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Office of the Jefferson County Attorney

REQUEST FOR PROPOSALS #260184

Redesign of the Jefferson County Attorney’s Website

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TABLE OF CONTENTS

REQUEST FOR PROPOSALS

I. Invitation and Instructions to Proposers

II. General Provisions

III. Proposer Information and RFP Signature Page

IV. Insurance and Hold Harmless Agreement

V. General Specifications

VI. Evaluation Criteria

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SECTION I

INSTRUCTIONS TO PROPOSERS

A. The Jefferson County Attorney’s Office (“County Attorney” or “JCAO”) is now accepting RFPs for redesign of its website.

1. The process of accepting Proposals and choosing the successful proposer shall be by sealed

Requests for Proposals (“RFP’s”) using a competitive negotiation process. The County Attorney, if it chooses to award a contract based on this Proposal, shall do so on the basis of the Proposal which is most advantageous to it based upon the Evaluation Criteria set forth herein at Section

VII.

2. The County Attorney finds that a purchase through competitive negotiation is necessary because:

(check one of the reasons below)

__X_ (a) Specifications cannot be made sufficiently specific to permit an award on the basis of either the lowest bid price or the lowest evaluated bid price.

_____ (b) Sealed bidding is inappropriate because the available sources of supply are limited.

_____ (c) Sealed bidding is inappropriate because the time and place of the performance cannot be determined in advance.

_____ (d) Sealed bidding is inappropriate because the price is regulated by law.

_____ (e) Sealed bidding is inappropriate because a fixed price contract is not applicable.

_____ (f) The bid prices received through sealed bidding are unresponsive or unreasonable as to all or part of the bid requirements; each responder shall be notified of the intention to negotiate and shall be given a reasonable opportunity to negotiate, and the negotiated price shall be lower than the lowest rejected bid by any responsible bidder.

3. The County Attorney shall conduct written or oral discussions with all responsible proposers who submit Proposals determined in writing to be reasonably susceptible of being selected for award, except as otherwise provided by law. Where the County Attorney can clearly demonstrate and document from the existence of adequate competition or accurate prior cost experience with the particular supply, service or construction item, the County Attorney may make an award on the basis of the original submitted Proposals.

4. Proposers shall disregard any reference in this document to this solicitation being a bid– this is a

Request for Proposals.

B. Steps to Take Before Submitting a RFP

1. Revenue Commission:

A. If you are a County Attorney vendor or you are doing business in Louisville, you should already be registered with the Revenue Commission and have all required taxes paid.

B. If you become the successful Proposer, you must be properly registered with the Revenue

Commission and have all required taxes paid prior to the award of a contract.

C. You must provide your Revenue Commission Number on the Proposer Information and

RFP Signature Document in Section III, unless you do not yet have one.

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D. For further information, call the Revenue Commission at (502) 574-4860.

2. Human Relations Commission:

A. There are two affirmative action requirements which apply to County Attorney Contracts:

1) Affirmative Action in Employment; and 2) Affirmative Action in the subcontracting of

Minority, Female, and Handicapped-owned businesses.

B. Affirmative Action in Employment

a. The Louisville Metro Human Relations Commission is required determine whether contractors’ employment policies assure employment opportunities are available to all citizens without regard to race, color, religion, national origin, marital status, handicap, sex, sexual orientation or gender identity, or age.

b. To make this determination, the Human Relations Commission will make an inquiry of the successful Proposer pursuant to Louisville Metro Ordinances Section 37.27.

c. If the County Attorney informs you are the successful Proposer, you will need to contact the Human Relations Commission at 502-574-3631 for information and assistance on procedures to follow in becoming approved and qualified pursuant to

Louisville/Jefferson County Metro Ordinances.

d. Proposer acknowledges that this Agreement is subject to Louisville/Jefferson County

Metro Ordinances, relating to the requirement of an affirmative action plan or other equal employment criteria for contractors and vendors to do business with the

County Attorney. Failure to comply with the terms of those Ordinances will be cause for suspension, termination or cancellation of a contract executed hereunder, or rejection of Proposer’s Proposal.

C. Affirmative Action in Subcontracting

a. Generally, either a Proposer will use subcontractors, or it will do all the work itself.

b. If You Won’t Use Subcontractors

1. You must complete and sign Form GFE-1, which is included with this Proposal in the

Human Relations Commission’s “Good Faith Efforts Requirements” document, to indicate work will be self-performed.

2. NOTE: If you fail to complete Form GFE-1, your Proposal will be rejected as nonresponsive.

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c. If You Will Use Subcontractors

You must follow the instructions and complete the forms in the “Good Faith Efforts

Requirements” document included with this Proposal. This includes but is not limited to making the required good faith effort, as that term is defined in the document.

D. RFP Submittal Requirements

1. All RFPs must be signed by a duly authorized officer, agent or employee of the Proposer (See the “Proposer Information and RFP Signature Page” at section III). Proposer promises that the individual signing the RFP document for the Proposer has the authority to bind the Proposer.

2. Sealed Proposals will be accepted until 5:00 p.m. on . The County Attorney uses a web-based portal for accepting and evaluating proposals digitally

(https://louisvilleky.bonfirehub.com/portal). Documents may be uploaded at any time during the open period. We strongly recommend that you allow sufficient time to complete uploading, submit and finalize your submission before the closing deadline.

3. If you have any technical questions related to your submission, please contact Bonfire at

Support@GoBonfire.com. You can also visit their help forum at https://bonfirehub.zendesk.com/hc.

4. Proposals cannot be submitted through the portal after 5:00 p.m. on April 15th, 2026.

5. Submit RFPs with a complete original (mark as original) and submit required copies indicated in this document.

6. Any inquiries about this RFP after the opening date shall be addressed in writing to: Office of the Jefferson County Attorney, Civil Division, First Trust Center, 200 South Fifth Street, Suite

300N, Louisville, Kentucky 40202, Attention: Paul Rutherford, paul.rutherford@louisvilleky.gov.

Proposer Questions and Inquiries: Proposers who have questions and inquiries concerning this

RFP prior to the RFP opening may contact:

a. Office of the Jefferson County Attorney, Civil Division, First Trust Center, 200 South Fifth

Street, Suite 300N, Louisville, Kentucky 40202, attention: Paul Rutherford, paul.rutherford@louisvilleky.gov.

7. Changes, Clarifications, Errors, Addenda:

a. If a Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in the

RFP, Proposer shall immediately notify County Attorney of the error in writing and request modification or clarification of the document. Should a prospective Proposer find a discrepancy in or omissions from the specifications, or be unclear as to what the specifications mean, the Proposer shall notify the County Attorney in writing. The County

Attorney will send written clarifications to all prospective Proposers. Proposer agrees that the County Attorney will not be responsible for any oral instructions.

b. Clarification of Submittal: The County Attorney may obtain clarification or additional information from a Proposer.

c. Changes/Alterations: Proposer may change or withdraw its RFP at any time prior to RFP opening. Only written requests for changes of a previously submitted RFP, received by

County Attorney prior to the scheduled deadline for receipt of RFPs, will be accepted. The https://louisvilleky.bonfirehub.com/portal mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc mailto:paul.rutherford@louisvilleky.gov mailto:paul.rutherford@louisvilleky.gov

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Proposer must put the written request in a sealed envelope which is plainly marked

“modification of RFP”. The RFP, when opened, will then be corrected in accordance with the written request.

d. The Proposer must respond as required in this RFP; failure to make any required response or provide required information shall cause rejection of the RFP as nonresponsive.

Proposer must submit its RFP in the same order of pages in which the County Attorney published the RFP. Any notes and comments may be made on an attachment. All notes and comments shall be made in ink or be typewritten. Mistakes may be crossed out and corrections typed or written in ink adjacent thereto and must be initialed in ink by the person signing the RFP. Any corrections to entries made on RFP forms should be initialed by the person signing the RFP. All RFPs shall be returned in a sealed envelope with the

RFP number and opening date stated on the outside of the envelope.

e. Once this RFP has been signed and received by the County Attorney, Proposer will not be allowed to alter or withdraw its RFP except with the written permission of the County

Attorney.

f. Addenda: The County Attorney may issue an addendum, or addenda, changing some aspect of the RFP. All addenda, if any, shall be considered in making the RFP, and such addenda shall be made a part of this RFP. Before submitting a RFP, it is incumbent upon each Proposer to be informed as to whether any addenda have been issued, and the failure to cover in the RFP any such addenda may result in disqualification of that RFP.

8. Additional Information: While not necessary, the Proposer may include any product brochures, software documentation, sample reports, or other documentation that may assist County Attorney in better understanding and evaluating the Proposer’s RFP. Additional documentation shall not serve as a substitute for other documentation which is required to be submitted. Proposer shall provide samples if the RFP so requires.

9. The County Attorney shall not permit a Proposer to withdraw its RFP for sixty days after RFPs are opened, unless the County Attorney makes a specific exception in writing.

10. County Attorney shall not be responsible for any cost incurred by the Proposer in the preparation of its RFP.

11. If the award is divided among or between vendors, written notification will be given to each vendor of the specific items covered on their respective contracts.

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SECTION II

GENERAL PROVISIONS

2.1 Payment terms shall be Net 30 days. Proposer agrees that the County Attorney shall not pay late fees or finance charges.

2.2 Pricing:

A. RFP prices shall be firm for six (6) months after the RFP opening date.

B. Proposer agrees that prices shall not change for the first year of that contract.

a. If a contract is renewed, all price increase requests after the first year must be submitted in writing to the Office of the Jefferson County Attorney, 500 West Jefferson Street, Suite

1000, Louisville, Kentucky 40202, attention: Chief Financial Officer. Upon notification by the vendor of documented market increases, Proposer agrees that the County Attorney may either accept the price change or terminate the contract. Increases shall not be effective until the County Attorney’s approval of them is received by the Proposer in writing.

C. Prices quoted shall be exclusive of the State and Federal Excise Tax, since the County Attorney is exempt from them.

D. Time discounts or cash discounts shall not be considered in RFP evaluation.

2.3 RFP Reservations: County Attorney may reject RFPs or any part of them, award contracts in whole or part, award multiple contracts, waive what it concludes in its discretion are minor problems with

RFPs, including but not limited to formalities or technicalities. The County Attorney may consider any alternative RFP which meets its needs.

2.4 Proposer shall maintain during the course of the work, and retain not less than five years from the date of final payment on the contract, complete and accurate records of all of Proposer’s costs which are chargeable to the County Attorney under this Agreement; and the County Attorney shall have the right, at any reasonable time, to inspect and audit those records by authorized representatives of its own or of any public accounting firm selected by it. The records to be thus maintained and retained by Proposer shall include (without limitation): (a) payroll records accounting for total time distribution of Proposer’s employees working full or part time on the work (to permit tracing to payrolls and related tax returns), as well as canceled payroll checks, or signed receipts for payroll payments in cash; (b) invoices for purchases receiving and issuing documents, and all the other unit inventory records for Proposer’s stores stock or capital items; and (c) paid invoices and canceled checks for materials purchased and for subcontractors’ and any other third parties’ charges.

2.5 Open Records: All materials submitted in response to the solicitation document will become the property of the County Attorney. One copy of a submitted proposal will be retained for official files and will become public record. In general, under the Kentucky Open Records Act (Kentucky Revised

Statutes, sections 61.870 – 61.884), public records of the County Attorney are subject to disclosure to a requesting party. Any material that a vendor considers as confidential, but does not meet the disclosure exemption requirements of the Open Records Act (“ORA”), should not be included in the vendor’s proposal, as it may be made available to the public. If a vendor’s proposal contains materials noted or marked as confidential and/or proprietary that, in The County Attorney’s sole opinion, meet the disclosure exemption requirements of the ORA, then that information will not be disclosed in response to a written request for public documents. If The County Attorney does not consider such material to be exempt from disclosure under the ORA, the material may be made available to the public, regardless of the notation or marking. If a vendor is unsure if its confidential and/or

Jefferson County Attorney’s Office Page 8 of 29 proprietary material meets the disclosure exemption requirements of the ORA, then it should not include such information in its proposal because such information may be disclosed to the public.

2.6 Bribery Clause: By his/her signature on the RFP, Proposer certifies that none of its employees, any affiliate or Subcontractor, have bribed or attempted to bribe an officer or employee of the County

2.7 Entire Agreement: A contract executed under this RFP shall constitute the entire agreement and understanding of the parties with respect to the subject matter set forth herein and that contract supersedes any and all prior and contemporaneous oral or written agreements or understandings between the parties relative thereto. No representation, promise, inducement, or statement of intention has been made by the parties which will not be embodied in that contract. The contract cannot be amended, modified, or supplemented in any respect except by a subsequent written agreement duly executed by all of the parties hereto.

2.8 Contract Termination: If the Proposer does not perform as required by the contract, the County

Attorney may terminate that contract for cause by providing written notice to the Proposer, giving at least thirty (30) days notice of the proposed cancellation and the reasons for it. During that time, the

Proposer may seek to bring the performance of services hereunder to a level that is acceptable to the

County Attorney, and the County Attorney may rescind the cancellation if it chooses to.

A. Termination for Cause

1. County Attorney may terminate a contract because of the contractor’s failure to perform its contractual duties.

2. If a contractor is determined to be in default, County Attorney shall notify the contractor of the determination in writing, and may include a specified date by which the contractor shall cure the identified deficiencies. County Attorney may proceed with termination if the contractor fails to cure the deficiencies within the specified time.

3. A default in performance by a contractor for which a contract may be terminated shall include, but not be limited to:

a. Failure to make delivery within the time specified or according to a delivery schedule fixed by the contract;

b. Failure to diligently advance the work;

c. The filing of a bankruptcy petition by or against the contractor;

d. Actions that endanger the health, safety or welfare of County Attorney or its citizens; or

e. In the event that, during the term of a Contract executed hereunder, any body which funds the County Attorney fails to appropriate funding for the Contract, the contract executed hereunder shall terminate without further obligation to either party on the last day for which an appropriation has been made. The County

Attorney shall deliver written notice to the Proposer of any such non-appropriation.

B. Force Majeure: Neither Proposer nor the County Attorney shall be liable in damages or have the right to terminate a contract executed hereunder for any delay or default in performing that contract if such delay or default is caused by conditions beyond either party’s control including, but not limited to Acts of God, Government restrictions (including the denial or cancellation

Jefferson County Attorney’s Office Page 9 of 29 of any export or other necessary license), wars, insurrections, pandemics and/or any other cause beyond the reasonable control of the party whose performance is affected.

2.9 Assignment of Contract: The Proposer shall not assign or subcontract any portion of the Contract without the express written consent of County Attorney. Any purported assignment or subcontract without the written consent of the County Attorney shall be void. Proposer agrees that the County

Attorney shall consent to any request for assignment or subcontract in its sole discretion. If ownership of Proposer changes, Proposer or its successor firm shall notify The County Attorney in writing within 30 days of the Proposer’s receiving notice that its ownership is changing, including but not limited to purchase or other transfer.

2.10 No Waiver: No failure or delay by County Attorney in exercising any right, remedy, power or privilege hereunder, nor any single or partial exercise thereof, nor the exercise of any other right, remedy, power or privilege shall operate as a waiver hereof or thereof. No failure or delay by County

Attorney in exercising any right, remedy, power or privilege under or in respect of this Contract shall affect the rights, remedies, powers or privileges of County Attorney hereunder or shall operate as a waiver thereof.

2.11 Authority to do Business: The Proposer must be a duly organized and authorized to do business under the laws of Kentucky. Proposer must be in good standing with all government agencies and have full legal capacity to provide the services specified under this Contract. The Proposer must have all necessary right and lawful authority to enter into this Contract for the full term hereof and that proper corporate or other action has been duly taken authorizing the Proposer to enter into this

Contract. The Proposer will provide County Attorney with a copy of a corporate resolution authorizing this action and a letter from an attorney confirming that the Proposer is authorized to do business in the State of Kentucky, if requested.

2.12 Governing Law: The Contract shall be governed by and construed in accordance with the laws of the State of Kentucky. In the event of any proceedings regarding the Contract, the Parties agree that venue shall be the state courts of Kentucky or the U.S. District Court for the Western District of

Kentucky, Louisville Division. All parties expressly consent to personal jurisdiction and venue in such Court for the limited and sole purpose of proceedings relating to the Contract or any rights or obligations arising thereunder. Service of process may be accomplished by following the procedures prescribed by law.

2.13 Ability to Meet Obligations: Proposer affirms that there are no actions, suits or proceedings of any kind pending against Proposer or, to the knowledge of the Proposer, threatened against Proposer before or by any court, governmental body or agency or other tribunal or authority which would, if adversely determined, have a materially adverse effect on the authority or ability of Proposer to perform its obligations under this Contract, or which question the legality, validity or enforceability hereof or thereof.

2.14 The contractor agrees that in the performance of this agreement with the County Attorney, he/she will not discriminate against any workers because of race, creed, color, religion, national origin, handicap or sex and will comply with all applicable Federal, State or local laws and regulation prohibiting such discrimination. The aforesaid provision shall include, but not be limited to the following: Employment and upgrading, demolition or transfer, recruitment and recruitment advertising, lay-off or termination, rates of pay or other forms of compensation, selection for training including apprenticeship. The contractor agrees to post thereafter in conspicuous places, available for employees and all applicants for employment, notices setting forth the provisions of the above non-discrimination clause. The contractor further agrees to insert the foregoing provision in all sub-contracts hereunder.

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2.15 If the Contractor receives from the County Attorney any “personal information” as that term is defined in Kentucky Revised Statutes Section 61.931(6), the Contractor shall implement, maintain, and update security and breach investigation procedures that are appropriate to the nature of the information disclosed, that are at least as stringent as the security and breach investigation procedures and practices located at https://kydlgweb.ky.gov/Documents/Legal/InformationSecurityPoliciesProcedures.pdf, and that are reasonably designed to protect the personal information from unauthorized access, use, modification, disclosure, manipulation, or destruction.

https://kydlgweb.ky.gov/Documents/Legal/InformationSecurityPoliciesProcedures.pdf

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SECTION III

PROPOSER INFORMATION AND RFP SIGNATURE PAGE

RFP

SUBMITTED BY:

By signing below, Proposer agrees that it binds itself unconditionally to all requirements in this

RFP.

Include this page in your response to this RFP.

I acknowledge receipt of the following Addenda:

Addendum #1: ____

Addendum #2: ____

Addendum #3: ____

Any Additional Addendum (write in numbers): ______________________

Full Legal Name of Proposer: __________________________________________________

Authorized Agent Name: __________________________________________________

Title: __________________________________________________

E-Mail Address: __________________________________________________

Address: __________________________________________________

Telephone __________________________________________________

Fax: __________________________________________________

Authorized Agent Signature: __________________________________________________

Date: __________________________________________________

The County Attorney Louisville Revenue

Commission Number: _________________________________________________

Federal ID Number: _________________________________________________

Please include a copy of your W-9 with your submitted RFP.

This must be submitted prior to the award of a contract.

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The section below will be completed by the County Attorney only if Proposer is awarded a contract under this RFP.

Michael J. O’Connell

Date: _________________

Contract Term:

Effective: ______________________________

Expires: ______________________________

RENEWAL OPTION (Applicable only to Price Contracts):

The County Attorney may renew contracts for a period of one (1) year and from year to year thereafter, upon the same terms and conditions as the original contract, if such renewal or extension is agreed to by the contractor. Total contract period cannot exceed five (5) years. Written notice of County Attorney's intention to renew will be sent prior to the expiration date.

Items Covered: All: ______________________________

See Attached: ______________________________

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SECTION IV

HOLD HARMLESS AND INDEMNIFICATION CLAUSE

AND INSURANCE REQUIREMENTS

I. HOLD HARMLESS AND INDEMNIFICATION CLAUSE

The Contractor shall indemnify, hold harmless, and defend the County Attorney, its elected and appointed officials, employees, agents and successors in interest from all claims, damages, losses and expenses including attorneys' fees, arising out of or resulting, directly or indirectly, from the Contractor’s (or Contractor’s Subcontractors, if any) performance or breach of the contract provided that such claim, damage, loss, or expense is: (1) attributable to personal injury, bodily injury, sickness, death, or to injury to or destruction of property, including the loss of use resulting therefrom, or breach of contract, and (2) not caused by the negligent act or omission of the County Attorneyor its elected and appointed officials and employees acting within the scope of their employment. This Hold Harmless and Indemnification Clause shall in no way be limited by any financial responsibility or insurance requirements and shall survive the termination of this Contract.

II. INSURANCE REQUIREMENTS

Prior to award of contract and commencing work, Contractor shall obtain at its own cost and expense the following types of insurance through insurance companies licensed in the Commonwealth of Kentucky. Insurance written by non-admitted carriers will also be considered acceptable, in accordance with Kentucky Insurance Law (KRS 304.10-040).

Workers' Compensation written through qualified group self-insurance programs in accordance with Kentucky Revised Statutes (KRS 342.350) will also be acceptable. The Contractor shall not commence work under this Contract until all insurance required under the Contract Document has been obtained and until copies of policies or certificates thereof are submitted to the County Attorney and approved by same. The Contractor shall not allow any subcontractor to commence work until the insurance required of such subcontractor has been obtained and copies of Certificates of Insurance retained by Contractor evidencing proof of coverages.

Without limiting Contractor's indemnification requirements, it is agreed that Contractor shall maintain in force at all times during the performance of this agreement the following policy or policies of insurance covering its operations, and require subcontractors, if sub-contracting is authorized, to procure and maintain these same policies until final acceptance of the work by the County Attorney may require Contractor to supply proof of subcontractor’s insurance via Certificates of Insurance, or at the County Attorney’s option, actual copies of policies.

A. The following clause shall be added to the Contractor's (and approved subcontractors)

Commercial General Liability Policies:

"The Office of the Jefferson County Attorney, along with its elected and appointed officials, employees, agents, successors, agencies, departments, affiliates, and assigns are included as and deemed an "Additional Insured" with respect to the operations of the Named Insured performed under this contract.”

B. The insurance to be procured and maintained and minimum Limits of Liability shall be as follows, unless different limits are specified by addendum to the contract (and such minimum limits shall not limit access to the full amount of insurance available (whether through primary, excess or umbrella policies) on the contractors or subcontractors policy(ies), if that/those policy(ies) provide for Limits above the minimum):

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1. COMMERCIAL GENERAL LIABILITY: via the Occurrence Form, primary and non-contributory, with a $1,000,000 Combined Single Limit for any one Occurrence and

$2,000,000 aggregate for Bodily Injury, Personal Injury and Property Damage and

Products/Completed Operations, including:

a. Premises - Operations Coverage

b. Products and Completed Operations

c. Contractual Liability

d. Broad Form Property Damage

e. Independent Contractors Protective Liability

f. Personal Injury

2. WORKERS' COMPENSATION (if applicable): insuring the employers' obligations under Kentucky Revised Statutes Chapter 342 at Statutory Limits, and EMPLOYERS'

LIABILITY - $100,000 Each Accident/$500,000 Disease - Policy Limit/$100,000

Disease - Each Employee.

3. NETWORK SECURITY/CYBER LIABILITY (for hosted system) which includes a minimum limit of liability of $1,000,000 for each Wrongful Act, and $2,000,000 aggregate limit insuring the costs of theft, destruction or unauthorized use of electronic data through computer viruses and network intrusions including costs of notice to impacted individuals.

4. PROFESSIONAL LIABILITY (Technology Errors and Omissions Liability) insurance policy, which includes a minimum limit of liability of $1,000,000 for each Wrongful Act, as well as a $2,000,000 aggregate. In the event that the Contractor's policy is written on a "Claims Made" Form, the Contractor shall, after work has been completed, furnish evidence that the liability coverage has been maintained for at least one year after completion of work, either by submitting renewal policies with a Retroactive Date of not later than the date work commenced under this contract, or by evidence that the

Contractor has purchased an Extended Reporting Period Endorsement that will apply to any and all claims arising from work performed under this contract.

III. ACCEPTABILITY OF INSURERS: Insurance is to be placed with Insurance Companies with an A. M. Best Rating of no less than "A- VI", unless proper financial information relating to the Company is submitted to and approved by the County Attorney in writing.

IV. MISCELLANEOUS

A. The Contractor shall procure and maintain insurance policies and shall furnish

Certificates of Insurance upon the execution of the Contract. The Certificates shall include the name and address of the person executing the Certificate of Insurance as well as the person's signature. If policies expire before the completion of the

Contract, renewal Certificates of Insurance shall be furnished to the County

Attorney at least fifteen (15) days prior to the expiration of any policy(s).

B. Upon execution of the contract, Certificates of Insurance as required above shall be furnished to:

Office of the Jefferson County Attorney Jefferson County Hall of Justice

Attention: Nancy House

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600 West Jefferson Street Louisville, KY 40202

C. Upon Renewal of insurance coverage (s), Certificates of Insurance evidencing renewal shall be furnished to:

Jefferson County Hall of Justice

Attention: Nancy House 600 West Jefferson Street

Louisville, KY 40202

D. CANCELLATION OR MATERIAL CHANGE OF COVERAGE: Contractor shall notify the County Attorney of any policy cancellation within two business days of its receipt of same. Upon any material change (changes that reduce/restrict limit or terms and conditions to your insurance coverage) in coverage as required above, Contractor shall notify the County Attorney within two business days. If

Contractor fails to notify the County Attorney as required by this Agreement, Contractor agrees that such failure shall be a breach of this Agreement. The

County Attorney reserves the right to require the insurance policy(s) required above to be specifically endorsed to provide notice of cancellation and/or material change of coverage in accordance with policy provisions. When requested by the

County Attorney, a copy of the policy endorsement shall be provided the County

E. Approval of the insurance by the County Attorney shall not in any way relieve or decrease the liability of the Contractor hereunder. It is expressly understood that the County Attorney does not in any way represent that the specified Limits of

Liability or coverage or policy forms are sufficient or adequate to protect the interest or liabilities of the Contractor.

All insurance requirements including performance and payment bonds shall be furnished the day a contract issued pursuant to this Proposal is awarded.

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SECTION V

GENERAL SPECIFICATIONS

1. Overview

Jefferson County Attorney’s Office (JCAO or Office) provides legal counsel to Louisville (KY) Metro

Government, prosecutes in district court & collects child support. JCAO is the agency responsible for the prosecution of all cases brought before the District Court and is led by Mike O’Connell, County Attorney.

The agency has three main divisions:

1.1. Criminal Division

The attorneys of the Criminal Division of the Jefferson County Attorney's Office handle cases that range from traffic citations to felony crimes at their earliest stages in the Jefferson County District Court. There are approximately 60 prosecutors handling and average of 80,000 cases per year.

District Court, held in the Hall of Justice at 600 W. Jefferson Street in downtown Louisville, operates in 10 courtrooms, hearing cases according to alphabetical listing of defendants’ last names.

Assistant County Attorneys in these courtrooms prosecute a variety of charges, including in the areas of drunk driving, domestic violence, traffic, shoplifting, burglary, robbery, assault, drugs and gun crimes.

The court has the authority to negotiate and resolve all misdemeanor offenses. If the cases cannot be resolved, they are passed for a bench or jury trial.

A felony charge cannot be resolved in District Court unless it is amended down to a misdemeanor or referred to Rocket Docket for review.

1.2. Civil Division

Legal Representation of Metro Louisville/Jefferson County

More than 40 civil assistant county attorneys represent more than 50 departments of metro government, the mayor’s office, 26 metro council representatives, and numerous boards and commissions.

1.3. Child Support Division

JCAO has the largest child support division in Kentucky, with nearly 42,000 active cases, more than $48 million annually in collections and nine full-time Child Support Detectives and one part-time process server to serve those who apply for services.

The Jefferson County Attorney’s Office, Child Support Division, through the Kentucky Cabinet for

Families and Children, locates non-custodial parents and helps get financial and medical support from them for their children. The following services are available:

• Location of non-custodial parents

• Establishment of paternity

• Establishment of financial and medical support

• Enforcement and collection of support payments

• Enforcement of medical support

• Review and modification of support orders

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2. General Requirements and Overview

The purpose and intent of this Request for Proposal (RFP) is to solicit sealed proposals from qualified firms for upgrading the online experience for users of the Jefferson County Attorney’s website. This will include a complete redesign, build, and install of the website which is to be cloud-based and use an easy to-use and functional content management system (CMS). Proposals shall include onboarding and staff training. The solution must include the following enhancements:

• Responsive redesign of the entire online experience

• Seamless integration of the user interface and experience (UX) in the website

• Compliance with Accessibility Standards for Electronic and Information Technology (EIT) and with World Wide Web Consortium's (W3C) Web Content Accessibility Guidelines (WCAG 2.1).

• Support for multiple languages )

• The current website was designed using Drupal.

This document is an outline of the overall vision for the online user experience.

3. Functionality

Functionality of the site will include:

• Responsive, scalable design that is clean, modern, and visually appealing.

• Compatibility with popular web browsers and mobile devices.

• Easy to use for both experienced and inexperienced users.

• Full functionality from a wide range of standard mobile devices.

• Easy access by County Attorney staff to analytics/statistics on use.

3.1 Content in General:

3.1.1 Utilize a standard, established, nonproprietary content management system.

3.1.2 Ability to schedule content for publishing and expiration.

3.1.3 Permissions can be set for an internal site content team including:

3.1.3.1 Administrators

3.1.3.2 Contributors: can add, edit, and delete their own content

3.1.3.3 Editors: can add, edit, and publish any content

3.1.3.4 Ability to prominently display emergency information (announcement bar)

3.1.3.5 Ability to embed videos and integrate 3rd party social media (Ex:

Facebook, Instagram, Twitter, YouTube)

3.2 Forms

3.2.1 Ability for authorized staff to easily create public forms using a drag-and-drop interface

3.3 Links should be provided to JCAO social media accounts, Facebook, X, Linked In, etc.

3.4 Video Production

3.4.1 The JCAO would like to be able to, in working with the winning Proposer, create videos as desired which would describe the work done by selected Divisions of the Office. The JCAO requests that the Proposer indicate whether it has the capacity to assist in the creation of such videos and if general pricing (like hourly rates) can be provided for review.

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3.5 The JCAO would like the ability to post summaries of notable court decisions on a section of its website, perhaps on the homepage, perhaps under a “recent news” section.

3.6 The JCAO would like the Proposer’s Response to this RFP to include whether it has the capacity to allow site users to sign up for alerts, via text, so that the JCA may notify them when physical JCAO office locations are closed, or for other urgent matters. Cost should be included for same.

3.7 Respondents to this RFP should include in their Response to this RFP whether the website can offer users a search box in which they may type out what they would like to do on the site and the site directs them or links them appropriately; cost should be included for same.

3.8 The Criminal Division would like to know whether it is feasible (and at what cost) to have a function which queries whether users have been victims of a crime and, based on the information users submit, that function takes the user to the applicable portion of the website.

4. Current Website Structure

4.1 General: The current website of the Jefferson County Attorney is hosted by the

Louisville/Jefferson County Metro Government and is located at https://louisvilleky.gov/government/county-attorney . This page currently includes a bio of County Attorney Michael O’Connell https://louisvilleky.gov/government/county-attorney/county-attorney-mike-oconnell , a link to a page showing Senior Staff https://louisvilleky.gov/government/county-attorney/county-attorney-senior-staff , and links to an employment portal, https://louisvilleky.gov/government/county-attorney/county-attorney-employment , the Office’s Open Records policy, https://louisvilleky.gov/government/county-attorney/jefferson-county-attorney-open-records and its holiday schedule, https://louisvilleky.gov/government/county-attorney/jefferson-county-attorney-holiday-schedule , all of which will need to appear, as may be modified in working with the winning proposer for this RFP, on the new website.

Each of the Office’s three divisions, Criminal https://louisvilleky.gov/government/county-attorney/criminal-division , Civil https://louisvilleky.gov/government/county-attorney/civil-division and Child Support https://louisvilleky.gov/government/county-attorney/child-support-division , have their own dedicated pages and those Divisions have further sections as described below.

Modifications to these pages will need to be made based on the general standards set forth in this RFP and as further developed between the County Attorney’s Office and the winning proposer.

The JCAO would like to consider a reworking of the website’s design, possibly a layout similar to that used by the Kenton County (KY) Attorney on her website, https://www.kentoncoatty.com/ , with services most frequently used on the website appearing on that first page, as well as:

• an “About Us’ tab linking to a mission statement and bios of the

County Attorney and a list of senior staff (with picture), as well as descriptions of the roles of each of the three Divisions, Criminal, Child

Support and Civil; and

• an “Our Services” tab which would include the services set forth on the home page as well as all additional services; and

• a “Contact Us” tab with a submission form similar to that which appears on the JCAO’s current website, an example of which is here:

https://louisvilleky.wufoo.com/forms/contact-mike-oconnell https://louisvilleky.gov/government/county-attorney https://louisvilleky.gov/government/county-attorney/county-attorney-mike-oconnell https://louisvilleky.gov/government/county-attorney/county-attorney-mike-oconnell https://louisvilleky.gov/government/county-attorney/county-attorney-senior-staff https://louisvilleky.gov/government/county-attorney/county-attorney-employment https://louisvilleky.gov/government/county-attorney/county-attorney-employment https://louisvilleky.gov/government/county-attorney/jefferson-county-attorney-open-records https://louisvilleky.gov/government/county-attorney/jefferson-county-attorney-open-records https://louisvilleky.gov/government/county-attorney/jefferson-county-attorney-holiday-schedule https://louisvilleky.gov/government/county-attorney/jefferson-county-attorney-holiday-schedule https://louisvilleky.gov/government/county-attorney/criminal-division https://louisvilleky.gov/government/county-attorney/civil-division https://louisvilleky.gov/government/county-attorney/child-support-division https://www.kentoncoatty.com/ https://louisvilleky.wufoo.com/forms/contact-mike-oconnell

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5. General Specifications for Each Division

5.2 Criminal Division

The Criminal Division of the Jefferson County Attorney’s Office has 9 sections on the current website. A link to each is provided below, as well as a description of proposed changes and functions which will need to be discussed and perhaps developed as part of the scope of work for the redesign project.

5.2.1 DUI (“Driving Under the Influence”) Unit

5.2.1.1 The DUI Unit has two sections on the current JCAO website which address diversion programs, those being processes whereby charges may be dismissed if certain requirements are met.

5.2.1.1.1 The First Offenders Diversion Program is set forth at https://louisvilleky.gov/government/county-attorney/dui-first-offenders-diversion-program

5.2.1.1.2 The Under 21 DUI Diversion Program is described at

https://louisvilleky.gov/government/county-attorney/under-21-dui-diversion-program

5.2.1.1.3 Both programs must appear on the new website, subject to changes to either or both as agreed to after discussion between the County Attorney and the winning proposer.

5.2.2 Warrant Intake

5.2.2.1 The JCAO’s Warrant Intake Unit in part handles review of criminal complaints filed by individuals and decides whether prosecution is feasible. The Warrant

Intake portion of the JCAO website is located at https://louisvilleky.gov/government/county-attorney/file-criminal-complaint and describes to individuals the process for filing a criminal complaint and summarizes the steps in the prosecution process if the matter proceeds.

5.2.2.2 The narrative language on the Unit’s website linked to above will need to be significantly reworked, with proposed changes to be provided by the Unit working in consultation with the selected vendor as requested for feedback regarding, for example, ease of use and clarity/readability for the end users. The changes to be implemented include:

5.2.2.2.1 Updating the procedures for filing criminal complaints

5.2.2.2.2 Possible creation of a FAQ section which would need to provide forms for completion based on the subject matter being asked about

5.2.2.2.3 Posting of informative documents to be available for download by website users which describe various processes within the Warrant Intake Unit

5.2.2.2.4 An exploration of the feasibility of allowing website users to access to information on criminal cases

5.2.2.2.5 A section addressing criminal matters not handled by the JCAO, but about which the Office receives many inquiries, including, for example, identity theft and consumer fraud; the JCAO would like its new website to provide guidance for these issues as well as having the new site direct users to the correct online resources for addressing them

5.2.3 Juvenile Unit

https://louisvilleky.gov/government/county-attorney/dui-first-offenders-diversion-program https://louisvilleky.gov/government/county-attorney/dui-first-offenders-diversion-program https://louisvilleky.gov/government/county-attorney/under-21-dui-diversion-program https://louisvilleky.gov/government/county-attorney/under-21-dui-diversion-program https://louisvilleky.gov/government/county-attorney/file-criminal-complaint

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5.2.3.1 The JCAO is responsible for prosecuting cases in Jefferson County Juvenile Court and its section of the JCAO website is at:

https://louisvilleky.gov/government/county-attorney/file-juvenile-complaint

5.2.3.1.1 The Juvenile Unit would like to expand the breadth of information on its section of the website while keeping the language which currently appears, while also addressing, in consultation and with the input of the selected

Proposer, outreach to victims of juvenile crime which will be provided by the

JCAO, as well as ways for those victims to get in contact with the Office. The

Unit would like to develop an overview of the Juvenile Court process, including information about the location of detention facilities and what the term “juvenile offender” means under the law.

5.2.4 Mental Health Unit

5.2.4.1 Currently, the JCAO’s website includes sections for Guardianship (a legal process by which a person is appointed to make decisions on behalf of someone who is unable to make their own) https://louisvilleky.gov/government/county-attorney/file-guardianship and Casey’s Law https://louisvilleky.gov/government/county-attorney/caseys-law (in which a court order is sought for involuntary treatment for addiction). Note that the link to the

Casey’s Law section appears on the JCAO homepage currently, but it does not appear under the Criminal Section, though it is in fact a matter handled by

Criminal.

5.2.4.2 These two current website sections are to be reincorporated under a singular mental health page. That page will include the information in the current website sections, as revised in consultation with the winning Proposer, but will also include alternatives to be considered by the target audience (people seeking to assist others with mental health issues) prior to initiating the processes managed by the JCAO, as well as the difference between adult and minor processes and the conduct of emergency hearings. There should be contact information for JCAO personnel which handle such matters. A preliminary proposed frame work would be:

5.2.4.2.1 A Mental Health Page with four separate sections (each appearing on its own page if needed):

5.2.4.2.1.1 Adult Guardianship (link above in 5.2.4.1)

5.2.4.2.1.2 Kentucky Revised Statutes Chapters 202A, 202B and 645, which address involuntary Commitment of Adults and Juveniles with mental illness or intellectual disability

5.2.4.2.1.3 Tim’s law/assisted outpatient treatment (court-ordered mental health treatment)

5.2.4.2.1.4 Casey’s Law (link above in 5.2.4.1)

5.2.4.2.1.5 Each of these 4 sections would have:

5.2.4.2.1.5.1 General overview

5.2.4.2.1.5.2 Who to contact in our office for more information

5.2.4.2.1.5.3 How to file

5.2.4.2.1.5.4 Resources (documentation and brochures) currently on-hand with the

JCAO and to be provided to the website designer

5.2.5 Domestic Violence Intake Center

5.2.5.1 The Domestic Violence Intake Center offers victims of domestic violence assistance in obtaining protection from an abuser, as well as additional services including victim safety planning, advocacy, referrals for counseling and social services, and more. Its website is located at:

https://louisvilleky.gov/government/county-attorney/domestic-violence-intake-center https://louisvilleky.gov/government/county-attorney/file-juvenile-complaint https://louisvilleky.gov/government/county-attorney/file-guardianship https://louisvilleky.gov/government/county-attorney/file-guardianship https://louisvilleky.gov/government/county-attorney/caseys-law https://louisvilleky.gov/government/county-attorney/domestic-violence-intake-center https://louisvilleky.gov/government/county-attorney/domestic-violence-intake-center

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5.2.5.2 Working with the winning Proposer, the JCAO may wish to amend some of the writing which currently appears on the site; assistance information which currently appears there will need to be on…