RFP 202526-01

Addendum #4 - Questions & Answers

Solicitation Process/Document Questions

1. Please provide additional details regarding SGAL’s training and certification requirements for volunteers and pro bono attorneys, including any ongoing or recertification obligations.

Volunteer training is conducted internally, and SGAL staff will manually enter and track volunteer certification data in the new CCMS.

2. Does SGAL develop and deliver its own training programs and certifications, or are these managed through external platforms or providers?

Both. However, any information regarding training of staff and volunteers will be manually entered into and updated in the new system.

3. Could you elaborate on SGAL’s existing approval workflows and electronic filing processes, including any systems currently used to manage these activities?

Assigned staff upload filed documents into our current case management system. We e-file case documents to the court and parties via the E-filing portal.

Certain types of actions will require supervisor approval.

4. Can you list all record types in scope for data migration and the estimated data volume for each? Knowing how many record types are involved will help us refine our estimate.

The SGAL Office does not track the volume of specific document types in Optima. However, consistent with answers previously provided in Questions 1, 3 and 6 on Addendum #3, PDF is the most common document format in Optima but users also upload files in Word and JPEG formats. The system currently hosts 6.5 million SGAL documents and of those, approximately 625,000 were uploaded in 2025.

5. May we assume that SGAL currently utilizes legal research and drafting tools such as Lexis for Microsoft Office and/or Westlaw Drafting Assistant as part of its standard operating environment?

Yes.

6. Is it common that a particular case is transferred between different judicial courts? If so, please provide some high-level details on the transfer process.

It is not common. However, while a child may be physically relocated to a different judicial circuit, such changes do not always result in transferring the child’s case to that judicial circuit.

7. Is there a preference for how deployments should be phased/structured across the 20 judicial courts?

Consistent with Question #65 in Addendum #2, vendors should include permanent testing and production environments. Selected staff from various Circuits may be chosen to test the CCMS in the test environment and, once all testing is complete, SGAL will work with the vendor to deploy the system to all 20 Judicial Circuits.

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