Dorothy BrownClerk of the Circuit Court of Cook County

June 3, 2002

Request for Proposals

Integrated Cashiering & SecuritySystem

Issued: June 3, 2002

Clerk of the Circuit Court of Cook CountyDaley Center

50 W. Washington

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Table of Contents

PROJECT OVERVIEW AND OBJECTIVES .......................................................................... 4OVERVIEW ................................................................................................................................... 4OBJECTIVES ................................................................................................................................. 4PROJECT TIMEFRAMES ................................................................................................................. 5DEVELOPMENT AND/OR PRODUCT MODIFICATION....................................................................... 5

ADMINISTRATIVE REQUIREMENTS................................................................................... 6RFP PROCESS AND RULES ........................................................................................................... 6

General ................................................................................................................................... 6Review Committee................................................................................................................... 6Submission of Proposals ......................................................................................................... 7Cost Proposal and Payment schedule..................................................................................... 7Time Table .............................................................................................................................. 7Inquiries .................................................................................................................................. 8Proposer Conference .............................................................................................................. 8Restrictions on Contract ......................................................................................................... 8Addenda to RFP...................................................................................................................... 8Clarification on Proposals...................................................................................................... 8Ownership of Proposals.......................................................................................................... 9Cancellation of RFP ............................................................................................................... 9Cost of Proposer Response ..................................................................................................... 9No Guarantee of Purchase...................................................................................................... 9Vendor Tours .......................................................................................................................... 9

PROPOSAL FORMAT CRITERIA...................................................................................................... 9Introduction............................................................................................................................. 9Proposal Organization ......................................................................................................... 10

PROPOSAL EVALUATIONS .......................................................................................................... 11

BUSINESS REQUIREMENTS ................................................................................................. 13FUNCTIONAL AREA: GENERAL .................................................................................................. 14

Flexibility .............................................................................................................................. 14Payment Records .................................................................................................................. 15Processing Options ............................................................................................................... 15Balancing .............................................................................................................................. 16Reporting............................................................................................................................... 16

FUNCTIONAL AREA: ACCOUNTING DIVISION (FINANCE BUREAU)............................................. 17Payment Records .................................................................................................................. 17Reporting............................................................................................................................... 18Balancing .............................................................................................................................. 18Audit Trail............................................................................................................................. 18Interface ................................................................................................................................ 18

FUNCTIONAL AREA: CIVIL DIVISION (1ST MUNICIPAL BUREAU) AND LAW DIVISION (COUNTYBUREAU).................................................................................................................................... 19

Processing Options ............................................................................................................... 19

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FUNCTIONAL AREA: CHILD SUPPORT, DOMESTIC RELATIONS, JUVENILE JUSTICE AND CHILDPROTECTION DIVISIONS (FAMILY LAW BUREAU) ...................................................................... 19

Processing Options ............................................................................................................... 20Interface ................................................................................................................................ 20

FUNCTIONAL AREA: CHANCERY, COUNTY, PROBATE AND CIVIL LAW DIVISIONS (COUNTYBUREAU).................................................................................................................................... 20

Processing Options ............................................................................................................... 21FUNCTIONAL AREA: CRIMINAL BUREAU ................................................................................... 21

Processing Options ............................................................................................................... 21FUNCTIONAL AREA: TRAFFIC DIVISION..................................................................................... 21

Processing Options ............................................................................................................... 22Interface ................................................................................................................................ 22Reporting............................................................................................................................... 22

FUNCTIONAL AREA: NON-FINANCIAL REQUIREMENTS.............................................................. 22Processing Options ............................................................................................................... 22Reporting............................................................................................................................... 23Product/Employee Support ................................................................................................... 23Maintenance.......................................................................................................................... 23

TECHNICAL REQUIREMENTS ............................................................................................ 25HARDWARE AND SOFTWARE REQUIREMENTS............................................................................ 25

Hardware .............................................................................................................................. 25Software ................................................................................................................................ 26

INTEGRATION VIA EXISTING COUNTY WIDE AREA NETWORK (WAN)...................................... 27INTEGRATION WITH CCC AND COUNTY SYSTEMS ..................................................................... 28NETWORK DEVICES AND WIRING .............................................................................................. 29DATA SECURITY ........................................................................................................................ 30INSTALLATION OF SYSTEM......................................................................................................... 30DESIGN DOCUMENT ................................................................................................................... 30BUSINESS CONTINUITY PLANNING............................................................................................. 31SYSTEM RESPONSE TIME ........................................................................................................... 31SYSTEM SUPPORT AND MAINTENANCE ...................................................................................... 31DOWNTIME ................................................................................................................................ 32

PHYSICAL SECURITY REQUIREMENTS .......................................................................... 33

THE CURRENT CASHIERING ENVIRONMENT............................................................... 35CURRENT FUNCTIONAL MODEL................................................................................................. 36

Accounting Division.............................................................................................................. 36Revenue Recording........................................................................................................... 36Revenue Balancing ........................................................................................................... 37Revenue Disbursement ..................................................................................................... 37

Civil and Law Divisions........................................................................................................ 37Revenue............................................................................................................................. 39Revenue Recording - Cashiering ...................................................................................... 39

Chancery Division ................................................................................................................ 40Revenue............................................................................................................................. 40Revenue Recording - Cashiering ...................................................................................... 41

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Probate Division ................................................................................................................... 42Revenue............................................................................................................................. 42Revenue Recording - Cashiering ...................................................................................... 42

County Division-1st Municipal District................................................................................ 43Revenue............................................................................................................................. 43Revenue Recording – Cashiering...................................................................................... 43

Domestic Relations Division................................................................................................. 44Revenue............................................................................................................................. 44Revenue Recording - Cashiering ...................................................................................... 45

Child Protection and Juvenile Justice Divisions .................................................................. 45Revenue............................................................................................................................. 46Revenue Recording........................................................................................................... 46

Criminal Division ................................................................................................................. 46Cash Register Close-Out................................................................................................... 46Revenue Reconciliation and Deposit - Field Audit .......................................................... 47Revenue Recording – Accounting Division ..................................................................... 47

Suburban Districts 2 - 6........................................................................................................ 48Traffic Department................................................................................................................ 49

Court Diversion................................................................................................................. 49Pre-Court Payments .......................................................................................................... 49Court-Ordered Payments .................................................................................................. 50

Civil Department................................................................................................................... 50Criminal Department ............................................................................................................ 51

Cash Register Close-outs .................................................................................................. 51

CURRENT TECHNICAL MODEL ......................................................................................... 52

ATTACHMENT A...................................................................................................................... 54COST TABLE .............................................................................................................................. 54

Cashiering............................................................................................................................. 54Security System ..................................................................................................................... 54Other Costs ........................................................................................................................... 54

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PROJECT OVERVIEW AND OBJECTIVES

Overview

The Clerk of the Circuit Court of Cook County (CCC) is responsible for recording, certifyingand managing the Cook County Circuit Court’s records. The CCC must also collect and disburseall Cook County Circuit Court fines and fees to Cook County and other Townships andAgencies.

The mission of the CCC is to serve the citizens of Cook County and the participants in thejudicial system in a timely, efficient and ethical manner.

The CCC consists of several bureaus/divisions responsible for a variety of tasks. While dutiesvary from one division to the next, every division within the CCC shares the common goal ofproviding professional, timely and customer-focused services to its customers.

The CCC, via this request for proposals (RFP), seeks proposals from qualified entities toimplement the most cost-effective, technologically sound, scalable, state of the art, cashieringsystem. The integrated cashiering system must include at least 128 cash registers and all relatedhardware/software capable of adapting to the best business practices for processing operationaland financial transactions (from payment collection and disbursement through balancing andreporting) for all case types filed with the CCC. Each register/collection source must providefull transaction processing for all functional areas and all case types filed within the CCC. Anappropriate number of the cash registers provided must be portable for use in the Clerk’s branchcourts and/or other “Out Call” satellite locations.

The CCC recognizes that technology is a central component of a larger effort to improve thefinancial business processes within the Office. In addition to the need to improve Cashiering, theCCC needs to vastly improve the physical security of the Office at all points of revenuecollection. In order to achieve this, this RFP also requests proposals for the installation of asecurity system to monitor and control all revenue collection points.

Objectives

The proposed Cashiering System shall:

� Provide hardware, software, software programming language and accompanying source codethat comply with current technologies and general information technology industrystandards.

� Provide ‘real-time’ cashiering and accounting functionality that allows for the collection offines and fees and the generation of general ledger, accounts receivable and accounts payableinformation that conform to generally accepted accounting principles (GAAP) and generallyaccepted auditing principles (GAAS).

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� Provide ‘real-time’ interface and/or integration with CCC case management and courtoperations systems.

� Provide interface and/or integration with CCC and other Cook County accounting systems.� Provide security functionality at the cashiering, accounting, operating system and

applications levels.� Provide quality assurance controls at the cashiering, accounting and technical change

management levels.� Provide detailed, ‘real-time’ reporting capability at the cashiering and accounting levels.� Train CCC staff to operate, maintain and support the new cashiering system.

The Security System shall:

� Provide hardware and software that comply with today’s digital security camera technologyand general security industry standards.

� Provide ‘real-time’ monitoring of all fines and fees collection points.� Provide access to camera viewing areas via remote workstations.� Provide security system access levels.� Provide for the archiving of digital recordings.

Project Timeframes

The Proposer shall propose a reasonable time frame to permit the development, integration andimplementation of a fully operational Cashiering System. This time frame must also include theinstallation of a fully operational security system.

Development and/or Product Modification

The Proposer must agree to develop or modify any pre-existing cashiering software with theguidance and assistance of CCC staff.

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ADMINISTRATIVE REQUIREMENTS

RFP Process and Rules

General

The CCC issues this Request for Proposal entitled “Request for Proposal for a Clerk of theCircuit Court of Cook County Integrated Cashiering and Security System”. This RFP process isintended to identify potential Contractors with which the Cook County Board of Commissionersmay, in its sole discretion, elect to enter into a Contract for the Proposed System, its installationand for the training of CCC staff to operate, maintain and support the new system.

It is expressly understood and agreed that the submission of a Proposal neither require norobligates the County of Cook to pursue a contract with any Proposer. All negotiations aresubject to the consideration and approval of the Cook County Board of Commissioners,which may accept or reject any proposed contract in its sole discretion.

The proposed system shall replace the existing CCC cashiering system and interface and/orintegrate with CCC case management and court operations systems.

The CCC shall entertain proposals for a cashiering system which is a newly developed cashieringsolution customized for its specific use or consisting of a packaged cashiering solution, that canbe modified to meet the needs of the CCC.

CCC shall retain the right to ownership of source code for newly developed solutions, and shallconsider entering into an agreement with the Contractor, if any, for all product source code andownership of all modification source code for packaged (pre-existing) solutions.

The CCC shall entertain a proposed cashiering system that interfaces and/or integrates withexisting CCC accounting systems or directly interfaces and/or integrates with Cook Countyaccounting systems.

Review Committee

A Review Committee comprised of the CCC Cashiering Project Team, along with the CookCounty Chief Information Officer shall collect, review, and evaluate all responses to this RFPand report directly to the Honorable Dorothy Brown, Clerk of the Circuit Court of Cook Countyand the CCC Technology Oversight Committee (TOC), advising the Clerk and the TOC as to thequality of the responses. Clerk Brown or her designee shall then present her recommendation, ifany, to the Cook County Board of Commissioners for its consideration.

The Review Committee may identify as few or as many proposers as it deems appropriate for thepurpose of discussion. The final decision on whether and under what circumstances to contract

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and/or negotiate a contract shall remain with the Cook County Board of Commissioners in itssole discretion.

The Review Committee may, in its sole discretion, recommend a single proposer for the entireproject or may recommend that Cook County enter into contracts with multiple proposers forseparate components of the project.

Submission of Proposals

The submission of a proposal neither requires nor obligates the CCC to recommend, nor does itobligate the Board to pursue a contract with a proposer.

Proposals must be submitted in accordance with the requirements of this RFP and follow theguidelines outlined in “Proposal Format Criteria”. All proposals are to be received at the addresslisted below by 5:00 p.m. CST on July 3, 2002. Proposals received after the stated date and timemay be rejected by the Review Committee.

Proposals must be submitted in two separate media formats. The package shall contain ten (10)copies of the proposal written on 8.5 x 11 inch paper, placed in separate binders along with onecopy of the proposal on a diskette or CD-Rom (Microsoft Word format is preferred). Proposalsmust be addressed and delivered to Craig Wimberly, Chief Information Officer, to the followingaddress only:

Clerk of the Circuit Court of Cook CountyDaley Center – CL-2550 W. Washington BoulevardChicago, Illinois 60602

Cost Proposal and Payment schedule

Each proposal shall include a cost proposal and a payment schedule, which shall be based onproject milestones, including final acceptance of the proposed system. Submission of this costproposal and payment schedule shall not be construed to bind Cook County in any way, should itelect to pursue negotiations with a Proposer. Proposers shall also include cost estimates for anestimated number of contingency hours for additional system enhancement services.

Time Table

The Instruction letter sets forth the dates and times of certain critical events relative to theproposal process, including submission of inquiries, submission of proposals and the proposertours and conference.

It is the intent of the Review Committee to adhere to this schedule contained in the Instructionletter. The Review Committee, however, reserves the right to change any of the dates in theInstruction letter. Registered proposers shall be notified in writing or via email of such changes.

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Inquiries

A proposer may submit technical, contractual and procedural and business process-relatedquestions concerning this RFP no later than the dates and times specified in the Instruction letter.All questions must be in writing to Mr. Craig K. Wimberly and may be mailed or delivered to theabove address, faxed to (312) 603-4339, or e-mailed to ckwimbe@cookcountygov.com. TheReview Committee shall consolidate and review inquiries received before the scheduleddeadline, prepare written answers, and mail and/or e-mail them to each proposer that hasregistered for this RFP with the CCC.

Proposer Conference

Proposers are strongly urged to attend the Proposer Conference at the date, time and placespecified in the Instruction letter. During this meeting, the Review Committee shall answerquestions relating to the RFP. Any questions requiring written answers must be submitted inwriting at the conference.

Restrictions on Contract

From the release date of the RFP and until a determination is made and announced regarding thereview of a proposer as a result of this RFP process, and for the selected proposer until a contractis signed, all contact with personnel employed by or contracted with the CCC or any member ofthe Review Committee, save and except those made pursuant to any pre-existing obligations,must be approved, in advance, by the Clerk of the Circuit Court of Cook County or her designee.During this time period, no prospective proposer shall approach personnel employed by orcontracted with the CCC concerning employment. Violations of these conditions shall beconsidered sufficient cause by the CCC to reject consideration of a proposal, irrespective of anyother consideration.

Addenda to RFP

If it becomes necessary to revise any part of this RFP, or if additional information is required toclarify any of its provisions, a supplement shall be provided to each proposer that has registeredfor this RFP with the CCC.

Clarification on Proposals

Any proposer may be requested to discuss or clarify its proposal with the Review Committee atany time. Such discussion or clarification is at the complete discretion of the Review Committee.A proposer is cautioned that the Review Committee is not required to seek clarification, butreserves the right for clarification at its discretion. Therefore, proposers shall be as clear andunambiguous as possible in their response and must follow the guidelines stated in “ProposalFormat Criteria”.

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Ownership of Proposals

All material submitted by a proposer becomes the sole property of the CCC. The CCC shall beunder no obligation to return any proposals or materials submitted by a proposer in response tothis RFP and may use such proposals for purposes of evaluation and selection of a proposedsystem. Specific information, which is proprietary to a proposer, must be clearly marked as such.

Cancellation of RFP

The CCC retains the right to cancel this RFP at any time.

Cost of Proposer Response

No costs or expenses incurred by any proposer in responding to this RFP shall be borne by theCCC or Cook County.

No Guarantee of Purchase

The CCC makes no guarantee that any purchases shall take place or any contracts entered into asa result of this RFP.

Vendor Tours

Due to space limitations, the proposer is requested to limit their representatives for the VendorTour to four (4) people. For satellite tours, the proposer is limited to two (2) representatives. Aproposer must contact Mr. Craig K. Wimberly at (312) 603-3100 by June 10, 2002 to registerfor all tours.

Proposal Format Criteria

Introduction

It is necessary that the instructions in this section be strictly followed to expedite the evaluationof proposals.

The information contained in all proposals must include detailed responses to each requirementand must be organized in the exact sequence as shown in this RFP. Accuracy and completenessis essential. Omissions shall be regarded as non-compliance by the proposer. Proposers arefurther cautioned not to make any claims or statements for which they are not prepared or able tocontractually commit.

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Each proposal shall include six (6) parts and must be organized as outlined below:

Proposal Organization

Part 1) Transmittal Letter

The proposer’s proposal must consist of a letter of transmittal signed by an individual authorizedto contractually bind the proposer. The proposer must include the name, title, address andtelephone number of one or more individuals who are authorized to negotiate and sign a contract.

The proposer must include the name, title, address, telephone number, fax number and emailaddress of one or more individuals who can respond to requests for additional information. Theproposers shall fully disclose details regarding its legal identity (i.e. business structure),including any assumed names used by the proposer.

Part 2) Proposer Qualifications

The CCC requires that the proposer be singularly responsible for the preparation of the responseto this RFP and be the entity which is proposed to be primarily responsible for theimplementation of the proposed system. Should the proposer plan to use subcontractors, theproposer must still be primarily responsible for the implementation of the proposed system.

In the event that more than one proposer is selected to meet the requirements of this RFP, eachselected proposer shall be primarily responsible for the implementation of their respectiveproposed system.

The proposer must also describe the type of contractual arrangements that shall exist with allsubcontractors. The proposer shall be responsible for meeting all of the terms of any contractresulting from this RFP. The CCC must approve, in advance, the use of any subcontractor.Contracts or letters of intent, between the proposer and the subcontractors must be submitted tothe CCC as part of the proposal.

The proposer and identified subcontractors must describe their qualifications to provide theproposed system, including but not limited to a description of the number and types of similarsystems, including cashiering components, previously developed by them.

The proposer must submit three (3) references. The references must have had experience withthe proposer performing tasks similar in application to those described in the RFP. The proposermust name a specific contact with each reference provided.

The proposer and its contractors must state the number of years their respective companies havebeen in business providing similar equipment and services as proposed in this RFP.

The proposer must explain the circumstances if the proposer’s name has changed or if theproposer has been bought by or sold to another company in the past five (5) years.

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The proposer must provide their annual audited profit and loss statements for Fiscal Years 1999,2000 and 2001.

Part 3) Proposed System(s)

The proposer shall describe, in detail, the proposed system(s) which must meet, but are notlimited to, the base case business and technical requirements detailed in this RFP. The proposedsystem(s) shall include a graphical presentation of the proposed technical architecture andenvironment. The proposed system(s) shall include a representation of the business processflows in order to depict how the proposed system will integrate into the business procedures ofthe CCC.

Part 4) Project Management

The proposer must describe its project methodology and provide a preliminary project schedulethat depicts activities and their durations, resources and associated costs, milestones, anddeliverables for each phase of the project from its commencement through final acceptance. Theproposer must describe its testing philosophy and methodology, any regression testing and theproposed development environment that will be used for each component of the proposedsystem. Additionally, a table of assumptions shall be included as part of the proposal for anyproposed system testing.

Part 5) Cost Proposal

The proposer must complete the cost proposal table as outlined in Attachment A.

In submitting its proposal, proposer certifies that the prices proposed have been arrived atindependently, without consultation, communication, or agreement with any Cook Countyemployee, or its agents.

Part 6) Minority Business Enterprise /Women Business Enterprise

In the event that the proposer is a majority-owned business, the proposer shall understand theMBE/WBE contract-related goals of Cook County and respond accordingly.

Proposal Evaluations

The Review Committee shall review the proposals submitted in order to assist the Clerk of theCircuit Court in making a recommendation to the Board of Commissioners. While cost shall bea primary criterion in selecting a proposer for the contract award, the CCC will seek the mostcost-effective, value-added solution and shall consider factors other than cost in doing so.

The Review Committee may, at its discretion, conduct site visits and/or invite a small number ofproposers to make an oral presentation to the Review Committee and the CCC TechnologyOversight Committee. Please note that the CCC may consider, at its discretion, as few or asmany proposers as deemed necessary for purposes of the proposer evaluation process.

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The decision whether to pursue a contract with any proposer recommended by the CCC shall restwith the Cook County Board of Commissioners.

A proposal may be rejected at the discretion of the Review Committee for any reason the CCCdeems appropriate.

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BUSINESS REQUIREMENTS

The following information sets forth the minimum functional requirements of the proposedintegrated cashiering system. The requirements are universally intended to reflect the base caseprocessing needs of all functional areas of the Clerk's Office. This document is not intended toserve as an all-inclusive resource. The party or parties selected to develop and implement theproposed integrated cashiering system will be required to use any and all information and/orpersonnel selected by the CCC to validate the current and future re-engineered business model.

The following organization chart presents all of the internal CCC divisions that will be impactedby the Cashiering System:

Insert A

Clerk of theCircuit Court

Family Law Bureau

1st Municipal Bureau

County Bureau

Cash Register Deployment

Traffic Division

Civil Division

Domestic Relations Division

Child Support Division

Chancery Division

Probate Division

County Division

AdministrativeDivisions Criminal

Bureau

Accounting

Bonds Division

MunicipalCriminal Division

County CriminalDivision

Record Management Child Protection

Division

Juvenile Justice Division

Law Division

These departments are spread across six major Cook County districts and several branchlocations covering Chicago and the Cook County suburbs.

The current Cashiering System also includes functionality for randomly and manually assigningcases to judges’ calendars. If the proposed system provides this functionality, divisions withinthe Office of the Chief Judge will also be impacted by the new Cashiering System.

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Functional Area: General

The Clerk of the Circuit Court of Cook County is the official record keeper of the largest unifiedcourt system in the world. Each year the CCC serves 37,000 attorneys, 430 judges, 129suburban police departments, 25 Chicago Police Districts and more than 800 other governmentaland/or law enforcement agencies.

There are approximately 2,300 CCC employees who process more than 18 million case activitiesa year. Employees of this office are non-judicial officers of the Circuit Court and share acontinuing mission to provide the highest level of service to the citizens of Cook County, theCourts and other participants in the judicial system.

In an effort to provide the best local court services to such a large population and ensurehorizontal alignment with the judiciary, the CCC is organized by Circuit Court Rule into variousdepartments, divisions and districts, each of which is designated to process specific types ofcases. (See Insert A on page 12).

Whether a party initiates or responds to a lawsuit in Cook County, they are required to filedocuments with the CCC before a case can proceed through the Court(s). All documentssubmitted for entry into the official court record before, during, or as a result of a hearing areprocessed by the CCC.

In addition to being the official keeper of the court's records, the CCC must also collect, recordand disburse filing fees, court ordered and statutorily mandated fines, court ordered deposits, bailbond funds and costs, as well as perform all other functions pertaining to their offices as requiredby law. To more accurately and efficiently provide these services, the CCC seeks (in addition tothe specific functional requirements stated herein) an integrated cashiering system designed tofacilitate best practices in the following categories:

Flexibility

� Support for at least 24 specialized keyboard functions to perform cashiering functions� Ability to define at least 200 different input windows for different types of payments� Support for 2000 different payment types and payment parameters� Ability to define 20 different sources of payment such as over-the-counter, mail or Internet� Ability to distribute each payment to 100 different revenue accounts� Ability to define 20 different tender types including cash, personal checks, cashier's checks,

money orders, credit cards, debit cards, billing and bonds� Support for at least 500 different user-defined data fields associated with payment

transactions� Support for at least 5,000 different payment transactions per cash register, per day� Ability to define 50 different receipt formats with at least 5 lines of receipt data each� Ability to define 50 different endorsement formats to be printed on checks� Capable of handling payments up to $9 million� Capable of handling report totals up to $9 billion

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Payment Records

� Automatic date and time stamp on all payments� Track source of each payment (over-the-counter, mail, court room, etc.)� Automatic incrementing and recording of transaction numbers for each group of charges paid

together� Automatic incrementing and recording of receipt numbers for each charge� Record type and amount of each transaction (cash, check, credit card) paid� Record each payment in three (3) places to protect data integrity� Provide automatic back-up/restoring for all payment data� Allow for accurate, efficient and reliable archival and retrieval of detailed payment data� Post all payments to a payment database for subsequent reporting and backup

Processing Options

� Multiple types of payment (cash, check, credit card) paid for a single transaction� Multiple charges paid with a single tender� Multiple charges paid with multiple tenders� Error correction capability prior to completing a transaction� Void or reversal capability after completing a transaction� Ability to suspend a payment and complete processing that payment at a later time on a

different workstation� Automatic printing of a receipt for each charge� Ability to print duplicate receipts� Automatic printing of endorsements for itemized types of payment (checks, money orders)� Ability to print duplicate endorsements� Ability to process credit and debit cards for selected types of payments� Automatic allocation of payments to revenue accounts� Ability to process partial payments where allowed� Provide all hardware, software and interface capability necessary to accept, process and

record debit, credit and check-less transactions� Allow transaction to be suspended while attorney clears up NSF issues� Require selection of a payment type, defaulting to the payment type last selected� Automatically recall attorney name, address, billing eligibility and NSF status based on

Attorney File� Allow input of information appropriate for the type of payment such as Lawsuit Amount and

Jury Request Code� Display a message when the lawsuit amount is inappropriate for the payment type and alter

user when suit amount exceeds case type limits� Allow for fee waiver and/or reduction based on indigent status, approved by authorized

personnel� Allow approval of voids by managers� Allow entry of up to 10 fields of filing information for each of up to 100 documents

associated with a case. Fees may or may not be associated with each document

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� Allow multiple charges and fees to be entered for each case based on table of allowable fees.Allow these fees to be changed by the cashier if a reason code is entered

� Record original fees based on table, actual fees collected and reason for change to trackwaived and reduced fees

� Allocate payment amounts to revenue accounts based on recorded itemized charges� Calculate and display running total of all itemized charges� Require entry of tender type(s). Allow cash, checks, cashier's checks, traveler's checks,

money orders, billing and/or credit/debit cards based on authorized tender for each type ofpayment

� When billing is allowed and requested, the receipt should indicate that the attorney will bebilled

� Validate filing document or receipt with case number, judge, attorney number, current date,itemized list of fees and a total of the fees

� Total charges by attorney number and case number within each transaction� Require scanned or keyed entry of an account or case number� Display amount(s) due on the payment screen� Allow additional fees to be entered based on table of fees for the year of the judgment� Allocate payment amounts to revenue accounts based on recorded itemized charges� Require entry of tender type(s) (cash, check, etc.)� Validate multi-part receipt for each payment� Require entry of a file number (bond number) for each bond� Allow up to 20 data fields of user-defined data to be entered for each bond� Require entry of bond amount for bond payments

Balancing

� Separate cash drawer totals for each cashier� Ability to balance cash drawer on demand� Ability to review cash drawer balances and deposit totals on the screen� Ability to reconcile cash drawer balances with actual cash drawer balance� Ability to count cash by bundle and loose currency� Automatically provide complete and automated deposit slips from each cash register� Provide a central payment data depository and at the close of each business day, an

automatically generated central teller sheet for all cash registers representing the paymentdetails from every cash register transaction at each district, division, branch court, kioskand/or other collection source/location

� Provide programmable cashier lock-out feature that would prevent more than one cashierfrom gaining access to the same drawer without a subtotal between them

Reporting

� Provide customized reports congruent to the Cash Receipts Journals currently prepared byCCC Bookkeepers

� Provide the ability to customize reports into categorical comparative groupings, (i.e. allregisters in a given district, area of law, etc).

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� Allow for accurate, efficient and reliable electronic payment collection, classification,balancing, deposit, disbursement and internal/external reporting of all fines, fees and costsrelated to any and all customers receivables.

� Ability to print a check register on demand listing individual checks and the total number anddollar amount

� Daily Report of revenue distribution totals by cashier, location, division and all operations� Daily Report of tender type totals received by each cashier� Daily Report of fee type totals received by each cashier� Printed and electronic audit trail of all payment transactions� Accommodate ad-hoc reporting using all payment data� Produce statistical reports summarizing payment activity by time of day and source of

payment� Reports must be viewable on the screen and printable on a user selectable printer� Provide a temporary Cash Receipts Journal posting file to be verified by the Bookkeepers

prior to transmission to Accountants� Print an exception report of all un-posted (voided) payments from external sources

Functional Area: Accounting Division (Finance Bureau)

The Accounting Division is responsible for recording and disbursing funds collected, via allother functional areas of the Office, in the form of fees, fines, court-ordered deposits, bail bondsand court costs related to all court actions in Cook County. In order to more accurately andefficiently provide these services, the Accounting Division seeks (in addition to the generalrequirements stated herein) an integrated cashiering system designed to facilitate best practices inthe following categories:

Payment Records

� Record all payment transactions in a local transaction file on the PC, in an office-wideconsolidated database on a separate computer and on a master consolidated database on athird computer for data integrity

� Backup payment transactions on the PC and both databases daily� Store payment transactions on the PC for at least one week� Store payment transactions in the office-wide database for at least one year� Store payment transactions in the master consolidated database for at least one year� Archive payment transactions in both databases older than one year� Support retrieval of archived payment transactions for audit and reporting purposes� Provide recovery function to update or correct database files from other copies of the data� Record date and time of all access and activity performed by the system� Record a unique receipt number for each individual case payment� Record a unique transaction number for all receipts paid together� Record the location, workstation number, cashier ID and batch number for each payment� Record the source of each payment (over-the-counter, mail, Internet, telephone, etc.)

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Reporting

� Provide a screen display showing cash drawer balances for a selected cash drawer� Produce reports on demand to document cashier balances, tender balances, transaction type

balances, voids and waived fees by cashier and location� Produce Daily Reports of collection activities by cashier, location, division and all divisions

(consolidated)� Daily Reports must facilitate the reconciliation of cash drawer tender balances by authorized

users� Daily reports must facilitate the reconciliation of amounts received by fee type� Produce Audit Reports that document all access and activity in the system and identify the

user performing each activity� Produce transaction reports on demand for verification and validation of payment details� Produce a report of transactions with overpayments and underpayments on demand� Produce a report of voided transactions on demand� Produce a report of all refund transactions on demand

Balancing

� Provide a batch closing process that forces reconciliation of cash drawer balances withcounted cash

� Provide an end-of-day closing process that enforces the closing of all open batches and closesthe day to further processing

Audit Trail

� Provide paper receipts and/or validate another document with details of each paymentincluding date and time of payment, processing date, location, workstation, cashier ID, batchnumber, receipt number(s), transaction number, payment type(s) and amounts, and tendertype(s) and amounts

� Maintain electronic copy of all printed receipt images for at least one year� Endorse all itemized tenders (checks, cashier's checks, traveler's checks, money orders, etc.)

with the details of the payment including date and time tendered, processing date, location,workstation, cashier ID, batch number, transaction number, receipt number range and theamount tendered

� Maintain an electronic copy of all endorsement images for at least one year� Archive receipt images and endorsement images older than one year� Support retrieval of archived receipt images and endorsement images for audit and reporting

purposes

Interface

� Post daily summaries of all collection activities to ACCPAC based on revenue distributionrules maintained by the system for review and approval by accounting

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� Post refund transaction details to ACCPAC for subsequent check printing and accounting

Functional Area: Civil Division (1st Municipal Bureau) and LawDivision (County Bureau)

The 1st Municipal Bureau includes the Civil Division and the Traffic Division. Traffic-specificfunctionality is discussed separately.

The Civil Division is responsible for handling civil cases wherein the amount sought by thelitigant(s) is $30,000 or less where either the defendant or the occurrence is within the City ofChicago. The types of cases that are heard include contract, property damage, personal injury,eviction, replevin, attachments, garnishments and housing.

The Law Division (recently moved to the County Bureau) is responsible for handling civil caseswherein the amount sought by the litigant(s) is greater than $30,000 for the city of Chicago or$100,000 where either the defendant or the occurrence is within the geographic boundaries ofMunicipal Districts 2-6 (suburban).

In order to more accurately and efficiently provide these services, Civil and Law seek (inaddition to the general requirements stated herein) an integrated cashiering system designed tofacilitate best practices in the following categories:

Processing Options

� Record payments made for all Civil and Law related payment types� Support multiple-fee options for each charge to accommodate municipal and individual

attorney rates. Automatically select municipal rates when the attorney number indicates amunicipal account. Automatically select individual rates when the attorney number indicatesan individual account

Functional Area: Child Support, Domestic Relations, Juvenile Justiceand Child Protection Divisions (Family Law Bureau)

The Family Law Bureau consists of four major divisions and several support services.

The Domestic Relations Division processes cases wherein the litigant seeks a divorce, legalseparation or invalidity, post decree issues and civil orders of protection.

The Child Support Division processes cases involving the legal establishment of parentage, childcustody, sets child support payments from non-custodial parents to a child or children residingwith custodial parents.

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The Juvenile Justice Division processes cases involving children under the age of 17 (minors)who have violated federal or state law(s) or select municipal ordinances other than traffic,boating, fishing, and gaming law violations.

The Child Protection Division processes cases involving children under the age of 17 (minors)requiring authoritative intervention, including addicted minors, dependant, neglected or abusedchildren.

In order to more accurately and efficiently provide these services, the Family Law Bureau seeks(in addition to the general requirements stated herein) an integrated cashiering system designedto facilitate best practices in the following categories:

Processing Options

� Create a separate payment type for Child Support H.B. 277 fees� Record and process fees and payments collected for all child support related payment types� Automatically lookup account in TKIDS and retrieve payer and payee names, addresses,

payment(s) due, and up to 10 other fields of relevant information to process a payment� Display information retrieved from TKIDS on the payment screen� Post child support payments to a payment database for subsequent reporting and backup� Record and process all fees and payments collected for all Domestic Relations case types� Record and process all fees and payments collected for Juvenile Justice case types� Record and process all fees and payments collected for Child Protection related case types

Interface

� Automatically update TKIDS with payment details

Functional Area: Chancery, County, Probate and Civil Law Divisions(County Bureau)

The County Bureau is divided into four divisions: County, Probate, Chancery and Civil Law.Please refer to the Law Division narrative above.

The County Division processes cases involving mental health, adoption, the emancipation ofminors, various issues related to taxes, tax deeds, elections, unclaimed property and certificatesof error.

The Probate Division processes cases involving wills, estates of the deceased, guardianship,estates of the disabled, minors and wards of the State of Illinois, and processes passportapplications.The Chancery Division processes cases involving equitable remedies which are filed under thecategories of Class Actions, Declaratory Judgments, Mortgage Foreclosures, Injunctions, mostAdministrative Reviews, Changes of Name, General Chancery and Mechanic Liens.

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In order to more accurately and efficiently provide these services, the County Bureau seeks (inaddition to the general requirements stated herein) an integrated cashiering system designed tofacilitate best practices in the following categories:

Processing Options

� Record payments made for all Probate court related payment types� Record payments made for all Cook County court related payment types� Record payments made for all Chancery court related payment types

Functional Area: Criminal Bureau

The Criminal Bureau consists of two sections: The Criminal Department and The CriminalDivision.

The Criminal Department is responsible for the administration and maintenance of records ofmisdemeanor criminal and quasi-criminal actions that occur in the city of Chicago. TheCriminal Department also processes cases involving preliminary hearings of felonies andmisdemeanors.

The Criminal Division processes cases involving criminal offenses committed within CookCounty, which are punishable by imprisonment in a penitentiary including Habeas Corpus andextradition in criminal matters. Other functions include processing petitions to expunge recordsof arrest, all post conviction matters and the preparation of the official Circuit Court record forcases wherein a litigant has filed for an appeal.

In order to more accurately and efficiently provide these services, the Criminal Bureau seeks (inaddition to the general requirements stated herein) an integrated cashiering system designed tofacilitate best practices in the following categories:

Processing Options

� Record payments made for all criminal court and bond-related payment types� Automatically lookup criminal cases in KRIMS and retrieve defendant name, address,

agency, bond number, bond amount, criminal charges and up to 10 other fields of relevantinformation to process a payment

� Display information retrieved from KRIMS on the payment screen

Functional Area: Traffic Division

The Traffic Division processes cases involving major and minor vehicular moving violations ofthe Illinois Vehicle Code. In order to more accurately and efficiently provide these services, the

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Traffic Bureau seeks (in addition to the general requirements stated herein) an integratedcashiering system designed to facilitate best practices in the following categories:

Processing Options

� Record payments made for all traffic-related payment types, i.e. Pre-Court, Court Diversions,Over-the-Counter, Court Cash, Outlying Courts and Motions

� Require scanned or keyed entry of a ticket number� Allow additional charges to be entered based on table of fines for the year of the ticket� Post traffic payments to a payment database for subsequent reporting and backup

Interface

� Automatically access ticket number in TRIMS and retrieve defendant name, address, agency,bond number, bond amount, traffic charges, and up to 10 other fields of relevant informationneeded to process a payment

� Automatically update TRIMS with payment details� Automatically (upon scanning the ticket search the TRIMS database to determine if a case

involves a mandated appearance by a motorist and thereby not allow a payment transaction tooccur with out managerial system over-ride

� Retrieve a batch file of payments from external sources, perform edit checks and post thesepayments to all appropriate files

� For Motions, retrieve Motion Court Date and Motion Fine Amount from TRIMS to process aMotion payment

� Display information retrieved from TRIMS on the payment screen

Reporting

� Print a Certificate of Disposition Report on Demand� Print a Motion log sheet on demand� Print a Daily Bond Transmittal Report including bond details and totals of each bond type

and tender type

Functional Area: Non-Financial Requirements

Processing Options

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� Provide Case Randomization Processing: randomize cases to Calendar/Judge/Courtroombased on percentages and/or user (Judges) specifications. Requirements will vary by division,consequently, multiple methods of case randomization are required.

� For new cases, automatically assign a unique case number based on a file of case numberranges by location

� For existing cases, allow entry of the case number� For new cases, allow the user to manually assign a judge or automatically assign a judge to

the case based on a judge allocation table and rules including case type and scheduled load.Where more than two judges are available, the assignment should be randomly assigned perrequirements of the Office of the Chief Judge.

� Display attorney name, address and NSF status on the payment screen. Require cashier toacknowledge any message of unsatisfactory NSF status

� Allow managers/administrators to update the NSF status for an attorney� For Motions, print a Motion Form with information retrieved from TRIMS and control

number� Print a numbered Certificate of Disposition on demand

Reporting

� Produce complete, automatically generated standard forms (i.e. Cook County General Forms)currently in use to support and/or serve as financial source documents required forCertification of dispositions, motions, photocopy requests, expungments, and all other specialservices

� Generate labels for case files from the "new case" batch file including barcodes

Product/Employee Support

� Provide hands-on training for Clerk of the Circuit Court Management Team Members� Provide an on-screen help guide� Provide a written, step by step operations guide� Provide a step by step videotape and/or Power Point presentation to support future in-house

training

Maintenance

� Provide a process to add, edit and delete Motion Form control sequences across allworkstations

� Provide a process to add, edit and delete Certificate of Disposition control sequences acrossall workstations

� Maintain a separate pool of pre-numbered Certificate of Disposition and Motion Formcontrol numbers on each workstation for use when the network is down

� Provide a process to Void Certificate of Disposition control numbers and enter a reason code� Provide a process to add, edit and delete attorney-related information from a new attorney

file. Information should include a 5 digit attorney code; attorney name and address, billingeligibility code and an NSF check flag

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� Port the existing Attorney File to the new Attorney file maintained by the system� Provide a process to add, edit and delete case number sequences for assigning case numbers� Provide a process to add, edit and delete "Change/Void Reason" codes and descriptions� Provide a process to void Motion Form control numbers and enter a reason code� Automatically adjust time and date

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TECHNICAL REQUIREMENTS

The Cashiering System represents the overall composition of hardware, software, networkingcomponents, and cash register peripherals.

The following information sets forth the minimum technical requirements of the proposedintegrated cashiering system. Requirements are universally intended to reflect the technical basecase processing needs.

Hardware and Software Requirements

The proposer shall include within its Integrated Cashiering proposal, detailed technicalspecifications for the proposed system that includes all proposed hardware and software thatshall run on each unit of hardware including connectivity as it relates to the requirements andobjectives of the system.

Note: The CCC views the solution as being several Cash Register LAN segments inter-connectedthrough the Cook County WAN.

The proposer shall be responsible for the supply and installation of all hardware and softwarerequired to implement the system including, but not limited to, the following:

Hardware

All hardware shall comply with current industry standard specifications at the time of systemimplementation. The proposed operating system shall meet the current industry standards thatare supported by today’s technology and anticipate a life of at least five years of standardization.

The proposer must also provide a detailed list of all equipment and its costs including, but notlimited to, any hardware and the number of personnel or environmental requirements necessaryto operate any and all functions of the proposed system. CCC retains all rights to review andauthorize or reject any system hardware.

� Support 100MB Ethernet LAN technology� Check Printing. Print automatically on the face of the check: (payable to) Clerk of the

Circuit Court, date, numeric and written dollar amount� Check Endorsing. For payments made by check, the register should print the Clerk’s Office

endorsement on the back of the check. If multiple checks are received as payment, theregister should reprint the endorsement on each check.

� Check Authorization. The register must support a check authorization system, such asTELECHECK.

� Credit Card Authorization. The register must read the magnetic stripe on a credit card, andconnect to a credit card authorization system to obtain approval.

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� Debit Card Authorization. The register must read the magnetic stripe on a debit card, andconnect to the appropriate online system to affect the transfer of funds.

� For security, a keypad should be available for the customer to enter a PIN code.� Alphabetic Input. The cashier may need to enter alphabetic data such as the customer's name

into the register system. Consequently, the register must accept alphanumeric input data.� Customer Display. Register should provide an adjustable display that is viewable by the

customer.� Cashier Display. A thin TOUCH-screen display is preferred.� Cash Tray. Register must have a keyless, lockable, two-drawer, one piece cash tray.� Wireless LAN. In certain locations, the Clerk may wish to connect the registers using a

wireless LAN. The cash register should support connection to a wireless LAN device,however, this is a flexible requirement.

� Slip Printer. This printer should be capable of handling thick documents, printing barcodes,varying font sizes, and reprint requests.

� Quiet Printer Option. The register must provide a thermal journal and endorser printer withreprint capability.

� The primary database server should contain enough hard drive space to store all paymenttransactions for at least three years with Raid Level 5 support.

� Support two balancing workstations with access to network based laser printers in eachBond/Verifier Room. These printers should also be available to cashiering workstations forvarious reporting needs.

� Provide upgradeable readers to read bar codes on ticket forms and other documents.� Provide journal/validation printers that can print tear off receipts, validate documents and

endorse checks.� Provide a mechanism to identify suspect currency.� Provide bar code scanners capable of reading all Clerk of the Circuit Court bar coded court

files/documents.� Noise technology device. Quiet operation must occur in and around courtrooms.� Internal Speed. The internal register processor speed must be fast enough to support a

minimum of 80 transactions per hour.

Software

� Provide industry standard anti-viral software for all equipment.� Support connectivity to Case Management applications via emulation software.� Support COM object connectivity between emulation sessions and the automated, integrated

cashiering system.� Provide industry standard connectivity over the LAN, WAN, and Internet networks.� Provide full integration via an expandable relational database which allows for immediate

access to payment data from every collection source. Access must be security controlled.� Facilitate electronic access to all applicable fine and fee schedules related to the Office of the

Clerk of the Circuit Court. The program must allow (via secured access) for easy

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maintenance of fee schedules to support legislative changes. If possible, maintenance of feeschedules should be user driven.

� Facilitate case randomization for every applicable functional area.� Utilize the latest Microsoft Windows operating system for all workstations.� Utilize the latest Microsoft Windows operating system on all servers.� Utilize relational database technology to store all payment transactions.� Provide credit/debit card authorization software capable of communicating with all of the

major service providers.� Support a distributed payment database that is also integrated.� Provide Software necessary to display a customized message at the conclusion of each

transaction.� Provide scalable font capability.� Smart Card. New technology cards should also be supported for accepting payments.� Remote update of register data, fee amounts, courtroom availability, and other data items

used by the register system change periodically. The CCC will need the ability to changethese values remotely, without the need to physically access each individual register. Thecash registers need to accept these data changes as a part of normal operations yet betransparent to the cashier.

� Announcement Header. The register must update its announcement with data received froma remote location.

� Monitor Register Activity. The CCC needs the ability to monitor activity occurring onindividual registers, and be able to alert a supervisor when certain events (e.g. cash totalexceeds a certain amount) occur.

� Opening and Closing Balance Aid. When the register is opened and closed, a currencydenomination screen appears. This screen allows the input of currency information based onquantity and denomination. It also allows for the printing of a report, which has room forthe cashier's signature. The purpose of this screen is to aid in balancing the register.

� Upgrade Options. The vendor should provide a list of upgrade options and any associatedlimitations.

� Receipt. Registers should print a receipt only at the full completion of a transaction.� Error Correction. Before the end of a transaction, the cashier must correct any line item in

error.� Training Mode. Register should have a 'training mode' that allows a trainee cashier to use the

register virtually without affecting or causing any 'live' transactions.

Integration via Existing County Wide Area Network (WAN)

The entire Proposed System shall integrate fully via the Cook County wide area network (WAN)as appropriate. All servers and/or storage networks proposed within the system solution shouldalso be configured to connect to the County’s WAN.

Following is a general technical architecture for the future Cashiering System:

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Cashiering Server

Network Cable

Network Server

Workstation

Cashiering Server

Network Cable

Workstation

Mainframe

CookCountyWAN

District 1A LAN segmentin Chicago.

This could be a LAN segmentin one of the suburban districts.

Integration with CCC and County Systems

The Cashiering System shall fully integrate with CCC Case Management and Court Operationssystems. The Cashiering System must also interface with existing CCC and County financialmanagement systems.

A graphical presentation of all required points of integration and interface follows:

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Note: The CCC is currently exploring the development of an interface between the currentCashiering System and the Cook County Sheriff’s Department systems. Based on the results ofthis assessment, an interface with Sheriff’s Department systems may be required as a conditionof this RFP.

Network Devices and Wiring

The Proposal shall identify all components of networking equipment that will be necessary inorder to operate the proposed system; such components shall not include data wiring, bridges,hubs, routers, switches or other wiring closet devices and hardware, or any networking materialsor equipment, that reside within the wall plates of the wiring network.

The Contractor, if any, shall be responsible for the supply and installation of all networking andcommunication devices that reside outside the wall plates of the wiring network. This mayinclude modems and other communication devices necessary to complete the system.

ProbateSystem

FamilyLaw

Systems

KRIMS ChancerySystem

CivilSystem

IntegratedCashiering

System

TKIDSInterface

TRIMSLaw

System

AccountingSystems

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Data Security

� The system shall have the ability to provide on-line access violation reporting of theterminated Logon-IDs due to password violations.

� The client-server solutions shall have the ability to provide hardcopy and on-line accessviolation reporting due to attempts to access files or data not granted for a given "Logon ID"or terminal. The report shall include, but not be limited to, Logon ID, Terminal ID, date andtime, and name of file attempted to access for each incident.

� The Proposed System shall automatically disconnect a terminal after predetermined periodsof inactivity and require at least the password to be verified before granting continued access.This will prevent unauthorized access to unattended terminals. CCC staff must be able tomodify this capability.

� Data security should be provided by the operating system, or a security package which is anextension of the operating system. The security package should provide protection for allresources defined to the system (i.e., users, files, transactions, devices). The security packageshould provide the capability to establish groupings of users who have similar accesscapabilities, for ease of maintenance, and reporting of user access capabilities.

� Application level security shall also be provided to ensure proper segregation of duties andcontrol of sensitive functions within the system (i.e., supervisory overrides for "other fees/nofees" and automatic calculation of assessed fees such as library, arbitration, fee tablemaintenance, assignment of case numbers, exemptions, voiding transactions, refunds,deletes, etc.).

� Data security requirements shall be identified and documented as part of the detailed designphase. Consideration should be given as to the need for data security at both the workstationand server levels. Consideration should also be given as to the need for virus protection atboth the workstation and server levels.

Installation of System

� The proposer shall submit an installation plan for the hardware and software. For theinstallation to be complete, the system must have all hardware and peripherals attached, thesoftware loaded, and all functions of the system being fully operational as outlined in thisRFP.

� The Contractor, if any, shall solve any installed software and hardware problems incurred forat least one year after the Final Acceptance.

Design Document

The proposer shall deliver, within the proposal, a complete design document of the proposedsystem solution to include but not limited to:

� All proposed system hardware, software and peripherals� Database design and description of data flow and data structures� For each module, the proposer shall provide the following:

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� Processing narrative(s)� Interface descriptions� Design language� Modules used� Data Structure� File and data cross-reference

� JD Edwards integration file structure design and process flow

The design shall include an end-to-end process flow diagram and prototype screen shots. Oncethe proposer is selected, the proposer shall work with CCC personnel to produce a final detaileddesign document. During this work phase the Contractor, if any, shall complete a processanalysis to determine the method of implementation best suited for the workflow of the CCC.

Business Continuity Planning

The proposer is required to submit a written comprehensive business continuity plan for itsproposed system that fully describes the backup and recovery procedures for the systemsoftware, database, and equipment in the event of a business disaster. Further, the proposer willprovide training to the CCC MIS Department as part of the comprehensive Disaster RecoveryPlan.

System Response Time

All configured systems in response to this RFP must have response time for ordinary functionsof less than two seconds for all local transactions and three seconds for all remote transactions.The CCC understands that response times will be impacted by the complexity of the functionbeing performed, as well as the amount of data being processed by the system.

System Support and Maintenance

� The Contractor, if any, must provide preventative and remedial maintenance as is necessaryto keep the equipment in operating order for the CCC or work with the CCC MIS Bureau toidentify and retain this service.

� The proposer must define, in detail, what services will be considered maintenance versusenhancements, versus upgrades and provide the projected costs for each category.

� If a contract is entered into, the Contractor’s maintenance personnel must agree to maintain aperformance record for each machine (including peripherals) that document the number andnature of malfunctions and time needed to repair. The contractor shall provide signed copiesof all records to the CCC.

� The contractor, if any, shall supply standard hardware components for CCC on-site help desksupport. All hardware and components supplied should be included in the cost of theproposal.

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� The contractor, if any, must also provide help desk support capabilities for a pre-determinedperiod of time after the final acceptance date.

� The proposer shall define all maintenance service levels available to CCC following finalacceptance of the system.

Downtime

The proposed system must address how the system can function if the mainframe or the serversare disabled.

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PHYSICAL SECURITY REQUIREMENTS

The CCC recognizes that technology is a central component of the CCC’s larger effort toimprove the financial business processes of the Office. In addition to the need to improveCashiering, the CCC needs to vastly improve the physical security of the Office at all points ofcollection. To achieve this, this RFP also requests proposals for the installation of a securitysystem to monitor and control all collections.

The following is a list of requirements needed for the installation and implementation of a videosecurity system throughout the Clerk’s Office:

� Digital color cameras� Digital Camera vs.VHS (Digital technology is strongly preferred)� Fixed cameras� Determine power source to supply cameras & secondary power supply or generator� Conduit (wiring)� Real time viewing� 6 months viewing storage (primary & secondary medium for disaster recovery and business

retrieval)� From your computer terminal can view any area with cameras� Fiber optics rather than 4 inch pipe� Point of sell = put interface on register, camera will record register transactions� Training and programming after system installed� Must be asbestos certified� Air monitors for the building (during installation)� Areas must be cleaned before business hours� Estimate of any ceiling tile replacement� Equipment installed during weekends, non work hrs (5:30pm–7:00am) (include overtime

charges)� Dial up service� Ability for specific parties with appropriate security codes to view camera system over width

areas network (WAN)� Network service and technical support� In compliance with building engineers� Union workers (electricians) must be used (insured?)� Price list reflecting direct sale of equipment and rental of equipment� Stipulations regarding maintenance and updating of software and hardware when applicable� Warranty on products and installation. A comprehensive warranty description for products

and installation for each category/type of equipment and software will be provided andreviewed by the Review Committee.

� Must have all permits with municipalities and Cook County to do installation (City ofChicago, etc.)

� Point of Sale Imaging (the data on the register is recorded on the video image)� Standard C.C.T.V. and recording

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The following areas have been designated for installation of surveillance cameras:

� Five Suburban Districts - Cash Register Areas and Bond Rooms� Daley Center - Civil, Traffic, Domestic, Chancery, Executive Offices, MIS, Law, County,

Probate, Criminal Division Room 1006 & Accounting� 26th & California� 28 North Clark Street Facility� Juvenile Justice Building� Records Center� Domestic Violence Branch Court, 13th & Michigan

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THE CURRENT CASHIERING ENVIRONMENT

The following section describes the current cashiering system and the business processes usedfor processing receipts and disbursements.

The current cashiering system includes 94 cash registers. The registers are accessed daily byseveral financial clerks within the six Municipal District Courthouses to record financialtransactions for several case types. The case types include Civil, Chancery, Child Support,County, Criminal, Domestic Relations, Juvenile, Law, Probate and Traffic.

The following table identifies the current cash register allocation within the CCC:

Bureau Division Number of Cash Registers

Civil Dist. 1 15Civil / Law Dist. 2 1*Civil / Law Dist. 3 1*Civil / Law Dist. 4 1*Civil / Law Dist. 5 1*Civil / Law Dist. 6 1*

Civil

Civil Dist. 6 3County Dist. 1 1

Chancery Dist. 1 3CountyProbate Dist. 1 2

Law Dist 1 7Domestic Relations Dist. 1 4Domestic Relations Dist. 2 1Domestic Relations Dist. 3 1Domestic Relations Dist. 4 1Domestic Relations Dist. 5 1Domestic Relations Dist. 6 1

Child Support Dist. 1 2Juvenile Child Protection -

Family Law

Juvenile Justice -Municipal Criminal Dist. 1 1**

Felony Criminal Dist. 1 1**Criminal Dist. 2 1**Criminal Dist. 3 1**Criminal Dist. 4 -Criminal Dist. 5 1**

Criminal

Criminal Dist. 6 1**District 1 14District 2 7District 3 7District 4 4District 5 5District 6 4

Traffic Violations

94

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* The Civil cash registers used in Suburban Districts 2-5 are programmed to process Civil andLaw transactions. It is for this reason that there is (in the above chart) no representation fora separate Law or Civil register. The count for Civil registers for District 6 includes cashregisters that are not programmed for Law Division applications.

** The Criminal Cash registers used in Suburban Districts 2-6 are programmed to processCriminal and Traffic case types. They are, however, used exclusively for Criminaltransaction processing and not included in the Traffic cash register count.

Unless otherwise specified, each cash register is case specific, provides geographically limitedprocessing options (based on surrounding governmental agencies) and require a significant amountof manual labor to complete a transaction. In addition, the registers are not universally linked witheach other nor are they integrated or compatible with any of the information and/or financialsystems used by the CCC. The current cashiering environment does not include cash registers thatcan be easily transported to support the financial transaction processing in branch courts and/orother "Out Call" satellite locations.

Current Functional Model

The following information is intended to generally describe the functions and processing options ofthe current CCC cashiering system. It is not intended to all-inclusive but to serve as a generalguide to cashiering operations at the CCC. The party or parties selected to develop and implementthe proposed integrated cashiering system will be required to use any and all information and/orpersonnel selected by the CCC to validate the current business model. In addition, the selectedvendor will be required to present recommendations (and upon approval by the CCC) to include inthe system design and functionality that mirror best business practices for processing financialtransactions. Recommendations shall be based on the complete process flow from paymentcollection through balancing and reporting for all case types filed with the CCC.

Accounting Division

The current accounting system used by the CCC is structured in a ‘company’ format, whereby eachfunctional division is set-up as a separate company. Each company has its own general ledger anduse a standard chart of accounts. Accordingly, the general ledger can be consolidated to createenterprise-wide financial statements.

Revenue Recording

Each Division is assigned an accountant that is responsible for maintaining the Divisions’accounting records in the accounting system. The accountants receive monthly cash receiptsrecords from bookkeepers located in the respective divisions.

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The accountants verify revenue amounts on a daily and monthly basis. Daily activities consist ofreceiving all of the deposit slips and cash register reports for the revenue received each day andmatching them to the cashiers’ ring-out reports. The cash register reports are used to help identifyand verify any overpayments that may require a refund. Revenue information is used to create aPC based spreadsheet.

Revenue Balancing

Month-end activities consist of the accountants receiving a PC based spreadsheet (cash receiptsjournal) from bookkeepers and field auditors, and bank statements from the respective banks. Theaccountant reconciles the cash receipts journal to the PC spreadsheet, and traces and reconciles theamounts from the cash receipts journal to the respective bank statements.

Revenue Disbursement

Once the revenue balancing procedures have been completed, the accountant uses the cash receiptsjournal to identify the disbursements to be issued. The accountant submits the spreadsheet to thedisbursing accountant who manually prepares about 700 checks per month to the respective payees.

When all revenue has been adequately accounted for, the accountant prepares journal entries to beposted to the accounting system, which consist of the amounts collected and amounts due or paid topayees.

Civil and Law Divisions

The Civil Division is responsible for handling civil cases up to $30,000 where either the defendantor the occurrence is within the City of Chicago. The types of cases that are heard include contract,property damage, personal injury, eviction, replevin, attachments and garnishments.

The Law Division is assigned the following responsibilities:

(1) The Law Division hears civil actions at law, whether or not a jury is demanded, except:

(i) Actions filed in Municipal District One with complaints or counterclaims for compensatory andconsequential money damages not in excess of $30,000 unless a tax claim in excess of $3,000 isinvolved;(ii) Actions filed in Municipal Districts Two, Three, Four, Five or Six with complaints orcounterclaims for compensatory and consequential money damages not in excess of $100,000unless a tax claim in excess of $3,000 is involved;(iii) Actions for the recovery of property of a value not in excess of $30,000 filed in MunicipalDistrict One;(iv) Actions for the recovery of property of a value not in excess of $100,000 filed in MunicipalDistricts Two, Three, Four, Five and Six;

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(v) Actions of forcible entry and detainee;(vi) Actions arising under the Parentage Act of 1984, as amended (750 ILCS45/1 et seq.);(vii) Actions brought under the Land Titles Act of 1897, as amended.

The amount of punitive damages sought may be considered in determining whether an action filedin the Law Division shall remain in the Law Division if the court, in its discretion, finds areasonable likelihood of proving facts at trial sufficient to support a substantial award of punitivedamages. The Law Division consists of the following sections:

(i) Motion Section;(ii) Assignment Section;(iii) Jury Section;(iv) Non-Jury Section;(v) General Individual Calendar Section;(vi) Commercial Individual Calendar Section;(vii) Tax and Miscellaneous Remedies Section (to include replevin, condemnation, Habeas Corpus,ejectment, citations, garnishments, executions, levies, attachments and other supplementalproceedings, statutory summons under the Workers' Compensation Act [82(ILCS 305/19],administrative review under the Unemployment Insurance Act [820 ILCS 405/1100] and all taxmatters including administrative review of such matter [except administrative review of PropertyTax Appeals Board final decisions taken pursuant to 35 ILCS 200/16 195] when the amount incontroversy exceeds $3,000 regardless of the remedy requested.

Law Division actions may be filed and disposed in Municipal District court locations Two, Three,Four, Five and Six as follows:

(i) Law Division actions, excluding commercial actions as set forth on the Law Division CivilAction Court sheet, seeking compensatory and consequential damages in excess of $100,000wherein the occurrence took place, or a defendant resides within the boundaries of MunicipalDistricts Two, Three, Four, Five or Six may be filed and heard in the respective Municipal Districtcourt locations. A motion objecting to the location where the action is pending may be filed andnoticed before the assigned suburban judge not later than the time for a party to appear or anyextension thereof. Upon the filing of such motion, the judge shall enter an order transferring theaction to the Presiding Judge of the Law Division for reassignment within the Law Division in theRichard J. Daley Center. Thereafter, only the Presiding Judge of the Law Division, foradministrative purposes with notice to all parties of record, may transfer any Law Division casepending in Municipal Districts Two, Three, Four, Five and Six to the Law Division of the RichardJ. Daley Center for reassignment. A motion for substitution of judge shall not serve as a basis fortransfer of an action to the Richard J. Daley Center unless the Presiding Judge of the Law Divisiondetermines that no other judge is available in the municipal district location.(ii) In those Municipal District court locations where more than one Law Division calendar isestablished actions filed pursuant to section (i) above shall be randomly assigned.

The following definitions apply to section 2. 1 (a):

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(ii) Any private corporation or railroad or bridge company organized under the laws of this Stateand a foreign corporation authorized to transact business in the State is a resident of any district inwhich it has a registered office or other office. If there is no registered office or other office inCook County, the corporation is deemed a resident of any district in which it is transactingbusiness.(iii) A partnership sued in its firm name is a resident of any district in which any partner resides orin which the partnership has an office or is doing business.

Revenue

The Law Division maintains a manual revenue system. The process begins with the acceptance ofcash, cashiers checks, company checks and personal checks as payment for filing fees. In someinstances, fees are waived. The waived-fee transactions are rung up on the cash registers. Revenuereceived for non-case activities, such as photocopying, is receipted in the above manner anddocumented by inserting an internal receipt into the register. The internal receipt is stamped by thecash register and attached to the case file. Revenue received by the Law and Civil Divisionspertains to case filing fees established in accordance with regulations enacted by legislation. Feeamounts are displayed in each division's fee schedule and list all fees applicable to each division.Most cash registers are pre-programmed to correspond to the various fee schedules. Cash registersthat have not been programmed classify revenue as miscellaneous fees. Miscellaneous fees includecourt ordered trust funds. The vast majority of filing fees are received at the front counter.Revenue is also received by mail and in the outlying districts. Mailed revenue is received directlyin the Law and Civil divisions. Mailed and over-the-counter revenues are treated in the samemanner, except that the envelope for mailed revenue must be opened and the check(s) along withany accompanying records must be taken to a cash register for processing. Over-the-counterrevenue is processed at the counter as received. Upon receiving the revenue and accompanyingrecords, the cashier time stamps and reviews the records to determine the applicable fee. Onlycomplaints meeting the above Law Division regulations are processed in the Law Division.Complaints of less than $30,000 are handled by the Civil division.

Revenue Recording - Cashiering

The cashiering process begins when the cashier time-stamps the case records and reviews them todetermine the applicable fee(s). All attorneys conducting business with the CCC are assignedunique identifying numbers. The cashier enters the CCC assigned attorney number into the cashregister for each transaction. Attorneys who have previously conducted business with the CCChave their assigned number validated. Attorneys conducting business with the CCC for the firsttime must be assigned an internal CCC attorney number issued by the system. The new attorney isrecorded in an attorney log. Until they are assigned new numbers, attorneys are issued a standardPro-Se attorney number. Transaction documents (i.e., the complaints), are inserted into the cashregister and stamped. The cash register produces a transaction number, as well as a unique casenumber. The cashier then:

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� Selects the type of case key,� Enters whether a Jury Demand was made� Enters the lawsuit amount, if claim amount has been determined.

The cash register generates transaction numbers. The case numbers are issued sequentially and arerandomly assigned to calendars or courtrooms. Transaction documents are filed and the transactionis considered complete. Cash registers record the transaction and produce a white and yellowreceipt. The white copy of the receipt is issued to the customer and the register retains the yellowcarbon copy. The customer is mailed back a receipt and any related records for revenue that wasmailed to the CCC. Fee changes, such as waived fees or adjusted fees that result in fee amountsother than those contained in the fee schedule require manual adjustment.

The Law and Civil Divisions have pre-arranged billing terms with other government agencies.Inter-governmental billings are processed through the cash registers in the same manner as otherfee payments. However, the cashiering system was not designed to inform the cashier of pre-arranged billing agreements. Specific fees are shown under the Municipal Fee button.

Chancery Division

The Chancery Division is composed of the following sections:

(1) General Chancery- The General Chancery Section hears actions and proceedings, regardlessof the amount of the claim, concerning class actions, mortgage foreclosures, injunctions, temporaryrestraining orders (other than matters brought under the Controlled Substance and CannabisNuisance Act (740 ILCS 40/1 et seq.», mandamus, quo warrant, changes of name, declaratoryjudgments, inter-pleader, ne exeat, specific performance, rescission reformation of contracts,creditors rights, complaints for contribution, actions to quiet title and the setting aside of deeds,partition, equitable liens, redemption rights, declarations concerning or construction of trusts andwills (other than during the period of an estate administration), the appointment of trustees,successor trustees and the removal of trustees (other than during the period of an estateadministration), receiverships, accounting cases, dissolution of partnerships and corporations, orother proceedings under the Corporations and Partnership Acts, proceedings under the UniformGifts to Minors Act, statutory review, certiorari except under the Workers' Compensation Act (820ILCS 305/19), all administrative reviews (except tax matters, matters under the UnemploymentInsurance Act (820 ILCS 405/1 100) and matters concerning vehicle impoundment underordinances 8-8-060 and 8-20-015 of the Municipal Code of Chicago~ (1993», and all other actionsor proceedings formerly cognizable in courts of Chancery not otherwise provided for.

(2) Mechanics' Liens-The Mechanics' Lien Section hears all actions and proceedings concerningMechanics' Lien rights under contracts, either expressed or implied, liens on chattels for labor orstorage, and all other lien remedies available under 770 ILCS 5/0.01 et seq.

Revenue

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Revenue received by the Chancery Division is classified as either trust fund or non-trust. Revenueis received over-the-counter and by mail. The majority of the cases filed in the Chancery Divisionpertain to mortgage foreclosures.

Trust fund revenue includes any revenue that the court has ordered to be held in trust throughescrow accounts. Trust fund revenue is received in the form of a court ordered deposit. Therevenue itself is usually received in the form of a check. A receipt is issued to the payer for thedeposit. A bank deposit slip is created and a separate receipt book for Trust fund revenue ismaintained. The receipt book records the case number, payment receipt number, and the trustamount. Trust fund revenue is not processed through cash registers. It is processed separately.Once trust funds have been receipted, the revenue is submitted to the 10th floor money cage forsafekeeping until the Bank messenger arrives to pick-up the revenue for that day. Staff managingthe cage place the trust revenue and related bank deposit slip into a moneybag that is sealed. Therevenue is logged out to the messenger and the armored car company transports the funds to thebank. The bank makes the actual deposit into the escrow bank account. When the court hasresolved the trust case, the funds are released based on a judge-signed court order. Subsequently,the party involved is contacted to claim the funds.

Non-trust fund revenue consists of new complaint fees, appearance fees, wage garnishmentspursuant to the Clerk of the Courts Act, etc. This type of revenue is processed through the cashregisters. Revenue received over-the-counter and by mail is treated the same except for mailedrevenue, which requires that the envelope be opened and that the documentation be removed andpassed on to a cashier. A receipt and any required records are returned to the sender for mailedtransactions.

Revenue Recording - Cashiering

The cashiering process begins when the cashier time-stamps the documents and reviews them todetermine the applicable fee(s). The CCC assigns attorney numbers to all attorneys conductingbusiness with the CCC. The cashier enters the CCC assigned attorney number into the cash registerfor each transaction. Attorneys who have previously conducted business with the CCC have theirassigned number validated. Attorneys conducting business with the CCC for the first time must beassigned an internal CCC attorney number issued by the system. New attorneys are recorded in anattorney log. Until they are assigned new numbers, attorneys are issued a standard Pro-Se attorneynumber. Complaints are inserted into the register and are stamped by the register. The cashregister produces a transaction number, as well as a unique case number. The cashier thencompletes the following:

� Selects the type of case key� Enters whether a Jury Demand was made� Hits the Case Total key� Hits the Paid key� Selects the type of Payment key

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The cash register generates a transaction number and a case number. The case numbers aresequentially generated and are used to randomly assign calendars to cases. Transaction documentsare filed and the transaction is considered complete. The cash register records the transaction andproduces a white and yellow receipt. The white copy of the receipt is issued to the customer. Theregister retains the yellow carbon copy. The customer is mailed back a receipt and any relatedrecords for revenue that was mailed. Fee changes, such as waived fees or adjusted fees that resultin fee amounts other than those contained in the fee schedule require manual adjustment. TheChancery Division has pre-arranged billing terms with other government agencies. These inter-governmental billings are processed through the cash registers in the same manner as other feepayments. However, the cashiering system was not designed to inform the cashier of pre-arrangedbilling agreements.

Probate Division

The Probate Division hears actions and proceedings concerning the probate and contest of wills andtestamentary instruments, claims against an estate arising in contract, tort or otherwise, actions andproceedings arising under the Illinois Power of Attorney Act (755 ILCS 45/101 et seq.), and theadministration of estates of decedents, disabled persons, minors and wards and petitions pursuant tothe Illinois Insurance Code to permit an insurance company to make payments on a structuredsettlement of a claim for personal injury to anyone other than the beneficiary of the settlement or bythe beneficiary of such a structured settlement to assign the payments of the settlement to another(215 ILCS 5/155.31). The Probate Division also hears actions and proceedings concerningcontracts to make a will, construction of wills, the appointment of testamentary trustees during theperiod of administration, and the appointment of receivers pursuant to Supreme Court Rule 776.

Revenue

Probate Division revenue consists of fees collected in accordance with its fee schedule. The vastmajority of the fees are received over-the-counter and some are received by mail. Fees receivedthrough the mail are received directly in the Probate Division. All of the fee revenue is processedthrough the cash registers. The Probate Division has two cash registers and only cash, cashierschecks, company checks and personal checks are accepted. Third party checks are not accepted.Over-the-counter and mailed revenue are treated in the same manner. Fees received in the mailrequire that the envelope be opened and the check and related records to be passed on to thecashier. Mailed fees also require that the transaction cash register receipt be returned to the sender.

Revenue Recording - Cashiering

The cashiering process begins when the cashier time-stamps the case records and reviews them todetermine the applicable fee(s). The CCC assigns attorney numbers to all attorneys conductingbusiness with the CCC. The cashier enters the CCC assigned attorney number into the cash registerfor each transaction. Attorneys who have previously conducted business with the CCC have theirassigned number validated. Attorneys conducting business with the CCC for the first time must be

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assigned an internal CCC attorney number issued by the system. The new attorney is recorded in anattorney log. Until they are assigned new numbers, attorneys are issued a standard Pro Se attorneynumber. The cashiering system maintains the same attorney number until the last relatedtransaction is processed. As such, the cashiering system allows cashiers to enter multiple cases forthe same attorney. Transaction documents are inserted into the register and stamped. The registerproduces a transaction number that is used for reference purposes and also issues a case number.The cashier enters the type of case and related fee amount(s). Fee adjustments require manualadjustment and can result in errors. Waived fees also require manual adjustments. Non-feetransactions are not processed through the register.

The Probate Division has pre-arranged billing terms with other government agencies. Thecashiering system was not designed to maintain information on prearranged billing agreements.However, inter-governmental billings are processed through the cash registers in the same manneras single fee payments. The cash register records the transaction and produces a white and yellowreceipt. The white copy of the receipt is issued to the customer and the register retains the yellowcarbon copy. When the transaction represents a new case, the register generates a new casenumber. Case numbers are assigned consecutively and judges are assigned randomly to cases. Ifthe transaction was mailed, the customer is mailed back a receipt and any related records. Mailedrevenue is documented in a manual log that records the transaction reference number generated bythe cash register, as well as the name of the customer. Transaction documents are filed and thetransaction is considered complete.

County Division-1st Municipal District

The County Division hears actions and proceedings concerning mental health, the adoption ofchildren and the taking of any and all consents pertaining to any adoption matters, the marriage ofminors, inheritance taxes, elections, actions brought under Article 14 of the Illinois School Code of1961 (105 ILCS 5/1-1 et seq.), actions brought under The Land Titles Act of 1897, as amended andproceedings pursuant to Supreme Court Rules.

Revenue

The County Division receives fees according to their fee schedule. The vast majority of filing feesare received over-the-counter. Some are received by mail. Revenue received by mail is receiveddirectly in the County Division. All revenue is processed at the cash register. The Division has onecash register only. Cash, cashiers checks, company checks and personal checks are accepted forthe payment of filing fees. Third party checks are not accepted. Over-the-counter and mailedrevenue is treated in the same manner. Mailed revenue requires the envelope to be opened and thecheck and related records to be passed on to a cashier. Mailed revenue also requires that thetransaction cash register receipt be mailed to the sender.

Revenue Recording – Cashiering

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The cashiering process begins when the cashier numbers and time-stamps the case records andreviews them to determine the applicable fee(s). The cashier enters the case number into theregister. The documents are stamped and a transaction number is produced for reference purposes.When filing more than one case, only the first case has a transaction number. The remaining caseshave no transaction number. The cashier then enters the type of case and related fee amount(s).Fee adjustments require manual adjustments that can result in errors. In some instances, fees arewaived while the non-fee transactions are processed through the register. They are recorded as ano-fee transaction by the register and no revenue is collected. The Accounting Division doesbilling on the 10th floor of the Daley Center. When the Accounting Division receives a check, it isforwarded to the County Division and then rung up on the register. The County Division has pre-arranged billing terms with other government agencies. The cash register records the transactionand produces two white receipts. One white copy of the receipt is issued to the customer and theregister retains the other white copy. Transaction documents are filed and the transaction isconsidered complete.

Domestic Relations Division

The Domestic Relations Division hears actions or proceedings concerning dissolution of marriage,legal separation, declaration of invalidity of marriage, custody, actions brought to modify orenforce provisions of orders or decrees requiring the payment of maintenance or support, actionscommenced under the Uniform Reciprocal Enforcement of Support Act, actions to enforce ordersrequiring payments from persons legally responsible for the support of persons who are recipientsunder the Illinois Public Aid Code, actions arising under the Parentage Act of 1984, as amended(750 ILCS 45/1 et seq.), and petitions for civil orders of protection where the parties involved aremarried or formerly married to each other, as well as where the parties involved are not married toeach other and have not been married to each other.

Revenue

The Domestic Relations Division receives the following type of revenue:

� Trust fund revenue� Various fees� Attorney fines� Bond payments

Revenue is received directly at the Division and throughout the five outlying Districts. Cash,cashiers checks, company checks, certified checks, money orders, and personal checks are acceptedto pay filing fees. Third party checks are not accepted. In some instances fees are waived. Thenon-fee transactions are rung up at the register. Trust funds are not processed through the cashregisters. Instead, the transaction is referred to the division's field auditor. The bookkeeper writes aUARCO receipt. A bank deposit slip is then created and submitted with a copy of any relatedrecords to the Accounting Division. The revenue along with the deposit slip is transferred to themoney cage on the 10th floor of the Daley Center. Fee Revenue and Attorney Fines are processed

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at the cash register. Attorney fines are processed as Miscellaneous Fees. Each register produces awhite receipt for the customer and a yellow carbon copy for files that are retained. Revenuereceived by mail is opened and checks are taken along with any accompanying records to a cashregister. Mail requests are logged and recorded. Bond payments are made over-the-counter or inthe courtroom. The bond form is used as the receipt. A cashier or manager fills out the bond form.The revenue is not processed through the register. The revenue is attached to the original bondform and both are sent to the Accounting Division. A copy of the bond form is retained in thedivision bond book.

Revenue Recording - Cashiering

The cashiering process begins when the cashier time-stamps the case records and reviews them todetermine the applicable fee(s). The CCC assigns attorney numbers to all attorneys conductingbusiness with the CCC. The cashier enters the CCC assigned attorney number into the cash registerfor each transaction. Attorneys who have previously conducted business with the CCC have theirassigned number validated. Attorneys conducting business with the CCC for the first time must beassigned an internal CCC attorney number issued by the system. The new attorney is recorded in anattorney log. Cashiers use a standard Pro-Se attorney code number to process pleadings.Transaction documents are inserted into the register and are stamped by the register. The cashregister produces a transaction number that is used for reference purposes. The cashier enters thetype of case and the related fee amount(s). Fees requiring manual adjustments may result in errors.Fees are waived in some instances. While the non-fee transactions are processed through theregister, they are recorded as a No-Fee transaction and no revenue is collected. The cash registerrecords the transaction and produces a white and yellow receipt. The white copy of the receipt isissued to the customer when the revenue is collected. The register retains the yellow carbon copy.When the transaction represents a new case, the register generates a new case number. The casenumber is sequentially generated and is used to randomly assigning judges to cases. If thetransaction was mailed, the customer is mailed back a receipt and any related records. Mailedrevenue is documented in a manual log that records the transaction reference number generated bythe cash register, as well as the name of the customer. Transaction documents are filed and thetransaction is considered complete. The Domestic Relations Division has pre-arranged billingterms with other government agencies. The cashiering system was not designed to maintaininformation on pre-arranged billing agreements. However, inter-governmental billings areprocessed through the cash registers in the same above manner as single-fee payments.

Child Protection and Juvenile Justice Divisions

The Child Protection Division has original jurisdiction over all cases involving children under theage of 18 requiring authoritative intervention, including addicted minors, dependent, neglected orabused children.The Juvenile Justice Division hears actions and proceedings arising under Articles I and V of theJuvenile Court Act of 1987, as amended, and related matters arising under the Parentage Act of1984, as amended (750 ILCS 45/1 et seq.), the Mental Health and Developmental Disabilities

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Code, as amended (405 ILCS 5/1-100 et seq.), and the School Code of 1961, as amended (105ILCS 5/1-1 et seq.).

Revenue

The Juvenile Justice Division receives various fees such as lab fees, expungment fees;photocopying fees, appeal fees and certification fees. The Division also receives revenue in theform of bond payments for bonds that are posted for the release of a bond eligible juvenile. All ofthe revenue is received at the Juvenile Detention Location at Ogden and Damen Avenue inChicago. None of the revenue is processed through cash registers. The Division does not use cashregisters. When bonds are written to release juveniles, the Division fills out a multi-copy bondform. The bond form identifies who paid for the bond, the amount paid, the related tender type,etc. A copy is issued to the offender, a copy is retained and the third copy is held for latersubmission with the revenue when it is transferred to the bond office at 26th Street and CaliforniaAvenue in Chicago.

Revenue Recording

UARCO receipts are given for fees collected. Payments are made in cash. A second personreviews the bond and fees collected to ensure that the related transaction records support allamounts and that the funds on hand match the number and amount of the money received. Allrevenue, including bond payments and fees, are secured in a combination/key safe located in theoffice of the Chief Deputy Clerk. A Criminal Division investigator is called to pick up the revenueand transport it to the 26th Street and California Avenue bond office. The funds are transferredusing transmittal sheets. The 26th Street and California Avenue office assumes responsibility forthe funds when received. Accordingly, the related accounting process is described in the followingCriminal Division section.

Criminal Division

Cash Register Close-Out

The cash register close-out procedures are conducted in the same manner for all First MunicipalDistrict Divisions. The procedures are as follows:

If there is a need to change cashiers or the cash register needs to be closed before the official end ofthe day, a sub-totaling (X-Out) is performed. The X-Out procedure requires the cashier to fill out abalance report and to initiate a register produced X-Out report that reflects the total revenue takenin by the register, up to the moment that the X-Out is performed. The report includes a tendercount by amount and denomination. It also includes a count of all checks and their amounts as wellas any non-fee transactions. The X-Outs also account for the register tape receipts. The X-Outprocedure does not reset the register to zero. It maintains the balance on hand at the time of the X-

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Out. This allows the cashier to resume register operations from the last balance on hand amountwhen the same cashier continues in the same drawer. If a cashier ID is changed, all funds areremoved and only the starting bank will be inserted into the cash register drawer. The revenue onhand at the point of the X-Out is not removed from the register. It remains in the register until anew cashier begins or until the cashier returns from lunch. Revenue totals are removed only whena totaling (Z-Out) is performed to close the register and reset the balance to zero.

Cash registers are routinely closed-out (Z-Out) at 4:30 p.m. each day. The Z-Out process mirrorsthe X-Out procedure. However, unlike the X-Out, the Z-Out closes all registers and resets themback to a zero balance. Each register's $50 beginning balance is separated from the revenuereceived each day and placed in a separate register bank bag. The daily revenue for each register isbagged separately and placed in a blue bag. All blue-bagged revenue is placed in a single greenbag and given to the night manager. The night manager transfers the bags to the 10th floor moneycage located in the Daley Center for overnight safekeeping. The night manager maintains the Z-Out report and related cash register tapes. The Z-Out process also includes downloading eachregister's daily activity to a floppy diskette. A personal desktop computer connects all of thedivision's registers. It is accessed and a computer program transfers each register's receipt dataonto the diskette. The diskette is provided to the MIS Division for subsequent uploading to themainframe system. The mainframe system is then able to produce register activity reports. TheField Auditor has to manually create the necessary information to be recorded on the cash receiptsjournal. The Field Auditor holds the funds and related receipts and records until the next businessday for review and reconciliation.

Revenue Reconciliation and Deposit - Field Audit

The next business morning, the revenue is retrieved from the 10th floor money cage and recountedby a Field Auditor. The Field Auditor reconciles the revenue to the prior day's Z-Out report andcash register receipts. The Field Auditor creates a bank deposit slip and returns the funds and thedeposit slip to the 10th floor money cage. Bank deposits take place at 10:30 a.m. each morningwhen the armored car arrives to transport the funds to the bank. Field Auditors prepare a cashreceipts journal (CRJ) entry in which they record the revenue that is received each day. Therevenue is recorded in the CRJ after the Field Auditor has audited the prior day's receipts. TheField Auditor uses an established rate to distribute the revenue to agency Divisions and otherexternal agencies. For example, the portion of filing fee revenue pertaining to Cook County isrecorded for Cook County. The related paperwork, including the Z-Out report, cash registerreceipts and cash receipts journal, is submitted to the Accounting Division. Any overages andshortages will result in the preparation of a Financial Discrepancy Report, which identifies therespective cashier and/or financial clerk. The report is submitted to the Financial DiscrepancyCommittee for appropriate attention.

Revenue Recording – Accounting Division

The Accounting Division located in Room 1005 on the 10th floor of the Richard J. Daley Centerperforms the accounting function for the Law and Civil Divisions. The Accounting Division uses

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the automated ACCPAC accounting system. Only the general ledger (G/L) module is used becausethe Accounting Division has not purchased the accounts receivable or accounts payable modules.

The ACCPAC accounting system is structured in "company" form, whereby each agency Divisionis set up as an individual company. Each company has its own general ledger and standardizedchart of accounts. Therefore, the general ledger can be consolidated into CCC-wide financialstatements. Each agency Division is assigned an accountant to maintain the Divisions accountingrecords in the ACCPAC accounting system. The accountants receive monthly cash receiptsrecords, which are used to record the monthly revenues. The accountant verifies revenue amountson a daily and monthly basis. Daily activities consist of receiving all of the deposit slips and cashregister Z-Out reports for the revenue received each day and matching them to the cashier's ring-outreports (Z out report). The Z-Out reports are used to help identify and verify any overpaymentsthat may require a refund. An Excel spreadsheet is then prepared. Month-end activity consists ofreceiving the cash receipts journal (CRJ) from the field auditors and bank statements from therespective banks. The accountant reconciles the CRJ to the Excel spreadsheet to ensure that bothagree. The accountant then traces and agrees the amounts from the CRJ to the bank statements.Once completed, the accountant uses the CRJ to identify the payments to be issued to theappropriate agencies. The accountant submits the Excel spreadsheet to the disbursing accountantwho manually prepares the checks to be issued to the different agencies. Once all the revenue hasbeen adequately accounted for, the accountant prepares journal entries to be posted to the ACCPACsystem.

Suburban Districts 2 - 6

The operations and activities of the Clerk of the Circuit Court Suburban Districts 2-6 are structuredto operate in a manner consistent with the vast majority of the areas of the First Municipal District.

Each District office is comprised of the following departments:

� Civil (also processes filings, fines, fees and related costs for Law, Domestic Relations andChild Support filings)

� Criminal (processes filings, fines, fees and related costs for Misdemeanor and Felony cases)� Traffic (processes filings, fines, fees and related costs for major and minor traffic offences)

The revenue collection and processing procedures for the Suburban Districts are as follows:

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Traffic Department

The revenue received for traffic violations is received both in person and by mail. Cash, cashierschecks, money orders, and personal checks are accepted. Each Division has cash registersdesignated for collecting and processing it’s associated revenue. For example, the 6th District has:

� One register dedicated for court diversion transactions� Two registers dedicated to pre-court transactions� One register assigned to process court ordered payments� One register dedicated to both motion filing cases and mailed in revenue

Although the number of cash registers allocated to each District may differ, the applications are thesame. Each cash register begins the day with a beginning bank balance of $50.00. The processespertaining to each above register are presented below.

Court Diversion

Court Diversion is a program in which a motorist who receives a ticket for a minor traffic offencemay select one of three available options. The first two options (pay the fine and plead guilty orpay a fine and registration fee to participate in Traffic Safety School) require cash registerprocessing. The motorist does not have to appear in court. The third option allows the motorist toplead not guilty and request a court date. Most Court Diversion payments are received by theClerks Office via regular mail. Once received, the payments and accompanying envelope arereviewed to determine which of the three available options the motorist selected and to determine ifthe payment is appropriate for the selection. The ticket and bail bond is delivered regularly by lawenforcement personnel from the issuing agency to the District’s Money/Bond Room. The CourtDiversion envelope and payment are usually sent by the motorist via regular mail or brought in asan over-the-counter payment. The payments are rung up when the cashier inserts the ticket into thecash register. The payment is rung up and the register stamps the ticket. The register produces awhite and yellow receipt. If the transaction was presented in person, the white (original) copy isissued to the customer. If the payment was made by mail, the white copy of the receipt is mailed tothe sender. The register retains the yellow carbon copy of the receipt. The cashier then enters thepayment into the appropriate Clerk’s Information Computer System (CICS) application.

Pre-Court Payments

Pre-court payments are received over-the-counter or via regular mail. When a payment ispresented, the cashier obtains the case file from the office containing the original ticket. The ticketsare delivered regularly by law enforcement personnel from the issuing agency to the DistrictsMoney/Bond Room. Motorists may tender payments for tickets issued for minor traffic violationsfor which a court date is not required. Other payments processed at the Pre-Court register includethose that are court ordered and those involving fees (i.e., motions, photocopies or any other special

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service). Districts 2-6 also collect and process parking ticket revenue. The payments are processedvia the Pre-Court register. Only the parking ticket revenue pertaining to each Districts towns areprocessed within that District. The parking ticket revenue collected by each District is returned viacheck to the town that issued the parking ticket. Cashiers then enter the payment into theappropriate Clerk’s Information Computer System (CICS) application.

The ticket is inserted into the cash register, the payment is rung up, and the register stamps theticket. The cashier also inserts an internally created receipt that is stamped by the register. Thewhite register receipt is issued to the individual making the payment and the register retains theyellow carbon copy.

Court-Ordered Payments

Court Ordered Payments are handled over-the-counter where sign-in sheets are maintained.Individuals making court ordered payments are required to sign-in and record their courtroomnumber. They must then wait to be called to make the payment. The cashier uses the sign-in sheetto obtain the case files for each entry. Once the files are obtained, the individuals are called tomake the payment. Individuals are called in the order that they appear on the sign-in sheet. Theindividual is charged the amount that is ordered by the court and reflected by a court clerk in theircase file. When the payment is made, the ticket is inserted into the register along with an internalreceipt. The payment is rung up and the individual is issued the white register receipt. The registerretains the yellow carbon copy. The Division retains the internal receipt with the case file.Cashiers then enter the payment into the appropriate Clerk’s Information Computer System (CICS)application.

Civil Department

In each of the Suburban Districts, the Civil Team handles Civil, Law, Domestic Relations, ChildSupport, and Probate matters. The volume of Domestic Relations Child Support and Probate casesdo not justify separate Family and Law teams at this time. The revenue collection procedures withminor differences mirror those followed by the First District. The vast majority of the revenuepertains to filing and other fees. The revenue is received both in person and by mail. When courtordered deposit transactions occur, the case file is obtained and submitted to the Districtbookkeeper. The bookkeeper reviews the file to determine the amount of revenue that is to beplaced in escrow. The bookkeeper logs the transaction and submits the check(s) along with a copyof the case paperwork to the Accounting Manager in the Accounting Division. If cash is received,the cash is immediately deposited, a check is written against the amount, and the check and relatedrecords are sent to the Accounting Division.

The Civil Division accepts cash, cashiers checks, money orders, and personal checks. The Divisionhas dedicated cash registers. Each cash register drawer has a beginning bank. All revenue and anyaccompanying documentation is processed at the cash registers. The cashiers obtain the case fileand review it to determine the appropriate fee. The original complaint document is inserted into theregister and the fee is rung up. The register stamps the document and creates a white and yellow

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carbon copy receipt. The white receipt is issued to the individual making the payment and theregister retains the yellow copy. Cashiers then enter the payment into the appropriate Clerk’sInformation Computer System (CICS) application.

Criminal Department

The Criminal department receives fee and fine revenue. The revenue is received both in person andby mail. Cash, cashiers checks, money orders, and personal checks are accepted. The cashierobtains the related case file and determines the type of fee or fine and related amounts to be paid.Cash registers used to process Criminal department revenue have predefined keys. For example,the cashier may enter the case as either a misdemeanor or felony. The cashier then enters all theimportant information such as the case number, the case year, the amount of the fine and any otherinformation that is needed. The fee/fine record is inserted into the register along with an internaloffice created receipt form. The payment is rung up. The cash register then stamps the fee/finedocument and the internal receipt form. The register creates a white register receipt that is issued tothe individual making the payment. The register also creates a yellow "carbon" copy receipt. Theregister retains the yellow receipt. The internal receipt is retained with the case file. The file is thenre-filed. Cashiers then enter the payment into the appropriate Clerk’s Information ComputerSystem (CICS) application.

Cash Register Close-outs

The District offices close daily at 4:30 p.m. Close-out procedures are the same for all departmentswithin the Suburban Districts. As closing time nears, cash register close-out procedures begin withmanagers obtaining cash register subtotals and cashiers counting the revenue collected via theirregister. Manual UARCO slips are used to receipt traffic fines at Out Call locations. Sub-totalingis conducted to detect errors. Errors detected are corrected. The subtotaling process is the same asthat followed by the First District Traffic Division. The process requires each cashier to count allcash by denomination as well as all checks and their amounts. The results are compared to the cashregister subtotal report. The cashier is also required to create a balance report and a related bankdeposit slip. The traffic revenue and related records collected at outlying Districts are not bagged.Instead, the cashier separates the beginning bank and places it into an envelope. The revenuereceived during the day is placed in a different envelope. The date, register number, drawernumber, cashier name and total revenue amount is recorded on the face of each envelope. Bothenvelopes are then put into a canvas locked bank pouch and delivered to the Bond/Money Room.Any unresolved overages or shortages are reported on a Financial Discrepancy report. Cashiers areresponsible for shortages.

A successful subtotaling (X-Out) is followed by a Z-Out. The Z-Out closes all of the registers andresets them to zero for the next business day. The Z-Out report is reconciled to the X-Out reportand both are placed along with the balance report into a separate envelope. The envelopecontaining the revenue as well as the envelope containing the reports is transferred to the BondRoom. Bond/Money Room personnel log in the envelopes and their related revenue amounts onto

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the Bond Room Balance Sheet (central teller sheet). Bond Room staffs submit copies of BondRoom Balance Sheets and all related cash register receipts, X-Out, Z-Out and register balancereports to the District bookkeeper. The revenue is held in the Bond Room until the next businessmorning. An armored car picks up the revenue and transports it to the bank. The bank deposits thefunds based on the deposit slips and returns a copy of the deposit slips to the District. The depositslip is given to the District bookkeeper. The bookkeeper reconciles the deposit slips to the BondRoom Balance Sheets.

On-site Field Auditors review the supporting documents for all payments for accuracy andcompleteness. The on-site Bookkeeper prepares cash receipts journals based on the paymentsreceived. The journals are forwarded to the Accounting Division for journalizing, entry into thegeneral ledger, and preparation of cash disbursements to the appropriate entity.

At month-end, each district submits the following records to the Accounting Division:� Bank deposit records� Check requests� Daily Cash/Bond Deducts Summary report� Bond Room Balance Sheets� Cash Receipts Journal (CRJ)

The Bond Room also receives funds when individuals post bond. Bond room staff fill out the bondform. The bond form is the same as used by First District Divisions. A copy of the bond form isretained. The revenue is attached to the pink copy of the bond. The bonds are recorded in theBond Room Balance Sheet. Bond room staff provide the bookkeeper with copies of the bonds.The bookkeeper fills out a Daily Cash/Bond Deducts Summary report that contains the daysreceipts based on the cash register receipts and the bond posting payments that were received. Thebookkeeper reconciles the Bond Room Balance Sheet to the Daily Cash/Bond Deducts report. Thebookkeeper submits the Daily Cash/Bond Deducts Summary report to the Accounting Division.

CURRENT TECHNICAL MODEL

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The current system is a complex configuration that was developed in 1989 to fit the needs of CCCaccounting and cashiering. The existing CCC solution has the following components:

Cashiering and Accounting Workstations currently consist of the following:

Hardware: Kingtron MCX registers (94 registers including controllers)

Software cashiering: Custom designed by the vendor (Micro-works)

Software accounting: AccPac II, Crystal reports

Operating System: DOS operating Systems 6.0 and higher (some machines have been found tooperate on 3.0) The Traffic Division has Windows 98 as an operating system with Intel Celeron.

Networking: LANtastic (1st Municipal Division) and Invisible network (Law/Domestic/Chancery)The Traffic Division does not currently have an operable network and are stand-alone. No Divisionor District is networked to the MIS mainframe or to other Divisions other than phone line (This isnot operational in many Divisions)

Other peripherals: Epson Receipt printer (model varies by vendors availability), Epson Slipprinter (model varies by vendors availability) Monitors (Models vary by vendors availability) andcash drawers (Two drawers are at each cash register station)

Case Management Applications Environment:

COBOL/CICS/DB2Resides on the Management of Information Services (MIS) mainframe computer IBM 9000E,Operating system O/S 390 2.10

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Attachment A

Cost Table

Cashiering

Hardware Costs

1. Work Stations (Registers)2. Servers3. Printers (7)4. Installation5. Maintenance

Application Costs

1. Software – Base Package2. Customization3. Systems Integration/Systems Interfaces4. Customized Documentation (assumption: certain level of documentation is included in cost of

application)5. Maintenance

Communication and Networking Costs

1. Hardware2. Software3. Installation

Total Cashiering Costs

Security System

1. Hardware Costs2. Software Costs3. Communication and Networking Costs4. Total Security System Costs

Other Costs

1. Training Costs

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2. Project Management Costs3. Hourly Costs for Contingency/Additional Services4. Other Costs (Please be specific)

Total Solution Cost