6-RFP-03-Authorized Signature and Questionnaire.docx.pdf
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- Attached to
- RFP Virtual Courtroom Platform
- Solicitation number
- 26-0134
- Issued by
- Tarrant County, Austin City, Texas
About this file
This is an Authorized Signature and Questionnaire form for Request for Proposal (RFP) 26-0134 issued by the City of Fort Worth Purchasing Division for a Virtual Courtroom Platform to serve the Municipal Courts Department. The RFP seeks a comprehensive virtual courtroom solution that enables remote court hearings with capabilities including participant management, audio/video controls, waiting rooms, breakout rooms for attorney-client communications, multi-party hearing support, simultaneous interpretation services, screen sharing, document presentation, hearing recording, and public live streaming with restricted participant access. The form requires proposers to provide organizational details, authorized representative information, and responses to 96 detailed questions spanning platform capabilities, security and compliance requirements, integration and interoperability features, scheduling and workflow functionality, public and participant access tools, data management specifications, performance and reliability standards, implementation and support services, and advanced capabilities such as AI-generated transcripts and identity verification.
The questionnaire emphasizes critical requirements including CJIS compliance with audit logging capabilities, SOC 2 or ISO 27001 certification, encryption standards (TLS+ in transit and AES-256 at rest), multi-factor authentication, SAML 2 or OIDC integration support, and role-based access controls. Integration with case management systems is required, including support for REST APIs, automatic schedule synchronization, and outcome pushback to CMS platforms such as Tyler Odyssey. The form requests information on service level agreements guaranteeing 99 percent uptime during business hours, disaster recovery architecture with defined Recovery Point Objectives and Recovery Time Objectives, implementation timelines, training provisions for judges and staff, and licensing structure details. Proposers must also disclose any litigation, criminal investigations, prior contract terminations, and proprietary information claims, and indicate willingness to extend contract terms and pricing to other governmental entities through cooperative purchasing arrangements.
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CITY OF FORT WORTH - PURCHASING DIVISION
AUTHORIZED SIGNATURE AND QUESTIONNAIRE
RFP Ref. #: 26-0134 Doc. Ref#: RFP-03 Page 1 of 10 RFP Title: Virtual Courtroom Platform
City of Fort Worth Bidder/Supplier ID:____________________________________ Legal Name of Proposer:
D/B/A Name of Proposer:
Federal Id Number (TIN):______________________________________________ Address:
Name of the Authorized Representative: __________________________________ Title: _____________________________________________________________ The undersigned, by his/her signature, represents that he/she is submitting a binding Proposal and is authorized to bind the respondent to fully comply with the solicitation document contained herein. The Respondent, by submitting and signing below, acknowledges that he/she has received and read the entire document packet for this RFP and agrees to be bound by the terms therein.
The undersigned agrees if the Proposal is accepted, to furnish any and all items and/or services upon which prices are offered, at the price(s) and upon the terms, conditions, and scope/specifications contained in this RFP.
Signature of the Authorized Representative: _____________________________ Email: Phone:
Name of Contact Person - 1:
Title of Contact Person - 1:
Email: Phone:
Name of Contact Person - 2:
Title of Contact Person - 2:
Email: Phone:
Name of Contact Person - 3:
Title of Contact Person - 3:
Email: Phone:
RFP Ref. #: 26-0134 Doc. Ref#: RFP-03 Page 2 of 10
Please answer each question below thoroughly. Responses to the questions will be used to assess the Proposal’s responsiveness. Bidders may use a separate sheet if needed, as long as each answer is labeled with the corresponding question number. If your answer is contained in your Submitted Proposal you may reference that document.
1.0 Length of time in business: _______________________________________
2.0 Is your business or any of its principals currently involved in litigation adverse to the City? Yes_______ No________
3.0 Is your business or any of its principals currently under criminal investigation? Yes_______ No________ Have you answered Yes to either Question 2 or 3 above? Please provide the details outlining the situation on a separate document with the submission of this form.
4.0 Cooperative Purchasing - Should other governmental entities decide to participate in this contract, would you, the Vendor, agree that all terms, conditions, specifications, and pricing would apply?
Yes_______ No________
5.0 Prompt Payment Discount Terms: ____ Percent _______ Days (i.e. 3% Net 15, etc.)
6.0 Proprietary Information - If a Bidder believes certain information in their proposal is proprietary and wishes to prevent its disclosure, the Bidder must clearly identify those pages and information in the chart below, for more information see RFP-01, Section 15.4. Add additional pages if needed.
Pages with information believed to be Proprietary
Please indicate if only specific sections on the page are believed to be Proprietary
Company Background & Qualifications
7.0 How many courts currently use your virtual system? ______________
8.0 Has your company implemented solutions within Texas? Yes___ No___
If yes, please list jurisdictions.
RFP Ref. #: 26-0134 Doc. Ref#: RFP-03 Page 3 of 10
9.0 Describe your experience with judicial case management system integrations.
10.0 Have you ever had a contract terminated for cause? Yes___ No___ If yes please explain
11.0 What differentiates your solution from competitors?
Platform Capabilities – Virtual Hearings
12.0 Describe how your system supports virtual court hearings.
13.0 Does the platform allow judges to control participant audio/video permissions? Yes___ No ___
14.0 Can the judge place participants in virtual waiting rooms? Yes___ No___
15.0 Can breakout rooms be created for confidential attorney-client communication? Yes___ No___
16.0 Describe how your system handles multi-party hearings.
17.0 Does your system support simultaneous interpretation services? Yes___ No___
RFP Ref. #: 26-0134 Doc. Ref#: RFP-03 Page 4 of 10
18.0 Can court clerks manage participants (admit, remove, mute, rename)?
Yes___ No___
19.0 Does the system allow screen sharing and document presentation?
Yes___ No___
20.0 Can hearings be recorded? Yes___ No___
21.0 If yes, where are recordings stored?
22.0 Describe how digital evidence is submitted, displayed, and preserved._____________________________________________________
23.0 Can participants join hearings via a web browser without software installation? Yes___ No___
24.0 Is mobile device participation supported? Yes___ No___
25.0 Does the platform support live streaming to the public while restricting participant access? Yes___ No___
Security & Compliance
26.0 Is your platform CJIS compliant? Yes ___ No___
27.0 Describe how your platform supports CJIS audit requirements, including logging of user activity, access to criminal justice information (CJI), and the ability to produce audit reports for compliance reviews.
28.0 Describe how your system maintains the chain of custody for recorded hearings and evidence, including how recordings are time-stamped, secured from alteration, and tracked when accessed, exported, or shared.
RFP Ref. #: 26-0134 Doc. Ref#: RFP-03 Page 5 of 10
29.0 Are you SOC 2 or ISO 27001 certified? Yes___ No___
30.0 Is data encrypted in transit (TLS+) and at rest (AES-256)? Yes___ No___
31.0 Describe your authentication methods (MFA, SSO, etc.)
32.0 Does the system support SAML 2 or OIDC integration (eg, Entra ID, Okta)?
Yes___ No___
33.0 Does your system support role-based access control (RBAC)?
Yes___ No___
34.0 Can access be integrated with Active Directory (A/D groups)?
Yes___ No___
35.0 Describe protections against unauthorized recording or screen capture.
36.0 How do you prevent unauthorized participants from joining hearings?
37.0 What safeguards exist against ransomware attacks?
38.0 How quickly are vulnerabilities patched after detection?
39.0 Describe your audit logging capabilities.
40.0 How long are audit logs retained?_
RFP Ref. #: 26-0134 Doc. Ref#: RFP-03 Page 6 of 10
Integration & Interoperability
41.0 Does your software integrate with Case Management Systems (CMS)?
Yes___ No___ If yes, please describe the type of integration supported (API, webhook, file exchange, manual import/export, etc.), the data elements exchanged (e.g., case number, hearing date, participant information, disposition), and any CMS platforms currently supported.
42.0 Does your solution provide Representational State Transfer (REST) Application Programming Interfaces (API’s)? Yes___ No___
43.0 Can hearing schedules automatically sync from CMS? Yes___ No___
44.0 Can hearing outcomes be pushed back into CMS? Yes___ No___
45.0 Does your platform integrate with e-filing systems? Yes___ No___
46.0 Can calendar systems (Outlook, Google) sync with hearing schedules?
Yes ___ No___
47.0 Is data export available in standard formats such as Comma Separated Values (CSV), Extensible Markup Language (XML), and JavaScript Object Notation (JSON), etc. ? Yes___ No___
48.0 List supported systems (Tyler Odyssey, etc)
Scheduling & Workflow
49.0 Describe how hearings are scheduled within the system.
50.0 Can the system automatically generate hearing links? Yes___ No___
51.0 Does the system detect bounced emails and notify staff? Yes___ No___
RFP Ref. #: 26-0134 Doc. Ref#: RFP-03 Page 7 of 10
52.0 Can workflows escalate missed or failed appearances? Yes___ No___
53.0 Can hearings be reassigned to another judge or courtroom? Yes___ No___
54.0 Can administrators create unlimited workflows via Graphical User Interface (GUI)? Yes___ No ___
55.0 Is there a limit to the number of workflows? Yes___ No___ If yes, what is the limit__________
56.0 Can the system automatically record attendance? Yes___ No___
Public & Participant Access
57.0 Does the platform provide a public portal for litigants? Yes___ No___
58.0 Can users upload required documents prior to hearings? Yes___ No___
59.0 Can participants test audio/video prior to hearing? Yes___ No___
60.0 Does the system support ADA accessibility standards? Yes___ No___
61.0 Is closed captioning available? Yes___ No___
62.0 Are multilingual interfaces available? Yes___ No___
Data Management & Storage
63.0 Who owns the data generated by the platform?
64.0 Will the court have the ability to download all data at any time?
Yes___ No___
65.0 Is there a storage limit per recording? Yes___ No___
66.0 What is the total storage limit? ____________________________________
67.0 Describe your backup frequency (incremental/full)
RFP Ref. #: 26-0134 Doc. Ref#: RFP-03 Page 8 of 10
68.0 Is data replicated in real time? Yes___ No___
69.0 What is your RPO (Recovery Point Objective
70.0 What is your RTO (Recovery Time Objective)?
71.0 Describe your disaster recovery architecture (Development (DEV), TEST, Product (PROD).
72.0 What is the retention policy for recordings and transcripts?
Performance & Reliability
73.0 Can you ensure 99% uptime during business hours (6am–6pm CT, M–F)?
Yes___ No___
74.0 If no, What is your guaranteed uptime percentage? ____________________
75.0 Describe your Service Level Agreement (SLA) for outages?
76.0 What is your SLA for support tickets?
77.0 Will upgrades cause outages? Yes____ No____
If yes, how often and how long?
78.0 How often are upgrades released?
79.0 Is the platform scalable to handle peak caseloads? Yes___ No___
Implementation & Support
RFP Ref. #: 26-0134 Doc. Ref#: RFP-03 Page 9 of 10
80.0 How long does a standard implementation take?
81.0 Describe your implementation methodology.
82.0 Who is responsible for data migration tasks?
83.0 Is training included for judges, clerks, and IT staff? Yes___ No___
84.0 Is on-site training available? Yes___ No___
85.0 Describe your post-implementation support model.
86.0 Describe your communication plan for outages and maintenance.
87.0 Describe your license structure (per judge, per courtroom, per user, enterprise).
Advanced Capabilities (Optional)
88.0 Does the system support Artificial Intelligence (AI)-generated transcripts?
Yes___ No___
89.0 Does system support Short Message Service (SIMS) Yes___ No___
90.0 Does the system support Data Migration? Yes___ No___
91.0 Can transcripts be searched by keyword? Yes___ No___
92.0 Does the platform support digital oath administration? Yes___ No___
93.0 Can the system verify participant identity (ID verification tools)? Yes___ No___
RFP Ref. #: 26-0134 Doc. Ref#: RFP-03 Page 10 of 10
94.0 Can analytics reports be generated (appearance rates, case duration, etc.)?
Yes___ No___
95.0 Is there a limit to the number of concurrent hearings? Yes___ No___
96.0 Can hearings continue in low-bandwidth mode? Yes___ No___
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