shall not be held liable if the failure to perform under the contract arises out of causes beyond the control of the Contractor. Causes may include, but are not limited to, acts of nature, fires, tornadoes, quarantine, strikes other than by Contractor's employees, and freight embargoes.

4.16. AssignmentA Contractor shall not assign, convey, encumber, or otherwise transfer its rights or duties under this contract without the prior written consent of the State. State may reasonably withhold consent for any reason.

The contract may terminate for cause in the event of its assignment, conveyance, encumbrance or other transfer by the Contractor without the prior written consent of the State.

4.17. Third Party BeneficiariesThe contract shall not be construed as providing an enforceable right to any third party.

4.18. WaiverWaiver of any breach of any provision in the contract shall not be a waiver of any prior or subsequent breach. Any waiver shall be in writing and any forbearance or indulgence in any other form or manner by State shall not constitute a waiver.

4.19. InjunctionsShould the State be prevented or enjoined from proceeding with the acquisition before or after contract execution by reason of any litigation or other reason beyond the control of the State, Contractor shall not be entitled to make or assert claim for damage by reason of said delay.

4.20. Contractor Staffing(a) Staff Qualifications

(1) A Contractor shall warrant that all persons assigned by it to the performance of the contract shall be employees of the Contractor (or specified Subcontractor) and shall be fully qualified to perform the work required. The Contractor shall include a similar provision in any contract with any Subcontractor selected to perform work under the contract.

(2) Failure of a Contractor to provide qualified staffing at the level required by the contract may result in termination of this contract or damages.


(3) In its proposal, a Contractor shall submit names and resumes of key personnel who will be involved in the Project that is the subject of the contract.

(b) Staffing

(1) A Contractor agrees that, for circumstances within the Contractor’s control, proposed Contractor staff in key roles shall remain on the Project that is the subject of the contract, that their level of involvement will not decrease beyond that proposed, and that they will not be reassigned or replaced by less proficient Contractor staff through the life of the contract. Any request by the Contractor for changes to or replacement or substitution of key Contractor staff throughout the duration of the Project must be submitted to OJA for review and approval.

(2) In the event that a key Contractor staff replacement is required, or requested by the State, the State shall have the right to review resumes, interview replacement candidates, check candidate references and, at their discretion, accept or reject proposed replacements. In no event shall such changes in key Contractor staff take effect without the written consent of the State.

(3) Contractor acknowledges that its inability to provide qualified staffing at the level required by the contract may result in termination of the contract or damages.

4.21. SubcontractorsA Contractor shall be the sole source of contact for the contract. The State will not subcontract any work under the contract to any other firm and will not deal with any subcontractors. The Contractor is totally responsible for all actions and work performed by its subcontractors. All terms, conditions and requirements of the contract shall apply without qualification to any services performed or goods provided by any subcontractor.

4.22. Independent ContractorIn the performance of the contract, a Contractor shall act in its individual capacity and not as agents, employees, partners, joint ventures or associates of one another. The employees or agents of one party shall not be construed to be the employees or agents of the other party for any purpose whatsoever.

The Contractor accepts full responsibility for payment of unemployment insurance, workers compensation, social security, income tax deductions and any other taxes or payroll deductions required by law for its employees engaged in work authorized by the contract.

4.23. Worker MisclassificationA Contractor and all lower tiered subcontractors under the Contractor shall properly classify workers as employees rather than independent contractors and treat them accordingly for purposes of workers' compensation insurance coverage, unemployment taxes, social security taxes, and income tax withholding. Failure to do so may result in contract termination.

4.24. Immigration and Reform Control Act of 1986 (IRCA)All Contractors are expected to comply with the Immigration and Reform Control Act of 1986 (IRCA), as may be amended from time to time. This Act, with certain limitations, requires the verification of the employment status of all individuals who were hired on or after November 6, 1986, by the Contractor as well as any subcontractor or sub-contractors. The usual method of verification is through the Employment Verification (I-9) Form.

With the submission of this bid, a Contractor hereby certifies without exception that such Contractor has complied with all federal and state laws relating to immigration and reform. Any misrepresentation in this regard or any employment of persons not authorized to work in the United States constitutes a material breach and, at the State's option, may subject the contract to termination for cause and any applicable damages.

Unless provided otherwise herein, all Contractors are expected to be able to produce for the State any documentation or other such evidence to verify Contractor's IRCA compliance with any provision, duty, certification, or like item under the contract.

Contractor will provide a copy of a signed Certification Regarding Immigration Reform and Control Form (http://admin.ks.gov/docs/default-source/ofpm/procurement-contracts/irca.doc?sfvrsn=6) with the technical proposal.

http://admin.ks.gov/docs/default-source/ofpm/procurement-contracts/irca.doc?sfvrsn=6


4.25. Proof of InsuranceUpon request, a Contractor shall present an affidavit of Worker's Compensation, Public Liability, and Property Damage Insurance to Procurement and Contracts or OJA.

4.26. Conflict of InterestA Contractor shall not knowingly employ, during the period of this contract or any extensions to it, any professional personnel who are also in the employ of the State and providing services involving the contract or services similar in nature to the scope of the contract to the State. Furthermore, a Contractor shall not knowingly employ, during the period of the contract or any extensions to it, any state employee who has participated in the making of the contract until at least two years after his/her termination of employment with the State.

4.27. Nondiscrimination and Workplace SafetyThe Contractor agrees to abide by all federal, state and local laws, and rules and regulations prohibiting discrimination in employment and controlling workplace safety. Any violations of applicable laws or rules or regulations may result in termination of the contract.

4.28. Confidentiality(a) A Contractor may have access to Private or Confidential Data maintained by State to the extent

necessary to carry out its responsibilities under the contract. Contractor must comply with all the requirements of the Kansas Open Records Act (K.S.A. 45-215 et seq.) in providing services under the contract. Contractor shall accept full responsibility for providing adequate supervision and training to its agents and employees to ensure compliance with the Kansas Open Records Act. No Private or Confidential Data collected, maintained or used in the course of performance of the contract shall be disseminated by any party except as authorized by statute, either during the period of the contract or thereafter. Contractor agrees to return any or all data furnished by the State promptly at the request of State in whatever form it is maintained by Contractor. On the termination or expiration of the contract, Contractor shall not use any of such data or any material derived from the data for any purpose and, where so instructed by State, shall destroy or render it unreadable.

(b) Contractor agrees that all Private or Confidential Data shall be and shall remain the sole property of the State and Contractor holds any such Private or Confidential Data in trust and confidence for the State.

(c) Contractor agrees that it and its employees will not, during the performance of or after the termination of the contract, disseminate or disclose at any time to any person, firm, corporation, or other entity, or use for its own business or benefit any data (including but not limited to use of names, home addresses, phone numbers of employees or citizens; or any other information obtained about employees, citizens, or contractors) obtained by it while in the performance of the contract.

(d) Either party shall immediately report to the other party any requests for Private or Confidential Data pursuant to a subpoena or a request pursuant to the Kansas Open Records Act.

(e) All Private or Confidential Data exchanged between the Contractor and OJA pursuant to the contract:

(1) shall not be copied or distributed, disclosed, or disseminated in any way or form by the receiving party to anyone except its own employees or agents, contractors or consultants, who have a reasonable need to know said Private or Confidential Data;

(2) shall be treated by the receiving party with the same degree of care to avoid disclosure to any third party as is used with respect to the receiving party's own information of like importance which is to be kept secret;

(3) shall not be used by the receiving party for its own purposes or any other purpose except the purpose set forth above and in business arrangements with the disclosing party except as otherwise expressly stated herein, without the express written permission of the disclosing party; and

(4) shall remain the property of and be returned to the disclosing party (along with all copies thereof) within 30 calendar days of receipt by the receiving party of a written request from the disclosing party setting forth the Private or Confidential Data to be returned or upon expiration.

(f) The obligations of this provision shall not apply however to any data which:


(1) is already in the public domain at the time of disclosure or becomes available to the public through no breach of the contract by the receiving party;

(2) was, as between disclosing party and receiving party, lawfully in the receiving party's possession prior to receipt from the disclosing party, without obligation of confidentiality;

(3) is received independently from a third party free to lawfully disclose such information to the receiving party; or

(4) is subsequently independently developed by the receiving party, as evidenced by its business records.

(g) Private or Confidential Data shall not be deemed to be in the public domain merely because any part of said data is embodied in general disclosures or because individual features, components or combinations thereof are now or become known to the public. The Contractor or OJA may refuse to accept any data under the contract if OJA determines such data is nonessential for the project. Nothing herein shall obligate the Contractor or OJA to compensate each other for exchanging any data under the contract and agree that no warranties of any kind are given with respect to private or Confidential Data disclosed under the contract as well as any use thereof, except as otherwise expressly provided for herein.

(h) Neither the Contractor nor OJA shall have any obligation to enter into any further agreement with the other except, as it, in its sole judgment, may deem advisable.

(i) It is understood that no patent, copyright, trademark or other proprietary right is granted by the contract. The disclosure of Private or Confidential Data, and materials that may accompany the disclosure, shall not result in any obligation to grant the receiving party rights therein.

4.29. Environmental ProtectionA Contractor shall abide by all federal, state and local laws, and rules and regulations regarding the protection of the environment. The Contractor shall report any violations to OJA. A violation of applicable laws or rule or regulations may result in termination of the contract for cause.

4.30. Care of State PropertyA Contractor shall be responsible for the proper care and custody of any state owned personal tangible property and real property furnished for Contractor's use in connection with the performance of the contract. The Contractor shall reimburse the State for such property's loss or damage caused by the Contractor, except for normal wear and tear.

4.31. Prohibition of GratuitiesNeither a Contractor nor any person, firm or corporation employed by the Contractor in the performance of this contract shall offer or give any gift, money or anything of value or any promise for future reward or compensation to any State employee at any time.

4.32. Retention of RecordsUnless the State specifies in writing a different period of time, a Contractor agrees to preserve and make available at reasonable times all of its books, documents, papers, records and other evidence involving transactions related to this contract for a period of five years from the date of the expiration or termination of this contract.

Matters involving litigation shall be kept for one year following the termination of litigation, including all appeals, if the litigation exceeds five years.

The Contractor agrees that authorized federal and state representatives, including but not limited to, personnel of OJA as well as independent auditors acting on behalf of state and/or federal agencies, shall have access to and the right to examine records during the contract period and during the five year post contract period. Delivery of and access to the records shall be within five business days at no cost to the state.

4.33. Off-Shore SourcingThe contract involves criminal justice information that cannot be held outside the United States. A Contractor shall disclose in its bid the location where the contracted services will be performed and whether any of the


work necessary to provide the contracted services will be performed at a site outside the United States. If work will be performed outside the United States, then a Contractor shall indicate where the work will be performed, the nature of this work, and the percentage of the work being performed outside the United States.

If, during the term of the contract, the Contractor or Subcontractor plans to move work previously performed in the United States to a location outside of the United States, the Contractor shall immediately notify the Procurement and Contracts and OJA in writing, indicating the desired new location, the nature of the work to be moved and the percentage of work that would be relocated. The Judicial Administrator must approve any changes prior to work being relocated. Failure to obtain the Judicial Administrator's approval may be grounds to terminate the contract for cause.

4.34. On-Site InspectionFailure to adequately inspect the premises shall not relieve the Contractor from furnishing without additional cost to the State any materials, equipment, supplies or labor that may be required to carry out the intent of the contract.

4.35. Indefinite Quantity ContractA contract between the Contractor and the State will be open ended to allow for an undetermined quantity of a good or service in a given period of time. The quantities ordered will be those actually required during the contract period, and the Contractor will deliver only such quantities as may be ordered. No guarantee of volume is made. An estimated quantity based on past history or other means may be used as a guide.

4.36. PricesPrices, including each part required by the RFP to be individually priced, shall remain firm for the entire contract period and subsequent renewals. Prices shall be net delivered, including all trade, quantity and cash discounts. Any price reductions available during the contract period shall be offered to the State. Failure to provide available price reductions may result in termination of the contract for cause.

This RFP is for a firm fixed price contract for each part required by the RFP with payment(s) made only for defined and accepted Deliverables. The State will not award or contract for any arrangement that uses estimates, "time and materials", or payments based on "progress" or elapsed time.

4.37. PaymentPayment terms are net 30 calendar days. Payment date and receipt of order date shall be based upon K.S.A. 75-6403(b). This Statute requires state agencies to pay the full amount due for goods or services on or before the 30th calendar day after the date OJA receives such goods or services or the bill for the goods and services, whichever is later, unless other provisions for payment are agreed to in writing by the Contractor and the state agency. NOTE: If the 30th calendar day noted above falls on a Saturday, Sunday, or legal holiday, the following workday will become the required payment date.

Payments shall not be made for costs or items not listed in the contract.

Payment schedule shall be at a frequency mutually agreed upon by both OJA and the Contractor.

4.38. Accounts Receivable Set-Off ProgramIf, during the course of the contract a Contractor is found to owe a debt to the State of Kansas, a state agency, municipality, or the federal government, payments to the Contractor may be intercepted / set off by the State of Kansas. Notice of the setoff action will be provided to the Contractor. Pursuant to K.S.A. 75-6201 et seq., Contractor shall have the opportunity to challenge the validity of the debt. The Contractor shall credit the account of the agency making the payment in an amount equal to the funds intercepted.

K.S.A. 75-6201 et seq. allows the Director of Accounts & Reports to setoff funds the State of Kansas owes Contractors against debts owed by the Contractors to the State of Kansas, state agencies, municipalities, or the federal government. Payments setoff in this manner constitute lawful payment for services or goods received. The Contractor benefits fully from the payment because its obligation is reduced by the amount subject to setoff.

4.39. Federal, State and Local TaxesUnless otherwise specified, the contracted price shall include all applicable federal, state and local taxes. The Contractor shall pay all taxes lawfully imposed on it with respect to any product or service delivered in accordance with this Contract. The State of Kansas is exempt from state sales or use taxes and federal excise


taxes for direct purchases. These taxes shall not be included in the contracted price. Upon request, the State shall provide to the Contractor a certificate of tax exemption.

The State makes no representation as to the exemption from liability of any tax imposed by any governmental entity on the Contractor.

4.40. Debarment of State ContractorsAny Contractor who defaults on delivery or does not perform in a satisfactory manner as defined in this Agreement may be barred for up to a period of three years, pursuant to K.S.A. 75-37,103, or have its work evaluated for pre-qualification purposes pursuant to K.S.A. 75-37,104.

A Contractor certifies that it, its principals, or any Subcontractor which the Contractor will utilize in furtherance of the contract are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in the contract by any Federal department or agency.

Because the contract involves criminal justice information, Contractor shall disclose any conviction or judgment for a criminal or civil offense of any employee, individual or entity which controls a company or organization or will perform work under the contract that indicates a lack of business integrity or business honesty. This includes (1) conviction of a criminal offense as an incident to obtaining or attempting to obtain a public or private contract or subcontract or in the performance of such contract or subcontract; (2) conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property; (3) conviction under state or federal antitrust statutes; and (4) any other offense to be so serious and compelling as to affect responsibility as a state contractor. For the purpose of this section, an individual or entity shall be presumed to have control of a company or organization if the individual or entity directly or indirectly, or acting in concert with one or more individuals or entities, owns or controls 25 percent or more of its equity, or otherwise controls its management or policies. Failure to disclose an offense may result in the termination of the contract.

4.41. Materials and WorkmanshipA Contractor shall perform all work and furnish all supplies and materials, machinery, equipment, facilities, and means, necessary to complete all the work required by the contract, within the time specified, in accordance with the provisions as specified.

The Contractor shall be responsible for all work under these Specifications and shall make good, repair and/or replace, at the Contractor's own expense, as may be necessary, any defective work, material, etc., if in the opinion of OJA said issue is due to imperfection in material, design, workmanship or Contractor fault.

4.42. Industry Standards(a) General Standards. If not otherwise provided, materials or work called for in the contract shall be

furnished and performed in accordance with best established practice and standards recognized by the contracted industry and comply with all codes and regulations which shall apply.

(b) DCCMS, ACCMS, and Judicial Tools Integration Standards. Because the contract will involve integration of multiple interfaces, including, but not limited to, other case management with document management systems, judicial tools, electronic filing, and the judicial branch website, a Contractor's work must adhere to the National Information Exchange Model (NIEM) and Organization for the Advancement of Structured Information Standards (OASIS) Electronic Court Filing (ECF) specification 4.0 or higher.

4.43. Implied RequirementsAll products and services not specifically mentioned in the RFP, but which are necessary to provide the functional capabilities described by the Specifications, including applicable Project Requirements, shall be included in the bid.

Furthermore, all products and services required to make the bid functional shall be identified in the bid, including any software required for integration as described in this RFP. If additional products are later found to be necessary to make the Contractor’s bid functional, or to make the bid compliant with the Specifications, regardless of whether the additional needed products are identified as being necessary by the State or the Contractor, such products shall be provided by the Contractor at no charge to the State. Any additional products the State must provide to make the described software functional shall be identified in the bid.


4.44. Deliverables(a) DCCMS Deliverable Schedule.

(1) The Deliverables for the DCCMS listed in this subsection are the minimum required.

(2) The Deliverables in the DCCMS table in paragraph (3) of this subsection are presented roughly in the order of anticipated completion, based on the Effective Date of the contract. A Contractor must describe any additional Deliverables the Contractor proposes, and provide an estimated timeframe for completion of each Deliverable. Contractors should reproduce the tentative Project Schedule of the Deliverables described in the DCCMS table in paragraph (3), modified as needed for the DCCMS bid. Payment will be made as provided for in the contract based upon acceptance by OJA that a Deliverable has been completed and is approved.

(3)

DCCMSProject Phase Milestones Deliverable

Initial Planning 1. Detailed Project Plan completed

Project Schedule

2. Complete analysis of gap between the proposed COTS and OJA needs, as described in Section 5, that satisfies the Project Requirements

Gap analysis report

3. Detailed data and document conversion plan completed

Report on data and document conversion plan

Design and Development 4. DCCMS modifications completed

5. DCCMS integration completed6. Data and document

conversion completed7. Test environment installed

Test environment accepted by OJA

Deployment 8. Detailed deployment plan completed

9. Installation of software in live environment with training

10. Validation of DCCMS modifications, integration, and data and document conversion

DCCMS installed statewide with training and accepted by OJA

Warranty 11. Twelve months warranty coverage

Warranty Period successfully completed

Initial Support and Maintenance Period

12. Twelve months of support and maintenance

Initial support and maintenance period successfully completed

(b) ACCMS Deliverable Schedule.

(1) The Deliverables for the ACCMS listed in this subsection are the minimum required.

(2) The Deliverables in the ACCMS table in paragraph (3) of this subsection are presented roughly in the order of anticipated completion, based on the Effective Date of the contract. A Contractor must describe any additional Deliverables the Contractor proposes, and provide an estimated timeframe for completion of each Deliverable. Contractors should reproduce the tentative Project Schedule of the Deliverables described in the ACCMS table in paragraph (3), modified as needed for the ACCMS bid. Payment will be made as provided for in the contract based upon acceptance by OJA that a Deliverable has been completed and is approved.


(3)

ACCMSProject Phase Milestones Deliverable


Project Schedule


Gap analysis report

3. Detailed data and document conversion plan completed

Report on data and document conversion plan

Design and Development 4. ACCMS modifications completed

5. ACCMS integration completed6. Data and document

conversion completed7. Test environment installed

Test environment accepted by OJA



10. Validation of ACCMS modifications, integration, and data and document conversion

ACCMS installed statewide with training and accepted by OJA






(c) Judicial Tools Deliverable Schedule.

(1) The Deliverables for the judicial tools listed in this subsection are the minimum required.

(2) The Deliverables in the judicial tools table in paragraph (3) of this subsection are presented roughly in the order of anticipated completion, based on the Effective Date of the contract. A Contractor must describe any additional Deliverables the Contractor proposes, and provide an estimated timeframe for completion of each Deliverable. Contractors should reproduce the tentative Project Schedule of Deliverables described in the judicial tools table in paragraph (3), modified as needed for the judicial tools bid. Payment will be made as provided for in the contract based upon acceptance by OJA that a Deliverable has been completed and is approved.

(3)

Judicial ToolsProject Phase Milestones Deliverable


Project Schedule


Gap analysis report

Design and Development 3. Judicial tools modifications Test environment accepted by OJA


Judicial ToolsProject Phase Milestones Deliverable

completed4. Judicial tools integration

completed5. Test environment installed



8. Validation of judicial tools modifications and integration

Judicial tools installed statewide with training and accepted by OJA






4.45. Submission of the BidSubmission of the bid is presumptive evidence that the Contractor is conversant with local facilities and difficulties, the requirements of the documents and of pertinent State and/or local codes, state of labor and material markets, and has made due allowances in the proposal for all contingencies. Later claims for labor, work, materials, equipment, and tax liability required for any difficulties encountered which could have been foreseen will not be recognized and all such difficulties shall be properly taken care of by Contractor at no additional cost to the State.

4.46. State Warranties(a) A Contractor shall indicate the type and extent of the warranty for all products, equipment, hardware,

software, and services proposed. This warranty shall be included in the cost of the product, equipment, hardware, software, and services proposed.

(b) A Contractor must provide a Warranty Period immediately after the Application Software is installed, as well as a period of ongoing support and maintenance, that complies with the warranty, support, and maintenance provision described in Section 5 of this RFP.

(c) A Contractor warrants that it is either the sole owner of all right, title and interest in and to, or is authorized to license to the State, the software being provided under the contract.

(d) The Contractor will be the sole point of contact on any problems with the product, equipment, hardware, software, and services during the Warranty Period.

(e) The Contractor will use reasonable efforts to resolve problems, answer questions, and help the State obtain satisfactory performance of the software. If a problem arises that may be due to integration of different systems, Contractor agrees to communicate with any other Contractor and OJA as needed in order to determine the cause of the problem and to resolve the problem in a manner that allows full operation of the systems involved.

4.47. AcceptanceNo contract provision or use of items by the State shall constitute acceptance or relieve the Contractor of liability in respect to any expressed or implied warranties.

4.48. OwnershipAll data, forms, procedures, software, manuals, system descriptions and work flows developed or accumulated by a Contractor under the contract shall be owned by OJA. A Contractor may not release any materials without the written approval of OJA.

4.49. Software Code and Intellectual Property RightsAs applicable, all original software and software code and related Intellectual Property developed or created by the Contractor in the performance of its obligations under the contract or any Change Order issued under the contract, shall become the sole property of the State, unless other terms are agreed upon by Contractor and the State. The Contractor will surrender all original written materials, including any reports, studies, designs,


drawings, Specifications, notes, documents, software and documentation, computer-based training modules, electronically or magnetically recorded material, used to develop this software or software code and related Intellectual Property to the state entity for which it was developed.

4.50. Information/DataAny and all information/data required to be provided at any time during the contract term shall be made available in a format as requested and/or approved by OJA.

4.51. Certification of Materials SubmittedThe bid, together with the Specifications set forth in the RFP and all data submitted by the Contractor to support its bid including brochures, manuals, and descriptions covering the operating characteristics of the item(s) proposed, shall become a part of the contract between the Contractor and the State. Any written representation covering such matters as reliability of the item(s), the experience of other users, or warranties of performance shall be incorporated by reference into the contract.

4.52. Transition AssistanceIn the event of contract termination or expiration, Contractor shall provide all reasonable and necessary assistance to State to allow for a functional transition to another vendor.

4.53. Complete AgreementThe contract, in its final composite form, shall represent the entire agreement between the Contractor and OJA and shall supersede all prior negotiations, representations or agreements, either written or oral, between the Contractor and OJA relating to the subject matter hereof. The contract between the parties shall be independent of and have no effect on any other contracts of either party, subject to any agreement among vendors needed to further integration of DCCMS, ACCMS, judicial tools, and other modules required to complete the services described in the RFP.

4.54. ModificationThe contract shall be modified only by the written agreement and approval of the Contractor and the Judicial Administrator. No alteration or variation of the terms and conditions of the contract shall be valid unless made in writing and signed by the Contractor and the Judicial Administrator. Every amendment shall specify the date on which its provisions shall be effective.

4.55. SeverabilityIf any provision of the contract is determined by a court of competent jurisdiction to be invalid or unenforceable to any extent, the remainder of the contract shall not be affected and each provision of the contract shall be enforced to the fullest extent permitted by law.

4.56. American with Disabilities Act Compliance(a) Computer Hardware, Software, Other Technologies. All products and services provided or developed as

part of fulfilling this contract shall conform to Section 508 of the Rehabilitation Act of 1973 and any amendments thereto, (29 U.S.C. & 794d), and its implementing Electronic and Information Technology Accessibility Standards (36 CFR § 1194). Section 508 requires that electronic and information technology is accessible to people with disabilities, including employees and members of the public. Information regarding accessibility under Section 508 is available http://www.section508.gov/, and a technical assistance document can be found at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards.

(b) Web Development. Websites, web services, and web applications shall be accessible to and usable by individuals with disabilities. This means that any websites, web services, and/or web applications developed in the fulfillment of this contract—including but not limited to: (a) any web-based training material, user documentation, reference material or other communications materials intended for public or internal use related to the work completed under this contract; and (b) any updates, new releases, versions, upgrades, improvements, bug fixes, patches, customizations, or other modifications to the above—shall comply with Kansas Information Technology Policy 1210: State of Kansas Web Accessibility Requirements (IT Policy 1210), IT Policy 1210 is located at http://oits.ks.gov/kito/itec/Policies/itecitpolicy1210.htm. For additional reference, supporting information for implementing IT Policy 1210 can be found at http://oits.ks.gov/kpat/.

http://oits.ks.gov/kpat/

http://oits.ks.gov/kito/itec/Policies/itecitpolicy1210.htm

http://www.section508.gov/


(c) Affirmation of Conformance. The Contractor shall provide a description of conformance with the above mentioned Specifications by means of a completed Voluntary Product Accessibility Template (VPAT) or other comparable document. (VPAT information is available at http://www.itic.org/dotAsset/5644ecd2-5024-417f-bc23-a52650f47ef8.doc.) A VPAT is only necessary when contractor is using Pre-Existing (off the shelf) software. This conformance claim becomes a contractual term between the contractor and the contracting state agency.

4.57. GIS SupportAll databases created in this work shall be compliant with existing GIS development standards and enterprise infrastructure to optimize spatial functionality and encoding for address data elements. The Kansas enterprise Geographic Information System (GIS) is based on Environmental Systems Research Institute (ESRI) technology. Kansas supports both internal and external web map service environments and server-side web map development is an emerging trend in GIS development standards, along with higher utilization of centralized spatial database engine (SDE) and implementation of comprehensive geo coding and address standardization. The Kansas GIS infrastructure includes central file servers, central Oracle SDE spatial databases, concurrent desktop licenses for ArcGIS and extension products, along with GPS field data collection and data management tools for spatial databases. Kansas supports and implements the GIS Addressing Standard established by the Kansas GIS Policy Board. A copy of this standard is accessible from the Kansas GIS website link at: http://data.kansasgis.org/dascweb/docs/files/2address.pdf.

4.58. Information Security RequirementsA Contractor agrees to have a third-party vulnerability assessment completed every three years. If requested, this assessment shall be provided to OJA, including a report of corrective actions the Contractor shall be undertaking.

A Contractor agrees to follow industry best practices, policies and protocols in regards to security. The Contractor warrants to indemnify and hold harmless the State as a result of any security breach.

Furthermore, a Contractor agrees to policy requirements established by the Kansas Information Technology Executive Council. Policy Requirements can be found at:

http://oits.ks.gov/docs/default-source/kitodocumentlibrary/ITEC-Policies/policy-7230a.pdf?sfvrsn=0

A Contractor shall develop and maintain a security plan for the contract pursuant to its internal Client Data Protection Policies. Such plan shall be subject to review and approval by OJA. Upon approval, Contractor shall implement and comply with such plan to secure and protect all personal and private information, personal health information, or Private or Confidential Data. Contractor shall hold State harmless and indemnify the State for expenses or damages, of any kind, incurred or suffered by the State as a result of any failure by Contractor to comply with such plan. Contractor shall notify the State of any loss or breach of Private or Confidential Data as soon as possible within receipt of such knowledge and without unreasonable delay. Contractor shall also be responsible and liable for any and all damages to individuals due to such breaches. In the event of any failure to comply with the security plan in which Private or Confidential Data of one or more individuals is lost, compromised, or is potentially compromised, Contractor shall be responsible and pay for any and all damages, expenses, and costs (including but not limited to lost wages and efforts spent to defend or correct against identity theft) caused to the State or any individual for the disclosure of any private of Confidential Data. In the event of such breach, Contractor shall provide notice to the State and affected individuals of such disclosure and shall also offer free of charge to affected individuals and the State, identity theft protection insurance for a period of up to two years. The type of identity theft protection insurance must be approved by OJA. These terms shall also apply to any third-party vendors or subcontractors.

4.59. Project Management MethodologyThe State has adopted a uniform Project Management Methodology for all Information Technology (IT) projects valued at $250,000 or more. The methodology can be found at http://oits.ks.gov/kito. Kansas has enacted comprehensive statutes (K.S.A. 75-7203 et.seq.) dealing with the architecture, management, and oversight of IT activities statewide. The Information Technology Executive Council (ITEC), implementing their oversight responsibilities under those statutes, has adopted ITEC Policy 2500, which can be found at https://oits.ks.gov/kito/itec/itec-policies/itec-policy-2500. That policy sets forth project reporting requirements.

A Contractor shall deliver to OJA all information regarding contractor performance necessary for OJA to meet its project reporting obligations under ITEC policies. Such information may include, but shall not be limited to:

http://oits.ks.gov/kito

http://data.kansasgis.org/dascweb/docs/files/2address.pdf


Work Breakdown Structure, with summary level tasks, and with individual tasks at less than or equal to 80 hours apiece.

Estimated cost to completion data. Gantt charts, with critical path identification, and identifying Milestones, showing progress to date, with

identified start and finish dates for all tasks, and correlated one-to-one with the Work Breakdown Structure.

When requested by OJA, the project reporting information shall be provided in compatible electronic form as well as printed output (the state uses Microsoft Project as its primary project management software package). Further, when requested by OJA, the project reporting information shall include state resources applicable to the Project that is the subject of the contract.

Larger or more complex projects, or projects encountering difficulties, may require additional data reports, or an increased reporting frequency. Such additional requirements shall be maintained and supported by the Contractor, if required by OJA to meet requirements of the Kansas Information Technology Office or the Legislative Joint Committee on Information Technology.

4.60. Kansas Date Data Standard Policy The Policy is at: http://oits.ks.gov/docs/default-source/kitodocumentlibrary/ITEC-Policies/itecitpolicy6200.htm?sfvrsn=2 .

A Contractor warrants fault-free performance in the processing of date and date-related data (including, but not limited to, calculating, comparing, and sequencing) by all goods and services delivered. Fault-free performance includes, but is not limited to, the manipulation of data with correct results when using dates prior to, through and beyond January 1, 2000, and shall be transparent to the user.

Hardware and software products, individually and in combination, shall provide the correct system date and correct calculations which utilize or refer to the date data, without human intervention, including leap year calculations. Hardware and software products, individually and in combination, shall also provide correct results when moving forward or backward across the year 2000.

4.61. Escrow of Software Source MaterialsThe Contractor shall provide for the escrow, in Topeka, Kansas, of a currently operating copy of the proprietary software Source Code and standard documentation involved in this RFP throughout the duration of any contract with the State for the software or until the State has exercised an option to obtain said materials, whichever is shorter. The materials shall be escrowed with a suitable, mutually agreed upon independent institution and shall be made available to the State in the event of insolvency, cessation of business, business merger or breach of contract by the Contractor or Subcontractor providing the Application Software.

4.62. News Releases, Public Statements, and/or Other CommunicationsOnly the State is authorized to issue news releases, public statements, and/or communications relating to the RFP, bid event, its evaluation, award and/or performance of the resulting contract.

Contractor agrees that no release, public statement or other communication acknowledging or implying that the State is a customer of Contractor is allowed under the contract, unless otherwise approved by OJA.

Any approval by OJA for such release, public statement or other communications must be provided in writing by OJA to Contractor. OJA may refuse such a request for any reason.

4.63 AwardAward will be by line item or group total, whichever is in the best interest of the State.


5. SpecificationsThis RFP is issued to obtain competitive Proposals from bona fide, qualified bidders who are interested in providing COTS, Project Management, business analysis, and requirements development for software modification, testing, training, implementation, and warranty services for installation of comprehensive district court case management with document management, appellate courts case management with document management, and judicial tools for Kansas district and appellate courts. This Project is sponsored by OJA.

The overall Project will be accomplished by installing and integrating three major parts. Bidders may respond to any and all of the following parts noted by the separate functional requirements and cost sheets:

(a) District Court Case Management with Document Management (DCCMS)(b) Appellate Court Case Management with Document Management (ACCMS)(c) Judicial Tools functionality for district and appellate courts

Prioritizing the order of work for these three major parts could affect the timeline for individual contract finalization and initiation of work to be performed.

5.1 Goals and Objectives of the Project

The primary goals of OJA in pursuing the Project outlined in this RFP are as follows:

Improve case processing in the district and appellate courts through the use of a web-based, integrated case management with document management system.

Implement a judicial tools software suite that increases the efficiency of information delivery to district and appellate court judges.

Increase operational efficiency and effectiveness through automation of certain workflow activities and streamline operations supported by modern workflow technologies.

Improve data quality and integrity through data and systems integration. Improve performance measurement, analysis, and reporting through enhanced information collection,

storage, retrieval, and analysis leveraging modern data visualization tools. Enable work sharing between district courts, primarily among clerks and court services officers. Maintain and improve data sharing between various governmental and public entities. Maintain and improve the ability to process electronic payments. Enable web-based sharing of public information.

5.2 Overview

(a) The Kansas Supreme Court seeks to replace the existing case management with document management systems in the district and appellate courts. These are currently separate case management systems. The Kansas Supreme Court also seeks to acquire a judicial tools software for use by district and appellate court judges and justices throughout the state.

(1) DCCMS.The existing DCCMS is in use by 104 of the 105 counties in Kansas. The existing DCCMS is a client server-based application, with servers located at each district court. Of the 104 counties using the existing DCCMS, there are four dual courthouse counties that have separate servers, and one dual courthouse county that shares a single server.

The new DCCMS is expected to be a centralized web-based application, allowing case processing at the district court level as well as work sharing between district courts. The new DCCMS is expected to integrate and share data with numerous other systems (listed in the requirements section), including the existing e-filing system. Jury management is considered part of the new DCCMS. The new DCCMS and ACCMS may or may not be the same case management with document management system selected for use in the appellate courts. Full integration between the DCCMS and ACCMS is required.

Data and document conversion from the existing to the new DCCMS will be necessary.

(2) ACCMS.


The existing ACCMS in use by the Kansas Supreme Court and Court of Appeals (Appellate Courts) is Oracle-based, and its document management system is LaserFiche.

The new ACCMS may or may not be the same case management with document management system selected for use in the district courts. Full integration between the DCCMS and ACCMS is required.

Data and document conversion from the existing to the new ACCMS will be necessary.

(3) Judicial Tools Software.There is no existing judicial tools software.

The new judicial tools software is expected to be for use by Kansas district and appellate court judges and justices. The judicial tools software is expected to enable judges and justices to work from the bench as well as remotely. The judicial tools software selected may be a component of the selected case management system or may be separate software that fully integrates with both the DCCMS and ACCMS.

(b) Statistical information covering case filings and dispositions may be found at: http://www.kscourts.org/Court-Administration/stats/index.html. General information about the Kansas district and appellate courts may be found at: http://www.kscourts.org/ . The Kansas district and appellate courts currently have 266 judges and approximately 1,600 non-judicial staff. Below is a chart showing the Kansas district and appellate courts structure.



5.3 Technical Proposal

The Technical Proposal should include information to satisfy the evaluators that the Bidder has the appropriate experience, knowledge, and qualifications to perform the scope of services described herein. The Bidder's technical Proposal must address all of the items mentioned in Project Requirements as well as the following items:

Company profile – history, mission, contact information, principal officers, headquarters and satellite locations, and public website.

Describe the Bidder's understanding of the nature of the Project and how its Proposal will best meet the needs as described in the RFP.

Describe Bidder's knowledge, expertise, and experience in:o Development and implementation of case management systems, document management systems, and

judicial tools software related to judicial branch operations for either the district or appellate courts or both.

o Working with governmental entities in regards to customization of COTS.o List all contracted work involving governmental entities, including the State of Kansas, in the last five

years. Indicate the client, client reference, and type of system. o Years of experience to judicial branch clients providing services similar to those proposed.o Experience with delivery of more than one other Project of similar size and complexity to the one

proposed in this RFP. Describe the approach to Project Management and Quality Assurance. Project team roles -- name, title, role (e.g., Project Management, training, and design), resume or listing of

education and experience. Identify web, portal, database lead personnel.o Identify Bidder's staff and/or resources available for the Project.

Description of the proposed Application Software. Provide a proposed Project Plan that reflects the approach and methodology, tasks and services to be

performed, Deliverables, timetables, and staffing. Application Software development methodology and approach. Identify security, risk, implementation, and communication plans of the Project. Technical Architecture of the system. Project Schedule

o Use Effective Date as start date.o List Milestones, Deliverables, and needed tasks.o Breakdown is to be in unit of weeks.o Identify pre-subscription/final roll-out activities needed.

Support and Maintenance – system ownership, software licensing if applicable, software updates and site maintenance, technical support hours and availability.

Training to be provided, including any training materials. Define the strategy for Application Software and user support. Define the strategy for Documentation of the Application Software. State resources required.

5.4 General Scope of Work

5.4.1 SummaryThe general scope of work to be performed as a result of this RFP involves Project Management and implementation of COTS application licenses, as well as design and development services required to deploy and support the Application Software.

(a) The Application Software must incorporate advanced technologies such as:

Relational database technology; Point of origin data entry; Document imaging including optical character recognition (OCR), color photographs, audio,

video, and redaction tools; Electronic storage of document images, audio, and video in the document management

system; Electronic case calendaring and scheduling; Data validation at time of entry; and


Data warehousing for public Internet access using a Redundant Database.

(b) In addition, the Bidder must address the following requirements:

Licensing for the latest production version of the software package; Licensing for all required underlying tools; Appropriate modifications as jointly defined with OJA staff to enable the package to be

implemented successfully in the judiciary; Training, training manuals, testing, test scripts, regression testing, and test documents; Project Management and guidance through the implementation of the software; Conversion of existing data, documents, and reference files; and Development of a mutually acceptable on-going contractual relationship that will provide for

licenses, maintenance, and support for the package, as well as modifications and consulting services.

(c) Hosting Environment.

A Bidder should provide a detailed explanation of the proposed hosting solution for the district and appellate courts that will minimize capital expenditures and state support of infrastructure. Any or all of the following options may be presented:

On premise hosting by OJA State-operated data center(s) Private sector colocation facility Managed hosting Cloud (e.g., Amazon, Google, etc.) Other Bidder-proposed solution

Hosting solutions must address up time reliability, disaster recovery and continuity of operations abilities, security, ownership of data, and any warranties and guarantees for the proposed solution.

5.4.2 DCCMS and ACCMS Features and Functions

(a) General requirements are as follows:

The DCCMS and ACCMS must be installed in similar sized court organizations (i.e., a similar number of courts, number of users, and organizational profile);

The DCCMS and ACCMS must be designed as a rule-based process that is accessible to both central and local administrative court staff for maintenance;

The DCCMS and ACCMS must be table-driven; The DCCMS and ACCMS must have a Graphical User Interface (GUI) with keyboard

alternatives to mouse control; The DCCMS and ACCMS must have a central production database, Redundant Database,

statistics reporting database, and a separate development and training database; The DCCMS and ACCMS' security must be able to limit access to selected users, courts,

types of cases, and selected documents in a case. Security should be implemented through "access rights" tables with menus defined and limited by each group's rights. Security should be granular at the data field level. DCCMS and ACCMS reporting must also have the same security to limit access to selected users;

The DCCMS and ACCMS must incorporate commonly used web security techniques such as secure sockets layer, transport layer security, or point to point encryption;

The DCCMS and ACCMS should allow for flexible and intuitive data entry and transaction flow through a case record. The user interface should be customizable by job function with a customizable user toolbar. The DCCMS and ACCMS should require a minimal number of keystrokes and screens to enter a transaction;

The DCCMS and ACCMS must allow for ad hoc query, document generation, and reporting; The DCCMS and ACCMS must have the ability to produce local custom reports and

documents; The DCCMS and ACCMS must be integrated with current interfaces and have the ability to

create future interfaces;


The DCCMS and ACCMS must have the ability to send documents and messages via email; and

The DCCMS and ACCMS must provide for the following case management functions: 1. Case tracking; 2. Financial accounting; 3. Disposition maintenance; 4. Service processing; 5. Document generation; 6. Statistical reporting; 7. Workflow; 8. Archiving; 9. High availability and disaster recovery; 10. Expungements; 11. Document management integration; 12. External agency reporting; 13. External interfaces; 14. Appeal processing; and15. Calendar integration with common email programs (e.g. Microsoft Outlook).

(b) Other functions must include:

(1) Accounting Functionality

The DCCMS and ACCMS must include an Industry Standard core financials package that employs an authenticated and verifiable accounting framework adhering to Generally Accepted Accounting Principles (GAAP).

The DCCMS and ACCMS must provide for financial tracking and management of one or more designated bank accounts per county. Account tracking and management will be supported with standard features to include, but not be limited to, accounts receivable management, transaction detail, expense account management, liability account management, bank deposit tracking, and cash drawer reconciliation.

Account Management will be supported with a robust onboard suite of integrated financial reports, to include, but not be limited to, account statements, bank deposits, account receivables, expense and liability reports, and reconciliation statements.

All financial transactions shall be recorded to the subsidiary ledgers and elsewhere as appropriate, with unique IDs and descriptions that can be traced back to the transaction of origination as well as the party entering the information. Functionality and reports to quickly trace all activity associated with a single transaction must be included (e.g., the ability to trace a receipt transaction from an account statement, viewing the associated ledger, deposit group activity and cash-drawer session).

(2) Management and Processing of Court Fees

The DCCMS and ACCMS will have a configurable chart or schedules of fees that track filing fee amounts by filing type and date. This chart will be used by the DCCMS and ACCMS to automatically determine and assess fees that are due at the time of document filing, whether it be a manually posted filing or via an online payment service. The DCCMS and ACCMS must financially manage amount reductions and exceptions to filing fees, including those where a filer has requested a fee waiver and a judge has partially or completely waived the amount owed. The DCCMS and ACCMS must include the ability for a manual override or modification by persons with appropriate authority. The DCCMS and ACCMS must be configurable so that it permits a filing performed by an agency statutorily exempt from filing fees.

Similar to a chart of fees, the DCCMS and ACCMS must provide charts or schedules for the tracking of fine and fee amounts by type and date that are associated with case outcomes. A mandatory fine chart will be used primarily by district court clerks to


automatically determine fine and fee amounts for waiver of fines and a maximum/minimum chart will be available to judges for consideration in imposing all other fines.

While the DCCMS and ACCMS may have the ability to automatically assess fines and fees due, a user with appropriate access should have the ability to override any automatically assessed amounts. All amount overrides should be tracked by date/time, authorizing user, entry user and reason. The system must have a method for OJA to update fee amounts as needed.

The DCCMS and ACCMS should support a wide variety of customer payment methods to include, but not be limited to, counter processing, mail-in payments, and online payment services. Traditional payment types such as cash, check, money order, credit card and debit card should be expected. In addition, the system should handle and track all credit and debit card payments, processed via external merchant bank credit card swipe devices. DCCMS and ACCMS integration with the merchant bank devices is preferred. Regardless of payment method or type, customers should have the ability to either be issued a paper receipt or choose to have it automatically emailed to a designated account.

A party may be unable to satisfy their debts at the time of imposition. Therefore, the DCCMS and ACCMS should employ configurable collection methods and automated workflows, to include, but not be limited to, the following: payment plan establishment, management and tracking, past due reminders and notice generation (paper and electronic), stage cases for warrant issuances, and tax set off preparations.

(3) Online Payment Services

Customers will be able to take advantage of online payment services that will be accessible through an appropriate website. Users will be able to pay filing fees, confirm amounts due, verify payment history, and make payments on outstanding fines, fees and surcharges owed to the court. All web-based financial transactions will be seamlessly integrated with the system. Payments processed online shall be electronically reported to the system and the funds shall be electronically transferred from the vendor-provided merchant account to the appropriate court accounts.

(4) Cash Drawer Reconciliation

The DCCMS and ACCMS should have integrated standard cash drawer functionality. The DCCMS and ACCMS should be able to extensively manage and track drawer sessions (e.g., by session date/time, user, and location) and associated receipts. All receipts should be identifiable by drawer session and grouped by payment type and deposit account.

The DCCMS and ACCMS should have configurable rules, automated and efficient workflow routines, and reporting to support the daily reconciliation of cash drawer sessions. Once all sessions for a location have been reconciled, the individual receipts should be grouped, associated with respective bank deposit groups, and enable the user to automatically generate the deposit tickets.

(5) Interactive Dashboards

Interactive dashboards represent the highest level of reporting, presenting judges and court staff with visual charts and graphs of key performance measure trends. Dashboards should be dynamic and reflect real-time data, allowing the user to click on a particular data element, to drill down and view the associated detail records, multiple data layers deep, if needed. Dashboards will be configurable to support a variety of different audience groups and performance measure interests, and will be customizable by user.

(6) Operational Reports

Operational reports must be integrated as part of the DCCMS and ACCMS and be available to support the efficient management of all associated court functions. Parameters for reports should be robust, allowing for a number of sorting/filtering options, data selections, and format rendering options (e.g., PDF, word, excel). Reports executed should


not degrade the transactional services experienced by end users. The DCCMS and ACCMS should provide integrated report generation software for users, with appropriate permissions, to be able to generate ad hoc custom reports, data extracts and forms. This utility should provide an Industry Standard front-end for users to customize and generate reports, forms, and data extracts. The environment should also support a wide variety of report, form and data extract delivery options. Website rendering of reports should be flexible, allowing designated users with permissions to access: generated reports, parameter pages for users to dynamically generate reports, or the display of an interactive dashboard of graphical data.

(7) Role-Based User Permissions

Different levels of permissions for access will be available for internal district and appellate court employees and other designated users based upon their job functions or user roles. The DCCMS and ACCMS will allow individuals with the proper permissions to create, access, delete, or edit data within the system.

(8) Restrictions to Data Access

The DCCMS and ACCMS will be highly configurable to automatically seal or restrict access to certain case types and will alternatively allow manual sealing or restricting of the entire case file or individual filings or elements within a case. The DCCMS and ACCMS should only allow users with appropriate permissions the ability to view, edit, or modify the events. Certain events may be automatically sealed and restricted subject to a manual override.

(9) Party and Participant Management

The DCCMS and ACCMS will be Party-centric. The DCCMS and ACCMS should have integrated rules and logic to help minimize party duplication, and provide tools for addressing duplicated records as well as provide for an authorized override or correction of Errors. A history will be maintained of name changes and contact information for individuals and the DCCMS and ACCMS will alert a user to other open cases as well as the presence of sealed/restricted information in other cases involving the same individuals. All confidential information will be protected from public review and will only be available to internal users and other authorized individuals with appropriate permissions.

The same capacity should be available for individuals who participate in cases in roles other than parties. These roles include, but are not limited to, interpreters, guardian ad litems (GAL), and mediators. This type of participant should only be entered into the system one time, with all associated cases being assigned to the participant record.

Multiple individuals may be associated with a case either as a party or a participant. The system should allow the associations and provide the ability to identify their role and their level of participation. The system will allow for participants associated with a case to be changed or for them to be removed from the case while maintaining a history of the changes and the reasons for the changes. The system will allow for the reversion of changes to their original values.

(10) Jury Management

The DCCMS should allow for all aspects of jury management including the ability to randomly create the jury pool from a juror source list. District court clerks should also be able to manually add citizens to a juror pool and to manage excuses and assign panel numbers and juror numbers. Jurors should be able to check their status online to learn if they have been excused or when they are scheduled to appear. Jury management should be able to calculate mileage and juror pay and to track expenses.

5.4.3 Judicial Tools Software Features and Functions

The judicial tools software should seamlessly integrate into the DCCMS and ACCMS, and allow judges and justices to perform a variety of tasks in the courtroom, in chambers, and in remote locations in an intuitive fashion through an interactive dashboard to other components of the system. Judges and


justices should be able to easily access and review case file information. This information should be available in a split screen or other format that allows a judge to view more than one document at a time. The judicial tools software should be configured to minimize judicial data input and maximize the clerk's ability to work on the case in the courtroom. Judges and justices should be able to designate file notes as restricted to the judge or justice's access or to designate individuals or groups. This restricted access setting must safeguard the document from becoming available in the public record, unless specifically authorized by a judge or justice.

The judicial tools software should be web accessible from any location and a judge or justice should be able to access the system remotely using a computer, smartphone, tablet, or other similar device. Court staff should be able to flag items requiring rapid judicial action, and a judge or justice should have the ability to flag items for later review.

The judicial tools software should allow each judge or justice to keep his or her own calendar and to create individualized ticklers and reminders. A judge or justice should be able to attach reminders or notifications to particular files. Reminders and notifications should be able to be set for viewing only by the judge or justice, or shared with others that the judge designates. This restricted setting must ensure these reminders and notifications do not become available in the public record, unless authorized by a judge or justice.

5.4.4 Business Features and Functions

(a) The following business functions are expected to be implemented as part of the new Application Software:

Data Collection: the district and Appellate Courts collect data through numerous channels. The primary channels include court filings, online transactions, and interfaces with outside agencies and entities;

Case Processing: the district and Appellate Courts record case events, calendar events, and documents submitted to the courts;

Document management; Judicial tools; Caseload statistics; Jury management; and Integration of Application Software.

(b) (1) Bids must describe implementation of an integrated software system that generally provides the following features:

Supports existing business functions in a streamlined manner; Facilitates secure, online customer transactions, communications, and case access; Supports scanning and indexing of pro-se dispute documents; Supports role-specific, browser-based workflows; Applies business rules and automation to support workflow efficiency and controls; Provides case history and status; Migrates data from the existing system; Migrates electronic images from existing document management systems; and Provides for maintenance, support, and improvement services for the system for up to 36

months after implementation and warranty, as follows: a 12-month period after the Warranty Period concludes, followed by two, 12-month options by the State to continue the services.

(2) OJA expects that these features will be accomplished according to the functional requirements detailed in this RFP.

5.4.5 Critical Features and Functions


Work to be performed by Contractor(s) Outcome(s)

DCCMS1. Provide the DCCMS with agreed-upon modifications. Functional version of the system

meeting critical and agreed upon requirements.

2. Develop and maintain interfaces with the ACCMS, judicial tools, and the existing electronic filing application.

Functional version of the system that can gather, transmit and receive data and documents to/from the identified systems.

3. Perform project planning and management activities. 1. Up-to-date detailed Project Plan.2. Participation in weekly project

status meetings.3. Up-to-date project status reports.

4. Train court staff and system administrators. (Train-the-trainer methodology)

1. Class outline(s).2. Training schedule.3. Users trained in the use of the

DCCMS.4. Training materials to be available

in both electronic and print format.5. Training materials will become the

property of the Kansas Supreme Court for duplication, modification and other system training purpose.

5. Complete installation and support. 1. Installation/Rollout plan.2. Functional version implementation

starting with pilot courts and continuing through full statewide implementation.

3. Provide assistance and support to establish full functionality of the solution.

6. Provide statewide application operations and system support. Application support service level agreement.

7. Provide application maintenance and enhancements. Application maintenance and support contract.

ACCMS1. Provide the ACCMS with agreed-upon modifications. Functional version of the system

meeting critical and agreed-upon requirements.

2. Develop and maintain interfaces with the DCCMS, Judicial Tools, and the existing electronic filing application.





Work to be performed by Contractor(s) Outcome(s)4. Train court staff and system administrators. (Train-the-trainer

methodology)1. Class outline(s).2. Training schedule.3. Users trained in the use of the

ACCMS.4. Training materials to be available



5. Complete installation and support. 1. Installation plan.2. Functional version

implementation.3. Provide assistance and support to

establish full functionality of the solution.

6. Provide application operations and system support. Application support service level agreement.


Judicial Tools1. Provide a statewide Judicial Tools application with agreed-upon

modifications.Functional version of the system meeting critical and agreed-upon requirements.

2. Develop and maintain interfaces with the DCCMS, ACCMS, and the existing electronic filing application.




4. Train court staff and system administrators. (Train-the-trainer methodology)

1. Class outline(s).2. Training schedule.3. Users trained in the use of the

judicial tools.4. Training materials to be available



5. Complete installation and support. 1. Installation/Rollout plan.2. Functional version implementation

starting with pilot courts and continuing through full statewide implementation.

3. Provide assistance and support to establish full functionality of the solution.


Work to be performed by Contractor(s) Outcome(s)6. Provide statewide application operations and system support. Application support service level

agreement.


5.5 Data Exchanges

Through the implementation of the Project, OJA expects to replace (without breaking) Data Exchanges that currently exist with other agencies and stakeholders, as well as the ability to develop additional Data Exchanges with internal and external systems as needs arise. The Application Software should be configurable such that in the future new Data Exchanges can be easily created and implemented.

OJA expects that development of two-way Data Exchanges will be supported largely by a user interface, application program interfaces (APIs), web services, secure file transfer protocol (SFTPS) and other standard models and protocols. Data Exchanges should be deployed using a common integration backbone, which represents a separate layer from the application, database, and user interface layers. OJA's expectation is that the integration backbone provides for a variety of services to support the exchange of data between the system and external systems, using a common method and format. Characteristics of an integration backbone should include, but not be limited to, the following:

National Information Exchange Model (NIEM) conformance 2.0 or higher; Follow Organization for the Advancement of Structured Information Standards (OASIS) Electronic Court

Filing (ECF) specification 4.0 or higher; Define and create information exchange process descriptions (IEPDs); Include templates for different Data Exchanges and events, based on the type of information being

exchanged; Support the triggering of Data Exchanges based on time or events; Guarantee message and data delivery; provide notification services to include message statuses; Support security and auditing of the Data Exchanges; and Support the exchange of objects (e.g. images, documents) as well as data.

Data Exchanges should be compliant with Industry Standards that support the exchange of court data elements. This includes support for NIEM 2.0 or higher, and ECF 4.0 or higher.

5.6 Gap Analysis

OJA believes that one of the critical first phases of project implementation is to determine the gap between the proposed COTS and OJA's needs, and also determine how the Contractor will close the gap in a way that will satisfy the Project Requirements. OJA refers to this phase as the Gap Analysis. The Contractor will facilitate the Gap Analysis process and produce all required documentation that results from it. OJA also expects to participate in this Milestone, and requests that all Bidders to this RFP define the roles required for OJA during this phase, as well as provide an estimate of time required by each OJA role.

5.7 Data Conversion and Migration

A Bid must describe the approach to be utilized for transitioning data from the Pre-Existing Software in the current DCCMS and ACCMS to the new DCCMS and ACCMS. A key Deliverable is the detailed data and document conversion plan. It is expected that all case-related data, case documents, and associated metadata will be available in the new system upon implementation, and will contain a current status, record of transactions, and images of documents.

The data to be converted consists of data fields existing in the current DCCMS and ACCMS. Data from both active and inactive cases will be migrated for historical purposes. With respect to document images of active dockets and appeals, the proposed solution must include management of the timing and sequencing of such migration.


OJA intends to migrate data and documents in its current DCCMS and ACCMS into the new DCCMS and ACCMS. OJA expects that an Extract/Transform/Load (ETL) process will be followed that (a) extracts data from the Pre-Existing Software in the current DCCMS and ACCMS, (b) transforms the data into a different format that then (c) easily loads the data into the new DCCMS and ACCMS. OJA is requiring Bidders to provide a firm fixed price for business and technical analysis and to describe the process that will be required to migrate Pre-Existing Software data, including financial records, into the new DCCMS and ACCMS. This analysis will include, but is not limited to, the following activities and outcomes:

Activity Outcome Party Responsible

Supporting Party

Analyze Pre-Existing Software data for all DCCMS and ACCMS from which data must be migrated into the new DCCMS and ACCMS

A Data Analysis Report that: describes the current state of the

data identifies duplicate data provides recommendations for data

cleansing

Bidder OJA

Compare Pre-Existing Software data to the data dictionary of the new DCCMS and ACCMS

A Data Migration Report that includes a cross-walk of Pre-

Existing Software data elements with proposed OJA data elements

provides recommendations regarding data to be migrated versus data to be left behind

includes recommendations for how to preserve and make accessible data not migrated

Bidder OJA

Develop a data migration strategy and schedule

A Data Migration Plan that includes a cost estimate for the

migration of agreed-upon Pre-Existing Software data to the new DCCMS and ACCMS

identifies a detailed set of steps required to migrate the data, including development of automated procedures, recommended manual procedures and all ETL activities

identifies resources (Bidder and OJA) required to migrate the data

includes a data migration schedule

Bidder OJA

Based on the results of the above activities and outcomes, OJA will determine which data to migrate, along with the associated data cleansing process to be used, including the resources to conduct this activity.

5.8 Document Management

The document management capabilities should include the ability to search for all documents, including metadata stored from OCR scans. Relevant documents of all types should automatically be saved by the document management system to the PDF/A format before being stored. The documents must be secure, providing appropriate access to documents and metadata based on authorized access only.

5.9 Company Strategic Direction

The Kansas Supreme Court places strong emphasis on the need for a long-term strategy. The bidder should describe its product strategic direction, and the implications of that strategy. The bidder should describe the product direction and roadmap, including anticipated new functionality and capabilities, product improvements, software management and a projected implementation timeline. Also, describe enhancements or changes you would make to systems architecture, operating systems, database, or client forms (including mobile devices).


The bidder should describe their vision for collaborative enhancement design and development of the proposed system among the bidder's clients, including how clients are engaged to develop a joint design for new functionality or capabilities. The bidder should also describe how this collaboration with customers results in sharing of assignment of prices for new functionality.

The bidder should describe the process for creating additional functionality or capability needed by OJA as a unique feature of the new system, how such enhancements would be defined and agreed upon, how they are priced, what ongoing costs would be associated with maintenance and support of those capabilities when new versions of products are released, and what credit, if any, the OJA would receive if other clients purchase the same capability. Please describe any processes whereby OJA would receive access to other clients' functionality at no fee.

5.10 Tentative Project Schedule

The precise timeline for the Project resulting from this RFP will be determined by several factors, including the contract execution date, which is the start date, the proposed implementation timeline in the awarded Proposal and negotiated contract, formal approval of the detailed Project Plan, and integration needs with other systems. As a general estimate, OJA anticipates that entire Project will be completed in 36 months, after which there will be a Warranty Period of a minimum of 12 months and an initial support and maintenance period of 12 months.

The estimated Project phases are as follows:

Project PhaseInitial PlanningDesign and DevelopmentDeploymentWarrantyInitial Support and Maintenance Period

5.11 Post-Implementation Enhancements

During the support and maintenance phase of the tentative Project Schedule described in section 5.10, the State will have the option to request services for improvements and enhancements to the Application Software, based on rates agreed to in the contract.

A Bid must allow for an optional allotment of resources to be made available to OJA as needed for improvements and enhancements after the system has been implemented. Costs for such services will be on a task-order basis, pursuant to which the State and the Contractor will develop a task order as a part of the contract negotiated pursuant to this RFP, with rates agreed to in the contract.

5.12 Project Management

A Bid must account for all Project Management services required to implement the Application Software successfully on a proposed implementation date. The outcome of these services would be a Project that is managed on time, within budget, meeting functional and non-functional scope expectations, and of high quality as described in the Quality Assurance and Acceptance provision. It is expected that a Project Manager will be available full time throughout the Project. Proposals must clearly describe the Project Manager's scheduled on-site work. Although dependent on the Bid, OJA envisions a series of three-month cycles of requirements development, system design, configuration, integration, code development and testing, user testing and acceptance, and training that address the functional scope described in this RFP. In order to accomplish successful testing and training, test and training environments must be provided in addition to the production environment.

(a) Quality Assurance and Acceptance

A Bid must describe the approach to ensuring a high quality and fully functioning product, and should include proposed acceptance criteria. Proposals must allot reasonable periods for Integrated User


Acceptance Testing (UAT) using established and ad hoc test cases, and must provide for resources to assist with and support planning, scripting, managing, and executing UAT.

(b) Training

A Bid must provide resources for adequate training of users, both internal and external, in effective use of the system. Online documentation and materials must be developed and provided for effective training of judges and staff, as well as for new judges and staff as they are added after implementation. It is expected that the bulk of training activities would be conducted by webinar and through online self-paced documentation and tutorials.

(c) Stakeholder Management

A Bid must provide for planning and execution of a stakeholder management plan, including assistance with development of needed communication messages, identification of and communication methods and channels for internal and external stakeholders, interaction with established user groups regarding the implementation schedule, easing acceptance and optimal uses of the solution.

The Contractor must also deliver periodic, regular written internal and external stakeholder communications regarding project progress, according to the approved communications and stakeholder management plans.

(d) DCCMS and ACCMS Implementation and Deployment

A Bid must describe services required to configure and deploy the centralized, web-based system for the Kansas district and Appellate Courts infrastructure. Such services will include providing Specifications as negotiated with the State concerning software, tools, and other elements and environments that are to be provided by the State, which are necessary for the modification, testing, and implementation of Application Software. It is anticipated that the Contractor will provide required infrastructure resources as required during the modification, testing, and configuration phases of the Project.

A Bid may include a phased or pilot implementation approach, and must specify a final implementation date when the solution will be made fully available in a "live" production environment, satisfying all agreed-upon requirements.

(e) Project Travel

Any and all travel expenses incurred by the Contractor in connection with the Project will not be reimbursed separately by the State; bids must be fully inclusive of all such expenses.

(f) Status Reporting and Interim Reports

The Contractor must submit weekly written status reports to OJA until the completion of the Project. Each status report must include the following: a summary of completed activities; any Deliverables completed; upcoming Deliverables; upcoming Milestones and meetings; identified risks and issues and the status of same; and any actions requested by OJA

5.13 Warranty, Support, and Maintenance

The Application Software must provide for a Warranty Period immediately after deployment, as well as a period of ongoing support and maintenance, as follows:

Activity Description ResponsibilityLevel 1 Support

State Help Desk intake and creation of trouble tickets, basic functional support (e.g. terminology and how to navigate to certain services), and basic technical support (e.g. account setup and access profile maintenance, password resets)

The State will be responsible for Level 1 Support during Warranty and Support and Maintenance phases.


Activity Description ResponsibilityLevel 2 Support

Referrals from the Help Desk for user support regarding business functions involved in using the new system. Activities logged in the trouble ticket.

During Warranty, the State and the Contractor will have shared responsibility for Level 2 Support; after completion of Warranty, the State will assume responsibility.

Level 3 Support

Referrals from the Help Desk or Level 2 Support for support regarding outages, breaks, defects, and other technical issues in using the new system. Activities logged in the trouble ticket.

The Contractor will be responsible for Level 3 Support during Warranty and Support and Maintenance phases.

The duration of the Warranty Period will be a minimum of 12 months after the final implementation date for the system; ongoing support services for the product will cover 12 months after the end of the Warranty Period. Support and maintenance services shall include defect repair based upon established priority levels and maintenance of the product for upgrades and patches. The Application Software will provide a straightforward tool to track incidents and requests for changes to the product. During the initial support and maintenance period, the Contractor will provide services to transition support to OJA IT staff. It is expected that an account manager will be assigned to OJA to manage delivery of support.

The definitions for the criteria to be used for analyzing and repairing defects (e.g., "Critical", "Major", "Moderate", or "Minor") and related levels of service will be developed in the agreed Warranty, Support, and Maintenance plan. The Warranty Period shall end at the later of (a) 12 months after successful implementation of the solution or (b) Contractor repair of defects and use by OJA in production service for a minimum of two weeks.

5.14 State Resources

As a commitment to the success of this Project the State will allocate resources to the Project. All resources will be available on an "as needed" basis unless otherwise specified. Please use the following template to list any State functional and technical positions that the Contractor requires to provide regular assistance to Contractor staff. Throughout the Project, the Contractor shall be responsible for knowledge transfer between the Contractor and State functional and technical personnel.

State Functional and Technical PositionsDepartment Role Number of

Staff% Time

Required*Responsibility

State

State

State

State

State


6. Cost Sheets

6.1. COST SHEET: DCCMS

Contractor Name:

Cost Proposal: The bid must be fixed cost, inclusive of all expenses including any travel related to the RFP, for specific Deliverables. Methodology must include fixed rates for staffing, overhead, and administration. Provide complete and itemized pricing to accomplish the requirements of this RFP. Also include any prices for optional services available.

a. Software licensesb. Gap analysisc. Data and document conversiond. Implementation servicese. System integration

1. ACCMS2. Judicial tools3. Electronic court filing4. Required interfaces and Data Exchanges

f. Post-implementation maintenance and supportg. Pricing for optional system modules available (for example a prosecutor's module)h. Other (specify)

Discounts:

a. Integration discount for successful bidder also selected for ACCMSb. Integration discount for successful bidder also selected for judicial tools.

Rates, inclusive of all expenses, for optional post-implementation analysis and enhancements:

Category Rate Hours available Additional InformationProject ManagerSenior AnalystJunior AnalystSenior DeveloperJunior DeveloperTest AnalystArchitect

The Cost Proposal must contain the above information. Breakouts, listings and Specifications of the costs for a line item should be further provided. The Cost Proposal must include a payment schedule based on completed Deliverables. Indicate if upgrade prices are not included in the annual maintenance and support costs.

Travel is not anticipated. If travel occurs, the Contractor is responsible for costs. All costs provided herein will be considered all inclusive (including time, travel, and materials).


6.2. COST SHEET: ACCMS

Contractor Name:

Cost Proposal: The Proposal must be fixed cost, inclusive of all expenses including any travel related to the RFP, for specific Deliverables. Methodology must include fixed rates for staffing, overhead and administration. Provide complete and itemized pricing to accomplish the requirements of this RFP. Also include any prices for optional services available.

a. Software Licensesb. GAP Analysisc. Data and Document Conversiond. Implementation Servicese. System Integration

1. District Court Case Management and Document Management2. Judicial Tools3. Electronic Filing4. Required interfaces and Data Exchanges

f. Post Production Maintenance and Supportg. Pricing for optional system modules available for purchase (for example a prosecutor's module)h. Other (Specify)

Discounts:a. Integration discount for successful bidder also selected for district case management and document

management.b. Integration discount for successful bidder also selected for judicial tools.



The Cost Proposal is to contain the above information. Breakouts, listings and Specifications of the costs for a line item should be further provided. The Cost Proposal is to include a payment schedule based on completed Deliverables. If upgrade prices are not included in the annual maintenance and support costs, that is to be so indicated.

Travel is not anticipated. If travel occurs, the contractor is responsible for costs. All costs provided herein are all inclusive (including time, travel, and materials).


6.3. COST SHEET: Judicial Tools

Contractor Name:

Cost Proposal: The Proposal must be fixed cost, inclusive of all expenses including any travel related to the RFP, for specific Deliverables. Methodology must include fixed rates for staffing, overhead and administration. Provide complete and itemized pricing to accomplish the requirements of this RFP. Also include any prices for optional services available.

a. Software Licensesb. Implementation Servicesc. System Integratio

1. District Court Case Management and Document Management2. Appellate Courts Case Management and Document Management3. Electronic Filing4. Required interfaces and Data Exchanges

d. Post Production Maintenance and Supporte. Other (Specify)

Discounts:

a. Integration discount for successful bidder also selected for district court case management and document management.

b. Integration discount for successful bidder also selected for appellate court case management and document management.



The Cost Proposal is to contain the above information. Breakouts, listings and Specifications of the costs for a line item should be further provided. The Cost Proposal is to include a payment schedule based on completed Deliverables. If upgrade prices are not included in the annual maintenance and support costs, that is to be so indicated.

Travel is not anticipated. If travel occurs, the contractor is responsible for costs. All costs provided herein are all inclusive (including time, travel, and materials).


7. Detailed Project Requirements

GeneralThe following section contains requirements of a case management system. The Application Software for the DCCMS, ACCMS and judicial tools must integrate seamlessly. These documents are to be include in the Technical Proposal.DCCMSThis section focuses on functionality specifically requested of the DCCMS. However, any basic and/or standard case management system functionality, necessary for successful implementation of a case management system, should be assumed to apply to the ACCMS and judicial tools as applicable.

Req. # Requirement CompliesYes No

1 Case Initiation1.1 Case Number1.1.1 Each case should have a unique identifier.

Response:1.1.2 The Application Software should provide a docket number consisting of unique court

identifier, case type, calendar year, and unique sequence number. (COyyyycc999999999999)Response:

1.1.3 An ascending sequence number should be automatically generated during case initiation.Response:

1.1.4 The sequence number should be unique within court code, case type and calendar year.Response:

1.1.5 The sequence number should be a minimum of twelve positions.Response:

1.2 Calendar Year1.2.1 Calendar dates must be stored as Universal Dates (UTC or GMT). The application must

be able to convert to such from an end user local time at runtime.Response:

1.2.2 All calendars should have date pickers defaulting to the current date. Fields to include date validation to limit incorrect date entry. (e.g.,, year should not equal 2106)Response:

1.3 Case Types1.3.1 The case type field should allow for an unlimited number of case types.

Response:1.3.2 Valid case types should exist in a separate table with a 32bit primary key and fields to

provide for names, type descriptions, and required abbreviations. A separate Case Type Restrictions table, referencing the Case Type table, to allow for the definitions of case restrictions and a reclassification of restrictions without program changes.Response:

1.3.3 The Application Software should limit available case type choices to only the types specified in the case type table.Response:

1.3.4 The Application Software should allow new case types to be initiated and maintained by users on the system once it is added to the case type table.Response:

1.3.5 Case files should be allowed to be flagged to protect the confidentiality of the case. Should accommodate both case information that is confidential due to the nature and cases that are sealed by statute or order.Response:

1.3.6 Case files should be allowed to be flagged manually to protect the confidentiality of a case.Response:

1.3.7 The Application Software should allow for different levels of access to confidential cases, documents and indexes.



Response:1.3.8 The Application Software should provide the ability to add case types and subtypes

without code changes.Response:

2 Docketing2.1 Case Updating2.1.1 The Application Software should provide an online chronological case history for

recording all events including documents filed and court actions.Response:

2.1.2 Docketing Sheet entries shall include as a minimum the following information applicable to a single transaction:Event CodeEvent DateFree form text areaEvent to event linkageEvent status/disposition dateLink directly to parties on the caseLink to documentsUser ID and date/time stamp of creatorUser ID and date/time stamp of updated byResponse:

2.1.3 The Application Software should allow entry of an unlimited number of events (actions) per case.Response:

2.1.4 The Application Software should retain unlimited number of events per case.Response:

2.1.5 The Application Software should allow for the correction or modification of all information on an event, excluding the event code (Authorized users only).Response:

2.1.6 The Application Software should include ability to print entire docket sheet on demand.Response:

2.1.7 The Application Software should include option to display, with clickable link to each event, an unlimited number of docket events in chronological event date order, reverse chronological order, Type of event, event code, etc.Response:

2.1.8 Events written to the docket sheet shall have capability to perform the following functions:Change case statusGenerate notices with the capability to fit into a window envelopeSchedule eventsSchedule a due date (tickler)Generate schedule events with the capability to select by judge, date, type of hearing, etc.Response:

2.1.9 A docket event should automatically trigger the following activities: (Specify trigger response, e.g., linked screens, background action, statistical information) System should also allow for addition of triggers without developer intervention: Case status change Notice generation Hearing dateResponse:

2.1.10 The Application Software shall include capability to automatically compute or allow users to enter date dependent reminders and print a list of such reminders (tickler file).Response:

2.1.11 The Application Software should differentiate between docketing action /event codes and event disposition codes.Response:



2.1.12 The production database design should employ a Transactional Normalized Star design philosophy and allow for regular grooming of old data. The data warehouse database must be able to contain all case data (abridged or not) for permanent storage. Extract/Transform/Load (ETL) jobs to transfer current case data to the data warehouse is to be provided for and will synchronize production data to the data warehouse every five minutes.Response:

2.1.13 The Application Software must provide valid event codes and event dispositions codes should exist on a table(s).Response:

2.1.14 All end user input data must be validated by rules contained in a data validation rules table and must be able to validate all known forms of data allowable by the database.Response:

2.1.15 The Application Software should automatically display event name whenever an event code is used on inquiry or in updating.Response:

2.1.16 Each docket event must identify the data/time stamp and user ID for entry and updates.Response:

2.1.17 The Application Software should show payments on the appearance docket sheet, but allow capability to segregate payments from events.Response:

2.1.18 The Application Software should allow individual events to be labeled as major events.Response:

2.1.19 The Application Software should automatically generate any forms assigned to an event when that event is written to the docket sheet without user intervention.Response:

2.1.20 The Application Software should include ability to automatically create unlimited forms upon an event being docketed.Response:

2.1.21 The Application Software should accommodate re-opening a case which indicates a re-open date and the re-opening event.Response:

2.1.22 The Application Software should allow consolidation of cases, i.e., the joining of two or more separate cases as well as linking related cases. Should also be able to sever/unconsolidate cases if necessary.Response:

2.1.23 The Application Software should allow flexible selection and joining of data records and elements based on event code and event date for ad hoc reports.Response:

2.1.24 The Application Software should provide an audit trail of all modifications and deletions which includes the date and user ID.Response:

2.1.25 The Application Software should allow expungement procedures.Response:

2.1.26 Application Software must log who created all objects and log all changes to include what was changed, who changed it, what is was changed from, what it was changed to and the date/time stamp.Response:

2.2 Case Inquiry2.2.1 The application should capture all opening and re-opening events and dispositions for a

case including dates.Response:

2.2.2 The application should track the history of all judge assignments and recusals.Response:

2.2.3 Information pertaining to the history of recusals should include: Date of docket event describing judge assignment and/or recusal from case Historical record of judge name separate from name associated with judge code table



Response:2.2.4 On-demand printing of docket sheet should be easily accomplished with print routing

defaults and/or options available.Response:

2.2.5 The Application Software should include option to display docket events based on user entered parameters such as date range, case type etc.Response:

2.2.6 The Application Software should have the option to display only major events if requested.Response:

2.2.7 The Application Software should allow: case inquiry, docket entry inquiry, and party inquiry by multiple access paths (originating case #, party, case type, court location, etc.)Response:

2.2.8 The Application Software should display or print all inquiries.Response:

2.2.9 The Application Software should provide name indexing capabilities.Response:

2.2.10 The Application Software shall provide name indexing functions that allow for phonetic name searches in cases where the exact name spelling is not known.Response:

2.2.11 The Application Software should provide wildcard name search.Response:

2.2.12 The Application Software should provide indexing by the name of the party types (attorney, judge, party type, court reporter).Response:

2.2.13 Indexes should provide variable information by case type with variable parameters for printing.Response:

2.2.14 The index should retain basic information on archived cases and archive location.Response:

2.2.15 The Application Software should provide an index of all confidential cases by case type that is only available to authorized users.Response:

2.2.16 The Application Software should have check in/out tracking of physical files and transcripts.Response:

2.3 Pleadings InformationNote: The term 'pleading' is a generic term that refers to any legal court document such as a motion, order, petition, etc.

2.3.1 The Application Software should maintain court pleading information including:Case numberPleading type code (e.g., surety recognizance bond, affidavit of indigence, order appointing counsel, complaint, witness affidavit, order to show cause, citation to show cause, order for report of mental evaluation, order approving accounting, notice of failure to comply)Sealed FlagConfidential FlagPleading date (date generated)Clerk name (name of person generating)Pleading narrativeCertified mail flag (yes or no)Mailing dateFiling source (defendant or plaintiff)Service information associated with specific documentParty information associated with specific documentscheduled actionsHearing date required flag (yes or no)



Response:2.3.2 The Application Software should provide the ability to maintain a user-definable service

type code table (code description: e.g., sheriff, special process server, attorney, mail, certified mail)Response:

2.3.3 The Application Software should provide the ability to assign multiple service type codes to each pleading typeResponse:

2.3.4 The Application Software should provide the ability to maintain a user-definable special process server table including:Server name (Title, First, Middle, Last, Patronym)Agency nameAddressTelephone numberResponse:

2.3.5 The Application Software should provide the ability to record the filing of pleadings onlineResponse:

2.3.6 The Application Software should provide the ability to generate an appearance docket for all types of cases including:Case numberCase descriptionDistrict numberCounty/court locationDate docket filedJudgeCase type code (e.g., criminal, civil, probate, traffic, juvenile)Nature of action (e.g., care and treatment, decedent estate, guardian/conservatorship, trust, determination of descent, miscellaneous)Case titleAttorneys involved (multiple or pro se)Date and type of all case actionsResponse:

2.3.7 The Application Software should provide the ability to automatically assign the following dates for summons issued, based upon defendant's address, nature of action and holidays:Required service date (e.g., the date the summons must be served by)Required return date (e.g., if not served, the date that the summons must be returned to the court)Required answer date (e.g., date a response/appearance due from defendant)Response:

2.3.8 The Application Software should provide the ability to generate a list of all pleadings filed in a specific case in chronological orderResponse:

2.3.9 The Application Software should provide the ability to assign time standards to events or documents (e.g., first appearance must be schedule within 48 hours of arrest if suspect in custody)Response:

3 Party Information3.1 Aliases should be linked with the actual person they represent.

Response:3.2 The Application Software should allow unlimited number of aliases per party.

Response:3.3 Thea Application Software should provide party type table.



Response:3.4 The Application Software should have a party status table.

Response:3.5 The Application Software should allow multiple party statuses per party.

Response:3.6 The Application Software should allow unlimited parties on a case.

Response:3.7 The Application Software should include, but not be limited to, the following party

information:Party CodeParty TypeParty effective datesParty first name, last name, and middle name.Party mailing address (multiple)Party physical address (multiple)Party State and Zip CodeParty telephone/fax number and emailCustody statusCustody locationKnown bad addressesResponse:

3.8 The Application Software should allow unlimited attorneys, addresses per party, social security numbers and email.Response:

3.9 The Application Software should allow for a party to be linked to more than one case by party code and the linking of parties to other parties (i.e., relative, known affiliates, etc.)Response:

3.10 The Application Software should provide the ability to assign more than one primary attorney to each case.Response:

4 Case Information4.1 The Application Software should provide ability to link one case to multiple cases

regardless of case type.Response:

4.2 The Application Software should provide the ability to: add, update, and inquire of all case data and case history for all cases as long as the case remains on the system.Response:

4.3 The Application Software should provide the ability to retain party and alias address history with a date in a transaction file so that all addresses are retained.Response:

4.4 The Application Software should provide an inquiry option over the party address history file.Response:

4.5 The Application Software should provide at least one case status for each case on the system.Response:

4.6 Case status should exist as a table. All changes in case status must be logged in a separate table (change log).Response:

4.7 Case status input should be validated against the case status table.Response:

4.8 The Application Software should provide at a minimum, but not be limited to, an index of all cases by the following:Case number and originating court case numberCase statusParty names



JudgesCase typesOriginationResponse:

4.9 Every display screen should have a case header.Response:

4.10 The case header should include, but not be limited to, the following:Case numberCase statusJudges namesParty namesCase typeCaption of caseDate case was filedAttorneysResponse:

4.11 The Application Software should provide the ability to inquire by:Party names/aliasesAttorneyCase number and originating court case numberCase statusDate case was filedCase type/subtypeJudgeStatusCaption of caseResponse:

4.12 The Application Software must have all active case information on one primary database that must be able to operate in high availability environment. The primary means of communication between the user and the database must have the ability to be scaled up and down and load balanced without requiring design changes or intervention by the contractor.Response:

4.13 The Application Software should have the ability to email one or multiple documents associated with a case to attorneys and/or interested parties as selected.Response:

5 Case Data5.1 The production database design should employ a Transactional Normalized Star design

philosophy and allow for regular grooming of old data. The data warehouse database must be able to contain all case data (abridged or not) for permanent storage. ETL jobs to transfer current case data to the data warehouse is to be provided for and will synchronize production data to the data warehouse every 5 minutes. All data that will be made publicly available must be stored in a separate database on a separate server. This data will need to be synchronized at 30 minute intervals.Response:

5.2 The Application Software should support, but not limited to, these data elements:Type of case (civil, criminal, limited, traffic, probate and miscellaneous, etc.)Case originDispositionAppearance docket eventJudicial district identifierCourt/County identifierK.S.A. Number by effective dates, beginning and endCase statusResponse:

5.3 The Application Software should support all data elements that, along with information



related to each data element, need to be:Contained in a table fileTable used for validity checking during data entryValid table entries that are displayable during data entryOperator "picked" from valid table entries that are displayed during data entryResponse:

5.4 Attorney information should include but not be limited to:Attorney bar codeFull nameMailing addressCity, State, Zip Code, telephone number(s), fax number and e-mail(s)Inactive status codeAbility to manually disqualify for judge(s)Status effective begin and end datesResponse:

5.5 Attorney code should be at least six alphanumeric characters.Response:

5.6 Judge information should include but not be limited to:Judge CodeFull nameDistrict/DivisionBegin/end service datesCountyResponse:

5.7 Judge code should contain but not be limited to:Court/County CodePro Tem, visiting, retired and Senior Judge CodeDivision NumberResponse:

5.8 County information should include but not be limited to:County CodeChief JudgeCourthouse location(s)Clerk of the District CourtName translationResponse:

5.9 Financial information should include but not be limited to:Financial CodeFinancial descriptionFinancial Code amountEffective begin and end datesStatus codeUser IdentificationDate and timestampCase NumberResponse:

5.10 Event information should include but not be limited to:Event code, name, type (opening, closing, etc.)PrequalificationsUnlimited forms assigned to eventMajor eventStatus codeUser IdentificationResponse:

5.11 Party Status should include but not be limited to:Party status code



Name translationStatus codeResponse:

5.12 Case Type/subtype should include but not be limited to:Case type/subtype codeName translationResponse:

5.13 Payment types should include but not limited to:Payment type codeName translationStatus codeStatute and suspension codeResponse:

6 Scheduling and Assignments6.1 Scheduling6.1.1 The Application Software should contain the ability to maintain a master calendar for all

judges and the judicial district and courtrooms.Response:

6.1.2 The Application Software should provide flexible scheduling functions to accommodate wide variation in local procedures.Response:

6.1.3 Scheduling software should be designed for interactive use and should provide scheduling assistance functions and associated documents during interactive use.Response:

6.1.4 The Application Software should display and print existing schedule options of scheduled events and available times for a specific date or a date range by judge(s).Response:

6.1.5 The Application Software should allow specification of judge, location, estimated duration of each event, and parties involved in each event.Response:

6.1.6 The Application Software should include optional case notes text area, with option to print schedule with or without notes.Response:

6.1.7 The Application Software should accommodate scheduling conflicts with error messages.Response:

6.1.8 A schedule entry should automatically trigger the following activities: (Specify trigger response, e.g., linked screens, background action, etc.)Associated docket entryNotice generationResponse:

6.1.9 The Application Software should provide the following schedule options:Courtrooms scheduleMaster court scheduleIndividual judge scheduleIndividual private schedule with notesResponse:

6.1.10 The Application Software should integrate docket schedule with judicial non-case, personal schedules, etc.Response:

6.1.11 The Application Software should have the ability to maintain a schedule history.Response:

6.2 Judge Assignments6.2.1 The Application Software should provide the ability to set specific days, dates, and

selected times as unavailable for scheduling system-wide. (i.e., Holidays and weekends)Response:

6.2.2 The Application Software should provide the ability to verify selected date based on



judge and courtroom availability.Response:

6.2.3 The Application Software should be able to generate assignments by judge.Response:

6.2.4 The Application Software should provide the ability to modify/remove scheduled events.Response:

6.2.5 The Application Software should provide the ability to assign a judge based on assigned percentages of case type.Response:

6.2.6 The Application Software should provide the ability to override assigned judges with any available judge on the system.Response:

6.2.7 The Application Software should require a freeform explanation for judge overrides.Response:

6.2.8 The Application Software should allow a judge to recuse on a particular case.Response:

6.2.9 The Application Software should have the ability to generate assignment notices.Response:

6.2.10 Ability to block scheduling of a judge for a set time (i.e., Vacation).Response:

6.3 Calendar Information6.3.1 The Application Software should provide the ability to maintain schedule event

information including the ability to protect confidentiality of cases:Date of schedule eventLocation of eventBegin and end date/timeResponse:

6.3.2 The Application Software should provide the ability to assign case event information to a schedule eventResponse:

6.3.3 Unify the ability to assign courtroomResponse:

6.3.4 The Application Software should provide the ability to generate conflict scheduling for the following entity types:Division (court room)JudgeAttorneyEventEvent typeAll parties to caseCase typeResponse:

6.3.5 The Application Software should provide the ability to schedule multiple events for the same case (i.e., first appearance hearing, preliminary hearing, arraignment hearing, trial, etc.)Response:

6.3.6 The Application Software should provide the ability to commit a block of time in the calendar (for trials, etc.)Response:

6.3.7 The Application Software should provide the ability to double-set cases (assign multiple cases/events for the same time). Should be permission based.Response:

6.3.8 The Application Software should provide the ability to designate a calendared case as a consolidated case (e.g., consolidated cases should be scheduled for the same time)Response:

6.3.9 The Application Software should provide the ability to commit blocks of time that are



reoccurring (e.g., commit 1:30p - 5:00p every fifth week for the entire week for First Appearance hearings)Response:

6.3.10 The Application Software should provide the ability to view all hearing schedules despite the case status (e.g., may be statistically terminated, but still have a final hearing)Response:

6.3.11 The Application Software should provide the ability to maintain a history of scheduled events by:Parties to CaseCase TypeCourtroomJudgeDateCaption of CaseAttorney nameCase numberDivision numberResponse:

6.3.12 The Application Software should provide the ability to access scheduled event information by event type (e.g., show all felony case events scheduled)Response:

6.3.13 The Application Software should provide the ability to access scheduled events for active cases by charge type (e.g., show all felony case events scheduled)Response:

6.3.14 The Application Software should provide the ability to access scheduled event history by:JudgeDateCaption of caseParties to caseCase numberCourtroomAttorney nameResponse:

6.3.15 The Application Software should provide the ability to generate a docket for each division (court), identifying all scheduled case hearings for a user-specified period including:Date (single date)Event typePartiesJudgeDatePeriod (from/to)Response:

6.3.16 The Application Software should provide the ability to generate a daily calendar of scheduled events by:Attorney name (e.g., assistant district attorney, public defender, defendant's attorney)JudgeCaption of CaseDateNumber of casesCase typeCourtroomTime of dayResponse:

6.4 Law Enforcement Officer (LEO) and Court Services Officer (CSO) access and functions6.4.1 CSO General6.4.1.1 Statewide access: the Application Software should provide ability to look up offenders



anywhere in the state and have access to all history/records and name search.Response:

6.4.1.2 Level of Service Inventory - Revised (LSI-R) and Youth Level of Service Inventory (YLS) results able to be pulled from CYZAP.Response:

6.4.1.3 Integration with current system- the Application Software should provide the ability to allow all old cases and data should be incorporated into system.Response:

6.4.1.4 The Application Software should require all edits to be time stamped and user stamped (with CSO logged into system) to show who made changes.Response:

6.4.1.5 The Application Software should provide the ability to have calendars directly tied into the recordkeeping system.Response:

6.4.1.6 The Application Software should provide status updates option.Response:

6.4.1.7 The Application Software should provide the ability to submit e-mails to logs/notes.Response:

6.4.2 LEO AccessThe Application Software should provide the LEO with the ability to view case specific information to include:Probation conditionsSpecifics of conditionsEffective datesProbation officerBond conditionsRestraining ordersName of plaintiff or other protected partiesName of defendantSpecifics of conditionsEffective datesWhether service has been madeExpired orders for at least one yearProtection ordersName of plaintiff or other protected partiesName of defendantSpecifics of conditionsEffective datesWhether service has been madeExpired orders for at least one yearCourt appearance notifications for officersDateTimeDefendantCase number (agency if possible, court case number)Automated notification of change in date/time/cancellationCivil processServed or not served.New/current addresses and phone numbers for person to be served.Special conditions.Divorce decree ordersCustody of children, visitation conditions, times, daysCustody of propertyElectronic submissions to KBIDispositionsExpungements



Probate Care and Treatment ordersDisposal orders on evidenceE-WarrantsResponse:

6.5 CSO Reports/Alerts6.5.1 The Application Software should provide the ability to make data and reports exportable

in both html and excel.Response:

6.5.2 The Application Software should provide the ability to build reports and be easily updated.Response:

6.5.3 The Application Software should have the ability to create statewide reports.Response:

6.5.4 The Application Software should have the ability to run ad hoc reports.Response:

6.5.5 The Application Software should have the ability to download reports in excel and html format.Response:

6.5.6 The Application Software should have the ability to add electronic signaturesResponse:

6.5.7 The Application Software should have the ability to e-mail reportsResponse:

6.5.8 The Application Software should provide alerts (case expiring, court dates, etc.)Response:

6.5.9 The Application Software should have the ability to generate reports on the length of time between activities within a case (e.g., ability to create report on length of time from petition filed to adjudication).Response:

6.6 CSO Case Management6.6.1 The application should have the ability to pull up multiple cases (Defendant and Co-

Defendant) or (Multiple cases on same defendant) without the need to open a new tab or window.Response:

6.6.2 The Application Software should provide photo capabilities for Offenders.Response:

6.6.3 The Application Software should minimize the number of clicks to navigate through screens. Notes/logs should be easily accessible from anywhere in the application.Response:

6.6.4 Joint and Several cases: the Application Software should provide the ability to connect joint and several cases and assess amount owed.Response:

6.6.5 The Application Software should provide the ability to follow individuals and not cases via chronological notes/logs.Response:

6.6.6 A word search in note/logs. The Application Software should provide the ability to pull an individual or groups of cases from across all cases in state.Response:

6.7 Public/Party Notifications6.7.1 The Application Software should provide the ability for the public/media/parties to 'sign

up' for notifications regarding a specific case.Response:

6.7.2 Notifications should be sent to all subscribers via e-mail.Response:

6.7.3 Notifications should be sent daily as well as the option to manually trigger notifications.Response:

6.7.4 Notifications should be restricted to docket entries made in the tracked case the preceding day.



Response:6.7.5 Notifications will automatically stop if at any point the case becomes confidential or

sealed or if the docket entry identified in the case is designated confidential or is sealed.Response:

6.7.6 The Application Software should provide the ability to push/populate case specific information to specified, external web pages. (i.e., recent published opinions, documents filed in high profile cases, dockets.)Response:

6.7.7 The Application Software should provide the ability to search district court cases statewide to retrieve public information.Response:

6.7.8 The Application Software should provide the ability to search district court cases statewide based on attorney read access.Response:

6.8 Court Reporters6.8.1 Application Software must accommodate Court Reporters filing documentation in both

DCCMS and ACCMS. Documents should include but not be limited to:CSR/CCR NoticesDemand for PaymentAcknowledgement of PaymentDemand Not MetMotions for Additional TimeResponses to Show Cause OrdersCertificate of CompletionCompleted transcriptsRelease of ExhibitsResponse:

6.8.2 Court should be able to send notifications to Court Reports. Notifications should include but not be limited to the following:Orders on motions and consolidationsNotifications if a court stays a caseResponse:

6.8.3 Application Software should track due dates for requests or orders for transcripts by case and by reporters.Response:

6.8.4 Application Software should retain all information for a Court Reporter such as:Office addressHome addressPhone number(s)Email address(s)Judicial District(s) reporter works inResponse:

6.8.5 Application Software should track:The demand for payment due date and if it has been met.Number of Motions for Additional Time.Motion for Time for each Request/Order for Transcriptnumber of Show Cause Ordersnumber of Requests/Orders for Transcriptsnumber of Certifications of CompletionDue Date of the RequestResponse:

6.8.6 Reports should include:Outstanding, demands not met; by reporter or judicial districtOverdue reportFilings by reporter (group requests, notices, motions etc.)Blank due date report



Court reporter list by judicial district or statewideResponse:

7 Financial7.1 System Administration Tables7.1.1 The Application Software should provide some type of control table including batch date,

court ID, etc.Response:

7.1.2 The Application Software should include the capability to add new users and passwords and the capability to change or delete user passwords.Response:

7.1.3 All financial code entries should be validated against a financial table.Response:

7.1.4 Every financial transaction should be associated with the unique financial codes identifying the money collected.Response:

7.1.5 Associated financial code default amounts should display when selected.Response:

7.1.6 The Application Software should provide the ability to override the financial table amounts for amounts not set by statute.Response:

7.1.7 The software should have the ability to defer payment of fee due to poverty affidavit or other allowed exceptions.Response:

7.1.8 The Application Software should allow distribution of a single payment to multiple financial codes.Response:

7.1.9 The Application Software should provide the capability to distribute money collected into definable accounts at the time of collection or disposition.Response:

7.1.10 Payment types should be on a table: should include cash, check, bank draft, money order, credit card, e-payment, direct deposit.Response:

7.1.11 Input of payment types should be validated against the table.Response:

7.1.12 The Application Software should issue a unique, sequentially numbered receipt within court code, for all money transactions.Response:

7.1.13 The Application Software should provide the ability to reverse all financial transactions and maintain a record of all transactions and refunds for audit purposes.Response:

7.1.14 Reversing entry should include identity of the receipt being reversed.Response:

7.1.15 All negative numbers must be clearly identified as a negative when displayed and reported.Response:

7.1.16 Receipts must identify user ID.Response:

7.1.17 Tables should allow for flat or percent distributions. Ability to create these distributions without rounding errors and without requirement to round money to another account.Response:

7.1.18 Tables should provide ability to create fee (displayed on a case) but allow multiple accounts (distributions)Response:

7.1.19 Tables should have ability to have multiple fees associated with one account (distribution).Response:

7.1.20 Ability to associate each distribution with a payee.



Response:7.1.21 Ability to limit certain functions (field level security).

Response:

7.2 Audit/Reconciliation and Reporting7.2.1 Daily cash balance reporting and liability balance reporting should be available for all

fiscal transactions.Response:

7.2.2 The Application Software should provide a complete financial history by case number.Response:

7.2.3 Monthly cash balance reporting should be available for month-end reconciliation.Response:

7.2.4 The Application Software must attach a user ID to all transactions.Response:

7.2.5 The Application Software should provide the ability to display/print transactions by account type (asset or liability account) case type, date range, case number, and party.Response:

7.2.6 The Application Software should provide the ability to print aged receivable listings.Response:

7.2.7 The Application Software should provide the ability to print cash receipts journal by receipt number, amount of receipt, receipt account(s), date of receipt, type of payment (cash, check, credit card, e-payment, direct deposit, etc.).Response:

7.2.8 The Application Software should provide the ability to print and reprint deposit listings/registers.Response:

7.2.9 Financial reports must identify money receipted by user ID.Response:

7.2.10 The Application Software should provide the ability to print daily deposit slip that identifies totals for cash, check, credit cards, e-payments and direct deposits.Response:

7.2.11 The Application Software should provide the ability to print a receipt for case-related money with the ability to modify format to include or exclude information (i.e., balance due, signature, detail on account, summary only).Response:

7.2.12 The Application Software should provide the ability to handle cases with joint and several liability.Response:

7.2.13 The Application Software should be able to account for overages and shortages.Response:

7.2.14 Ability to report on all monies owed, by party, to include columns for all fee types along with a total. Should include both statewide and local area fees.Response:

7.3 Accounts Receivable7.3.1 The Application Software should provide ability to designate any fee type as one that can

be designated for payment and accounts receivable.Response:

7.3.2 The Application Software should provide the ability to add accounts receivable at any time and include the ability to adjust accounts receivable. Any adjustments should include authorization override functionality.Response:

7.3.3 Tracking of any person adding or changing should appear on every transaction.Response:

7.3.4 The Application Software should have the ability to balance the accounts receivable at day, month and year end.Response:

7.3.5 The case ledger must include accounts receivable beginning balance, adjustments, paid



amount, disbursement amounts and balance due.Response:

7.4 Disbursements7.4.1 When a receipt is written, if payment requested is coded in the table to disburse the

money immediately, a check screen should/MAY be generated. (potential internal control and security violation for non-exempt courts)Response:

7.4.2 The check should include: payee, address, case number, amount of check date, receipt number, title of case and type of payment, judgment, restitution, etc., and date check should be disbursed.Response:

7.4.3 The check register report should include: payee, check date, check number, amount and if the check is posted and cleared Y (yes) or N (no).Response:

7.4.4 The Application Software should provide ability to reprint in the event the check is damaged during printing. System should account for void of first check and notate reissue.Response:

7.4.5 The Application Software should allow for adjustments to the check, any adjustment must be posted to the appropriate account(s), and track the person doing the adjustment.Response:

7.4.6 The Application Software should provide the ability to delete a check that has not been printed or posted. A report should be generated with the reason for deleting the check with the user ID of the person deleting.Response:

7.4.7 The Application Software should provide the ability to print a batch of checks or print on demandResponse:

7.4.8 Application should produce a listing of checks to print for a business day, this list should include checks that have been holding based on prescribed aging process.Response:

7.4.9 Age checks based on a set number of days (modifiable) based on court.Response:

7.4.10 The application should provide the ability to write a check on demand, must automatically post to accounting and require liability designation.Response:

7.4.11 Ability to make checks payable to other then parties on a case (i.e., judgments, tax redemptions)Response:

7.4.12 Ability to 'age' checks and generate a report of checks past aging process.Response:

7.4.13 All receipt, disbursements, adjustments, and endorsements without recourse transactions should be recorded on the ledger, along with the user ID and date.Response:

7.4.14 The ledger must have receipts, disbursements, adjustments and a running ending balance, with a total for each column.Response:

7.5 Reports7.5.1 The Application Software should provide the ability to view, print, and download in excel

and html, all reports. All reports should be run on a replicated data base or data warehouse to eliminate performance issues with production servers.Response:

7.5.2 The Application Software should contain a cash receipts journal, general case ledger, and a miscellaneous fee report.Response:

7.5.3 The Application Software should provide the ability to generate an End of Day Balance, which should include:



Cash receipts journalDocket fee reportMiscellaneous fee reportJudgment reportRestitution reportEndorse without recourse logDeposit listingAdditional additions or discharges to accounts receivable. Report should include subjournal identified by user making adjustments.Check edit listingPrint daily checksAccounts receivable balance reportResponse:

7.5.4 End of Month

The Application Software should generate the statement of receipt and disbursements, with the ability to generate reports to state treasurer, county treasurer, and any other end of month entity designated in a table. When generating the statement of receipt and disbursements the Application Software should bring the beginning balance into the following month's report. The Application Software should be able to generate bank balance from information provided online or by electronic media from the bank. The report should account for deposits/credits in transit, outstanding checks (after checks are cleared). Ability to make bank reconciliation general ledger entries for banking items (.i.e., checking interest) and for bank items in transit that do not require a general ledger posting. These reports should include:Month end check reportMonth end 160 day old check reportMonth end disbursementsMonth end check edit listingPrint month end checkMonth end outstanding check listTransaction listReceivable aging reportAccounts receivable balance reportResponse:

7.6 Additional Reports

The Application Software shall provide the ability to generate the following reports:

Thirty and 60- day delinquent payment reportThe data warehouse must be designed in such a way that users with minimal knowledge of reporting tools can write, re-tool, and distribute ad-hoc reports on an as-needed basis.Reporting services must be able to automatically generate reports at specified times and email the report result set(s) to specified users.Inactive case report with the capability to select number of daysAbility to track all juvenile probation fees due and paidIndividual miscellaneous codeUnclaimed propertyCollection agency report with the ability to select number of daysBoard of indigent servicesAdjustment report with the ability to select number of daysEnd of year reportTickler system for deadlines and due datesTraffic disposition report based on receipt information and citation umberOpen payable history report by case numberOJA must have the ability to program and create additional ad hoc reports.Response:

7.7 Other Functional Requirements



7.7.1 The Application Software should provide the ability to maintain a list of checks ready to be generated.Response:

7.7.2 The Application Software should provide the ability to maintain a list of checks ready to be generated, this should include checks now available based on system "aging" process.Response:

7.7.3 The Application Software should provide the ability to void system-generated checks.Response:

7.7.4 The Application Software should provide an audit trail of all checks voided.Response:

7.7.5 The Application Software should provide the ability to maintain an audit trail of all fee accounting transactions.Response:

7.7.6 The Application Software should provide the ability to generate statements for obligors on a regular basis based upon fee payment schedule.Response:

7.7.7 The Application Software should have the ability to apply forfeited bond money to multiple outstanding fee accounts.Response:

7.7.8 The Application Software should provide the ability to reconcile book totals to bank totals.Response:

8 Disposition of Case8.1 Closing8.1.1 The Application Software should allow modification of the case status when closing

cases.Response:

8.1.2 The Application Software should provide the ability to archive cases.Response:

8.1.3 The Application Software should provide a separate on-line index of archived cases.Response:

8.1.4 The on-line archive index should identify the location and media identifier.Response:

8.1.5 The archival process should generate an archived case report.Response:

8.2 Disposition Reporting8.2.1 The Application Software should report case disposition by date range.

Response:8.2.2 The Application Software should report case disposition by variable keys (i.e., by judge,

disposition/case types).Response:

9 Security and Controlled Access9.1 Security9.1.1 The Application Software should provide hierarchical role-based security for group level

access.Response:

9.1.2 The Application Software should allow more granular security to allow for read/write/block access to be granted on a case type and subtype level included further measures for expunged cases.Response:

9.1.3 The Application Software should provide security controls to restrict read/write access to individual cases by user ID or group/role name.Response:

9.1.4 The Application Software should allow for administrative level control of password strength and rules.



Response:9.1.5 All passwords must be stored in compliance to above average information standards.

Minimum storage requirements: User Password must be stored in a SHA-512 salted hash. The password Salt must be generated using a Cryptographically Strong Random Number Generator of at least 32 bits and stored as a SHA-512 hash. Only the UniqueUserId, SaltedPassword, the Salt, LastAccessTime, and AccountLockout are to be stored in the password table.Response:

9.1.6 The Application Software security must be modifiable through an admin interface.Response:

9.1.7 The Application Software should provide security features that include menu tailoring to control user access to application system functions.Response:

9.1.8 Documentation of Application Software security, including relationships and requirements, should be provided.Response:

9.1.9 The Application Software should provide automatic logging facilities to record all transactions affecting data, to provide an audit trail and reconstruct damaged files.Response:

9.1.10 The Application Software should provide audit trails that reflect: who, when, and what type of access was made to any given file or document.Response:

9.1.11 The Application Software should provide a log of successful and unsuccessful logins including user session activity and logoff activity.Response:

9.1.12 The Application Software should require special security access to run the physical delete of record.Response:

9.1.13 The Application Software should prevent users from running options that require exclusive access, if any users are signed in.Response:

9.1.14 The Application Software should allow full add and modify capabilities of data elements with proper security.Response:

9.1.15 The Application Software should allow for correction of data entry errors and deletions that do not require the intervention of technical support staff.Response:

9.1.16 The Application Software should take advantage of RDBMS security to ensure protection from server side; not just PC side.Response:

9.1.17 The Application Software should provide the ability to list transactions by login ID by date.Response:

9.2 Controlled Access9.2.1 The system administrator should be able to designate inquiry, update, and deletion

privileges among all users and among different applications.Response:

9.2.2 Security controls should exist to restrict read/write access to selected case types by user ID.Response:

9.2.3 Security controls should exist to restrict field level read/write access by user ID.Response:

9.2.4 Security controls should exist to restrict use of selected event codes by user ID.Response:

10 General Features10.1 The Application Software should utilize a database management system.

Response:



10.2 The Application Software should be developed using standard structured methodological approaches.Response:

10.3 All proposed Application Software should be designed for interactive, direct use by the regular staff.Response:

10.4 Online help at field level should be provided.Response:

10.5 The Application Software should allow users to pick data entry values from a display list.Response:

10.6 Error messages should be clear and easily comprehensible by the user. A complete list of all possible error codes must be provided to the Administrator.Response:

10.7 Backup shall be performed without operator intervention and without disrupting workflow.Response:

10.8 Application must provide the ability to export information in file formats usable by any standard office printer with the minimum supported file types to be .doc, .pdf, .tif, .jpg, & .png.Response:

10.9 The Application Software should provide ability to work with printers.Response:

10.11 Name, date, and time formats must be consistent throughout the Application Software.Response:

10.12 All names should appear in reports and on screens as: Last, First, MiddleResponse:

10.13 All dates should appear in reports and on screen as MM/DD/YYYY.Response:

10.14 All times should appear in reports and on screens as HH:MM.Response:

10.15 All valid table entries should be displayable from point of data entry.Response:

10.16 All data entry programs should validate entries against the appropriate table.Response:

10.17 All transactions in the software should include user ID, system date, unique id of the object modified, and system time in the record.Response:

10.18 The Application Software should provide automatic logging facilities to record all transactions affecting data, to provide an audit trail, and reconstruct damaged files.Response:

10.19 The Application Software should include after-image journaling with roll forward recovery and transaction commitment control with roll back recovery.Response:

10.20 All inquiry screens should allow browsing forward to end of data file and backward to beginning of data file, regardless of starting point.Response:

10.21 The Application Software should provide multiple inquiry paths to access information.Response:

10.22 The Application Software should be window driven and provide clear on-screen guidance throughout its functions.Response:

10.23 The Application Software should provide the ability to customize user-allowed functions without requiring reprogramming.Response:

10.24 The final environment must include the following: A production database containing live data, a Q/A database that is a mirror image and backwards synchronized with production data for final testing and training, a development database for testing, a data warehouse for long-term storage of old records and reporting, and a database to contain publically



available information.Response:

10.25 Bidder should provide, by menu item, step-by-step documentation and instructions with error handling procedures.Response:

10.26 All modules must provide a common look and feel; navigation, functionality, comprehension.Response:

10.27 Data Entry should not be redundant.Response:

10.28 The Application Software should be one that is already developed and in use within at least two other locations of comparable business scope and size within the United States.Response:

10.29 Data entry validation error messages must be displayed to the user as they occur.Response:

10.3 The Application Software should treat logically deleted records as if those records are physically deleted.Response:

10.31 The Application Software should provide the capability to print a list of logically deleted records.Response:

10.32 All training must be given on the release and version of the software the vendor is providing.Response:

10.33 Every display screen should have a case header.Response:

10.34 The case header should include, but not limited to: docket number, case status, petitioner, defendant.Response:

10.35 The Application Software should provide the ability to maintain software license information (number, location).Response:

10.36 The Application Software should provide the ability to maintain vendor/supplier information (name, address, phone).Response:

10.37 The Application Software should allow backup and recovery of data from application.Response:

10.38 Drop downs should be customizable to allow the state to make updates to dropdown selections as needed.Response:

10.39 Application must provide a variable level of error logging in server event logs that is configurable in configuration files. Logging levels provided at a minimum: No Logging, Basic Error Logging, Verbose Error Logging.Response:

11 Reports/Forms/Documents11.1 General11.1.1 The Application Software should have the ability to run various search and query

information per request.Response:

11.1.2 The Application Software should allow user to override printer/out queue setting on all reports.Response:

11.1.3 The Application Software should allow user to indicate the number of copies of the report requested.Response:

11.1.4 The Application Software should allow user to hold reports on the output queue.



Response:11.1.5 All reports should have report name, user ID, date run, time run, and page number

printed on every page.Response:

11.1.6 Date run should be the system date.Response:

11.1.7 Time run should be the system time.Response:

11.1.8 The Application Software should allow the following ad hoc report functions: (Reply with report writer recommendations)Report generation capability providing users with the ability to select files and records on the basis of easily specified selection parameters.Users should be able to tailor the format of reports and direct the output of any ad hoc report to a display terminal or printer.Report specifications entered by the user are maintained in a file for future recall.Response:

11.1.9 The Application Software should provide for on-demand reports in pre-defined formats with user-specified ranges for variable information.Response:

11.1.10 The Application Software should provide the capability for users to direct system output to a screen, a printer, or print file for subsequent retrieval.Response:

11.1.1 The Application Software should allow report output to be directed to an extract data file.Response:

11.2 Form (Notice)/Document Generation11.2.1 The Application Software should provide flexibility regarding the number of notices

printed.Response:

11.2.2 The Application Software should provide flexibility regarding the party to whom the notice is addressed.Response:

11.2.3 Notice text should be defined externally from the application, (e.g., word processing, query/report writers, etc.)Response:

11.2.4 Notice text should be easily modified by users.Response:

11.2.5 Notice generation should trigger an automatic docket event entry.Response:

11.2.6 The Application Software should provide a full range of standardized and user-defined notices/documents.Response:

11.2.7 The Application Software should include the ability to assign unlimited forms to an event.Response:

11.2.8 The Application Software should automatically generate forms assigned to an event.Response:

11.2.9 The Application Software should automatically populate notice of hearing information: attorney name, e-mail of attorney, etc.Response:

11.2.10 The Application Software should provide the ability to select a primary party for printing on case header of motion minute sheets in cases with multiple defendants or litigants.Response:

11.3 Statistics Reporting11.3.1 Local District Court Statistics Reports

Response:11.3.1.1 The Application Software should provide the ability to track items for each case:

Case openings



Case closingsCase re-openingsAge of pending cases from the opening or re-openingResponse:

11.3.1.2 The Application Software should be capable of consolidating information into summary reports.Response:

11.3.1.3 The Application Software should determine the age of pending cases for selected time period.Response:

11.3.1.4 The Application Software should determine the age of terminated cases for selected time period.Response:

11.3.1.5 The Application Software should generate monthly caseload statistics by case type and subtype.Reports should allow selection by any data field, event code, or entry.The Application Software should produce a full range of management and statistical reports.The Application Software should produce judge information reports.The Application Software should provide the ability to produce case and resource management reports based on statistical information.Response:

11.3.1.6 The Application Software should provide the ability to generate a report/monitor activities by case type, date/aging criteria, disposition, and event type.Response:

11.3.1.7 The Application Software should provide the ability to report dispositions as required by law within time standards.Response:

11.3.1.8 The Application Software should have a method of providing actual or equivalent reports, forms, and documents.Response:

11.3.1.9 Caseload statistics Transmissions to OJA.Response:

11.3.2.1 The Application Software should accommodate the transfer via FTP of statistics extract fields to a remote FTP server.Response:

11.3.2.2 The Application Software should allow the FTP server DNS designation to be changed as needed.Response:

11.3.2.3 The Application Software should allow the OJA generated statistics extract file exception report to be received via FTP.Response:

11.3.2.4 Individual case records should be marked as sent to OJA when the case statistics are included in the weekly statistics extract file.Response:

11.3.2.5 Individual case records should be marked as received by OJA when the court receives the corresponding statistics extract file exception report.Response:

11.3.2.6 Statistics extract files should be maintained for a minimum of 180 days.Response:

11.3.3 System should produce all Time Standard statistics and reports to include but not be limited to:Ability to determine a Criminal case Final Disposition Date which would be based on the Sentencing Date, Appellate Ct Appeal Date, and the Appeal Expiration Date.Ability to track motions (by motion type) filed on cases from filing to decision. Must have the ability to track multiple motions on a case at a time. Also need to know whether the case was terminated or not when the motion was filed. If the case was a terminated



domestic case, then those would be considered post-decree motions.Reports to measure motions being tracked. Including how long a pending motion has been pending and how long it took to reach the conclusion on motions no longer pending.Ability to track answers being filed by party and when all parties have had an answer or motion to dismiss filed. This would "start" the time for possible time standard measurements in civil and limited case types.Reports to measure the time frame between the time answers have been filed and the case disposition. Reports for pending cases as well as for dispositioned cases.Ability to track the amount of time from answers being filed and when the initial case management conference was held on non-domestic civil cases.Reports to measure the time frame from the answer being filed to the case management conference being held. Also, include a report that could be ran to show number of days remaining to hold the case management conference before the case is out of compliance.Ability to track the amount of time the judge takes a motion or case under advisement, from the point they take it under advisement to the point there is a resolution.Reports to measure the amount of time motions and/or a case has been under advisement and how many days remain until the judge is out of compliance. Also, include a report that would measure the amount of time motions and/or a case took from the time it was placed under advisement to the date the ruling was made.Ability to display time standards on cases in a meaningful way for the judge to use them. This would include the time standards that would pertain to the case the judge is looking at and how close the judge is to being out of compliance on the standard.Response:

11.4 Information Needs11.4.1 Ability to access historical transactional information online by:

CaseVictimCase numberResponse:

11.4.2 Ability to support ad hoc queries and reports.Response:

11.4.3 Ability to generate ad hoc reports for external agencies/entities.Response:

12 Tables/Interfaces12.1 Database should retain, at a minimum, the information retained in the legacy database

identified in Appendix.Response:

12.2 All table codes should be translated to the appropriate name or description for reporting and inquiry.Response:

12.3 All tables should contain a code which allows a record to be inactivated, thus; no longer passes edit checks or appears on look up lists but is still valid on existing cases.Response:

12.4 The Application Software should facilitate the maintenance of table values under central and/or local control without requiring programming.Response:

12.5 Table entries should be protected from local modification as defined by system administrator.Response:

12.6 All code tables should have effective dates for codes.Response:

12.7 All code tables should allow for inactive code designations.Response:

12.8 Interface with current prosecutor systems.Response:



13 Architectural SpecificationsThe architectural specifications for the case management application should be described in detail.

13.1 The workstation environment should accommodate the following environments:Utilize personal computer Windows platforms (Windows 10and newer); thin client technology.Response:

13.2 The bidder should describe any application supported archival and retrieval utilities.Response:

13.3 The bidder should describe any application support of electronic mail or electronic stat interchange utilities.Response:

13.4 The bid should describe the version control system to be utilized to ensure proper change/configuration management.Response:

13.5 The bidder should describe if the application supports electronic document filing and document imaging and what, if any, additional software and/or equipment components are required to support this functionality and how this function can/will be integrated into their CMS.Response:

13.6 The Application Software should provide the ability to access selected information through the Internet.Response:

13.7 The application should operate in a TCP/IP communication protocol environment and also support Transport Layer Security up to V 1.2.Response:

13.8 The bidder should list all communication services supported by the application (i.e., TELNET, FTP)Response:

13.9 The Application Software shall support remote printing.Response:

14 Implementation Details14.1 Methodology

The bidder shall describe the methodologies that will be utilized in the following categories:14.1.1 Implementation Plan

The bidder shall provide an example of an implementation plan to illustrate their methodology.The plan can utilize RFP supplied information or be taken from a previous project.The final plan shall be required by finalist at the demonstration.Response:

14.1.2 Acceptance Test PlanThe bidder shall provide an example of an acceptance test plan to illustrate their methodology.The plan can utilize RFP supplied information or be taken from a previous project.The final plan shall be required by finalist at the demonstration.Response:

14.1.3 Data Conversion/Migration PlanThe bidder shall provide an example of a conversion/migration plan to illustrate their methodology.The plan can utilize RFP supplied information or be taken from a previous project.The final plan shall be required by finalist at the demonstration.Response:

14.2 Cost Items (must be submitted in a separate, sealed envelope)Application license for implementation of all trial courts (105).Application license for implementation of four pilot site trial courts.Supporting Application Software for implementation of all trial courts and central repository location.Cost for configuration and installation of trial court sites.



Cost for application and support software maintenance.Cost for implementation services.Cost for training.Cost for modification cost.

15 Business Specifications15.1 Contract Pricing

Payment scheduling shall be determined at the time of negotiation. The OJA reserves the right to negotiate either a firm, fixed price or a price based on time and materials for service provided, or a hybrid of the before mentioned.Response:

15.2 Vendor Support ServicesThe bidder should describe in great detail the support services provided. These services include but are not limited to the following:

15.2.1 Installation SupportThis would include assisting OJA with court specific configurations to include table setups; forms, notices, and report formatting; discretionary access control setups, administrative functions, and installation and integration of the application and associated court packages.Response:

15.2.2 Modification/Customization of the Baseline ProductThis would include describing the techniques and methodologies used by the vendor to make the modifications (i.e., ICASE, Code-generators), control the versions (i.e., source code control systems), and delivery procedures (i.e., ATP, Documentation Updates).Response:

15.2.3 Maintenance SupportThis would include error/defect correction for the application and the COTS, enhancements and how they can apply to ensure that OJA’s version remains mainstreamed. Maintenance Support also applies to Help Desk Support services, request for additional modification procedures, and what the vendor recommends for court assistance (i.e., through the vendor or direct).Response:

15.2.4 Training ServiceThis would include the types of training courses offered by the vendor (i.e., Computer-Based Training-CBT), initial training and follow-up training philosophies, OJA’s sponsored training, and train-the-trainer concepts.Response:

15.2.5 Trouble Ticket SoftwareThe vendor shall describe the trouble ticket software used.Response:

15.3 DocumentationThe vendor shall describe the documentation available that will support the user and the system administration personnel. The documentation suite should contain at a minimum the following volumes:User ManualSystem Administration ManualMaintenance Manual (Data Base Structure)The vendor shall also be required to deliver the following project support documentation:Implementation PlanAcceptance Test PlanData Conversion/Migration PlanResponse:

15.4 Vendor User Group



15.4.1 Is there an active vendor user groupResponse:

15.4.2 Describe user group role. Discuss meeting schedules, amount of user group input into future updates and priorities of updates, and coordination and communication with other court users or user groups.Response:

16 Case Type Specifics16.1 Functional Requirements16.1.1 Data Maintenance Requirements

Ability to maintain civil case information including:Civil nature of suit type code (e.g., contract, torts, real property, domestic, appeals)Civil nature of action type code (e.g., Habeas Corpus, insurance, mechanic's lien, vehicle, medical malpractice, divorce, paternity, worker's compensation, forfeitures)Civil nature of judgment type code (e.g., damages awarded to plaintiff, damages awarded for defendant, divorce granted, divorce denied, annulment granted, annulment denied, separate maintenance granted, separate maintenance denied)Judgment dateCivil termination type code (e.g., dismissed with prejudice, dismissed without prejudice, contested and settled, trial court, jury trial, default)Termination dateReciprocal termination flag (yes or no)Jury trial request flag (yes or no)Response:

16.1.2 The Application Software should provide the ability to maintain a user-definable civil nature of suit type code table (code description: e.g., contract, torts, real property, domestic, appeals)Response:

16.1.3 The Application Software should provide the ability to maintain a user-definable civil nature of action type code table (code description: e.g., insurance, mechanic's lien, vehicle, medical malpractice, divorce, paternity, worker's compensation, forfeitures)Response:

16.1.4 The Application Software should provide the ability to maintain a user-definable civil nature of judgment type code table (code description: e.g., damages awarded to plaintiff, damages awarded to defendant, divorce granted, divorce denied, annulment granted, annulment denied, separate maintenance granted, separate maintenance denied)Response:

16.1.5 The Application Software should provide the ability to maintain a user-definable civil termination type code (e.g., dismissed with prejudice, dismissed without prejudice, contested and settled, trial court, jury trial, default)Response:

16.1.6 The Application Software should provide the ability to identify cases with multiple defendants and generate a case title using the Latin term 'et. al' (e.g., "John Smith vs. Bill Williams, et. al")Response:

16.1.7 The Application Software should provide the ability to maintain and assign multiple defendants to a specific civil case (this scheme differs from the general case requirements which define a one defendant to one case relationship)Response:

16.1.8 The Application Software should provide the ability to assign court actions to a single litigant in a civil case without affecting other litigants involved (e.g., dismiss one defendant, but continue the case with remaining defendants)Response:

16.1.9 The Application Software should provide the ability to automatically update the case title if a defendant is dismissed (e.g., OLD: "John Smith vs. Bill Williams and Carl Jones", NEW: "John Smith vs. Carl Jones")Response:

16.1.10 The Application Software should provide the ability to maintain forfeited property



information including:Property descriptionEstimated valueHolding locationSeizure dateProperty status code (e.g., pending, forfeited, return to owner)Property disposition code (e.g., sold at auction, donated to Sheriff's department, money distributed)Property distribution dateActual amount recovered (e.g., amount of money received through sale of property)Response:

16.1.11 The Application Software should provide the ability to maintain a user-definable property status code table (code description: e.g., pending, forfeited, return to owner)Response:

16.1.12 The Application Software should provide the ability to maintain a user-definable property disposition code table (e.g., sold at auction, donated to Sheriff's department, money distributed)Response:

16.1.13 The Application Software should provide the ability to maintain forfeited property distribution information including:Recipient codeDistribution amountDistribution dateResponse:

16.1.14 The Application Software should provide the ability to maintain a user-definable recipient code table.Response:

16.1.15 The Application Software should provide the ability to relate a civil case to an associated criminal or juvenile case (e.g., forfeited property in a civil case may relate to drug charges being processed in a criminal division)Response:

16.1.16 The Application Software should provide the ability to maintain small claims case information including:Amount of damages soughtDamages descriptionResponse:

16.1.17 The Application Software should provide the ability to assign multiple small claims to a specific civil case.Response:

16.1.18 The Application Software should provide the ability to maintain tax warrant case information including:Tax identification number (if an organization)Social security numberResponse:

16.1.19 The Application Software should provide the ability to maintain tax information including:Tax type codeTax amountResponse:

16.1.20 The Application Software should provide the ability to maintain a user-definable tax type code table (code description: e.g., sales tax, income tax, personal property tax)Response:

16.1.21 The Application Software should provide the ability to assign multiple taxes to a tax warrant case.Response:

16.1.22 The Application Software should provide the ability to maintain civil case garnishment information (garnishment refers to the collection of monetary rewards from a litigant as a result of a civil case) including:



Garnishment type (e.g., withhold from earnings, draw from bank account)Garnishment issuance dateGarnisheeGarnishment amountResponse:

16.1.23 The Application Software should provide the ability to maintain a user-definable garnishment type code table (code description: e.g., withhold from earnings, draw from bank account).Response:

16.1.24 The Application Software should provide the ability to assign multiple case garnishments to a specific case participant who will be paying garnishment.Response:

16.1.25 The Application Software should provide the ability to assign multiple case garnishments to a specific case participant who will be receiving garnishment.Response:

16.1.26 The Application Software should provide the ability to maintain garnishment institution information including:Garnishment institution name (name of employer or financial institution)Garnishment institution addressGarnishment institution cityGarnishment institution stateGarnishment institution zip codeResponse:

16.1.27 The Application Software should provide the ability to maintain civil jury verdict information including:Verdict type (e.g., defendant verdict, plaintiff verdict)Amount of actual damagesAmount of punitive damagesResponse:

16.1.28 The Application Software should provide the ability to assign jury verdict information to a specific civil caseResponse:

16.2 Information Needs16.2.1 The Application Software should provide the ability to access case information by:

Case numberCase participant name (Title, First, Middle, Last, Patronym)Hearing dateHearing typeJudgeAttorney name (Title, First, Middle, Last, Patronym)Response:

16.2.2 The Application Software should provide the ability to access and update case information including:Fee accounting information (e.g., court costs, docket fees, restitution)Bond information (attachments, injunctions, trustee)Attorney informationSentence/disposition informationCase proceedings informationCase pleadings informationCase statusCase participant informationVictim/witness informationResponse:

16.2.3 The Application Software should provide the ability to generate civil case load information for OJA.Response:



16.2.4 The Application Software should provide the ability to generate domestic relations case load information for OJA.Response:

16.2.5 The Application Software should provide the ability to generate forfeited property statistics including:Total value of property seizedTotal number of property seizedTotal number of items pending trialTotal value of items pending trialTotal number of items returned to ownerTotal value of items returned to ownerTotal number of items forfeitedTotal value of items forfeitedTotal amount recovered from the sale of forfeited itemsTotal amount by recipient codeResponse:

16.2.6 The Application Software should provide the ability to assign a new filing date for cases which have been reinstated.Response:

16.2.7 The Application Software should provide an audit trail to cross reference civil cases that may be transferred to another division (e.g., civil case gets transferred to a criminal division).Response:

16.2.8 The Application Software should provide the ability to identify civil cases by statute chapter number (e.g., chapter 60 processed separately from chapter 61).Response:

17 Criminal Division17.1 Functional Requirements17.1.1 Data Maintenance Requirements

The Application Software should provide the ability to maintain criminal case information including:Criminal case charge type (e.g., felony, misdemeanor)Jury trial request flag (yes or no)Criminal termination type code (e.g., dismissal by prosecutor, dismissal by judge)Trial start dateTrial end dateTrial verdict codeSpeedy trial required flag (yes or no)Response:

17.1.2 The Application Software should provide the ability to maintain a user definable criminal nature of action table (code descriptions: assault, burglary, crimes against person, crimes against property, drug crimes)Response:

17.1.3 The Application Software should provide the ability to maintain a user definable trial verdict code table (code descriptions: guilty of original charge, guilty of reduced charge, not guilty, mistrial).Response:

17.1.4 The Application Software should provide the ability to maintain a user definable criminal termination type code table (code descriptions include: dismissal by prosecutor, dismissal by judge, judgment on plea of guilty, judgment on plea of reduced charges, trial to court, jury trial).Response:

17.1.5 The Application Software should provide the ability to assign the following data entity types to a criminal case:BondsCase participantsCounts



Alternative countsEventsBench notesActionsVehiclesSearch warrantsSubpoenasScheduled eventsIncidentsWitness/affidavitsAttorneysProbation conditionsCase pleadingsCourt divisionsResponse:

17.1.6 The Application Software should provide the ability to process expunged records (an individual's name must be hidden from normal user view for a specific case number, and requires the highest level of security available on the system to access the expunged information).Response:

17.2 Information Needs17.2.1 The Application Software should provide the ability to generate a 'Release Letter'

authorizing the release of defendants in custody.Response:

17.2.2 The Application Software should provide the ability to generate custody slips which include:Defendant nameChargeDispositionBond amountFine amount and other court costsResponse:

17.2.3 The Application Software should provide the ability to access criminal case information by:Case numberCase status (e.g., open, pending, reopened, closed, appealed, terminated) ad hocCase participant nameVictim nameIncident report numberAttorney nameDivision numberEvent type and date (e.g., displaying all first appearances on a specified date)Related city/municipal case numberResponse:

17.2.4 The Application Software should provide the ability to access criminal case information by entering a partial name and/or wildcard if the correct spelling is not known.Response:

17.2.5 The Application Software should provide the ability to generate the following case statistics.Pending cases "aging" report by charge and class of chargeTotal case filings for a user-specified time periodTotal cases terminated for a user-specified time periodResponse:



17.3 Other Functional Requirements17.3.1 The Application Software should provide the ability to manually adjust case timing

requirements on a case by case basis (case may be granted a continuance which overrides a 90-day hearing requirement).Response:

17.3.2 The Application Software should provide the ability to access a chronological history of scheduled events by division (court) number for a user-specified case number.Response:

17.4 Technical RequirementsThe Application Software should provide the ability to compile case information as required by state statute including:

17.4.1 Court Ordered Supervision Report (OJA-50), which includes:District nameCounty nameEffective dateDefendant name (Title, First, Middle, Last, Patronym)Alias name (Title, First, Middle, Last, Patronym)Date of birthSexRace (e.g., White, Black, American Indian, Asian)Ethnicity (e.g., Hispanic, non-Hispanic)Juvenile/Adult flagCase numberDate of plea or judgmentSentencing/disposition dateSentencing judge IDRestitution flag (yes or no)Restitution amountCommunity service hoursUnder supervision in this jurisdiction flag (yes or no)Under supervision in 'other' jurisdiction flag (yes or no)Previous supervision in this jurisdiction flag (yes or no)Previous supervision in 'other' jurisdiction flag (yes or no)Previous supervision in this case flag (yes or no)New supervisionOther jurisdiction in Kansas flag (yes or no)Previous incarceration flag (yes or no)Convicted status number (multiple)Convicted count numberConviction type and classReduced charge flag (yes or no)Response:

17.4.2 Criminal Case Report (OJA-1) which includes:Case source (original case, retrial or reinstatement, appeal)Judge IDNumber of defendantsNumber of chargesType of charge (felony and class - misdemeanor and class)First appearance dateBond information (released/not released)Date of preliminary hearingDate of arraignmentPlea entered (guilty, nolo contendere, not guilty)Trial state dateDate of termination



Termination type (dismissal by prosecutor, dismissal by judge, judgment on plea of guilty, trial to court, jury trial, other termination, etc.)Trial verdict (guilty - original charge, guilty - reduced charge only, not guilty, mistrial, Judge ID at termination)Date sentencedResponse:

17.4.3 The Application Software should provide the ability to maintain court finding information including:Date of findingFinding typeResponse:

17.4.4 The Application Software should provide the ability to maintain user-definable finding type code.Response:

17.4.5 The Application Software should provide the ability to maintain an audit trail of all changes to a count's finding including:Original findingDate changedIndividual making the changeResponse:

17.4.6 The Application Software should provide the ability to assign multiple counts to a case.Response:

17.4.7 The Application Software should provide an audit trail of each change to case charges including:Initial chargeNew chargeIndividual making the changeReason for making changeResponse:

17.4.8 The Application Software should provide the ability to assign multiple charges/statutes to a specific count (e.g., if statues are related, several drug-related statues may apply to one count)Response:

17.4.9 The Application Software should provide the ability to maintain a user-definable statute table including:Statute numberStatute descriptionStatute violation type (felony, misdemeanor)Statute violation class (e.g., A, B, C, D, etc.)Expungable flag (yes/no)Response:

17.4.10 The Application Software should provide the ability to maintain general sentence information including:Kansas Sentencing GuidelinesSentence typeSentence dateResponse:

17.5 Counts, Charges and Adjudication InformationThe term "statute" refers to a specific State of Kansas law. The term "charge" refers to the specific statue or set of statues that the defendant is suspected of violating. The term "count" refers to the charge or set of charges that are being filed against a defendant. Therefore, each count can consist of multiple or alternative charges, where each charge relates to a valid Kansas statute.

17.5.1 The Application Software should provide the ability to maintain count information including:Count numberCount type code (based upon statutes related to the count, e.g., felony, misdemeanor, infraction)



Plea code (plea entered by the defendant, e.g., guilty, not guilty, no contest)Finding code (e.g., guilty, not guilty, no contest, dismissed)Count origination type (e.g., original count as defined by the District Attorney, amended count)Response:

17.5.2 The Application Software should provide the ability to maintain a user-definable plea code table (code description: e.g., guilty, not guilty, no contest, dismissed)Response:

17.5.3 The Application Software should provide the ability to maintain court finding information including:Date of findingFinding type code (e.g., guilty, not guilty, dismissed)Response:

17.5.4 The Application Software should provide the ability to maintain a user-definable finding type code (code description: e.g., guilty, not guilty, dismissed)Response:

17.5.5 The Application Software should provide the ability to assign multiple findings to a specific count over timeResponse:

17.5.6 The Application Software should provide the ability to maintain an audit trail of all changes to a count's finding including:Original findingNew findingDate changedIndividual making the change (e.g., user ID or name)Response:

17.5.7 The Application Software should provide the ability to assign multiple counts to a case.Response:

17.5.8 The Application Software should provide an audit trail of each change to case charges including:Initial chargeNew chargeReason for making changeResponse:

17.5.9 The Application Software should provide the ability to assign multiple charges/statutes to a specific count (e.g., if statutes are related, several drug-related statutes may apply to one count)Response:

17.5.10 The Application Software should provide the ability to maintain a user-definable statute table including:Statute numberStatute descriptionStatute violation type (felony, misdemeanor)Statute violation class (e.g., A, B, C, D, etc.)Standard fine amountExpungable flag (yes or no)Standard sentence (e.g., 3-5 years, 1 year community service)Response:

17.5.11 The Application Software should provide the ability to maintain general sentence information including:Sentence type (e.g., incarceration, probation, fine, restitution, court costs, house arrest)Sentence dateWaived flag (yes or no)Habitual Criminal Act invoked flag (yes or no)Response:

17.5.12 The Application Software should provide the ability to maintain a user-definable sentence



type code table (code description: e.g., incarceration, probation, fine, restitution, court costs, house arrest).Response:

17.5.13 The Application Software should provide the ability to prohibit certain sentence types from being waived (e.g., incarceration cannot be waived; however, court costs may be waived).Response:

17.5.14 The Application Software should provide the ability to maintain consecutive/concurrent sentence information including:Related case numberRelated count numberConcurrent or consecutive flag (indicates whether sentence should be carried out concurrently or consecutively in relation to another sentence).Response:

17.5.15 The Application Software should provide the ability to assign multiple consecutive/concurrent sentences to general sentence information.Response:

17.5.15 The Application Software should provide the ability to assign multiple sentences to specific count.Response:

17.5.16 The Application Software should provide the ability to assign a sentence to multiple counts (e.g., a single restitution amount established for multiple counts in a case).Response:

17.5.17 The Application Software should provide the ability to maintain restitution sentence information.Response:

17.5.18 The Application Software should provide the ability to maintain monetary fine sentencing information.Response:

17.5.19 The Application Software should provide the ability to maintain court cost sentence information.Response:

17.5.20 The Application Software should provide the ability to assign multiple court costs to a specific case.Response:

17.5.21 The Application Software should provide the ability to maintain attorney fee information (for Aid to Indigent Defendants or AID) including:Attorney fee amountAttorney name (Title, First, Middle, Last, Patronym)Event type (e.g., first appearance hearing, arraignment)Date of eventResponse:

17.5.22 The Application Software should provide the ability to assign multiple attorney fees to a specific case.Response:

17.5.23 The Application Software should provide the ability to maintain sentence modification information for all modifications made to a specific case including:Sentence modification typeSentence modification dateSentence modification reasonOld sentence informationNew sentence informationResponse:

17.5.24 The Application Software should provide the ability to maintain a user-definable sentence modification type code table (code description: e.g., revoked probation, reinstated probation, modified probation, revoked incarceration, reinstated incarceration, modified incarceration)



Response:18 Probate Division

The Probate Division handles all probate, adoption, mental illness, alcohol and drug cases. This includes all aspects of the estate settlement process, adoption proceedings, care and treatment cases and guardian and conservatorship rulings.

18.1 Functional Requirements18.1.1 The Application Software should provide the ability to maintain probate case information

including:Probate nature of action code (e.g., decedent estate, guardian/conservatorship, adoption, trust)Probate disposition code (e.g., letters refused, letters granted)Appointed fiduciary name (Title, First, Middle, Last, Patronym)Appointed fiduciary role (e.g., guardian, conservator, executor, administrator, trustee)Appointed fiduciary addressJury or court only flagResponse:

18.1.2 The Application Software should provide the ability to maintain a user-definable petition type code table (code description: e.g., mental illness, alcohol abuse, drug abuse, adoption)Response:

18.1.3 The Application Software should provide the ability to assign attorney information to a specific petitioner.Response:

18.1.4 The Application Software should provide the ability to assign multiple petitioners to a specific petition (e.g., an adoption case may have multiple petitioners)Response:

18.1.5 The Application Software should provide the ability to maintain a tickler system for probate case actions including:Date action filedAction description code (e.g., Order for Hearing, Proof of Publication, Journal Entry)"No Sooner Than" reminder date"No Later Than" reminder dateExtension dateResponse:

18.1.6 The Application Software should provide the ability to assign tickler information to specific probate case types (e.g., decedent estate, adoption).Response:

18.1.7 The Application Software should provide the ability to maintain decedent estate case information including:Procedure type (e.g., standard procedure, simplified, informal administration)Deceased person name (Title, First, Middle, Last, Patronym)Date of deathAppointed representative name (Title, First, Middle, Last, Patronym)Case contested flag (yes or no)Number of pages in the willFirst publication date (notifying creditor of will settlement)Tax closing letter filing dateJudge's letter date (date estate closed)Response:

18.1.8 The Application Software should provide the ability to maintain a user-definable property type code table (code description: e.g., real estate, tangible personal property, intangible personal property).Response:

18.1.9 The Application Software should provide the ability to assign multiple properties to a specific decedent estate case.Response:

18.1.10 The Application Software should provide the ability to assign guardian/conservatorship



information to a specific probate case and maintain guardian/conservatorship case information including:Guardian/conservatorship type (e.g., guardian, conservatorship, both)Limited flag (yes or no)Bond required flag (yes or no)Inventory amountResponse:

18.1.11 The Application Software should provide the ability to maintain guardian/conservatorship information including:Guardian/conservator name (Title, First, Middle, Last, Patronym)Guardian/conservator addressGuardian/conservator voluntary flag (voluntary, involuntary, both)Guardian/conservator type (e.g., guardian or conservator)Guardian type (e.g., stand-by, co-guardian)Response:

18.1.12 The Application Software should provide the ability to assign guardian/conservatorship records to a specific guardian/conservator case (e.g., a single case may involve multiple guardians/conservators).Response:

18.1.13 The Application Software should provide the ability to assign adoption information to a specific probate case and maintain adoption case information including:Adoption type code (e.g., agency, private, step-parent)Petition filed dateFinal decree dateBureau of vital statistics notification dateResponse:

18.1.14 The Application Software should provide the ability to maintain adoptee information including:Adoptee's name (as contained in petition caption)Adoptee's birth certificate numberAdoptee's sexAge flag (minor or adult)Adoptee's date of birthAdoptee's place of birth (as indicated on original birth certificate)Adoptee's mother's maiden name (as indicated on original birth certificate)Adoptee's father's name (as indicated on original birth certificate)Adoptee's adopted name (Title, First, Middle, Last, Patronym)Mother's maiden name (Title, First, Middle, Last, Patronym)Mother's raceMother's date of birthMother's place of birthMother's address at time of child's birthFather's name (Title, First, Middle, Last, Patronym)Father's raceFather's date of birthFather's place of birthParent's mailing addressResponse:

18.1.15 The Application Software should provide the ability to assign adoptee information to a specific adoption case.Response:

18.1.16 The Application Software should provide the ability to assign care and treatment information to a specific probate case and maintain care and treatment information including:Care and treatment case type (e.g., mental illness, alcohol, drug)Circumstance narrative



Determination (e.g., normal, mentally ill, alcoholic, drug)Order of Referral issue dateOrder of Treatment issue dateAdmitting doctor name (Title, First, Middle, Last, Patronym)Doctor providing statement name (Title, First, Middle, Last, Patronym)Doctor providing treatment name (Title, First, Middle, Last, Patronym)Response:

18.2 Information Needs18.2.1 The Application Software should provide the ability to access and update case

information including:Fee accounting informationAttorney informationBond informationCase calendar informationCase count and charge informationResponse:

18.2.2 The Application Software should provide the ability to access all probate case-related information by:Case participant nameAssigned attorney nameCase numberProbate nature of actionHearing dateResponse:

18.2.3 The Application Software should provide the ability to generate a case load summary report (OJA-11 Rule 109) on a quarterly basis for OJA.Response:

18.2.4 The Application Software should provide the ability to generate case load reports for OJA.Response:

19 Juvenile DivisionThe Juvenile Division handles all cases involving juveniles, including Juvenile Offenders and Child in Need of Care (CINC) cases. Juvenile Offender cases refer to criminal actions charged against a juvenile. CINC cases refer to other juvenile issues such as runaways, truancy, neglect, etc. Due to the sensitive nature of juvenile case information, the juvenile process requires additional security measures. The child welfare component needs to include methods to create orders and to report findings, timelines and hearing deadlines required by the Adoption and Safe Families Act/federal agencies, as well as to support the sharing of information and resources with the state child welfare agency and other related entities, which work together to promote quicker and more efficient resolutions in CINC cases.

19.1 Functional Requirements19.1.1 The Application Software should provide the ability to maintain juvenile case information

including:Juvenile nature of action code (e.g., juvenile offender, child in need of care)Juvenile termination code (e.g., dismissal by judge, not guilty by trial, guilty at trial)Juvenile disposition type code (e.g., transfer of venue, placed in custody, placed under supervision, waived to adult status)Property release date (date which evidence may be disposed)Initiating agency type (e.g., law enforcement, school, DCF, individual)Initiating agency name (e.g., Police Department, High School)Response:

19.1.2 The Application Software should provide the ability to maintain a juvenile nature of action code table including:Juvenile nature of action type codeJuvenile nature of action type description (e.g., child in need of care, juvenile offender, mental illness)Response:

19.1.3 The Application Software should provide the ability to maintain a juvenile termination type



code table including:Juvenile termination type codeJuvenile termination type description (e.g., dismissal by judge, not guilty by trial, guilty at trial, permanency)Response:

19.1.4 The Application Software should provide the ability to maintain a juvenile disposition type code table including:Juvenile disposition type codeJuvenile disposition type description (e.g., transfer of venture, placed in custody, placed under supervision, waived to adult status)Response:

19.1.5 The Application Software should provide the ability to maintain juvenile individual information including:Juvenile name (Title, First, Middle, Last, Patronym)Juvenile's home address (street address, county and state)Date of birthRaceEthnicity (Hispanic: yes or no)SexComplexion (e.g., coarse, ruddy, pale)Marital statusNumber of dependentsSocial security numberHeightWeightEye colorHair colorOther description remarks (narrative)Driver's license numberDriver's license stateInterpreter required flag (yes or no)Interpreter language (e.g., Spanish, sign language, etc.)Custody flag (yes or no)Gang affiliation (i.e., bloods, crips, etc.) yes or noICWA (Indian Child Welfare Act) statusResponse:

19.1.6 The Application Software should provide the ability to assign one or multiple juvenile individuals to a case.Response:

19.1.7 The Application Software should provide the ability to assign multiple juvenile individuals to a specific incident.Response:

19.1.8 The Application Software should provide the ability to maintain a relationship among juveniles (e.g., co-respondents).Response:

19.1.9 The Application Software should provide the ability to maintain a user definable list of attorneys to represent juveniles.Response:

19.1.10 The Application Software should provide the ability to utilize the authorized juvenile attorney list during attorney assignment to juvenile cases.Response:

19.1.11 The Application Software should provide the ability to maintain custody information including:Custody type codeAgency nameContact/person name (Title, First, Middle, Last, Patronym)



Custody dateResponse:

19.1.12 The Application Software should provide the ability to maintain a user-definable custody type code table (code description: e.g., placed in custody of parent/guardian, placed in custody of DCF, placed in custody of other facility/agency, placed in custody of other person, placed in custody of court services officer, etc.).Response:

19.1.13 Application Software should be able to track custody moves, dates, active v. discontinued custody, etc.--to facilitate accurate hearing noticesResponse:

19.1.14 The Application Software should provide the ability to assign custody information to a specific juvenile individual.Response:

19.1.15 The Application Software should provide the ability to maintain supervision information including:Supervision type codeAgency nameContact/person name (Title, First, Middle, Last, Patronym) for multiple contactsSupervision dateResponse:

19.1.16 The Application Software should provide the ability to maintain a user-definable supervision type code table (code description: e.g., under supervision of court services officer, under supervision of agency, under supervision of parent).Response:

19.1.17 The Application Software should provide the ability to inquire on juvenile case information through a variety of methods including:Case numberRespondent's name (Title, First, Middle, Last, Patronym)Respondent's parent/legal guardian name (Title, First, Middle, Last, Patronym)Police report numberVictim name (Title, First, Middle, Last, Patronym)Juvenile's nameAttorney nameResponse:

20 Traffic DivisionThe Traffic Division handles all traffic-related incidents reported by various law enforcement agencies within the county.

20.1 Functional Requirements20.01.1 The Application Software should provide the ability to maintain ticket information

including:Ticket type code (e.g., standard ticket, long form complaint)Ticket number (accommodating multiple ticket formats)Ticket issued dateOriginating agency nameCounty citation was issuedCourt address where appearance is requiredHazardous material flag (yes or no)Hazardous material descriptionAccident flag (yes or no)Location descriptionTraffic charge code (e.g., fail to take alcohol test, bicycle on highway, driver's license violation, driving the wrong way, speed not reasonable, driving under the influence).Officer commentsKBI statute description, law key and statute numberDefendant acknowledgementAgency codeDate of offense



Must appear dateFine amount and docket fee (if infraction) must appear statement if misdemeanorOfficer name or badge IDDriver's license numberDriver's license stateHeight, weight, race, ethnicity, DOB, SSN (all individual fields)Commercial vehicleCommercial driver's licenseConstruction zoneSchool zoneBACVehicle make, model, color, tag state and tag number (all separate fields)Application Software should collect all DC66 information (separate fields)Application Software must store KDR transaction numberDomestic violence flag (per charge finding)Arrest dateFirearms flag (per charge)Response:

20.1.2 Application Software must have ability to store KBI statute table.Response:

20.1.3 The Application Software should provide the ability to assign multiple charges to a single incident.Response:

20.1.4 The Application Software should provide the ability to maintain officer information including:Officer ID (agency assigned identifier - agency code)Officer name (Title, First, Middle, Last, Patronym)Officer code (three-digit identifier)Response:

20.1.5 The Application Software should provide the ability to assign multiple tickets to a specific officer.Response:

20.1.6 The Application Software should provide the ability to assign multiple tickets to a specific vehicle.Response:

20.1.7 The Application Software should provide the ability to assign multiple tickets to a specific litigant.Response:

20.1.8 The Application Software should provide the ability to identify long-form complaints and process them separately.Response:

20.1.9 The Application Software should provide the ability to automatically identify other cases associated with a litigant during ticket data entry.Response:

20.1.10 The Application Software should provide the ability to automatically notify field services personnel when a litigant is placed on probation or placed under supervision.Response:

20.1.11 The Application Software should provide the ability to maintain continuance information including:Continuance source code (e.g., defendant, state, court)Number of days extendedResponse:

20.1.12 The Application Software should provide the ability to assign multiple continuances to a specific traffic case.Response:

20.1.13 The Application Software should provide the ability to access and update case



information including:Bond informationCase calendar informationCase count and charge informationCase victim/witness informationCase sentence/disposition informationCase judge informationResponse:

20.1.14 The Application Software should provide the ability to access case information by:Driver's license numberTicket number (each agency may have own format)Ticket issue dateNext court dateCase numberParty name (Title, First, Middle, Last, Patronym)Party date of birthAgency nameOfficer name (Title, First, Middle, Last, Patronym)Response:

20.1.15 The Application Software should provide the ability to access offender payment information in fee accounting.Response:

20.1.16 The Application Software should provide the ability to apply partial payments in the following order:Apply to court costs firstApply to fine amountApply to other fee amounts (e.g., reinstatement fees)Response:

20.1.17 The Application Software should provide the ability to track traffic case disposition including:Driver's license action (suspended, revoked, restricted, etc.)separate fieldsSuspension date (per charge)Number of days suspendedNotice of suspension flagType of suspensionReinstatement date(per charge)Reinstatement notice flagNo tolerance flag (yes or no)Fine amount (e.g., driver's license reinstatement = $50.00) and any other associated costs including docket fee, blood test fees, probation fees, etc.Charge disposition (i.e., bench trial - guilty, etc.)Date of dispositionDiversion information - number of daysResponse:

20.1.18 Application Software must have the ability to generate 30 day notice (per charge) for failure to appear or failure to pay.Response:

20.1.19 Application Software must be able to suspend (per charge) on any failure to appear or failure to pay.Response:

20.1.20 Application Software must be able to dispose of charges for failure to appear at suspension.Response:

20.1.21 Application Software must be able to add costs, docket fees and fines automatically at failure to appear.Response:



20.1.22 Application Software must have ability to distinguish between in-state an out of state processing for 30 day latter and suspension processing.Response:

20.2 Other Functional Requirements20.2.1 The Application Software should provide the ability to generate a list of all cases

scheduled to appear in court by date and time.Response:

20.2.2 The Application Software should provide the ability to generate a letter to all case participants who failed to appear in court or failed to pay fine.Response:

20.2.3 The Application Software should provide the ability to generate a report containing:Party nameCase numberFine amountCase charge/statute numbersFinal date paidResponse:

20.2.4 The Application Software should provide the ability to generate traffic case statistics including:Number of cases convictedNumber of cases divertedNumber of cases plead guiltyNumber of cases acquitted (or actual trials)Number of cases dismissed by the courtNumber of cases by charge type (by original charge and amended charge)Number of cases found guiltyNumber of cases found not guiltyResponse:

20.2.5 The Application Software should provide the ability to generate case statistics including:Number of DUI's filed by agencyType of case filed by agencyNumber of cases paid before trialNumber of cases plead before trialNumber of cases found not guilty by trialNumber of DUI arrests vs. number convicted by officerNumber of cases filed for diversionNumber of cases dismissed including reason for dismissalGrouped by:OfficerAgencyAccident vs. non-accidentResponse:

21 Bond Information21.1.1 The Application Software should provide the ability to maintain bond information

including:Defendant/respondent name (Title, First, Middle, Last, Patronym)Case numberBond company nameBond agent/surety name (Title, First, Middle, Last, Patronym)Bond type (cash, surety, personal recognizance)Bond amountBond date (date received by court)



Bond status (e.g., outstanding, forfeited, judgment, surrendered, reinstated)Bond conditions (narrative)Bond judgment date (if status is judgment)Bond forfeit date (if status is forfeit)Order dateOrder timeCertified dateCertified timeDate and time bond postedBond posting individual name (name of individual that posted the bond)Bond posting agency name (name of company that posted the bond)Response:

21.1.2 The Application Software should provide the ability to maintain a user-definable bond condition code table (code description: e.g., no alcoholic beverages, no contact with victim, appear at next hearing).Response:

21.1.3 The Application Software should provide the ability to assign multiple bond condition codes to a specific bond.Response:

21.1.4 The Application Software should provide the ability to enter manual bond conditions for a specific bond (e.g., judge may define specific one - time conditions not contained within the bond condition code table).Response:

21.1.5 The Application Software should provide the ability to generate ad hoc bonds for persons arrested in one county for cases initiated in another county.Response:

22 Bench Note InformationA bench note is a worksheet used to record the events that take place during a hearing and throughout a case. The bench note has no legal significance, and is therefore usually not file stamped.

22.1 The Application Software should provide the ability to maintain bench note information including:Date of bench noteCase event type (e.g., first appearance, preliminary hearing, arraignment, motion, trial, sentencing, probation/parole, other)Plaintiff appears flag (yes or no)Plaintiff attorney of recordPlaintiff attorney who appeared (Title, First, Middle, Last, Patronym)Defendant appears code (appears, in custody, pro se, defendant fails to appear, with counsel, etc.)Defendant attorney of recordDefendant attorney who appeared (Title, First, Middle, Last, Patronym)Bench note narrativeDate enteredData entry name (who entered bench note)Response:

22.2 The Application Software should provide the ability to assign multiple case actions to a specific bench note.Response:

22.3 The Application Software should provide multiple methods of generating bench notes including:Manual approach, whereby the bench note is freeform narrative.Automated approach, whereby a set of standard templates are provided and adapted for most situations.Response:

22.4 The Application Software should provide the ability to assign multiple bench notes to a specific case.Response:



22.5 The Application Software should provide the ability to select from the set of valid case actions to assist in the automatic creation of bench notes.Response:

23 Warrant Information23.1 The Application Software should provide the ability to track warrant information including:

Warrant type (e.g., bench warrant, search warrant, arrest warrant)Warrant reason (e.g., failure to appear in court)Recognizance bond amountWarrant issue date/timeWarrant served dateWarrant recalled dateWarrant ordered dateResponse:

23.2 The Application Software should provide the ability to maintain warrant return information including:Warrant return datePerson serving warrant (Title, First, Middle, Last, Patronym)Server countyResponse:

23.3 The Application Software should provide the ability to automatically generate bench warrants based upon other case conditions (i.e., manually triggered, failure to appear, failure to pay fine, etc.).Response:

23.4 The Application Software should provide the ability to assign multiple warrants to a specific case or litigant.Response:

23.5 The Application Software should provide the ability to automatically notify the Sheriff's department of any warrants that are issued, served, or recalled.Response:

23.6 The Application Software should provide the ability to file papers that do not apply to a specific case and will not become part of the case file including:Warrant numberLocation to be searchedName of person to be searchedDate signed by judgeTime signed by judgeDate search warrant returned to clerkDate search warrant executedTime search warrant executedInquisitions, which includes:Inquisition numberSubpoena nameIncident nameResponse:

Appellate Court Case Management SystemThis section focuses on functionality specifically requested of the ACCMS. The DCCMS, ACCMS and Judicial Tools systems must integrate seamlessly. With that understanding, all basic and/or standard system functionality, necessary for successful implementation of a case management system addressed above, should be assumed to apply to the ACCMS and Judicial Tools as applicable.



The bidder shall provide an example of an implementation plan to illustrate their methodology.



The plan can utilize RFP supplied information or be taken from a previous project.The final plan shall be required by finalist at the demonstration.Response:

24.1.2 Acceptance Test PlanThe bidder shall provide an example of an acceptance test plan to illustrate their methodology.The plan can utilize RFP supplied information or be taken from a previous project.The final plan shall be required by finalist at the demonstration.Response:


24.2 Cost Items (must be submitted in a separate, sealed envelope)Application License for implementation of appellate court.Supporting software for implementation of appellate court and central repository location.Cost for configuration and installation of appellate court sites.Cost for application and support software maintenance.Cost for implementation services.Cost for training.Cost for modification cost.


Payment scheduling shall be determined at the time of negotiation. OJA reserves the right to negotiate either a firm, fixed price or a price based on time and materials for service provided or a hybrid of the before mentioned.

25.2 Vendor Support ServicesThe bidder should describe in great detail the support services provided. These services include but are not limited to the following:Response:

25.2.1 Installation SupportThis would include assisting OJA with Court specific configurations to include table setups; forms, notices, and report formatting; discretionary access control setups, administrative functions, and installation and integration of the application and associated Court packages.Response:


25.2.3 Maintenance SupportThis would include error/defect correction for the application and the COTS, enhancements and how they can apply to ensure that the OJA’s version remains mainstreamed. Maintenance Support also applies to Help Desk Support services, request for additional modification procedures, and what the vendor recommends for court assistance (i.e., through the vendor or direct).Response:


25.2.5 Trouble Ticket Software



The vendor shall describe the trouble ticket software used.Response:

25.3 Documentation25.3.1 The bidder shall describe the documentation available that will support the user and the

system administration personnel. The documentation suite should contain at a minimum the following volumes:User ManualSystem Administration ManualMaintenance Manual (Data Base Structure)Response:

25.3.2 The bidder shall also be required to deliver the following project support documentation:Implementation PlanAcceptance Test PlanData Conversion/Migration PlanResponse:

25.4 Vendor User Group25.4.1 Is there an active vendor user group

Response:25.4.2 Describe ACCMS user group role. Discuss meeting schedules, amount of user group

input into future updates and priorities of updates, and coordination and communication with other court users or user groups.Response:

25.5 Case Management25.5.1 Automatic updates via codes: (Example: Filing opinion via code should automatically

update disposition of case; a ruling on a dispositive motion should result in termination of a case; Filing petition for review should automatically update case number as A to AS; Brief due dates extended.)Response:

25.5.2 Case events should be automatically ordered by date filed regardless of date entered.Response:

25.5.3 The Application Software should have the ability to move/reorder case events without deleting and manually reentering.Response:

25.5.4 The Application Software should provide the ability to change file stamp date.Response:

25.5.5 The Application Software should provide the ability to differentiate between litigant identifiers to more easily tell leads and co-counsel and who attorneys represent (i.e., Appellee (1) John Doe, Lead; Appellee (1) Jane Doe, Co-Counsel.)Response:

25.5.6 The Application Software should provide the ability to track paid with KanPay code.Response:

25.5.7 The Application Software should provide the ability to modify captions.Response:

25.5.8 The Application Software should provide the ability to select who should be served (i.e., parties or parties and district courts.)Response:

25.5.9 The Application Software should provide the ability to receive federal court directives (i.e., Certified question, petition for writs, etc.)Response:

25.5.10 The Application Software should provide a date of entry field.Response:

25.6 eFiling25.6.1 The Application Software should provide the ability to e-File orders to district court clerks

and judges of the district court.Response:

25.6.2 Two way interface with E-flex.Response:



25.7 Reports/Documents25.7.1 The Application Software should provide the ability to run ad hoc reports on multiple

parameters to include but not be limited to: Brief overdue list, ready cases, cases with no activity, CCR overdue (transcripts).Response:

25.7.2 Should be able to easily specify the correlation between docket events (Appellate Courts) vs. registry of actions (district courts).Response:

25.7.3 The Application Software should generate mailing labels to allow for mailings to parties and pro se litigants.Response:

25.7.4 The Application Software should provide the ability to work with laser fiche or some PDF storage program.Response:

25.7.5 The Application Software should provide the ability to set and generate dockets electronically accounting for conflicts.Response:

26 Electronic case records26.1 The Application Software should provide the ability to auto populate the "order for

records" via code.Response:

26.2 The Application Software should provide the ability to batch file orders in multiple cases.Response:

26.3 The Application Software should provide no character limitations in case event entries.Response:

26.4 The Application Software should provide no character limits in case captions.Response:

26.5 The Application Software should provide the ability to move from different screens without having to hit return until you get back to the home screen.Response:

26.6 The Application Software should provide the ability to set alerts and other notifications to cases by date or types of documents.Response:

26.7 Secure screens viewable only by one court where the authoring judge and assigned research attorney can be entered.Response:

26.8 Attorney registration database.Response:

Judicial ToolsThis section focuses on functionality specifically requested of Judicial Tools. The DCCMS, ACCMS and Judicial Tools systems must integrate seamlessly. With that understanding, all basic and/or standard system functionality, necessary for successful implementation addressed above, should be assumed to apply to the DCCMS and the ACCMS as applicable.



The bidder shall provide an example of an implementation plan to illustrate their methodology.The plan can utilize RFP supplied information or be taken from a previous project.The final plan shall be required by finalist at the demonstration.Response:

27.1.2 Acceptance Test PlanThe bidder shall provide an example of an acceptance test plan to illustrate their methodology.



The plan can utilize RFP supplied information or be taken from a previous project.The final plan shall be required by finalist at the demonstration.Response:


28 Cost Items (must be submitted in a separate, sealed envelope)Application License for implementation of all trial and Appellate Courts.Application license for implementation of four pilot courts.Supporting software for implementation of all trial and Appellate Courts and central repository location.Cost for configuration and installation of trial and appellate court sites.Cost for application and support software maintenanceCost for implementation servicesCost for trainingCost for modification cost


Payment scheduling shall be determined at the time of negotiation. OJA reserves the right to negotiate either a firm, fixed price or a price based on time, and materials for service provided or a hybrid of the before mentioned.Response:

29.2 Vendor Support ServicesThe bidder should describe in great detail the support services provided. These services include but are not limited to the following:

29.2.1 Installation SupportThis would include assisting OJA with Court specific configurations to include table setups; forms, notices, and report formatting; discretionary access control setups, administrative functions, and installation and integration of the application and associated court packages.Response:


29.2.3 Maintenance SupportThis would include error/defect correction for the application and the COTS, enhancements and how they can apply to ensure that OJA’s version remains mainstreamed. Maintenance Support also applies to Help Desk Support services, request for additional modification procedures, and what the vendor recommends for court assistance (i.e., through the vendor or direct).Response:


29.2.5 Trouble Ticket SoftwareThe bidder shall describe the trouble ticket software used.Response:

29.3 Documentation



The bidder shall describe the documentation available that will support the user and the system administration personnel. The documentation suite should contain at a minimum the following volumes:User ManualSystem Administration ManualMaintenance Manual (Data Base Structure)The vendor shall also be required to deliver the following project support documentation:Implementation PlanAcceptance Test PlanData Conversion/Migration PlanResponse:

29.4 Vendor User Group29.4.1 Is there an active vendor user group?

Response:29.4.2 Describe judicial tools user group role. Discuss meeting schedules, amount of user

group input into future updates and priorities of updates, and coordination and communication with other court users or user groups.Response:

29.5 General System Features29.5.1 The Application Software should provide the ability to view information in multiple formats

(i.e., End User ability to make changes in how case information is viewed or displayed without involving software changes) allowing for business process changes over time.Response:

29.5.2 The Application Software should provide the ability to work in multiple types of environments: high-volume courts (traffic/arraignment); multi event (CINC); complex litigation.Response:

29.5.3 The Application Software should provide the ability to share and store content including photos, videos and other complex data types.Response:

29.5.4 The Application Software should be compatible to use with telephone or video conferencing systems.Response:

29.5.5 The Application Software should be compatible with current recording system or contains a recording system.Response:

29.5.6 The Application Software should work with (and have features for) problem solving courts. (i.e., drug courts, mental health courts, veterans' courts, etc.)Response:

29.5.7 The Application Software should allow statewide access to case information.Response:

29.6 Remote Access29.6.1 The Application Software should provide the ability to access in offices and courtrooms.

(across counties as well)Response:

29.6.2 The Application Software should provide the ability to be mobile compatible. (IPad and surface pros)Response:

29.6.3 The Application Software should be Web based to allow access to all files, forms, and notes after hours or away from the courthouse.Response:

29.6.4 The Application Software should provide the ability to create PDFs, documents, or lists of documents that can be saved to external media for review at other locations.Response:

29.6.5 The Application Software should be able to be accessible remotely so judges have the ability to work off-site.Response:



29.6.6 The Application Software should allow security to protect against fraudulent use.Response:

29.6.7 The Application Software should provide unlimited access so judges have access to current or related cases.Response:

29.6.8 The Application Software should provide the ability to communicate directly with law enforcement officers, prosecutors or defense counsel to directly share information or content. (warrants, protective custody, emergency hearings, after-hours work)Response:

29.6.9 The Application Software should be compatible to use with video conference or contain video conferencing abilities. (ability to hold court virtually or from a remote location)Response:

29.6.10 The Application Software should provide secure and reliable audio-video capabilities.Response:

29.6.11 The Application Software should provide the ability to read, approve, sign and electronically transmit warrants or orders remotely.Response:

29.6.12 The Application Software should provide the ability of a security trail to protect and event.Response:

29.7 Calendaring Features29.7.1 The Application Software should provide the ability to view lists of hearings in individual

cases that have been held and/or are scheduled in the future.Response:

29.7.2 The Application Software should provide the ability to see relevant calendars to set dates for future hearings without creating conflicts with prior calendared items.Response:

29.7.3 The Application Software should provide the ability to prompt an alert if there is a conflict.Response:

29.7.4 The Application Software should provide the ability to see in multiple levels: month, week, day.Response:

29.7.5 The Application Software should provide the ability to display graphical data related to case (location, time, parties attending, reason for event).Response:

29.7.6 The Application Software should provide the ability to color code (location, over scheduled calendars, number of cases) for each time block, distinguish between court and non-court events.Response:

29.7.7 The Application Software should provide the ability to schedule a hearing, event (including private or personal events) from the bench. (Example: Judge is reminded of an event and has the ability to calendar the even right then to prevent conflicts in scheduling cases.)Response:

29.7.8 The Application Software should provide the ability to access with a click the entire case information from the calendar.Response:

29.7.9 The Application Software should provide the ability to generate docket lists that are flexible and configurable.Response:

29.7.10 The Application Software should provide the ability to print.Response:

29.7.11 Multiple formatsResponse:

29.7.12 Description - case names, numbers, attorneys associate, hearing times etc. The ability to



pick/choose which fields appear.Response:

29.7.13 The Application Software should provide the ability to see all cases scheduled for any day and/or specific time period.Response:

29.7.14 The Application Software should provide the ability to sort by case number, party name, hearing time.Response:

29.7.15 The Application Software should provide the ability to manage calendar as cases are being heard. (Example: remove from screen/docket view, but not from calendar itself.)Response:

29.7.16 The Application Software should provide the ability to update calendar and share/sync with mobile devices or other calendaring systems in real time, eliminating the need for multiple calendars.Response:

29.7.17 The Application Software should provide the ability to show calendar conflicts with other cases and judge’s personal calendars.Response:

29.7.18 The Application Software should provide the ability to view comprehensive calendar for judge’s presiding in multiple jurisdictions to see entire calendar and not just individual jurisdictions at a time.Response:

29.7.19 The Application Software should provide the ability to schedule with other programs like outlook, google and have it stored in the case management system.Response:

29.7.20 The Application Software should provide the ability to see personal calendar within the work calendar – overlaid.Response:

29.7.21 The Application Software should provide the ability to remotely access the calendar.Response:

29.7.22 The Application Software should provide the ability to view all judge’s dockets.Response:

29.7.23 The Application Software should provide the ability to assign or reassign cases.Response:

29.7.24 The Application Software should provide the ability to view list of hearings held in individual cases and/or are scheduled in the future on an individual case.Response:

29.7.25 The Application Software should provide the ability to send notice to parties of interest from the calendar function.Response:

29.7.26 The Application Software should provide the ability to set ticklers and alarms or reminders.Response:

29.7.27 The Application Software should provide the ability to real time calendar adjustments.Response:

29.7.28 The Application Software should provide the ability to block specific times, entire days, or series of days for administrative activities, professional commitments, etc.Response:

29.7.29 The Application Software should provide the ability to schedule specific amounts of time for cases or activities.Response:

29.7.30 The Application Software should provide the ability of graphical views.Response:

29.7.31 The Application Software should provide the ability to display overlaps, gaps in hours, conflicts.Response:

30 Case Management Features



30.1 Search Features30.1.1 The Application Software should provide the ability to filter/search for cases by:

Case numberCase nameDate of filingCase typeDate spanHearing dateJudicial AssignmentParty name: Plaintiff, Defendant, Respondent, Other PartyDocument typeCourt reporterAttorneyEvent DateResponse:

30.1.2 The Application Software should provide the ability to display case results information with search:Case summaryParty detailsAttorney detailsCourt recordFuture calendar eventsCharges/charge historyFinancial informationJudgments and sentencingRecords/transcriptsService informationResponse:

30.1.3 The Application Software should provide the ability to search for documents and access documents from search screens.Response:

30.1.4 The Application Software should provide the ability to search for scheduled cases and cases with no scheduled events to manage case load.Response:

30.1.5 The Application Software should provide the ability to search by individual judge, group of judges, or court as a whole.Response:

30.1.6 The Application Software should provide the ability to search documents and forms data base. (Example: ability to search for a document name to get an example of a form journal entry or to find a previously generated form quickly.)Response:

30.2 Docketing Features30.2.1 The Application Software should provide the ability to access entire case file from docket

view/screen and to access all case documents from docket screen.Response:

30.2.2 The Application Software should provide the ability to extract data for an individual judges daily dockets, weekly docket, monthly docket.Response:

30.2.3 The Application Software should provide the ability to display dockets by:Type and time for individual judges, groups of judges or entire courtSortable by date, time, type, attorney, pro se,Current or future docketsResponse:

30.2.4 The Application Software should provide the ability to reorganize during court to keep courtroom fluid without changing the original calendar.Response:



30.2.5 The Application Software should provide the ability for Judge and courtroom staff to manage the docket at different levels of completion. (Example: checking in and ready versus current case judge is hearing or case that is completed for judge and back waiting for clerk to perform task to get the parties through the process for the day).Response:

30.2.6 The Application Software should provide the ability to batch docket.Response:

30.2.7 The Application Software should provide the ability to remove or hide docket event during court (Examples: hide afternoon during morning docket, hide different hours, hide after completed current court task during docket)Response:

30.2.8 The Application Software should provide the ability to go between view of entire docket and removed or hidden docket options (i.e., case that has to be recalled after judge thought was done).Response:

30.2.9 The Application Software should provide the ability to print in multiple formats.Response:

30.2.10 The Application Software should include different information stored within system: case numbers, party names, attorneys, other parties, and time of hearings.Response:

30.2.11 The Application Software should provide the ability to take notes on printed docket sheets.Response:

30.2.12 The Application Software should provide the ability to take digital docket notes on docket pages.Response:

30.2.13 The Application Software should provide the ability to see if case is high risk, veteran, in custody and attorney names associated with it.Response:

30.2.14 The Application Software should provide the ability to dispose of case by form orders, docket notes or calendar notes from docket screen. Also the ability to free text, auto populated text, point & click/drag and drop data.Response:

30.2.15 The Application Software should provide the ability to batch file and bulk entry of disposition.Response:

30.2.16 The Application Software should provide the ability to result cases and reschedule hearings with flexible and configurable hearing types. (Examples: Preliminary, Sentencing, Sentence imposed, Disposition, Jury trial, Probation violation, Control, Evidentiary hearings, Plea withdraw, Arraignment, Motion, Habeas corpus/60-1507, Continue, Plea)Response:

30.2.17 The Application Software should provide the ability to create court specific result codes.Response:

30.2.18 The Application Software should provide the ability to take matter under advisement and place in some form of pending status with tickler system or alerts so issue is not lost.Response:

30.2.19 The Application Software should provide the ability to manage docket information from check in point (clerk), chambers, bench.Response:

30.2.20 The Application Software should provide the ability to flag cases that are ready to be heard. (Example: All parties present)Response:

30.2.21 The Application Software must be quick, efficient, and flexible to allow for processing of high volume dockets in a short period of time.Response:

30.2.22 The Application Software should allow grouping of cases with same attorney, same



party.Response:

30.2.23 The Application Software should provide the ability to arrange docket in chambers (or clerk’s office) or take docket notes in chambers and save settings so will automatically be this way when enter courtroom.Response:

30.2.24 The Application Software should provide the ability to filter docket by essential terms:Lawyer nameParty nameCase ageCase numberCase typeDateTimeResponse:

30.3 Case Notes Features/Task Tracking/Action Queue30.3.1 The Application Software should provide the ability to place notes relevant to a case, but

not a specific document such as notes that would have been written on case file jacket, that Judges would take during witness testimony or as a reference for next hearing.Response:

30.3.2 The Application Software should allow search features to be subject to security features.Response:

30.3.3 The Application Software should provide a place for clerk or administrative assistant to add a note and flag it for Judge.Response:

30.3.4 The Application Software should provide the ability to easily enter data showing disposition from hearings such as: Arraignments, bond hearings, preliminary hearings.Response:

30.3.5 The Application Software should provide the ability to create alarm, tickler or manner to follow up on a note (Example: assigned task to administrative assistant, clerk, judge, attorney, or pro se and the ability to ensure tasks are complete).Response:

30.3.6 The Application Software should provide the ability to create work lists that are trackable, flexible, and configurable. The Application Software should also provide a place to keep track of action that is required on a particular case.Response:

30.3.7 The Application Software should provide a simple view of work that needs to be done, who is assigned without having to look at multiple places. (place to see all outstanding tasks for all cases or for individual case)Response:

30.3.8 The Application Software should provide the ability to prioritize tasks.Response:

30.3.9 The Application Software should provide the ability to create lines, arrows, and highlight in various colors.Response:

30.3.10 The Application Software should provide the ability to share or make private.Response:

30.3.11 The Application Software should provide the ability to make notes in chambers, at another location or during a hearing and be able to access notes from dashboard or case management screen.Response:

30.3.12 The Application Software should have the ability for case notes to automatically capture date, time and author information.Response:

30.3.13 The Application Software should have the ability to vary level of security for different types of notes.Response:



30.3.14 The Application Software should provide the ability to create standard language and case note language should be editable. (Example: stamps used in paper files for arraignments with places to put attorney names, next date, plea entered, etc.)Response:

30.3.15 The Application Software should provide the ability of internal task tracking and case progression tracking.Response:

30.3.16 The Application Software should provide the ability to automatically notify Judge or designee of a new case assignment (E-mail or other alert).Response:

30.4 Level of Access30.4.1 The Application Software should provide the ability to be flexible and configurable access

levels or permissions for judges to set with assistants or other staff.Response:

30.4.2 The Application Software should have ability to share with administrative assistants or other staff who don't have access other than the judge.Response:

30.4.3 The Application Software should provide judicial access to all tools to minimize a judge's need to use other programs to access information within the DCCMS or ACCMS.Response:

30.4.4 The Application Software should have the ability to delegate a task or provide access for a specific case or task.Response:

30.5 Case Screen Features30.5.1 The Application Software should have the ability to see case information and maneuver

through all information assessable to Judge if it were a paper file.Response:

30.5.2 The Application Software should have the ability to see if there is an active warrant on a defendant regardless of which case the judge has pulled up.Response:

30.5.3 The Application Software should have the ability to see if one of the parties needs and interpreter and what type of interpreter.Response:

30.5.4 The Application Software should have the ability to see if defendant is in custody and determine which facility.Response:

30.5.5 The Application Software should have the ability to view service information, such as type of service: personal, residential, mail, etc. and date and status of the service.Response:

30.5.6 The Application Software should have the ability to view name of probation officer, probation status, probation department.Response:

30.5.7 The Application Software should have the ability to view defendant's head shot.Response:

30.5.8 The Application Software should have the ability to link video or other electronic evidence (pictures).Response:

30.6 Reporting Features30.6.1 The Application Software should provide the ability to view pending cases for any division

with hyperlinks to cases.Response:

30.6.2 The Application Software should provide the ability to view outstanding warrants with hyperlinks to cases.Response:

30.6.3 The Application Software should provide the ability to view current active cases for individual division with hyperlink to cases.Response:



30.6.4 The Application Software should provide the ability to view assigned cases per month, per year, per judge, per type.Response:

30.6.5 The Application Software should provide the ability to view what types of bonds inmates bond out with, amount, type, within a period or selected number of years.Response:

30.6.6 The Application Software should have the ability to see an attorney’s pending court hearings.Response:

30.6.7 The Application Software should have the ability to view pending cases by age or relative to benchmarks or time standards – flexible and configurable to changing time standards graphically. (Examples: probate, CINC, Criminal)Response:

30.6.8 The Application Software should have the ability to use Ticklers or Alerts to manage processes and track time standards. (Examples: ability to create alert for case out of compliance with a time standard)Response:

30.6.9 The Application Software should provide alerts for cases pending but with no future scheduled court activity.Response:

31 Electronic Document Features31.1 Access Features31.1.1 The Application Software should have the ability to access all case documents whether

part of the traditional file or not. (Examples: transcripts, exhibits)Response:

31.1.2 The Application Software should have the ability to link and access non-casefile documents to a case to be used or referred to in a hearing. This would include a judge’s digital worksheets, PDFs of judge’s handwritten bench notes, PDFs of letters received from parties and victims, etc.Response:

31.1.3 The Application Software should have the ability to keep judge’s notes and information private and not accessible or viewable by other parties. (Example: Complex litigation ability to link related documents as a chain that can be saved like a motion for summary judgment, linked to response, linked to reply, linked to video deposition or transcript designations, linked to objections, linked to counter designation and objections, linked to response to objections, etc.).Response:

31.1.4 The Application Software should have the ability to link consolidated cases or related case.Response:

31.1.5 The Application Software should have the ability to view multiple non-consolidated cases related to same defendant.Response:

31.1.6 The Application Software should have the ability to view multiple child or family cases even though not consolidated.Response:

31.1.7 If defendant has other cases or co-defendants, the Application Software should have the ability to go to those cases with the click of the mouse – easily maneuver between cases files and view documents at the same time. (Civil/Juvenile/Criminal/Domestic Violence/Traffic)Response:

31.1.8 The Application Software should provide the ability to view multiple documents from different cases or sources at the same time.Response:

31.1.9 The Application Software should provide the ability to display case documents in multiple formats including but not limited to:Thumb nails



Descriptive listsResponse:

31.1.10 The Application Software should provide the ability to enlarge documents to make them easier to view.Response:

31.1.11 The Application Software should provide the ability to bring up a full image of a document with mouse click.Response:

31.1.12 The Application Software should provide the ability to easily move from one document to the next.Response:

31.1.13 The Application Software should provide the ability to quickly retrieve documents and quickly turn pages of documents.Response:

31.1.14 The Application Software should provide the ability to flip through or find documents as quickly as you could with a paper file.Response:

31.1.15 Role based and field based security Features.Response:

31.1.16 The Application Software should provide the ability to designate documents confidential and clearly see from all display options it is a confidential document.Response:

31.1.17 The Application Software should provide the ability to seal documents from program and other programs with access to data within program.Response:

31.1.18 The Application Software should provide for internet-based authentication.Response:

31.1.19 The Application Software should provide the ability to e-mail/print all documents, including documents filed electronically.Response:

31.1.20 The Application Software should provide the native ability to create PDF of documents as e-mail attachments without leaving the dashboard or toolbox.Response:

31.1.21 The Application Software should provide the ability to log a ROA when e-mails are sent.Response:

31.1.22 Name of e-mailed documents should be title of document and automatically include case number in name of documents e-mailed from system.Response:

31.1.23 The Application Software should provide the ability to e-mail all parties of interest from case screen.Response:

31.1.24 The Application Software should provide the ability to mark case documents for quick review in a hearing.Response:

31.1.25 The Application Software should provide the ability to create a short list of favorite or relevant documents for viewing during a hearing.Response:

31.1.26 The Application Software should provide the ability to navigate through the short list by thumbnail or ROA list.Response:

31.1.27 The Application Software should provide the ability to pull from consolidated or linked cases into one case list of documents for viewing during a hearing.Response:

31.1.28 The Application Software should provide the ability to sort documents by name or date.Response:

31.1.29 The Application Software should provide the ability to create list or sort by most important documents.



Response:31.1.30 The Application Software should provide the ability to search or filter documents by title,

content or annotations.Response:

31.1.31 The Application Software should provide the ability to create standardized list of documents for review by case type or code.Response:

31.1.32 The Application Software should provide the attorney ability to send information for judicial review or "chamber copy". Need the ability to link the "chamber copy" to the case within the case management system.Response:

31.2 Document Annotation Features31.2.1 The Application Software should provide the ability to annotate, highlight or bookmark

individual document images for the judge’s use. (Private notes)Response:

31.2.2 All annotations, etc. should be confidential to the judge’s login.Response:

31.2.3 The Application Software should provide the ability for annotations to be accessible from lists or short lists judge creates or from document.Response:

31.2.4 The Application Software should provide the ability for annotations to be viewable either on or with document.Response:

31.2.5 The Application Software should provide document views that indicate when notes have been taken.Response:

31.2.6 The Application Software should provide the ability for notes to overlay on the document and not permanently burned into the document.Response:

31.2.7 The Application Software should provide the ability to permanently redact information. (Example: Probable Cause Affidavits with ability to maintain original document without redaction)Response:

31.2.8 The Application Software should provide the ability to print with or without annotations.Response:

31.2.9 The Application Software should provide the ability to view with or without annotations.Response:

31.2.10 The Application Software should provide the ability to automatically capture date, time and user ID.Response:

31.2.11 The Application Software should provide the ability to edit by authorized users (track editing for auditing purposes).Response:

31.2.12 The Application Software should provide the ability for a judge to take notes prior to a hearing, during a hearing or after a hearing.Response:

31.2.13 The Application Software should provide access to non-traditional information. (Examples: notes, alerts/ticklers, task lists)Response:

31.2.14 The Application Software should be configurable and flexible to meet different business needs for different judicial environments.Response:

31.2.15 The Application Software should provide security options for non-traditional information.Response:

31.2.16 The Application Software should provide the ability for annotations to be permanently linked to the case.Response:



31.2.17 The Application Software should provide the ability to pull up and navigate between annotations.Response:

31.2.18 The Application Software should provide the ability to sort by date.Response:

31.2.19 The Application Software should provide the ability to sort by author.Response:

31.2.20 The Application Software should provide the ability to key word search.Response:

31.2.21 The Application Software should provide the ability of search features subject to security features.Response:

31.2.22 The Application Software should make annotations confidential and accessible only by the judge’s login.Response:

31.2.23 The Application Software should allow for varying security levels so certain notes can be shared with an administrative assistant or clerk to assign tasks or provide information at judicial discretion. (Example: Individual notes).Response:

31.2.24 The Application Software should provide the ability to link notes to multiple cases. (Examples: CINC multiple children/ Criminal 1 defendant with multiple cases)Response:

31.2.25 The Application Software should provide the ability of annotations to be accessible and editable from multiple courtrooms, in various counties, in chambers and remotely.Response:

31.2.26 The Application Software should provide the ability to tell an annotation is present or has been added from docket list or main screen view.Response:

31.3 Document Generation Features31.3.1 The Application Software should provide the ability to store forms including PDF forms.

Response:31.3.2 The Application Software should provide the ability to pull case information stored within

the system into forms.Response:

31.3.3 The Application Software should provide the ability to create custom forms to pull case information stored within the system.Response:

31.3.4 The Application Software should provide the ability to sign and file the generated documents through e-filing without switching systems.Response:

31.3.5 The Application Software should provide the ability for clerks, judges, administrative assistants, court services officers, and attorneys to electronically submit documents, proposed orders, or information during hearing for signature of judge. Must be editable.Response:

31.3.6 Ability to edit generated documents.Response:

31.3.7 The Application Software should not require so many clicks to edit a document or sign a document – like adding a date.Response:

31.3.8 The Application Software should provide the ability to sign an actual document like a letter without it being on a separate page.Response:

31.3.9 The Application Software should provide the ability to add electronic signatures to documents.Response:

31.3.10 The Application Software should provide the ability for more than one signature to be added to the same document. (Example: certificate of service pages on orders – signed



by clerks)Response:

31.3.11 The Application Software should contain all forms/orders judges are required to use. (Example: CINC)Response:

31.3.12 The Application Software should provide the ability to create documents from digital forms including but not limited to:Journal entriesMinute sheetsPreliminary sheetsResponse:

31.3.13 The Application Software should provide the native ability to create digital journal entry with case name, number and other necessary data populated from the file database as a fill-in-the blank document to journalize outcomes from hearings.Response:

31.3.14 The Application Software should provide the ability to key word search/search document bank to expedite drafting new documents.Response:

31.3.15 The Application Software should provide access to case documents, transcripts, legal research materials while creating documents.Response:

31.3.16 The Application Software should provide the ability to obtain necessary signatures on documents from defendants or attorneys – Security trail to ensure the electronic signature is applied by the right person and that timing and intention is logged as part of case data if signature is ever challenged.Response:

31.3.17 The Application Software should provide the ability to search for other authored documents and use them as a reference to create a new order.Response:

31.3.18 The Application Software should allow document production to be performed automatically, in batches, or as a single document.Response:

31.3.19 The Application Software should allow document packet creation tools that can be auto-generated. (Example: documents necessary for every arraignment).Response:

31.3.20 The Application Software should provide the ability to edit individual dockets within packet based on decisions made.Response:

31.3.21 The Application Software should provide the ability to make change to all documents in packet. (Example: continue entire docket).Response:

31.3.22 The Application Software should provide the ability to electronically sign individual documents in the packet or entire packet.Response:

31.3.23 The Application Software should provide the ability to print and hand to pro se litigants.Response:

31.4 E-Filing31.4.1 The Application Software must be compatible with e-filing system.

Response:31.4.2 The Application Software should provide the ability to highlight e-filed documents

according to importance.Response:

31.4.3 The Application Software should provide the ability to view all e-filed documents in all cases even if assigned to another division or judge. (Example: covering for other divisions.)Response:

31.4.4 The Application Software should provide the ability to sign electronically filed documents



without switching systems.Response:

31.4.5 The Application Software should provide the ability to see the status of e-filed system documents. (Examples: waiting on clerk, waiting on judge, etc.)Response:

31.4.6 The Application Software should provide the ability to modify e-filed orders without switching systems and the ability to e-file without switching systems.Response:

31.4.7 The Application Software should provide the ability to e-file system generated orders without having to change systems and with signature already added or to add within this system.Response:

31.4.8 The Application Software should provide the ability to sign search warrants electronically through system (even after hours or when no clerk is available).Response:

32 Legal Research Features32.1 The Application Software should provide the ability to be flexible and configurable.

Response:32.2 The Application Software should provide the ability to store bench books.

Response:32.3 The Application Software should provide the ability to access statutes and agency rules

and regulations.Response:

32.4 The Application Software should provide the ability to access court rules (Supreme, District, Local).Response:

32.5 The Application Software should provide the ability to access municipal or county ordinances.Response:

32.6 The Application Software should be easily searchable.Response:

32.7 The Application Software should provide Pattern Instructions for Kansas.Response:

32.8 The Application Software should provide case management information.Response:

32.9 The Application Software should provide jury instructions.Response:

33 The Application Software should provide financial/sentencing calculators.Response:

33.1 The Application Software should provide calculators for child support.Response:

33.2 The Application Software should provide access other Research tools. (Lexis, Westlaw, Other)Response:

33 Training Features33.1 The Application Software should provide Training Manuals or reference tools that do not

require calling Help Desk.Response:

33.2 The Application Software should provide a self-contained easy to understand help system within the system for guidance.Response:

34 Communication Features34.1 The Application Software should provide the ability of e-mail integration.

Response:34.2 The Application Software should include an instant messaging or texting type ability

between court staff (Example: High volume courts function like an assembly line with each stage adding note to the file and passing the file to the next line, need features to



duplicate this process electronically or when decision is made, ability to alert clerk for payment of fine, etc. traffic court)Response:

34.3 The Application Software should provide the ability to keep and store meeting notes or binders of information for committee meetings, staff meetings, etc.Response:


8. Contractual Provisions AttachmentDA-146a Rev. 06/12

8.1. Terms Herein Controlling ProvisionsIt is expressly agreed that the terms of each and every provision in this section shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this section is incorporated. Any terms that conflict or could be interpreted to conflict with this attachment are nullified.

8.2. Kansas Law and VenueThis contract shall be subject to, governed by, and construed according to the laws of the State of Kansas, and jurisdiction and venue of any suit in connection with this contract shall reside only in courts located in the State of Kansas.

8.3. Termination Due To Lack Of Funding AppropriationIf, in the judgment of the Director of Accounts and Reports, Department of Administration, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, State may terminate this agreement at the end of its current fiscal year. State agrees to give written notice of termination to contractor at least 30 days prior to the end of its current fiscal year, and shall give such notice for a greater period prior to the end of such fiscal year as may be provided in this contract, except that such notice shall not be required prior to 90 days before the end of such fiscal year. Contractor shall have the right, at the end of such fiscal year, to take possession of any equipment provided State under the contract. State will pay to the contractor all regular contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any such equipment. Upon termination of the agreement by State, title to any such equipment shall revert to contractor at the end of the State's current fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the agency or the contractor.

8.4. Disclaimer Of LiabilityNo provision of this contract will be given effect that attempts to require the State of Kansas or its agencies to defend, hold harmless, or indemnify any contractor or third party for any acts or omissions. The liability of the State of Kansas is defined under the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.).

8.5. Anti-Discrimination ClauseThe contractor agrees: (a) to comply with the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.) and the Kansas Age Discrimination in Employment Act (K.S.A. 44-1111 et seq.) and the applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) (ADA) and to not discriminate against any person because of race, religion, color, sex, disability, national origin or ancestry, or age in the admission or access to, or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer"; (c) to comply with the reporting requirements set out at K.S.A. 44-1031 and K.S.A. 44-1116; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of (c) above or if the contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission, such violation shall constitute a breach of contract and the contract may be cancelled, terminated or suspended, in whole or in part, by the contracting state agency or the Kansas Department of Administration; (f) if it is determined that the contractor has violated applicable provisions of ADA, such violation shall constitute a breach of contract and the contract may be cancelled, terminated or suspended, in whole or in part, by the contracting state agency or the Kansas Department of Administration.

Contractor agrees to comply with all applicable state and federal anti-discrimination laws.

The provisions of this paragraph number 5 (with the exception of those provisions relating to the ADA) are not applicable to a contractor who employs fewer than four employees during the term of such contract or whose contracts with the contracting State agency cumulatively total $5,000 or less during the fiscal year of such agency.

8.6. Acceptance Of ContractThis contract shall not be considered accepted, approved or otherwise effective until the statutorily required approvals and certifications have been given.


8.7. Arbitration, Damages, WarrantiesNotwithstanding any language to the contrary, no interpretation of this contract shall find that the State or its agencies have agreed to binding arbitration, or the payment of damages or penalties. Further, the State of Kansas and its agencies do not agree to pay attorney fees, costs, or late payment charges beyond those available under the Kansas Prompt Payment Act (K.S.A. 75-6403), and no provision will be given effect that attempts to exclude, modify, disclaim or otherwise attempt to limit any damages available to the State of Kansas or its agencies at law, including but not limited to the implied warranties of merchantability and fitness for a particular purpose.

8.8. Representative's Authority To ContractBy signing this contract, the representative of the contractor thereby represents that such person is duly authorized by the contractor to execute this contract on behalf of the contractor and that the contractor agrees to be bound by the provisions thereof.

8.9. Responsibility For TaxesThe State of Kansas and its agencies shall not be responsible for, nor indemnify a contractor for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

8.10 InsuranceThe State of Kansas and its agencies shall not be required to purchase any insurance against loss or damage to property or any other subject matter relating to this contract, nor shall this contract require them to establish a "self-insurance" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the contractor shall bear the risk of any loss or damage to any property in which the contractor holds title.

8.11. InformationNo provision of this contract shall be construed as limiting the Legislative Division of Post Audit from having access to information pursuant to K.S.A. 46-1101 et seq.

8.12. The Eleventh Amendment"The Eleventh Amendment is an inherent and incumbent protection with the State of Kansas and need not be reserved, but prudence requires the State to reiterate that nothing related to this contract shall be deemed a waiver of the Eleventh Amendment".

8.13. Campaign Contributions / LobbyingFunds provided through a grant award or contract shall not be given or received in exchange for the making of a campaign contribution. No part of the funds provided through this contract shall be used to influence or attempt to influence an officer or employee of any State of Kansas agency or a member of the Legislature regarding any pending legislation or the awarding, extension, continuation, renewal, amendment or modification of any government contract, grant, loan, or cooperative agreement.