PIMA COUNTY NOTICE OF INVITATION FOR BIDS (IFB) · Web viewSolicitation Number: 0901095 Title: Case Management System (CMS) due in and opens: March 4, 2009 3:00 P.m. mst. Submit

PIMA COUNTY NOTICE OF REQUEST FOR PROPOSALS (RFP)

Solicitation Number: 0901095 Title: Case Management System (CMS)

DUE IN AND OPENS: MARCH 4, 2009 3:00 P.M. MST

Submit Proposal to: Pre-Proposal Conference: February 11, 2009 AT 2:00 P.M. MSTPima County Procurement Department Pima County Procurement Department130 West Congress, 3rd Floor, Receptionist 130 West Congress, 3rd FloorTucson, Arizona 85701 Tucson, Arizona 85701

SOLICITATION: Pima County is soliciting proposals from Offerors qualified, responsible and willing to provide the following Goods and/or Services in compliance with all solicitation specifications and requirements contained or referenced herein.

GENERAL DESCRIPTION: Provide Pima County Defense Services with an electronic based Case Management System (CSM) including Support and Maintenance, per the specifications called for herein. Estimated Amount of Award is $350,000.00.

You may download a full copy of this solicitation at www.pima.gov/procure/ifbrfp.htm by selecting the solicitation number. Offerors are required to check this website for addenda prior to the Due In and Opens Date and Time to assure that the proposal incorporates all addenda. Prospective Offerors may also pick up a copy, Monday through Friday excluding legal holidays, 8 am to 5 pm MST, at the address listed above.

A Pre-Proposal Conference will be held for the purpose of clarifying requirements and answering prospective offeror questions. It is the responsibility of Prospective Offerors to familiarize themselves with all requirements of the solicitation and to identify any issues at the conference. Attendance is optional and encouraged.

Proposals shall be submitted as defined in the Instructions to Offerors, in accordance with the Standard Terms and Conditions, and all solicitation documents either referenced or included herein. Failure to do so may be cause for rejection as non-responsive.

Offerors must complete and return those documents identified in the Instruction to Offerors Submission of Proposals instruction.

Proposals may not be withdrawn for 120 days after opening except as allowed by Pima County Procurement Code.

Bonds are not required.

OFFERORS ARE REQUIRED TO READ THE ENTIRE SOLICITATION, INCLUDING ALL REFERENCED DOCUMENTS, ASSURE THAT THEY CAN AND ARE WILLING TO COMPLY, AND TO INCORPORATE ALL ASSOCIATED COSTS IN THEIR PROPOSAL.

Questions shall be submitted in writing to Procurement Department, Attention: Jennifer Moore. All submittals shall reference the Solicitation Number and Title; Questions submitted within 8 days of the solicitation Due In and Opens Date and Time may not be answered.

Fax: (520) 798-1484. email: [email protected]

USPO Mail to the following address:Pima County Procurement Department, 130 W. Congress, 3rd Floor; Tucson, AZ 85701 VERBAL REQUESTS FOR CLARIFICATIONS OR INTERPRETATIONS WILL NOT BE ACCEPTED.

Jennifer Moore, CPPBCommodity/Contracts Officer Publish: The Territorial: January 15, 16, 20 & 21, 2009

http://www.pima.gov/procure/ifbrfp.htm

Solicitation # 0901095Table of Contents

Table of Contents PageInstructions to Offerors 3Offerors Submittal Requirements Check List 8Attachment A: Minimum Requirements Verification Form 9Offer AgreementPima County Information Technology Standard Terms and Conditions 11Pima County Statement of Work (SOW)

Introduction 20 Scope 20 Responsibilities 21 Functional System Flow 22

Contractor’s Deviation Requests 31Sample Contract – Standard License 32Sample Contract – Standard Maintenance Support 33Sample Contract – As Needed Professional Services 34Exhibit 1: System Functionality/Capability Specifications 35

1.1 Input from External Systems 371.2 Input from Users 381.3 Processing 411.4 Output to External Systems 441.5 Output to Users 451.6 Security 47

Exhibit 2: Key Personnel 49Exhibit 3: Project/Implementation Plan 50Exhibit 4: Initial System Set-up 51Exhibit 5: Initial User Training 52Exhibit 6: Issue Reporting 53Exhibit 7: Administrators Obligations 54Exhibit 8: Contractor Information and References 55Exhibit 9: Cost Schedule 57Exhibit 10: Sustainability 62TABLE 1: Data Flows between Defense Organizations and Systems 63Attachment 1: Interface Development 66Attachment 2: Data Conversion – Systems Tables and Fields. 67

2 of 68

Solicitation # 0901095INSTRUCTIONS TO OFFERORS

1. PREPARATION OF RESPONSES:All proposals shall be made using the forms provided in this package. All prices and notations must be printed in ink or typewritten. No erasures are permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent to error and shall be initialed in ink by person signing the proposal. Typewritten responses are preferred.

NOTE: Unnecessarily elaborate responses beyond that sufficient to present a complete and effective response to the solicitation are not desired. Do not provide general answers or reference to sales literature.

All proposals shall as appropriate indicate the registered trade name, stock number, and packaging of the items included in the proposal.

Surety required by this solicitation may be in the form of a bond, cashier's check or certificate of deposit made payable to Pima County. Personal or company checks are not acceptable.

2. PRICING and OFFER DOCUMENTS:Throughout this solicitation document, the meaning of proposal and offer are intended to be synonymous.

Offerors shall complete and submit their offers utilizing the forms provided by this solicitation. Requested information and data shall be provided in the precise manner requested. Product descriptions shall provide sufficient information to precisely document the product being offered. Failure to comply may cause the proposal to be improperly evaluated or deemed non-responsive.

The proposal/offer certification document must be completed and signed by an authorized representative certifying that the firm can and is willing to meet all requirements of the solicitation. Failure to do so may be cause to reject the proposal as non-responsive.

All unit prices shall remain firm for the initial term of the executed agreement, with the exception that should offeror during the term of the agreement offer to another buyer pricing for like or similar quantity, products or services at price more favorable than those given to the County, that offeror shall offer same pricing to County effective on the date offered to other buyer. Unit prices given by offeror shall include all costs required to implement and actively conduct and document cost control and reduction activities. Unit Prices shall include all costs and, unless otherwise specified, shall be F.O.B. Destination & Freight Prepaid Not Billed (“F.O.B. Destinations”). Unit prices shall prevail in the event of an extension error. Price each item separately. Delivery time if stated as a number of days, shall mean "calendar" days. Pima County reserves the right to question and correct obvious errors.

3. ACKNOWLEDGEMENT AND ACCEPTANCE:Contractor’s submission of a proposal shall constitute acceptance of the terms and conditions set forth in this solicitation, including all terms of the Offer Agreement, except as expressly set forth in the proposal. Any deviation from these terms and conditions will be a basis for rejecting a proposal, if the parties do not reach agreement with respect to those terms and conditions.

4. COMPLIANCE WITH AGREEMENT:County will execute an agreement with the successful offeror by issue of a blanket contract, purchase order or contract.The offeror agrees to establish, monitor, and manage an effective administration process that assures compliance with all requirements of the agreement. In particular, the offeror agrees that they shall not provide goods or services in excess of the executed agreement items, item quantity, item amount, or agreement amount without prior written authorization by revision or change order properly executed by the County. Any items provided in excess of the quantity stated in the agreement shall be at the Offeror’s own risk. Offerors shall decline verbal requests to deliver items in excess of the agreement and shall report all such requests in writing to the Pima County Procurement Department within 1 workday of the request. The report shall include the name of the requesting individual and the nature of the request.

3 of 68

Solicitation # 0901095

INSTRUCTIONS TO OFFERORS

5. SUBMISSION OF OFFERS:Offerors are to complete, execute and submit one original and 10 hardcopies copies of proposal and one portable document format (pdf) on a diskette or CD-ROM. The submittal shall include all information and documents requested by the solicitation, and utilize without modification the forms provided by the solicitation.

Proposals must be received and time stamped at the location on or before the time and date as defined by the Request for Proposals. Late proposals will not be accepted, or will be returned unopened.

Proposals must be signed by an authorized agent of the offeror and submitted in a sealed envelope marked or labeled with the offeror firm name, solicitation number, title, solicitation due date and time, to the location and not later than the time/date specified by the Request for Proposals.

Proposals and modifications received after the closing time specified will not be accepted. Facsimiles of proposals will not be accepted.

Failure to comply with the solicitation requirements may be cause for the offeror’s proposal to be rejected as non-responsive and not evaluated.

6. GENERAL SPECIFICATIONS & DEVIATIONS : The specifications included in this solicitation are intended to identify the kind and quality of goods and/or services to be provided without being unnecessarily restrictive, and as required to provide the information needed for the development of consistent and comprehensive proposals.

Failure to perform appropriate research, discovery, examine any drawings, specifications, and instructions will be at the offeror's sole risk.

Items included in the proposal shall meet the specifications and requirements set forth by the solicitation.

Deviation requests shall specifically document and clearly illustrate the deviation to the particular specification or the requirement set forth by this solicitation and fully explain the requested deviation’s impact on the end performance of the item. Acceptance or rejection of said deviation request shall be at the sole discretion of the County and in accordance with Pima County Procurement Code.

Offerors are advised that conditional offers that do not conform to or that request exceptions to the published solicitation and addendums may be considered non-responsive and not evaluated.

All equipment shall be models of current production, latest design and technology, new and unused unless otherwise specified Manufacturer and offeror documentation, including and not limited to the following shall be provided by the successful offeror not later than 14 days after request by the County and at no additional cost; warranty; caution-informational warnings; recommended maintenance schedule and process; recommended spare parts list; operating, technical and maintenance manuals including drawings, if appropriate; product brochures; and material safety data sheets (MSDS).

7. OFFERORS MINIMUM REQUIREMENTS: In order for proposals to be evaluated and considered for award, proposals must be deemed Responsive and Responsible. To be deemed “Responsive”, the submitted offer documents shall conform in all material respects to the requirements stated by the solicitation. To be deemed “Responsible”, offerors shall document and substantiate their capability to fully perform all requirements defined by the solicitation. Factors considered include and may not be limited to experience, integrity, perseverance, reliability, capacity, facilities, equipment, credit and other factors required to provide the performance defined by the solicitation.

Offeror shall certify that they possess the minimum requirements and the proposed system contains the minimum specification stipulated in Attachment A: Minimum Requirements Verification Form. Offeror shall provide the requested document(s) that substantiate their satisfaction of the Minimum Requirements. Failure to provide the information required by these Minimum Requirements and required to substantiate responsibility may be cause for the offeror’s proposal to be rejected as Non-Responsive and/or Non-Responsible.

4 of 68


8. EVALUATION AND AWARD CRITERIA:Pima County shall evaluate proposals deemed Responsive and Responsible. Proposals shall be evaluated according to the evaluation criteria set forth herein. Evaluation of cost shall be made without regard to applicable taxes.

CRITERIA MAXIMUM POINTS

Exhibit 1: System Functionality/Capability Specifications 1.1 Input from External Systems 16 1.2 Input from Users 95 1.3 Processing 71 1.4 Output to External Systems 13 1.5 Output to Users 71 1.6 Security 24

Exhibit 2: Key Personnel 10Exhibit 3: Project/Implementation Plan 40Exhibit 4: Initial System Set-Up 20Exhibit 5: Initial User Training 30Exhibit 6: Issue Reporting 30Exhibit 7: Administrator’s Obligations 20

TOTAL POSSIBLE POINTS: PHASE ONE 440Exhibit 8: Contractor Information and Reference Lists Pass/FailExhibit 9: Cost Proposal 100Exhibit 10: Sustainability N/A

TOTAL POSSIBLE POINTS: PHASE TWO 100

The evaluation criteria will be used by the evaluation panel when scoring the offeror’s answers to the questions contained in Exhibits One - Nine. Offeror should respond in the form of a thorough narrative to each specification as guided by the instructions provided in each Exhibit. The narratives along with required supporting materials will be evaluated and awarded points accordingly. The format of each Form/Exhibit provided and requested for inclusion in this proposal shall not be modified.

PHASE ONE:The Pima County Evaluation Committee will evaluate and score Exhibits 1, 2, 3, 4, 5, 6 and 7 during this phase. The top scoring proposals will be considered for Phase II – evaluation.

PHASE TWO: During this phase of the evaluation process, the Pima County Evaluation Committee will evaluate Exhibit 8 – Contractor Information and References and Exhibit 9: Cost Proposal for those proposals reasonably determined to be considered for award. Exhibit 10: Sustainability is for informational purposes only and will not be evaluated.

PHASE THREE: Discussions/Oral Interviews/Demonstrations: County reserves the right to hold discussions with responsible vendors who submit proposals determined to be reasonably susceptible of being selected for award, for the purpose of clarification, to insure the County=s full understanding of, and conformance to, the solicitation requirements.

The respondents may be asked to conduct oral interviews, make a presentation and/or demonstration to evaluators at no charge to the County. At the County=s option, supplemental criteria may be considered at this oral interview, presentation and/or demonstration.

County reserves the right to request additional information and/or clarification. Any clarification of a proposal shall be in writing. Recommendation for award will be to the responsible and responsive offeror whose proposal is determined to be the most advantageous to the County taking into consideration the evaluation criteria set forth in this solicitation.

If an award is made, the County will enter into an agreement with the Offeror(s) that submitted the highest scoring responsive and responsible offer(s) by executing and transmitting a blanket contract or purchase order document that incorporates the Offer without further action by the Offeror. The County may conduct discussions with the Offeror to clarify the Offer and Agreement details provided that they do not substantially change the intent of the solicitation. Unless otherwise specified, relative ranking of proposal(s) will be made considering the average of total points given to each proposal by evaluators.

5 of 68


9. BEST AND FINAL OFFER:County reserves the right to request additional information and/or clarification with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and conformance to, the solicitation requirements.

In the event that discussions are held and clarifications are requested, a written request for best and final offers shall be issued. The request shall set forth the date, time, and place for the submission of best and final offers. If offerors fail to respond to the request for best and final offer or fail to submit a notice of withdrawal, their immediate previous offer will be construed as their best and final offer.

10. OPENING:Responses will be publicly opened and respondent’s name, and if a Bid the amount, will be read on the date and at the location defined in the Invitation for Bid (IFB) or Request For Proposals (RFP). Proposals shall be opened so as to avoid disclosure of the contents of any proposal to competing Offerors during the process of negotiation. All interested parties are invited to attend.

11. EVALUATION:Responses shall be evaluated to determine which response is most advantageous to the COUNTY considering evaluation criteria, conformity to the specifications and other factors.

If an award is made, the Pima County (COUNTY) will enter into an agreement with the one or multiple respondent(s) that submitted the lowest bid(s) and determined responsible for supplying the required goods or services. Unless otherwise specified on the Bid/Offer document determination of the low/lowest bids will be made considering the total bid amount.

The COUNTY reserves the following rights: 1) to waive informalities in the bid or bid procedure; 2) to reject the response of any persons or corporations that have previously defaulted on any contract with COUNTY or who have engaged in conduct that constitutes a cause for debarment or suspension as set forth in COUNTY Code section 11.32; 3) to reject any and all responses; 4) to re-advertise for bids previously rejected; 5) to otherwise provide for the purchase of such equipment, supplies materials and services as may be required herein; 6) to award on the basis of price and other factors, including but not limited to such factors as delivery time, quality, uniformity of product, suitability for the intended task, and bidder’s ability to supply; 7) to increase or decrease the quantity herein specified. Pricing evaluations will be based on pre-tax pricing offered by vendor.

12. AWARD NOTICE:A Notice of Recommendation for Award for IFB or RFP will be posted on the Procurement website and available for review by interested parties. A tabulation of responses will be maintained at the Procurement Department.

13. AWARD:Awards shall be made by either the Procurement Director or the Board of Supervisors in accordance with the Pima County Procurement Code. COUNTY reserves the right to reject any or all offers, bids or proposals or to waive irregularities and informalities if it is deemed in the best interest of the COUNTY. Unless expressly agreed otherwise, resulting agreements are not exclusive, are for the sole convenience of COUNTY, and COUNTY reserves the right to obtain like goods or services from other sources.

14. WAIVER:Each respondent, by submission of an offer, bid or proposal proclaims and agrees and does waive any and all claims for damages against COUNTY or its officers or employees when any of the rights reserved by COUNTY may be exercised.

15. PUBLIC INFORMATION:Pursuant to A.R.S. § 39-121 et seq., and A.R.S. § 34-603(G) in the case of construction or Architectural and Engineering services procured under A.R.S. Title 34, Chapter 6, all information submitted in response to this solicitation, including, but not limited to, pricing, product specifications, work plans, and any supporting data becomes public information and upon request, is subject to release and/or review by the general public including competitors.

Any records submitted in response to this solicitation that Contractor believes constitute proprietary, trade secret or otherwise confidential information must be appropriately and prominently marked as CONFIDENTIAL by Contractor prior to the close of the solicitation.

6 of 68


Notwithstanding the above provisions, in the event records marked CONFIDENTIAL are requested for public release pursuant to A.R.S. § 39-121 et seq., COUNTY shall release records marked CONFIDENTIAL ten (10) business days after the date of notice to the Contractor of the request for release, unless Contractor has, within the ten day period, secured a protective order, injunctive relief or other appropriate order from a court of competent jurisdiction, enjoining the release of the records. For the purposes of this paragraph, the day of the request for release shall not be counted in the time calculation. Contractor shall be notified of any request for such release on the same day of the request for public release or as soon thereafter as practicable.

COUNTY shall not, under any circumstances, be responsible for securing a protective order or other relief enjoining the release of records marked CONFIDENTIAL, nor shall COUNTY be in any way financially responsible for any costs associated with securing such an order.

16. PROTESTS:An interested party may file a protest regarding any aspect of a solicitation, evaluation, or recommendation for award. Protests must be filed in accordance with the Pima County Procurement Code, Section 11.20.010.

17. INQUIRIES:Offerors may submit questions until the close of business as specified by the Pre-Proposal Conference Date. If a prospective offeror believes a requirement of the solicitation documents to be needlessly restrictive, unfair, or unclear, the offeror shall notify the Pima County Procurement Department in writing identifying the issue with suggested solution prior to the closing time set for receipt of the solicitation proposal. Issues identified less than 8 days prior to the solicitation opening date may not be answered.

Any question related to this solicitation shall be directed to the Commodity/Contracts Officer, Jennifer Moore of this RFP. The offeror shall not contact or ask questions of the department for whom the requirement is being procured. The questions must be submitted in writing. Any correspondence related to a solicitation should refer to the appropriate solicitation number, page and paragraph number. The County may issue a formal written addendum containing clarifications or modifications of the RFP requirements, if deemed advantageous or necessary. Only questions or issues answered by formal written addendum will be binding. Addendum will be posted on the Pima County Procurement Solicitation Website: http://www.pima.gov/procure/ifbrfp.htm.

Results of this procurement will not be given in response to telephone inquiries. Interested parties are invited to attend the public opening at the time and date stated in this solicitation. A tabulation of submittals will be on file at the Procurement Department.

No oral interpretations or clarifications will be made to any offeror as to the meaning of any of the solicitation documents.

END OF INSTRUCTIONS

7 of 68

http://www.pima.gov/procure/ifbrfp.htm


Offeror’s Checklist for Submitting a Proposal

The purpose of this form is to assist the Offerors in identifying the crucial information and documents they must provide with their offers.

The proposal shall be bound and indexed/tabbed in the order as indicated below. Use this CHECKLIST to ensure that all required documents have been included in the proposal and that they are properly tabbed and appear in the correct order.

CHECKLIST – FOR PROPOSAL SUBMITTAL REQUIREMENTS

Tab in Proposal

Document Initial to Indicate Document

is Attached to and incorporated as a part of

Proposal1 Table of Contents2 Executive Summary – Shall contain an outline of the general

approach utilized by the respondent along with the objective and conclusive reasons why the solution being proposed is best for Pima County.

A *Attachment A: Minimum Requirements Verification Form B *Offer Agreement – including Pima County Information

Technology Standard Contract Terms and ConditionsC Contractor’s Deviation RequestsD License – Sample ContractE Maintenance & Support – Sample ContractF Professional Services (As Needed) – Sample ContractG Exhibit 1: System Functionality/Capability SpecificationsH Exhibit 2: Key PersonnelI Exhibit 3: Project/Implementation PlanJ Exhibit 4: Initial System Set-upK Exhibit 5: Initial User TrainingL Exhibit 6: Issue ReportingM Exhibit 7: Administrator’s ObligationsN Exhibit 8 Contractor Information and ReferencesO Exhibit 9: Cost ProposalP Exhibit 10: SustainabilityQ I have reviewed and comply with section 5. SUBMISSION

OF OFFERS Instructions to Offerors.R CHECKLIST is complete

*Documents marked with an asterisk on this checklist require a signature. Be sure they are signed prior to submittal of proposal.

8 of 68


ATTACHMENT A

MINIMUM REQUIREMENTS VERIFICATION FORM (2 PAGES)

Offeror certifies that they possess the following minimum qualification and shall provide the requested documents that substantiate their satisfaction of the Minimum Qualification. Failure to provide the information required by this Minimum Qualification and required to substantiate responsibility may be cause for the offeror’s proposal to be rejected as Non-Responsive and/or Responsible.

ITEMNO. MINIMUM QUALIFICATIONS

COMPLIANCE YES/NO

(SELECT ONE)

1The software application provider must have the law firm software customers in at least five (5) different locations in the United States. Complete customer contact information requested below.

Yes / No

Company Name Contact Person Name (First, Last)

Phone Number Email Address Software Name and installation date

COMPANY NAME: ________________________________________________________________________________

SIGNATURE: DATE:

PRINTED NAME & TITLE OF AUTHORIZED OFFEROR REPRESENTATIVE EXECUTING OFFER

9 of 68


ATTACHMENT A

MINIMUM REQUIREMENTS VERIFICATION FORM (2 PAGES)

Offeror certifies that the proposed software possess the following minimum specifications and shall provide the requested documents that substantiate the satisfaction of the Minimum Specifications. Failure to provide the information required by these Minimum Specifications and required to substantiate meeting the specifications may be cause for the offeror’s proposal to be rejected as Non-Responsive.

ITEMNO.

MINIMUM SPECIFICATIONSCOMPLIANCE

YES/NO(SELECT ONE)

ATTACHED IS SUBSTANTIATING DOCUMENTATION

1 The proposed software muse use MS SQL Server or Oracle for the underlying database, and must be a MS Windows based application. (Copy of Spec Sheet may suffice as documentation that substantiates meeting this specification.

Yes / No Yes / No

2 The Proposed Software must have Application Software Interface (API) available for purpose of data import/export interfaces. (Copy of Spec Sheet may suffice as documentation that substantiates meeting this specification.

Yes / No Yes / No

3 The proposed software application must be GJXDM / NIEM compatible and have at a minimum two (2) customer references for contact to confirm this compatibility. Complete the Contract Information below.

Yes / No

Company Name Contact Person Name (First, Last)

Phone Number Email Address Software

COMPANY NAME: ________________________________________________________________________________

SIGNATURE: DATE:


10 of 68


OFFER AGREEMENTPIMA COUNTY INFORMATION TECHNOLOGY STANDARD CONTRACT TERMS AND CONDITIONS (10/08)

1. INTENT: By submitting a proposal in response to this solicitation, Offeror is making a firm offer to enter into a contract (the “Contract”) with Pima County (“COUNTY”) to provide COUNTY with a Case Management System and related services as specified in this solicitation and Offeror’s proposal. The offer of the Successful Offeror (“CONTRACTOR”) will be accepted by the County by issue of a blanket contract, which will be effective on the document’s date of issue without further action by either party. The Contract will incorporate the following:

Offer Agreement – including Pima County Information Technology Standard Contract Terms and Conditions, and SOW

Contractor’s Approved Deviation Requests Contractor’s License Agreement (to the extent not inconsistent with the terms of the Offer Agreement) Contractor’s Maintenance Services and Professional Services (As Needed) Agreements (to the extent not

inconsistent with the terms of the Offer Agreement) CONTRACTOR’s Proposal, including:

o Exhibit 1: System Functionality/Capability Specificationso Exhibit 2: Key Personnelo Exhibit 3: Project Implementation/Plano Exhibit 4: Initial System Set-upo Exhibit 5: Initial User Trainingo Exhibit 6: Issue Reportingo Exhibit 7: Administrator’s Obligationso Exhibit 8: Contractor Information and Referenceso Exhibit 9: Cost Proposalo Exhibit 10: Sustainability o Terms of Best and Final Offer (if applicable)o Table 1: Data Flows between Defense Organizations and Systemso Attachment 1: Interface Developmento Attachment 2: Data Conversion – Systems Tables and Fields

2. TERM, RENEWALS & REVISIONS:The term of the license agreement shall be perpetual.

The initial term of the Maintenance Services Agreement will be for a five-year period. CONTRACTOR shall provide the County with 3 months notice of annual maintenance quotes, for annual renewals after the initial 5-year term. Renewals for maintenance may be exercised upon the written agreement of the parties, as set forth below.

The term of the Professional As-needed Services Agreement will be for an initial one-year period and will include four (4) one-year renewals.

Proposed extensions and amendments to the Agreements shall be made through the issuance by County to Contractor of a revised Blanket Contract or Purchase Order document setting forth the requested extension and/or changes. Failure by Contractor to object in writing to the proposed extension or revised terms within ten (10) calendar days of issuance by County shall signify acceptance by Contractor and the extension/amendment shall be binding upon the parties, effective on the date of issuance.

The parties may amend this agreement to include other software products (modules) as mutually agreed upon. Any such addition shall be by formal written revision to this agreement.

3. ORDER RELEASES:Order(s), for products or services pursuant to the Contract will be made by COUNTY by issue of Purchase Order documents. Order documents will be furnished to CONTRACTOR via facsimile, e-mail or telephone. If the order is given verbally, the County Department that issued the order will transmit a confirming order document to the CONTRACTOR within five workdays of the date the verbal order is given.

CONTRACTOR is prohibited from supplying materials or services pursuant to the Contract that are not documented or authorized by a Purchase Order at the time of provision. The CONTRACTOR agrees that the County accepts no

11 of 68

Solicitation # 0901095responsibility regarding this agreement for control or payment for materials or services not documented by a COUNTY Purchase Order.

12 of 68



The CONTRACTOR agrees to establish, monitor, and manage an effective agreement administration process that assures compliance with all requirements of the Contract. In particular, the CONTRACTOR agrees that it will not provide goods or services in excess of the executed agreement items, item quantity, item amount, or agreement amount without prior written authorization by agreement revision properly executed and issued by the County. Any items provided in excess of that stated in the agreement shall be at the CONTRACTOR’S own risk. CONTRACTOR shall decline verbal requests to deliver items in excess of the agreement and shall report all such requests in writing to the COUNTY Procurement Department within one(1) workday of the request. The report shall include the name of the requesting individual and the nature of the request.

4. ACCEPTANCE OF SERVICES AND PRODUCTS:Acceptance of the goods and services shall be made by the County Department designated on the issued Purchase Order. COUNTY will not execute an acceptance or authorize payment for any service, equipment or component prior to delivery and verification that all specification requirements have been met.

5. COMPENSATION & PAYMENT: Refer to Exhibit Nine (9): Cost Proposal.

OPTIONAL EARLY PAYMENT DISCOUNT TERM: Standard payment terms for the pricing defined by this agreement are Net 30 days after submittal of valid invoice document to County Finance and receipt of goods or acceptance of services by the receiving Department. Pima County Administrative Procedure No. 22-35, section II.B.4 defines the County’s practice regarding discounts for early payment. CONTRACTOR hereby offers the following discounts to those prices to be used for all orders issued pursuant to this agreement. County will utilize the existing payment code that best matches that offered and does not exceed the offered discount percentage. Payment days cannot be less than ten calendar days. CONTRACTOR shall submit valid invoice document consistent with the associated purchase order to County Finance Department at least seven (7) calendar days prior to the date on which the discounted payment is due.

Standard Early Payment Discount Percent: % if payment tendered within Days as above

If desired, for any order issued pursuant with this agreement, CONTRACTOR may offer early payment discounts that exceed this Standard Early Payment Discount.

6. UNIT PRICES:Are contained in Exhibit Nine (9): Cost Proposal.

7. INTERPRETATION and APPLICABLE LAW:This Agreement shall be interpreted, construed and given effect in all respects according to the laws of the State of Arizona. Any action relating to this Contract shall be brought in a court of the State of Arizona in COUNTY.

8. WARRANTY:Contractor warrants that the software to be delivered and the services to be rendered by Contractor pursuant to this Agreement shall perform as represented and shall be free from material defects.

9. DELIVERY:The software shall be delivered, installed, and implemented, and the training, data migration, and other services shall be rendered in a timely manner, as provided in the schedule contained in Exhibit 4 Project/Implementation Plan. On-time delivery of goods and services is an essential part of the consideration to be received by COUNTY. COUNTY at its sole option and at no cost to the COUNTY may cancel extend this schedule and adjust times. Such extension of delivery times will not be valid unless extended in writing by an authorized representative of the COUNTY.

Contractor will not be held responsible for unforeseen delays caused by fires, strikes, acts of God, or other causes beyond Contractor’s control, provided that Contractor provides immediate notice of delay and makes reasonable efforts to mitigate its impacts.

13 of 68



10. FRAUD AND COLLUSION:Contractor acknowledges and warrants that no officer or employee of COUNTY or of any subdivision thereof has: 1) aided or assisted the Contractor in securing or attempting to secure this contract at a higher price than that proposed by any other person submitting a proposal for this contract; 2) favored Contractor over other proposers by giving or withholding information or by willfully misleading any proposer in regard to the character of the material or supplies called for or the conditions under which the proposed work is to be done; 3) has agreed to knowingly accept materials or supplies of an inferior quality; 4) any direct or indirect financial interest in Contractor or will personally benefit from this Contract. Additionally, during the conduct of business with COUNTY, the Contractor will not knowingly certify, or induce others to certify, to a greater amount of labor performed than has been actually performed, or to the receipt of a greater amount or different kind of material or supplies that has been actually received. If at any time it shall be found that Contractor has in presenting its proposal colluded with any other party or parties for the purpose of preventing any other offer being made, then this agreement may be terminated and Contractor shall be liable for all damages sustained by COUNTY.

11. COOPERATIVE USE OF RESULTING AGREEMENT:As allowed by law, the COUNTY has entered into cooperative procurement agreements that enable other Public Agencies to utilize procurement agreements developed by the COUNTY. The Contractor may be contacted by participating agencies and requested to provide services and products pursuant to the pricing, terms and conditions set forth in this Agreement. Minor adjustments are allowed subject to agreement by both Contractor and Requesting Party to accommodate additional cost or other factors not present in the COUNTY agreement and required to satisfy particular Public Agency code or functional requirements. Any such usage shall be in accordance with State, COUNTY and other Public Agency procurement rules, regulations and requirements. A list of agencies that are authorized to use COUNTY agreements can be viewed at the Procurement Department Internet home page: http://www.pima.gov/procure by selecting the link titled Authorized Use of COUNTY Agreements.

12. INTELLECTUAL PROPERTY INDEMNITY:Contractor warrants that the software and services provided under this contract do not unlawfully infringe on any intellectual property rights held by others. Contractor shall hold COUNTY, its officers, agents and employees, harmless from liability of any nature or kind, including costs and expenses, suffered or incurred as a result of any claim by a third party for intellectual property infringement in connection with the software or services furnished hereunder.

13. INDEMNIFICATION:Contractor shall indemnify, defend, and hold harmless COUNTY, its officers, employees and agents from and against any and all suits, actions, legal administrative proceedings, claims or demands and costs attendant thereto, arising out of any act, omission, fault or negligence by the Contractor, its agents, employees or anyone under its direction or control or on its behalf in connection with performance of this contract.

14. COMPLIANCE WITH LAWS:Contractor shall comply with all applicable federal, state, and local laws, rules, regulations, standards and Executive Orders, without limitation.

15. ASSIGNMENT:Contractor shall not assign its rights to this Contract, in whole or in part, without prior written approval of the COUNTY. Approval may be withheld at the sole discretion of COUNTY.

16. CONFLICT OF INTEREST:All agreements are subject to the provisions of A.R.S. § 38-511, the pertinent provisions of which are incorporated into and made part of all resultant contracts or purchase orders as if set forth in full herein.

17. NON - DISCRIMINATION: CONTRACTOR agrees that during the performance of this contract, CONTRACTOR shall not discriminate against any employee, client or any other individual in any way because of that person’s age, race, creed, color, religion, sex, disability or national origin. CONTRACTOR shall comply with the provisions of Arizona Executive Order 75-5, as amended by Executive Order 99-4, which is incorporated into this Contract as if set forth in full herein.

14 of 68

http://www.pima.gov/procure



18. NON - APPROPRIATION OF FUNDS: Pursuant to the provisions of A.R.S. § 11-251, sub-section 42, this agreement may be canceled if for any reason the COUNTY Board of Supervisors does not appropriate funds for the stated purpose of maintaining this agreement. In the event of such cancellation, COUNTY shall have no further obligation, other than to pay for services or goods that have already been received.

19. PUBLIC INFORMATION:Pursuant to A.R.S. § 39-121 et seq., the Contract, including, but not limited to, pricing, product specifications, work plans, and any supporting data (including Contractor’s original proposal) becomes public information and upon request is subject to release and/or review by the general public including competitors.

Any records submitted by Contractor that Contractor believes constitute proprietary, trade secret or otherwise confidential information must be appropriately and prominently marked as CONFIDENTIAL by Contractor prior to submittal to County.

Notwithstanding the above provisions, in the event records marked CONFIDENTIAL are requested for public release pursuant to A.R.S. § 39-121 et seq., COUNTY shall be entitled to release records marked CONFIDENTIAL ten (10) business days after the date of notice to the Contractor of the request for release, unless Contractor has, within the ten day period, secured a protective order, injunctive relief or other appropriate order from a court of competent jurisdiction, enjoining the release of the records. For the purposes of this paragraph, the day of the request for release shall not be counted in the time calculation. Contractor shall be notified of any request for such release on the same day of the request for public release or as soon thereafter as practicable.

COUNTY shall not, under any circumstances, be responsible for securing a protective order or other relief enjoining the release of records marked CONFIDENTIAL, nor shall COUNTY be in any way financially responsible for any costs associated with securing such an order.

20. CUSTOM DOCUMENTATION: Costs to develop all documentation, training materials, etc. necessary to provide the contracted services to County are included in the agreed upon price. It is agreed that such documentation shall be the property of COUNTY.

21. AMERICANS WITH DISABILITIES ACT:Contractor shall comply with all applicable provisions of the Americans with Disabilities Act (public law 101-336, 42 USC 12101-12213) and all applicable federal regulations under the act, including 28 CFR parts 35 and 36.

22. NON-EXCLUSIVE:This Agreement is non-exclusive and are for the sole convenience of Pima County which reserves the right to obtain like goods and services from other sources for any reason.

23. TERMINATION:COUNTY reserves the right to terminate this contract in whole or in part at anytime, when in the best interests of the COUNTY, without penalty or recourse. Upon receipt of written notice, Contractor shall immediately cease all work as directed by the notice, notify all sub-contractors of the effective date of termination and take appropriate actions to minimize further costs to the COUNTY.

24. INDEPENDENT CONTRACTOR:The status of the Contractor shall be that of an independent Contractor. Neither Contractor nor Contractor officer’s agents or employees shall be considered an employee of COUNTY or be entitled to receive any employment-related fringe benefits under the COUNTY Merit System. Contractor shall be responsible for payment of all federal, state and local taxes associated with the compensation received pursuant to this Contract and shall indemnify and hold COUNTY harmless from any and all liability which COUNTY may incur because of Contractor’s failure to pay such taxes.

25. BOOKS AND RECORDS:Contractor shall keep and maintain proper and complete books, records and accounts, which shall be open at all reasonable times for inspection and audit by duly authorized representatives of COUNTY. In addition, Contractor shall retain all records relating to this contract at least 5 years after its termination or cancellation or, if later, until any related pending proceeding or litigation has been closed.

15 of 68



26. COUNTERPARTS:This contract may be executed in any number of counterparts and each counterpart shall be deemed an original, and together such counterparts shall constitute one and the same instrument.

27. AUTHORITY TO CONTRACT:Contractor warrants its right and power to enter into this contract. If any court or administrative agency determines that COUNTY does not have authority to enter into the contract, COUNTY shall not be liable to Contractor or any third party by reason of such determination or by reason of the contract.

28. FULL AND COMPLETE PERFORMANCE:The failure of either party to insist in one or more instances upon full and complete compliance with any of the terms or conditions of this contract, or to take any action permitted as a result thereof, shall not be construed as a waiver or relinquishment of the right to insist upon full and complete performance of the same, or any other covenant or condition, either in the past or in the future. The acceptance by either party of sums less than may be due and owing it at any time shall not be construed as an accord and satisfaction.

29. SUBCONTRACTOR:CONTRACTOR shall be fully responsible for all acts and omissions of any subcontractor and of persons directly or indirectly employed by any subcontractor, and of persons for whose acts CONTRACTOR may be liable to the same extent that the CONTRACTOR is responsible for the acts and omissions of persons directly employed by it. Nothing in this contract shall create any obligation on the part of COUNTY to pay or see to the payment of any money due any subcontractor, except as may be required by law.

30. SEVERABILITY:Each provision of this Contract stands alone, and any provision of this Contract found to be prohibited by law shall be ineffective to the extent of such prohibition without invalidating the remainder of this Contract.

31. INSURANCE:Contractor shall obtain and maintain at its own expense, during the entire term of this Contract the following type(s) and amounts of insurance:

a) Commercial General Liability in the amount of $1,000,000.00 combined single limit Bodily Injury and Property Damage.

b) Commercial or Business automobile liability coverage for owned, non-owned and hired vehicles used in the performance of this Contract with limits in the amount of $1,000,000.00 combined single limit or $1,000,000.00 Bodily Injury, $1,000,000.00 Property Damage;

c) If required by law, workers’ compensation coverage including employees’ liability coverage.Contractor shall provide COUNTY with current executed certificates of insurance upon request.

32. VENDOR RECORD MAINTENANCEBy submitting a response to this solicitation, the submittor agrees to establish and maintain a complete Pima County Vendor record, including the provision of a properly completed and executed “Request for Taxpayer Identification Number and Certification” document(Form W-9), within ten calendar days of the solicitation due date. The Vendor also agrees to update the information within ten calendar days of any change in that information and prior to the submission of any invoice or request for payment. The preferred method for creating or updating this record is via the Internet utilizing the Pima County Vendor Registration and Messaging Portal (VRAMP). The portal requires that the Vendor establish and maintain email functionality. In addition to providing the means for a Vendor to create and maintain their Vendor record, VRAMP also provides for email notice to the vendor regarding solicitations published by Pima County for commodities of interest as defined by the Vendor record. Internet links for Vendor Registration, VRAMP and commodity codes used to define products and services for which the Vendor is capable of providing, are located at the Procurement Internet page: www.pima.gov/procure .

33. PACKING:No extra charges shall be made for packaging or packing material. Contractor shall be responsible for safe packaging conforming to carrier’s requirements. All packages shall bear the content(s) quantity, product identification, purchase order number, and destination address plainly marked in indelible ink on the exterior of each package.

16 of 68

http://www.pima.gov/procure



34. SPECIFICATION CHANGES:COUNTY shall have the right to make changes in the specifications, services, or terms and conditions of an order. If such changes cause an increase or decrease in the amount due under an order or in time required for performance, an acceptable adjustment shall be made and the order shall be modified in writing. Any agreement for adjustment must bemade in writing. Nothing in this clause shall reduce Contractor’s’ responsibility to proceed without delay in the delivery or performance of an order.

35. INSPECTION:All goods and services are subject to inspection and testing at place of manufacture, the destination, or both, by COUNTY. Goods failing to meet specifications of the order or contract shall be held at Contractor’s risk and may be returned to Contractor with costs for transportation, unpacking, inspection, repacking, reshipping, restocking or other like expenses to be the responsibility of Contractor. In lieu of return of nonconforming supplies, COUNTY, at its sole discretion and without prejudice to COUNTY’s rights, may waive any nonconformity, receive the delivery, and treat the defect(s) as a warranty item, but waiver of any condition shall not be considered a waiver of that condition for subsequent shipments or deliveries.

36. SHIPPING TERMS:Unless stated otherwise by the agreement documents, delivery terms are to be F.O.B. Destination & Freight Prepaid Not Billed (“F.O.B. Destination”) are to be included in the Unit Price offered by Contractor and accepted by the COUNTY.

37. INSPECTION; REMEDIES:All goods and services are subject to inspection and testing at place of manufacture, the destination, or both, by COUNTY. Goods failing to meet specifications of the order or contract may be held at Contractor’s risk and may be returned to Contractor with costs for transportation, unpacking, inspection, repacking, reshipping, restocking or other like expenses to be the responsibility of Contractor, and Contractor shall in that event immediately replace the item(s) with conforming item(s). Should the Contractor fail, neglect, or refuse immediately to do so, COUNTY, shall have the right to purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any monies due or that may become due to the Contractor the difference between the price named in the contract or purchase order and actual cost to COUNTY.

In lieu of return of nonconforming supplies, COUNTY, at its sole discretion and without prejudice to COUNTY’s rights, may waive any nonconformity, receive the delivery, and treat the defect(s) as a warranty item, but waiver of any condition shall not be considered a waiver of that condition for subsequent shipments or deliveries.

In the event the Contractor shall fail to make prompt delivery as specified of any item, the same conditions as to the rights of COUNTY to purchase in the open market and invoke the reimbursement condition above shall apply, except when delivery is delayed by fire, strike, freight embargo, or acts of god or of the government.

In the event of cancellation of the contract or purchase order, either in whole or in part, by reason of the default or breach by the Contractor, any loss or damage sustained by COUNTY in procuring any items which the Contractor agreed to supply shall be borne and paid for by the Contractor. The rights and remedies of COUNTY provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

38. SCRUTINIZED BUSINESS OPERATIONS Pursuant to A.R.S. § 35-397, contractor hereby certifies that it does not have scrutinized business operations in Iran or Sudan. The submission of a false certification by contractor may result in action up to and including termination of this contract.

39. ORDER OF PRECEDENCE-CONFLICTING DOCUMENTS:In the event that there are inconsistencies between agreement documents, following is the order of precedence, superior to subordinate, that shall be applied to resolve the inconsistency: blanket contract; purchase order; offer agreement or contract attached to a blanket contract or purchase order; standard terms and conditions; other solicitation documents.

17 of 68



40. LEGAL ARIZONA WORKERS ACT COMPLIANCE

CONTRACTOR hereby warrants that it will at all times during the term of this Contract comply with all federal immigration laws applicable to CONTRACTOR’S employment of its employees, and with the requirements of A.R.S. § 23-214 (A) (together the “State and Federal Immigration Laws”). CONTRACTOR shall further ensure that each subcontractor who performs any work for CONTRACTOR under this contract likewise complies with the State and Federal Immigration Laws. COUNTY shall have the right at any time to inspect the books and records of CONTRACTOR and any subcontractor in order to verify such party’s compliance with the State and Federal Immigration Laws. Any breach of CONTRACTOR’S or any subcontractor’s warranty of compliance with the State and Federal Immigration Laws, or of any other provision of this section, shall be deemed to be a material breach of this Contract subjecting CONTRACTOR to penalties up to and including suspension or termination of this Contract. If the breach is by a subcontractor, and the subcontract is suspended or terminated as a result, CONTRACTOR shall be required to take such steps as may be necessary to either self-perform the services that would have been provided under the subcontract or retain a replacement subcontractor, (subject to COUNTY approval if MWBE preferences apply) as soon as possible so as not to delay project completion. CONTRACTOR shall advise each subcontractor of COUNTY’S rights, and the subcontractor’s obligations, under this Article by including a provision in each subcontract substantially in the following form: “SUBCONTRACTOR hereby warrants that it will at all times during the term of this contract comply with all federal immigration laws applicable to SUBCONTRACTOR’s employees, and with the requirements of A.R.S. § 23-214 (A). SUBCONTRACTOR further agrees that COUNTY may inspect the SUBCONTRACTOR’S books and records to insure that SUBCONTRACTOR is in compliance with these requirements. Any breach of this paragraph by SUBCONTRACTOR will be deemed to be a material breach of this contract subjecting SUBCONTRACTOR to penalties up to and including suspension or termination of this contract.”

Any additional costs attributable directly or indirectly to remedial action under this Article shall be the responsibility of CONTRACTOR. In the event that remedial action under this Article results in delay to one or more tasks on the critical path of CONTRACTOR’s approved construction or critical milestones schedule, such period of delay shall be deemed excusable delay for which CONTRACTOR shall be entitled to an extension of time, but not costs.

41. CONTROL of DATA PROVIDED BY PIMA COUNTY

For those projects and contracts where Pima County has provided data to enable the Contractor to provide contracted services or products, unless otherwise specified and agreed to in writing by Pima County, Contractor shall treat, control and limit access to said information as confidential and under no circumstances release any data provided by County during the term of this agreement and thereafter, including but not limited to personal identifying information as defined by A.R.S. § 44-1373, and is further prohibited from selling such data directly or through a third party. Upon termination of the associated agreement or completion of the required contractual intent whichever occurs sooner, Contractor shall either return all data to County or shall destroy such data and confirm destruction in writing in a timely manner not to exceed 60 calendar days.

42. NOTICES. Any notice required or permitted to be given under this Agreement shall be in writing and shall be served by personal delivery or by certified mail upon the other party as follows:

COUNTY: OFFEROR:Pima County Information Technology Department At the name, mailing address, phone, email listed below.150 W. Congress, 5th FloorTucson, AZ 85701Chief Information Officer

Pima County Public Defender33 N. Stone 21st FloorTucson, Arizona 85701Legal Administrator, Mark Hamblin

18 of 68



OFFEROR LEGAL NAME:

BUSINESS ALSO KNOWN AS:

MAILING ADDRESS:

CITY/STATE/ZIP:

CORPORATE HEADQUARTERS LOCATION:

ADDRESS:

CITY, STATE, ZIP:

During the solicitation process, correspondence may be directed to:

CONTACT PERSON NAME/TITLE:

PHONE: FAX:

CONTACT EMAIL ADDRESS:

43. ACKNOWLEDGEMENT of SOLICITATION ADDENDA:Offeror acknowledges that the following solicitation addenda has been incorporated in their offer and this agreement:

Addendum # Date Addendum # Date Addendum # Date

The remainder of this page is intentionally left blank.

19 of 68



44. CERTIFICATION/OFFER:By signing and submitting a proposal and the Offer Agreement documents, the undersigned certifies that they are legally authorized to represent and bind the “CONTRACTOR” to legal agreements, that all information submitted is accurate and complete, that the firm has reviewed the Procurement website for solicitation addenda incorporated into their offer, that the firm is qualified and willing to provide the items and services requested, and that the firm will comply with all requirements of the solicitation and any resulting Contract. The undersigned hereby offers to furnish the material or service in compliance with all terms, conditions, specifications, defined or referenced by the solicitation. The pricing proposal includes all costs incidental to the provision of the items and services in compliance with the above documents; no additional payment will be made. Conditional offers that modify the solicitation requirements may be deemed not ‘responsive’ and may not be evaluated. Offeror’s submission of a signed Offer Agreement shall constitute a firm offer and upon the issuance of a blanket contract or purchase order document signed by the Pima County Procurement Director or authorized designee, a binding contract is formed that shall require the Offeror to provide the services described in this solicitation. The resulting contract incorporates by reference all requirements set forth by the solicitation, solicitation instructions, Pima County standard terms and conditions, and other documents listed in this Offer Agreement’s Other Documents article.

SIGNATURE: DATE:


MAILING ADDRESS

PHONE AND E-MAIL:

END OF OFFER AGREEMENT

20 of 68


PIMA COUNTY STATEMENT OF WORK (SOW)

IntroductionPima County has two related offices and function for indigent defense:

The Pima County Public Defender's Office ("PD"). The PD provides indigent criminal defense services for Pima County. The PD annually handles approximately 15,000, which includes both adult felony and juvenile. There are approximately 75 attorneys and 95 staff members (investigators, paralegals, secretaries, and clerical support personnel).

The Pima County Legal Defender's Office ("LD"). The LD provides indigent criminal defense services for cases that cannot be handled by the PD due to caseload or conflict. The LD annually handles approximately 2,800 adult felony cases per year. There are approximately 16 attorneys and 19 staff members.

There are multiple case tracking systems and databases in use these offices (which will be referred to herein collectively as "Legal Departments"). Each of these Legal Departments is in need of an electronic case management System (System) that will replace and enhance the current Systems, including at a minimum the following features:

Unified system for electronically managing cases and all associated documents, in order to create a “paperless office” environment

o Automated calendaring and setting of “tasks” and “events” for attorney and staff assigned to case based on defined case types, with synchronization with Outlook

o Automated document assembly and generation

o Easy saving and organization of both externally and internally generated electronic files, of any and all formats (email, text, image, audio, video, etc.)

o Easy sharing of electronic files and data as part of the discovery and disclosure process

o Time tracking and reporting

o Shared contacts/people database, with ability to link an individual to multiple cases/matters and events, and with ability to show role in each different case/matter or event

Automation of data exchange with external systems (law enforcement agencies, courts, and county departments), and between Legal Departments

Elimination of redundant data entry, by consolidation into a single system, with the ability to link data to various cases or people files

Ability to perform workload analysis (case weighting), in order to support both workload tracking and adjustment

Standardized and ad hoc reporting, to allow timely response to management needs for analysis without having to request report development from Central IT

Security that can be customized per user

ScopeThe scope of this project includes the following activities as part of the Software Development Life Cycle (SDLC):

Performing analysis on the inputs, processing, and outputs of the current case tracking systems, including interfaces to external systems.

Requirements analysis for the System to replace the existing systems and interfaces.

Acquisition of the System.

Installation and assistance with initial configuration (including development of standardized reports, case “types,” security configurations, etc.)

Migration of current and historical data from existing databases.

o Currently, data is stored in many different databases for the various offices

21 of 68


PIMA COUNTY STATEMENT OF WORK (SOW) Development of the interfaces to external systems (including but not limited to courts, law enforcement agencies,

and county departments)

Training of users and administrators

o It is anticipated that initial training and documentation will be provided by the Contractor to the System administrators within the various Legal Departments, and select groups of users. These individuals will then train their own people, and develop more documentation as necessary.

Operations, including support and maintenance

ResponsibilitiesSpecific responsibilities in support of this project’s Scope include the following.The Legal Departments will be responsible for:

Providing information necessary to specify system requirements in this Statement of Work (SOW).

Review of this SOW to ensure that departmental needs are being addressed;

Sign-off on this SOW at each phase of the SDLC process (Initiation, Planning, Execution, Controlling, and Closing).

Purchasing of software and services from the CONTRACTOR.

Participation, with Central IT, in development and execution of the Acceptance Plan (AP).

Creating an approved training plan.

Ensuring that all users receive the approved training.

Maintaining the system security within the System.

The CONTRACTOR will be responsible for:

Providing implementation support, including development of interfaces and data migration.

Providing initial system setup.

Providing initial user training.

Providing ongoing support and maintenance, including notification on known errors and workarounds.

For bugs detected during installation, providing quick resolution.

Ensuring that their software allows the administrators and users to meet their obligations, as specified by

o Pima County Board of Supervisors Policy C 3/9: Information Technology Software and Hardware Resources

o State Bar of Arizona, Ethics Opinion 05-04: Electronic Storage; Confidentiality (07/2005)

Central IT Department will be responsible for:

Creating and maintaining this SOW.

Creating and maintaining a Project Plan for this project.

Managing Change Control for this project.

Installation, test, and maintenance of the System.

Specification, development, and testing of interfaces to external systems.

Data migration from the existing systems.

Determining options for requirements which may not be fully met by the CONTRACTOR.

22 of 68



Participation in development and execution of the Acceptance Plan with Defense Services.

On going operation of the System on Pima County servers and communications infrastructure.

Functional System FlowThis section presents two types of diagrams.First is process flows, which represent the business activities of the Legal Departments. These form the basis of requirements which describe activities.Second is data flows, which represent the flow of information within and between departments. These form the basis of requirements which describe the transfer of information. In these data flows, it is intended that the new System will completely replace the existing systems and that all manual data flows (e.g. fax) will be handled electronically instead.

Current Process (Adult)The following diagram (split into three pages) summarizes the business process flow for an individual adult defense case. It illustrates the overall activities necessary to manage a case, and provides a sense of timing to the data flow diagrams shown later.

More details of this process are provided in a separate document: current process flow defense detailed.pdf. The expanded version shows the process flow in the form of Input-Process-Output, where each Input and Output have links to sample documents.

23 of 68


PIMA COUNTY STATEMENT OF WORK (SOW)1.1.1

Arrest

InitialAppearance

Determine Probable Cause

Case Assigned to Superior Court

No

No Released and Charges Dropped

Yes

Issue a Notice of Supervening Indictment,

Summons, or Warrant

Assignment to Counsel

Whether to file bail motion

Motion to Reduce Bail

Yes

Arraignment

Sheriff submits Bookings and Charges.Inmate roster is updated.

Justice Court established conditions of release; refers client to OCAC if counsel is required.

Justice Court assigns case to PD, LD, or a specific Contract Attorney; based on conflicts and case loads as determined by OCAC.

Decided by Defense with Client.

Filed by Defense.

Usually County Attorney with Grand Jury, but may also be in Preliminary Hearing, with Defense.

County Attorney drops charges.Defense closes case.

Charging document filed in Superior Court.

Superior Court assigns a case number and division.Attorney fees may be assessed by the Court.

Counsel enters plea (not guilty).Case Management Conference is scheduled.

Grey boxes indicate the process has completed.

* The process flow for Contract Attorney’s billing with OCAC is provided in another diagram.

24 of 68



1.1.2

Determine Plea or Trial

Trial

Change of Plea Hearing

Pre-Trial Conference

Trial Confirmation Conference

Plea

Alternatives to Plea/Trial?

Adult DiversionDrug Court Program

Case Management Conference

YesYesNo

Trial

No

Acceptable plea already available?

Yes

Defense receives Disclosure and Grand Jury Transcripts; Conducts investigations; Interviews witnesses; Discuses plea possibilities with Prosecutor.

If possible, Defense tries to show that there are options to Trial based on the defendant’s history and charges.

Question: Does Defense (PD, LD, or Contract Atty.) close the case at this point, or are they involved in Drug Court / Adult Diversion?

As part of Defense Preparation, Defense confers with the County Attorney to see if a mutually acceptable plea arrangement can be made at this time.

Prosecution and Defense meet with Superior Court judge to determine either a trial date or that the case can be resolved by a plea agreement.

Defense presents change of plea.

Prosecution and Defense present Pretrial Statements.

Defense present priority information to Superior Court.

Defense defends the case. (Need to elaborate on data required.)

Defense Preparation

25 of 68



1.1.3

Sentencing

Pre-Sentence Investigation

Hold a Factors Hearing?

NoAggravating or

Mitigating Factors Hearing

Yes

Appeal?

If guilty, serve sentence. File Appeal File Rule 32

Petition

No Yes Yes, Rule 32

Appeals Trial Relief granted?

No

Appeal?Yes

Serve sentence.

No

Yes

Defense states whether there are mitigating factors.

Defense presents mitigating factors.

Defense submits letters for the Court’s consideration.

Defense records the sentence.

Defense determines with client whether to file.

26 of 68



1.2 Current Process Flow (Juvenile)Current Process Flow (Juvenile)The following diagram summarizes the business process flow for an individual juvenile defense case. It illustrates the overall activities necessary to manage a case, and provides a sense of timing to the data flow diagrams shown later.

1.3 Current Data Flow: Overall

The following diagram shows the current overall flow of data between the Legal Departments and associated external entities.

Public,Legal,

JuvenileDefenders

IT Dept.

Justice,Superior,

andJuvenileCourts

PimaCounty

Attorney

LawEnforcement

27 of 68



1.4 Current Overall Flow of Data Between SystemsThe following diagram shows, at a very high level, the current flow of data between systems used by the Public and Legal Defenders. (The Juvenile system does not currently interface with the PD or LD systems.)It is intended that the System will replace the PD, LD, and JPD Case Tracking systems in this diagram.

It is intended that the System will replace the PD, LD, and JPD Case Tracking systems in this diagram.

JuvenileCase Tracking

System

PDCase Tracking

SystemOCAC’s

Contract AttySystem

Case WeightingSystem

Superior Court’s data systems

Justice Court’s data systems

Synergen

LDCase Tracking

System

Sheriff’s data systems

Pima County Attorney’s data

systems

28 of 68



1.5 Current Flow of Data for PD or LD

The following diagram shows the flow of data within the PD/LD organizations. (The two organization are totally separate, but share common activities and data needs.)There is no sequencing in this diagram, since these data flows are occurring simultaneously all the time.

Case Appointments

ResearchPrior Cases.

Case Initialization(Attorney, Case, Charge, Alias, Codefendant);

Team Assignment.

Case Appointment

Team Assignment

ResearchPrior Cases.

ResearchCodefendants;

Witnesses.

Calendars;Ticklers. Case Documents

Time Tracking;Codefendants;

Contacts.

Interviews;Case Documents

Case Tracking Systems

Case Events;Dispositions;

Attorney Changes;Case Status;

Charge Table Maintenance.Custom Reportsand

Statistical Analyses

Requests forreports andstatistics.

Directivesto enter

data.

Courtminuteentries

Requests forreports andstatistics.

Custom Reportsand


Custom Reportsand


Discovery Documents

Management

Superior Court

Pima County Attorney

Management

Support Staff

Investigators

Para Legals

dtSearch

Attorney’s computers

PD/LD Attorneys

IT Dept.

Support Staff

Investigator’s Computers

Justice Court

Paper Documents

Case InfoFor Conflict Determination

29 of 68



1.6 Current Flow of Data for JPD

The following diagram shows the flow of data within the JPD organization.There is no sequencing in this diagram, since these data flows are occurring simultaneously all the time.

Case Appointments

Case data and events;Attorney Assignment;

Charge Table Maintenance.

Case Appointment

AttorneyAssignment

Prior Cases

Codefendants;Witnesses.

Calendars;Ticklers;

Case Documents.

CaseDocuments

Time Tracking;Codefendants;

Contacts.

Interviews;Case Documents

Directivesto enter

data.

Courtminuteentries

Requests forcustom reportsand statistics;

Requests to archive data or to retrieve

archived data.Custom reportsand statistics;Archived data.

Discovery Documents

Pima County

Attorney

JPD Management

Support Staff

Investigators

Para Legals

Attorney’s computers

JPD Attorneys

IT Dept.

Investigator’s Computers

JuvenileCase Tracking

System

JuvenileCourt

Mail

Detention orIndigencyHearing

Social Services,Therapy Providers,

Doctors,etc.

Current Clients

Drug Court

Hearings

Case documents;Case info.

Predispositionreports

Custom Reportsand

Statistics

RedactedCorrespondence

Mail

Mail

Otherparties

Judge

Juvenile Case InfoFor Conflict Determination

30 of 68



1.7 Additional Flow of Data for JPD

This diagram shows the interaction of JPD staff with the adult PD’s case tracking systems, and with Superior Court’s Agave system. These interactions did not fit in the previous JPD diagram.

JPD Management

Support Staff

Investigators

ParaLegals

JPD Attorneys

Adult PD Case Tracking Systems

Superior Court’sAgave System

Adu

lt ca

se in

foab

out J

uven

lie c

lient

s

Adu

lt ca

se in

foab

out J

uven

lie c

lient

s

END OF PIMA COUNTY STATEMENT OF WORK

31 of 68


CONTRACTOR’S DEVIATION REQUESTS

ALL deviation requests shall be listed herein. All deviation requests shall specifically document and clearly illustrate the deviation to the particular specification or the requirement set forth by this solicitation and fully explain the requested deviation’s impact on the end performance of the item. Acceptance or rejection of said deviation request shall be at the sole discretion of the County and in accordance with Pima County Procurement Code. Deviations shall be submitted in the format below. Rows may be added/deleted as needed.

# Refer to Solicitation

TAB

Page #, Section, Paragraph

Specification or Requirement Language

Requested Deviation Language

For Pima County Use OnlyAccepted/Rejected Best and Final Offer

1234567

32 of 68


CONTRACTOR’S STANDARD LICENSE CONTRACT

Contractor shall submit and attach to this page, a copy of their License Agreement. Ensure that any terms that conflict with the County’s solicitation terms and conditions are addressed on the form provided.

County Specification:Contractor must provide annually renewable support and maintenance contract(s) that include software support and regular software releases at no additional cost.

33 of 68


CONTRACTOR’S STANDARD MAINTENANCE CONTRACT

Contractor shall submit and attach to this page, a copy of their Maintenance Agreement.

The Contractor must provide a maintenance support plan that details the application software warranty and the software maintenance and upgrade services that will be provided. The plan must specifically state what services are offered under the plan, what software is covered and for what period of time all items will be covered.

Ensure that any terms that conflict with the County’s solicitation terms are addressed on the form provided.

County Specifications:Contractor must provide annually renewable support and maintenance contract(s) that include software support and regular software releases at no additional cost.

Contractor must maintain a customer accessible section of their website for enhancements/bug submission, messaging board/forum access, and online access to support representatives, and for sharing of documents and reports with other application customers.

34 of 68


CONTRACTOR’S AS-NEEDED PROFESSIONAL SERVICES CONTRACT

Contractor shall submit and attach to this page, a copy of their Professional Services Agreement.

Ensure that any terms that conflict with the County’s solicitation terms are addressed on the form provided.

35 of 68


EXHIBIT ONE (1) – SYSTEM FUNCTIONALITY/CAPABILITY SPECIFICATIONS

This Section describes the specifications for business functionality of the System. Specifications are listed in the following categories:1.1 Input from External Systems1.2 Input from Users1.3 Processing1.4 Output to External Systems1.5 Output to Users1.6 Security

Proposed System Name: _____________________________________________________

Proposed System is comprised of the following modules: 1.

2.

3.

4.

5.

6.

List the number of modifications made to the base program and how frequently modifications are made:

1.

2.

3.

4.

5.

6.

7

36 of 68


Case Management System Functional Specifications AnalysisThe specifications that describe the system functionality are listed in a table. This is to both organize the specification, and to show which requirements are met by current systems or the new system. The table contains the following columns:

#: This column shows the Specification Number. All comments provided on additional pages must reference the applicable specification number.

Weight: This column shows the relative weighting given to each requirement. The current scale is:1 = Favorable – nice to have feature, however, does not provide significant benefit and is not critical to the daily business processes

3 = Significant – not mission critical, however, will provide significant benefits in the efficiency and effectiveness of the daily business processes

5 = Mission Critical to daily business processes

SPECIFICATION: This column gives the description of the actual system.

INSTRUCTIONS for responding to the functional specifications portion of this RFP.

Respondent shall complete this form by entering the applicable response code, and if necessary provide comments.

RESPONSE CODES:BS – Specification is included in the Base System (BS). Functionality of specification will be met by proposed system and software that is operational and

can be demonstrated by the Contractor.

CS - Specification is in not included in the Base System and requires Customization Solution. All work shall be performed by the CONTRACTOR and additional cost shall be itemized in Section Ten (10) – Cost Proposal.

NA - Specification is Not Available (NA). Specification cannot be met by proposed system and software.

FR - Specification is not available at this time. Specification will be available in a Future Release (FR) of the software within 1 year of the date of the offeror’s proposal. All work shall be performed by the CONTRACTOR and additional cost shall be itemized in Exhibit Nine (9) – Cost Proposal.

TP - Specification cannot be met by the proposed system without additional software or utilities. Additional software and utilities must be listed in the Comments section. All work shall be performed by the CONTRACTOR and additional cost shall be itemized in Exhibit Nine (9)) – Cost Proposal.

NOTE: Where a response to a specification is omitted, it will be considered the same as a response of NA (Not Available). Any deviation from the response codes will be considered at the discretion of the County. All costs associated with response codes CS, FR and TP must be itemized and included the proposal submitted, Exhibit Nine (9)) – Cost Proposal. For each Specification below, provide Comments about how your system will meet the criteria, using the response codes listed above and any additional textual descriptions needed for full comprehension. Each comment shall be titled as per the applicable specification #.

DO NOT ALTER THE FORMAT OF THE TABLES.

37 of 68


# Weight Specification

1.1 Input from External Systems BS CS NA FR TP COMMENTS

1.1.1 3 Shall perform automated imports, from the Sheriff, on schedules that are configurable by the systems administrator:

Bookings;

Incarcerations;

Note that this must include all Juvenile bookings as well as all Adult bookings. (Adding Juvenile data may require modification of the current data sent from the Sheriff.)

Comment is attachedYes NoRefer to Page #

1.1.2 3 Shall perform automated imports, from the Justice Court, on schedules that are configurable by the systems administrator:

Initial Appearance calendars;

Case data (pre-indictment felonies and misdemeanors);


1.1.3 3 Shall perform automated imports, from the Superior Court, on schedules that are configurable by the systems administrator:

Arraignment Calendars;

Open cases;

Probation revocations;


1.1.4 1 Shall perform automated imports from the Juvenile Court’s data systems, similar to those that come from Justice Court and Superior Court.No such import currently exists, so the uncertainty about getting one developed is listed as a risk in Section 8, Risks.


1.1.5 1 Shall perform automated imports, from JOLTS (the statewide juvenile online tracking system), on schedules that are configurable by the systems administrator:

Rap sheets.

This capability is not currently available but is highly desirable.


38 of 68



1.1.6 5 Shall be capable of importing data formatted in accordance with NIEM / GJXDM standards.


1.2 Input from Users BS CS NA FRTP

1.2.1 5 Shall allow users to input or modify initial case data.This data includes case number, case type, defendant bio data and aliases, and charges.Although generally this data will be obtained from the automated imports, there may be instances where it still has to be entered or modified. In particular, there is currently no import process from Juvenile Court.Additionally, it is occasionally necessary to reclassify cases.


1.2.2 5 Shall allow users to input case assignments, including: attorneys, prosecutor, judge, court, investigator. Comment is

attachedYes NoRefer to Page #

1.2.3 3 Shall allow users to enter hours, per specific case.Ideally the system will be able to automatically compute these hours, based on the amount of time the user has a given case open in the system. These hours would need to be manually adjustable as necessary. Automatic time computation is considered a note for future enhancement.


1.2.4 5 Shall allow users to input contact info, bio data, and notes, about people other than the client for a specific case, such as witnesses, codefendants, and contacts.


1.2.5 5 Shall allow users to input case events, dispositions, attorney changes, court minute entries, and case status.Note that closed cases are archived with specific archive box reference numbers and destruction dates. It must be possible to indicate these items for each closed case.


39 of 68



1.2.6 5 Shall allow input of data that comes from standard sets of options to be selected by choosing one of the options, rather than having to type them in.Data that has standard options sets includes: charges, attorneys, prosecutors, judges, and dispositions. An example of this type of input is a drop-down menu.These standardized choices must be customizable by the system administrators without requiring vendor support.


1.2.7 5 Shall allow users to input freeform notes on each case.Comment is attachedYes NoRefer to Page #

1.2.8 5 Shall allow users to link related cases.Comment is attachedYes NoRefer to Page #

1.2.9 5 Shall allow users to perform maintenance on tables used for standard options sets.This is intended to allow pre-defined lists of options to be adjusted as necessary, for example the list of possible charges.


1.2.10 5 Shall allow users to input user contact information (phone, email, etc.).Comment is attachedYes NoRefer to Page #

1.2.11 5 Shall allow users to input calendar information (e.g. appointments).Comment is attachedYes NoRefer to Page #

40 of 68



1.2.12 5 Shall allow users to setup “ticklers”.Ticklers are reminders that will notify a user when a particular event, set of conditions, or date occurs, and are also referred to as alerts (e.g. open-ended felonies that must be petitioned).


1.2.13 5 Shall allow users to store any type of file with a given case.Note that if multiple cases, events, etc. link to the same file, they should be linked rather than having multiple copies of the file.This intent of this is to make the system as close as possible to being a single repository for all case related information, that can be accessed from any computer attached to the network. For example, if a user creates a motion in a MS Word document, it can be stored in the system as being information for the specific case. Other types of documents that might be stored include notes, discovery requests, and transcripts. Since any file type is allowable, scanned document images and photographs will be storable just as well as original source documents.


1.2.14 5 Shall allow users to rapidly switch between cases when entering data.This is specifically needed for legal pad entry in court or staff reviews (JPD), as a system that is cumbersome for switching cases will not be used “live”, but only in the office.


1.2.15 5 Shall prevent users from entering obviously conflicting case status.For example, on a given charge listing the disposition both not guilty and convicted.


1.2.16 3 Shall allow users to input dollars and hours expended on any associated person or activity.For example, the amount of money and time spent for an expert witness.


1.2.17 5 Shall allow people / contact information to be entered once, and then related to other people and cases/matters without requiring duplicate data entry.


41 of 68



1.2.18 5 Shall have standard fields for "people information" to include, as a minimum: last name, first name, middle name, salutation, suffix, address(es), phone(s), email(s), identification number(s) and type(s), descriptors (e.g. eye color), photo(s).


1.2.19 3 Shall provide a convenient interface for selecting which Arizona Statutes are to be listed on a case. Comment is


1.2.20 3 Shall allow users to take notes and attach them to the appropriate case after the fact (e.g. for taking notes from a phone call without having to find and open the case at the start of the call).


1.2.21 3 Shall integrate with Pima County's email and calendaring system (MS Outlook) so that emails, attachments to the emails, and calendar events can be attached to cases and synchronization maintained between the Outlook and the System.


# Weight1.3 Processing BS CS NA FR TP

1.3.1 5 Shall be web based.This means that the product will be accessible via a web browser, so that users can access the system from any computer, and so that installation is only necessary on one or more servers, but not on any user computers.


1.3.2 5 Shall detect potential conflicts for a given case.Comment is attachedYes NoRefer to Page #

42 of 68



1.3.3 5 Shall notify departments or individuals when a case has been assigned to them. Comment is


1.3.4 3 Shall be able to suggest assignments for cases based on the case’s type and weight, the department/attorney case loads, potential conflicts.This amounts to automated conflict determination.


1.3.5 5 Shall be capable of storing and retrieving all information, including externally generated files, related to all cases handled by the Legal Departments.


1.3.6 5 Shall perform all operations without significant delay to the user.Comment is attachedYes NoRefer to Page #

1.3.7 3 Shall include the capability to generate and store case weights for cases based on customizable algorithms. Comment is


1.3.8 5 Shall have user customizable fields that are accessible from the application interface.JPD in particular has many data types that require reporting (e.g. syndromes such as fetal alcohol, or language spoken by client, family members).


43 of 68


# Weight Specification1.3.9 5 Shall have the capability to interface to a EMC2 Documentum.

Note that Pima County is moving towards becoming a paperless organization, so this is a very important requirement. Since there are many ways this can be accomplished, vendors must describe in detail how they can achieve this interface.


1.3.10 5 Shall provide links to all cases, people, events which are associated with a given record. For example, when viewing a case, all people associated to the case shall be presented as links to their records, along with their role in the case, as opposed to just static text that does not link. When viewing a persons record, all cases / matters that person is associated with shall be presented as links to those cases / matters as opposed to just static text. Note that a "person" can be anyone, whether attorney, defendant, witness, or any other role.


1.3.11 5 Shall perform name searches based on aliases and alternative spellings in addition to the formal name or a single version for the spelling of the name, so that searches do not require precise data entry, and results are broad enough to find these alternatives.


1.3.12 3 Shall, when a new case is opened and its case type is selected, adjust the selections for other attributes of the case to match the selected case type. (E.g. the drop-downs for case fields will be dependent on the value chosen from the case type drop-down).


1.3.13 3 Shall, when a new case is opened and its case type is selected, automatically create tasks and event calendaring for the assigned attorneys and staff, based on previously defined business rules which are adjustable by the system administrators without requiring vendor support.


1.3.14 5 Shall, when a case is reassigned, automatically move calendered events, tasks, reminders, etc., from the original attorney / staff to the newly assigned attorney / staff.


44 of 68


# Weight Specification1.3.15 1 Shall include an instant messaging system that is separate from email.


1.3.16 3 Shall display, for a given case, only those fields appropriate to that case type, as specified by the system administrators.For example, Felony's can be Class A or Class B. However, the "Class" is not applicable to Misdemeanors, so that field would not be displayed on a Misdemeanor case.


1.3.17 5 Shall allow users to search for records based on any field or combination of fields in the database; based on specific values or ranges or wildcards (including phonetic "sounds like"); using any combination of "ands" and "ors" for multi-field searches.


1.4 Output to External Systems BS CS NA FR TP

1.4.1 5 Shall allow users to download any file which has been attached to a case.One of the primary purposes of this is that, when a case is closed, the relevant documents can be downloaded and stored in dtSearch for use in historical research. (dtSearch is a full-text search utility in use by PD and LD.)


1.4.2 3 Shall provide the capability for system administrators to perform complete archiving of the system data and settings. Comment is


1.4.3 5 Shall be capable of exporting data formatted in accordance with NIEM / GJXDM standards. Comment is


45 of 68



1.5 Output to Users BS CS NA FR TP

1.5.1 5 Shall allow users to retrieve information on prior cases the client has been involved in. Comment is


1.5.2 5 Shall provide a set of built-in reports which address all the standard reporting needs of the Pima County Legal Departments. Comment is


1.5.3 5 Shall provide the capability to modify Standard Reports, and to create entirely new reports, from within the application.For customization of Standard Reports, this means that the new reports will not supersede the originals unless the user intends to do so. This amounts to an ability to generate ad hoc reports from within the application.


1.5.4 5 Shall provide templates for standard forms and documents, per the attached examples in Section 15.6, Examples of Standard Forms and Documents.


1.5.5 3 Shall provide the capability to modify templates, and to create entirely new templates, from within the application. Comment is


1.5.6 5 Shall provide the capability to report on cases independently, regardless of whether multiple cases are for the same client. Comment is


46 of 68


# Weight Specification1.5.7 5 Shall be based on a non-proprietary database, for which data

dictionaries are provided, in order to provide the capability for custom reports to be created using third party reporting applications which directly access the System’s database.This amounts to an ability to generate ad hoc reports from within the application.


1.5.8 5 Shall have drill down capability for all summary data presented in reports.This means that, when viewing a report electronically, the user can click on the summary data line and be taken to the detailed data from which the summary data was created.Note that at this time, none of the systems handle this internally, although the effect can be achieved in all by use of third party reporting tools.


1.5.9 5 Shall allow a user to customize the display of information, with the customization persisting across work sessions, and being specific to that user.For example, the user should be able to limit his/her default list to only those "active" cases to which he/she is assigned, yet have access to a broader category of cases (those that he/she might need to look at less frequently). In this example, cases should be able to be marked as "inactive", or if necessary, changed back to "inactive", for purposes of selecting default views.


1.5.10 5 Shall allow users that are designated as managers or supervisors to view all information that is available to those attorneys and staff members assigned to the manager.


1.5.11 5 Shall have the capability to perform automated document generation and assembly, based on the case type as specified by the system administrators, with a single command, and from various screens in the application.What this means is that the System must be able to generate or assemble groups of documents that are commonly packaged together. These groups are typically dependent on case type, and the specific documents in an assembly must be specifiable by the system administrators. Ideally the document assembly function should be accessible from other screens than just the case, e.g. from a calendared event. These assemblies should be "saved" back to the case so they can be referred to in the future.


47 of 68


# Weight Specification1.5.12 3 Shall allow automatic generation and electronic distribution of reports

based on a schedule set by the system administrators. Comment is attachedYes NoRefer to Page #

1.5.13 5 Shall allow users to have any number of cases open at once.This will allow users to rapidly switch back and forth between cases without having to back out of one and drill down into another.


1.5.14 5 Shall provide the capability of reporting on any desired grouping of employees, cases, charges, etc.For example, it is desirable to produce "Team Reports", to provide statistics on the different Teams with the Public Defender's Office, such as the Felonies Team.


1.5.15 5 Shall provide the capability of reporting on any desired events or groups of events, charges, etc.For example, it is desirable to analyze how final Pleas agreed to compare to any Pleas Offers made at earlier stages of the case, based on a variety of parameters such as charges.


1.6 Security BS CS NA FR TP

1.6.1 5 Shall provide the ability to define customizable user roles, where each role is given view / edit / delete access to specific application screens (e.g. a screen for entering client bio data), capabilities (e.g. run reports), and data fields (e.g. clients that have been assigned to that user’s department).For example, one role might be “System Administrator”, which would have access to the screens defining all the other roles. Another role might be “PD Data Entry”, which would allow data entry on new or existing cases assigned to PD.


48 of 68


# Weight Specification1.6.2 5 Shall provide the ability to assign each individual user to one or more

security roles, so that the resulting individual user permissions are based on the combined permissions of those roles.For example, a JPD attorney might be assigned roles giving full access to all non-security screens, and to all data assigned to JPD. Additionally, that attorney might be assigned a role allowing read-only access to PD data, in order to investigate adult situations related to a Juvenile case.


1.6.3 5 Shall have security capabilities for internal reporting and analysis tools that enforce the same restrictions on reports and analyses as exist on screens, fields, and field values.This means that a user that can’t see a given case on any of the application’s screens will also be prevented from seeing that case via any reports or analysis that are part of the application.


1.6.4 1 Shall have security capabilities for external reporting and analysis tools that enforce the same restrictions on reports and analyses as exist on screens, fields, and field values.This means that a user that can’t see a given case on any of the application’s screens will also be prevented from seeing that case via any reports or analysis that are external to the application. This amounts to database security that matches the application security.


1.6.5 5 Shall have security capabilities that allow system administrators to seal cases, so that they are viewable only if a system administrator un-seals them.


1.6.6 3 Shall be hosted and maintained on Pima County servers.Comment is attachedYes NoRefer to Page #

49 of 68


EXHIBIT TWO (2) KEY PERSONNELDo not alter the format of the tables below. Additional rows may be added/deleted as necessary.

All information submitted in response to this section shall be titled as Exhibit 2: Key Personnel and attached to this form.

1. In the space below, provide a list of organizational leadership to include name position, and experience in public defender case management systems.Name (First, Last) Position Length of Time in

PositionBrief Description of Experience

1

2

3

4

2. In the space below, provide a list of key technicians to include name, position, and experience in the field as well as potential relationships to Pima County.Name (First, Last) Position Length of Time in

PositionBrief Description of Experience

Potential Relationship to County

1

2

3

4

3. In the space below, provide a list of other key points of contact for contract compliance, billing and reimbursements. Name (First, Last) Position Potential Relationship to

County1

2

3

4

COUNTY SPECIFICATION: Pima County reserves the right to request change in Key Contract personnel assigned to this Project.

50 of 68


EXHIBIT THREE (3) – PROJECT/IMPLEMENTATION PLAN

The CONTRACTOR shall describe their implementation methodology and include a work plan describing the tasks, staff and timeline involved in implementing their system, including hardware, software installation, data conversion, configuration and customization, and training. Implementation and acceptance shall include objective testing to verify that the system is properly configured and installed, and a certification by the CONTRACTOR that all implementation requirements have been met. Describe the type and amount of on-site vs. off-site work. Include a Responsibility Table that delineates expectations/tasks/ responsibilities/skill set for both parties.

All information submitted in response to this section shall be titled as Exhibit 3: Project/Implementation and attached to this form.

COUNTY SPECIFICATIONS:The Contractor shall provide a Project Manager who will be available to County management to address project related issues and statuses.

The Contractor shall provide a proposed project plan for long-term support and maintenance of your project.

Contractor represents that the staff assigned to work on this Project possesses the necessary skills, and are qualified and able to perform the professional services described in this agreement.

Timing and schedules: The parties acknowledge that there may be necessary adjustments to the timing and schedule of services. In such a case, the parties agree to cooperate in good faint in an effort to meet the objectives of the Contract in a timely manner.

51 of 68


EXHIBIT FOUR (4): INITIAL SYSTEM SET-UPThe Contractor shall describe in detail the initial set-up process. All information submitted in response to this section shall be titled as Exhibit 5 – Initial System Set-Up and attached to this form.

52 of 68


EXHIBIT FIVE (5) – INITIAL USER TRAINING

Training must be flexible enough to accommodate County personnel, during normal business hours M- F 8 - 5. The CONTRACTOR must provide pre and post training visits to ensure successful implementation and training. A description of the proposed training program, including class title, number of classes proposed, and number of students per class must be provided.

All information provided in response to this section shall be titled Exhibit 6 – User Training and attached to this form.

COUNTY SPECIFICATIONS:The software application must provide a practice database, independent of the actual database, for training purposes.The Contractor must provide a detailed training schedule prior to implementation.The Contractor must provide annual onsite training to the administrators of the application software during company provided annual conference.

The table shown below is intended to be informational to assist respondents with developing a training proposal by showing the size of each department and how the positions are distributed. The number of volunteers varies greatly depending on the season and the number available. No training will be need for volunteers.

Application Public Defender Legal DefenderDepartment Director 1.0 1.0Attorney 85.0 15.0Investigator 13.0 4.0Paralegal 20.0 4.0Legal Secretary 27.0 5.0Social Workers 3.0 0.0Clerical 29.0 9.0Other 7.5 1.0Volunteers 15.0 2.0

53 of 68


EXHIBIT SIX (6) – ISSUE REPORTING

Contractor shall describe the methodology to be used for reporting and addressing issues. This methodology must be described using the attached template.

All information submitted in response to this section shall be titled as Exhibit 6: Issue Reporting and attached to this form.

54 of 68


EXHIBIT SEVEN (7) – ADMINISTRATORS’ OBLIGATIONS

Attached are

Pima County Board of Supervisors Policy C 3/9: Information Technology Software and Hardware Resources

State Bar of Arizona, Ethics Opinion 05-04: Electronic Storage; Confidentiality (07/2005)

Please explain how your system will provide adequate data security in order for Pima County to be in compliance with the two documents listed above.Response to this section shall be titled Exhibit 7 – Administrator’s Obligations and attached to this form.

55 of 68


EXHIBIT EIGHT (8) – CONTRACTOR INFORMATION AND REFERENCES

CONTRACTOR INFORMATION:Contractor shall provide a brief and succinct description of the firm, including company history. Provide a brief overview of company stability and financial status, including headquarters, stats currently engaged in business in, annual sales, number of active clients, number of accounts, etc. List any other industries that the company is involved with and other products produced. The same information must be provided for subs-contractors, if applicable. CONTRACTOR information shall not exceed 5 pages (8.5x11) and be attached to this form.

REFERENCE INFORMATION: shall be provided in the following format and attached to this form.Do not alter the format of the tables. Rows may be added/deleted as necessary.

Current Users: Contractor shall list at least five (5) references of agencies currently using the proposed application software, at least one jurisdiction installation of 75 or more users. The software should have been in place for at least six months.# Agency Name Contact Person,

TitleContact Phone/Fax # Court Size/# users

1

2

3

4

5

Public Defender: Software application provider must have public defender case management software customers in at least 5 other locations in the U.S. # Agency Name Contact Person,

TitleContact Phone/Fax # State

1

2

3

4

5

56 of 68


EXHIBIT EIGHT (8) – CONTRACTOR INFORMATION AND REFERENCES

All Case Management Customers: Software application provider must list ALL case management software customers in the United States.# Agency Name Contact Person,

TitleContact Phone/Fax # Software

Application installedSTATE

1

2

3

4

Interface: Contractor shall provide a list of ALL agencies for whom the Contractor has provided interfaces# Agency Name Contact Person,

TitleContact Phone/Fax # Description of

InterfaceSoftware Application Installed

1

2

3

4

Discontinued use of System: Contractor shall provide a list of any agencies that have ceased using the proposed software, contracts that have been terminated by other agencies and any lawsuits or claims made arising out of the installation, purchase, or use of the CONTRACTOR’s product within the last five years.# Agency Name Contact Person,

TitleContact Phone/Fax # Software

ApplicationSTATE

1

2

57 of 68


SECTION NINE (9) – COST PROPOSALPima County Standard Compensation and Payment terms and conditions:CONTRACTOR shall submit Request(s) for Payment/Invoices to the location and entity defined by the County’s Order document. All Invoice documents shall reference the County’s Purchase Order or Contract number under which the services or products were ordered. ALL Invoice line items shall utilize the item description and precise unit price defined by the County’s Order or Contract document. Invoices that include line items or unit prices that do not match those documented by the County’s order or contract may be returned to the CONTRACTOR unprocessed for correction.

Payment terms are net 30 from the date of valid invoice document and shall not commence until CONTRACTOR’s Invoice is received and verified by County Financial Operations.

The blanket contract or purchase order issued to accept CONTRACTOR offer will define the not to exceed amount of the agreement. CONTRACTOR shall not accept orders, or provide services or products that cumulatively exceed that amount.

Unit Pricing may be negotiated and established as per all requirements of the agreement for items included in the scope of the agreement and for which unit pricing has not been previously defined provided that the item and unit price are offered in writing by the CONTRACTOR.

Price Warranty. Seller shall give Pima County benefit of any price reduction before actual time of shipment. Sellers agree that all pricing given includes all costs required to conduct aggressive and active cost control and reduction activities.

Price Escalation. It is the intention of both parties that pricing shall remain firm during the term of the agreement. County shall only consider price increases in conjunction with a renewal of the agreement. In the event that economic conditions are such that unit price increases are desired by the Seller upon renewal of the agreement, Seller shall submit a written request to COUNTY with supporting documents justifying such increases at least 90 days prior to the termination date of the agreement. It is agreed that the Unit Prices shall include compensation for the Seller to implement and actively conduct cost and price control activities, and in its request for price increases Seller shall cite sources, specific conditions and document how those conditions affect the cost of its performance, and specific efforts Seller has taken to control and reduce costs. COUNTY will review the proposed pricing and determine if it is allowable, fair and reasonable, and in the best interest of COUNTY to extend the agreement.

Contractor shall submit detailed invoice before payments will be made. At a minimum, the invoice must provide the following information:- Company name, address and contact- Bill to name and contact information- Contract number- County Purchase Order Number- Invoice number and date- Payment Terms: Net 30- Date of Service for delivery- Quantity - Contract Item No.- Description of Service (product or service)- Pricing per unit of purchase- Total amount due

58 of 68


SECTION NINE (9) – COST PROPOSAL

1. Total payment for the Software shall be paid upon acceptance and based on the following payment schedule:Subject to Best and Final Offer, incremental/progress payment schedule shall be as follows:

- 50% Software Costs – Sixty (60) days after “Go Live” date as determined by mutually agreed upon Acceptance Plan designated in final contract.

- 50% Software Costs – within Thirty (30) days after final acceptance, which may include parallel, run against current system.2. In addition, implementation costs will be based on a payment schedule detailed below:

Subject to Best and Final Offer, incremental/progress payment schedule shall be as follows:- 75% System Implementation Costs will be paid as progress payments against mutually agreed upon deliverables and acceptance Plan as

defined in the Scope of Work of Final Contract.

Contractor will invoice against each identified implementation deliverable. Each deliverable will be payable upon acceptance of that deliverable, less a 25% hold back.

25% system implementation costs (derived from 25% hold backs) will be payable within thirty (30) days after final acceptance of implementation and “Go Live” date.

59 of 68



SOFTWARE LICENSE COSTS

List all software modules proposed and break down line-item costs. Include version or model number where possible. Please add rows as needed. Please define your modules according to functional categories, such as:

Case Management Software (by module) Report-writing software Statistical analysis software Technical Integration tools or other third party software

Application/Module & Description Units of Measure

Units Cost Per Unit Total Cost

Software License Subtotal

SOFTWARE CUSTOMIZATION COSTSPlease identify any cost to customize your software to meet requirement not included in the base package. Identity each customization according to the software module you listed in previous section. Please state your customization assumption. Customization & Module Programming Hours Cost Per Hour Total Cost Assumption

INTERFACE COSTSIdentify your cost to build interfaces required by this project as identified in Attachment 1: Interface Development. Please state your assumptions.INTERFACE Programming Hours Cost Per Hour Total Cost Assumption

60 of 68



DATA CONVERSION COSTSPlease identify your costs to convert data identified in Attachment 2: Data Conversion – System Tables and Fields. Identify your assumptions.

DATA CONVERSION Programming Hours Cost Per Hour Total Cost Assumption

TRAINING COSTSPima County recognizes the importance of effective training in the areas of application usage, management/operations, technical and data conversion. It is expected that the successful CONTRACTOR will provide access and updates to training materials and recommendations for additional training. In the cost matrix below, please use the course names and assumptions previously described in your response to Exhibit 6 – Initial User Training.Training Hours Cost Per

HourTotal Cost Assumption

Training (Itemized by Course)Training (Itemized by Course)Training (Itemized by Course)Training (Itemized by Course)Training (Itemized by Course)

Training Subtotal

Other Implementation CostsPlease identify costs to implement your software not already covered in the sections above. Revise the contents of the table to match your implementation roles, but be sure to include the details behind your calculations.

Hours Cost Per Hour Total CostNeeds analysisDesignConfigurationProgrammingOther

Other Implementation Subtotal

61 of 68



SUMMARY PROJECT LABOR COSTS

Activity & Description Labor Hours Cost Per Hour

Total Cost

Software Customization labor (subtotal from table above)Interface development (subtotal from table above)Data Conversion (subtotal from table above)Training labor (subtotal from table above)Other Implementation labor (subtotal from table above)

Project Labor Subtotal $

ANNUAL& RECURRING COSTS

LICENSING MAINTENANCE FIRST YEAR

MAINTENANCEYear 2

MAINTENANCEYear 3

MAINTENANCE Year 4

MAINTENANCE Year 5

ModuleOther software/3rd partySource Code/Escrow feeOther

TRAVEL TOTAL AMOUNT SHALL NOT EXCEED $

Total Cost of System: Enter all SubtotalsSoftware License Software Customization InterfaceData ConversionTraining Other Implementation LaborAnnual & Recurring (First Year)Travel

TOTAL COST $

62 of 68


EXHIBIT 10: SUSTAINABILITY

Pima County desires to contract with Companies that incorporate Sustainable practices in their own operations:

1. Does your Company promote a philosophy and/or maintain policies on waste prevention, reduction, recycling and/or reuse of your Company’s material resources? (Circle one): Yes No

2. Does your Company utilize environmentally preferable materials in your operations, including purchase of locally produced/manufactured products to minimize transport(Circle one): Yes No

3. Does your Company utilize alternative energy such as solar or wind energy, and use of bio-diesel or other alternative fuels in support of your Company’s energy needs. (Circle one): Yes No

4. Does your Company’s internal office practices lessen the impact on non-renewable resources and global climate change (reduction in water, energy, or paper use, minimization of hazardous materials use, compressed or flexible work week schedules, etc.). (Circle one): Yes No

Answers to the above questions are voluntary and have no bearing on evaluation and award of contract.

63 of 68


TABLE 1: DATA FLOWS BETWEEN DEFENSE ORGANIZATIONS AND SYSTEMS

The following table lists the flows of data between Defense organizations and their current systems. These flows are represented graphically in diagrams following the table.Note that “Input” refers to data flowing from an Organization to a System. Similarly, “Output” refers to data flowing from a System to an Organization.

PD Case Tracking (Trials and Appeals)

LD Case Tracking (Trials and Appeals) JPD Case Tracking Synergen

PD

Input Direct access:

Case and client data.

Output Direct access:

Case and client data, Reports.

Manually: Custom reports built and delivered by ITD.

None None None

LD

None Input Direct access:





None None

JPD

None None Input Direct access:





None

64 of 68




Org

aniz

atio

ns

Sh-eriff

Input Indirectly via

WebPages: Incarcerations.


WebPages: Incarcerations.

Input Manually from

meetings and Justice Court proceedings: client and case info.

None

Justice Court


attorneys picking up: Case appointments, Initial case data.

Indirectly via Justice Court web calendar: Calendars.


attorneys picking up: Case appointments, Initial case data.

Indirectly via Justice Court web calendar: Calendars.

None None

Superior Court


Superior Court web calendar: Calendars.

Indirectly via AgaveWeb: Case data.

Indirectly via attorneys: Case data.




Indirectly via attorneys: Case data.




None

Pima County Attorne

y


PD manual entry: Plea proposals which affect case status and disposition.


PD manual entry: Plea proposals which affect case status and disposition.


JPD manual entry: Plea proposals which affect case status and disposition.

None

Org

aniz

atio Juvenil

e CourtNone None Input

Manually from meetings and Juvenile Court proceedings: client and case info.

None

65 of 68




ns

ITD Output Manually:

Custom reports built to meet PD management needs.

Output Manually:

Custom reports built to meet LD management needs.

Output Manually:

Custom reports built to meet JPD management needs.

None

Contract

Attorneys

None None None InputIndirectly, via faxes to OCACOutputIndirectly, via payments for servicesInput Indirectly, via

faxes to OCAC: Billing.

Output Indirectly:

Payments for services.

Clients Input Indirectly, via

PD interviews: Personal data, Contacts.

Input Indirectly, via

LD interviews: Personal data, Contacts.

Input Indirectly, via

JPD interviews: Personal data, Contacts.

None

END OF TABLE 1 (ONE)

66 of 68


ATTACHMENT 1: INTERFACE DEVELOPMENT The current case management systems in use by the Public Defender (PD), the Legal Defender (LD), and the Juvenile Public Defender (JPD) are Foxpro applications. None of them currently receive any electronic data feeds. However, a related system for the Office of Court Appointed Counsel (OCAC) currently receives a number of electronic data feeds, which contain information needed by the PD, LD, and JPD.In the short run, it is desirable to have the new Case Management System (CMS) utilize the same data feeds in use by OCAC. These are shown by solid lines in the following diagram. So, the new CMS will use these data sources in addition to OCAC using them.In the long run, it is desirable to modify these data feeds so that the data will be in XML, will conform to the Pima County implementation of NIEM standards, and will utilize web services for transmission and receipt.Additionally, in the long run, it is desirable to automate other case data which is currently manually entered, based on faxes, phone calls, and hard-copies of information from the various sources. These are shown by dashed lines in the following Diagram

.

PD, LD

Justice Court

CSV file,parsed by

MS SQL DTS

Superior Court

Juvenile Court

Direct connectionfrom Foxpro databaseto MS SQL database

Text report and xml file,parsed by

MS SQL DTS

6 Text reports,parsed by

MS SQL DTS

OCAC

CountyAttorney

67 of 68


ATTACHMENT 2: DATA CONVERSION – SYSTEMS TABLES AND FIELDS

The information to be converted is the data in the current systems for PD/LD. There are 5 of them, all in Foxpro database applications:1. PD Trials2. PD Appeals3. LD Trials4. LD Appeals5. Juvenile PD Note that the database structure for #1 and #3 is the same, just different data stored in them.Similarly, the database structure for #2 and #4 is identical. Attached is a spreadsheet that shows a fairly current listing of the database tables and fields for each of the 3 database structures listed above (Trials, Appeals, and Juvenile).

68 of 68