Data Governance RFQ - Attachment A Scope of Services~1.pdf

THE COMMONWEALTH OF MASSACHUSETTS

TRIAL COURT

OCM FISCAL- PROCUREMENT & STRATEGIC SOURCING | 2 Center Plaza 9th Floor Boston, MA 02108

Attachment A – Scope of Services COMMBUYS Document ID#: BD-27-1107-1107T-TRC01-133033

Background The Massachusetts Judiciary is undertaking a multi-year digital modernization initiative to transition from manual, paper-based operations to an integrated, secure, and fully digital information technology environment. The Trial Court relies on data generated and maintained through MassCourts and other case management and administrative systems for court operations, public access, reporting, analysis, and exchanges with governmental and justice-sector partners.

MassCourts is the primary source of Trial Court case data and includes case, party and identity, warrant, calendar, and electronically filed or scanned document information. Data may be entered by court staff or populated through interfaces with other applications and organizations. Examples include the Trial Court eFile system, Criminal Justice Information System (CJIS) Electronic Application for Criminal Complaint (EACC), Registry of Motor Vehicles information, and Department of Revenue child support information.

MassCourts data is also shared with authorized external entities and is used to support public and attorney access, case statistics, performance measures, and required reporting.

Because data entry and use depend on detailed knowledge of codes, policies, procedures, and system rules, the Trial Court has identified challenges involving duplicative or inconsistently used codes, incomplete documentation of data feeds, limited data validation, and inconsistent data-entry practices.

These issues can affect the accuracy and accessibility of court information, place additional burdens on staff and analysts, and complicate monitoring of data exchanges and responses to statutory or regulatory changes.

Scope of Service The Trial Court is seeking quotes from active vendors under OSD Statewide Contract ITS81, Category 1:

EDM (Enterprise Data Management) Data Analytics, to develop an Enterprise Data Governance Strategy and Implementation Plan. The purpose of the engagement is to improve the quality, completeness, consistency, accessibility, and ongoing management of Judiciary data and establish a sustainable framework for data accountability, transparency, stewardship, standardization, and compliance.

Assistance with implementation of the resulting plan is not included in this procurement.

Working with a cross-functional Trial Court Project Team, the selected Vendor will develop an actionable plan to:

1. Create a sustainable governance structure to define, manage, and review data elements, maintain data quality and security, and communicate with court leaders and data-entry staff.

2. Document the architecture of the Trial Court’s data management systems in a reliable and easy-to-update format, including data elements and codes, tables, validations, and incoming and outgoing data feeds.

3. Create streamlined and intuitive policies and procedures for entering, validating, updating, storing, accessing, using, and sharing data.

4. Create or improve policies and procedures for managing the need for, creation, use, modification, and monitoring of data codes and making them more user-friendly.

5. Create or improve policies and procedures for documenting and communicating changes to data architecture, data elements and codes, tables, validations, and data feeds.

6. Create training and development resources to enable court staff to understand and comply with policies and procedures related to data security, data entry, and data quality.

7. Create or improve policies and procedures for monitoring data quality, including the accuracy and completeness of data inputs.

Data and Systems in Scope

The data governance plan will address the following data and systems:

i. Case management data in MassCourts, including applicable data elements, scanned paper documents and images, and audio files.

ii. Case management data in the new Appellate Case Management System.

iii. Probation data in the new Probation Case Management System.

iv. Administrative data, including a plan for standardizing how courthouse/courtroom facilities and court staff information are described across applicable applications and databases.

Out of Scope

The following are outside the scope of this engagement and may be addressed after a new governance structure is established:

i. Paper documents that are not yet in digital form.

ii. Data feeds beyond the Current State Analysis.

iii. Application architecture.

iv. Retention policy.

v. Data security beyond a Current State Analysis summary.

vi. Internal court staff emails and documents.

vii. IT assets.

Deliverables The Vendor’s work will proceed through five sequential deliverables. Each deliverable will be subject to Trial Court review and acceptance in accordance with the Acceptance & Rejection Process below.

Deliverable 1 – Current State Analysis

Within the first two months, the Vendor will collaborate with the Project Team and Executive Sponsors to finalize a Current State Analysis of the Judiciary’s existing documentation of data and data governance.

The review should include, but is not limited to:

i. MassCourts data documentation, including documentation from Equivant, documentation of tables, and internal Trial Court documentation specific to the Massachusetts Trial Court’s use of the product.

ii. Appellate Case Management System and Probation Case Management System data documentation.

iii. Trial Court, Appellate, and Probation policies and procedures for entering, validating, storing, accessing, and sharing data.

iv. Trial Court Business User Guides, job aids, and available Appellate and Probation training materials.

v. Data feeds to other entities, including the CJIS-NICS/Firearm Disqualifier and Civil Motor Vehicle Infractions feeds, for Current State Analysis purposes only.

vi. Data feeds from other entities, including EACC, electronic non-criminal filings through eFile/Tyler, and Department of Revenue Child Support filings, for Current State Analysis purposes only.

vii. How data is currently stored, including relevant formats, interfaces, and any known proprietary constraints that could affect the ability to export, integrate, or migrate the data

Deliverable 2 – Best Practices Review

The Vendor will review best practices to inform development of the data governance and implementation plan. The review should include Massachusetts state government and national best practices, with emphasis on practices applicable to public-sector organizations and specifically judicial and public-safety agencies. The Vendor should consult relevant national organizations and consortiums, including the National Center for State Courts (NCSC) and SEARCH, the National Consortium for Justice Information and Statistics. The Vendor will work with the Project Team and Executive Sponsors to determine the best timing and format for sharing this information.

Deliverable 3 – Strengths, Weaknesses, Opportunities and Threats (SWOT) Analysis

The Vendor will complete a SWOT analysis, or other gap analysis approved by the Trial Court, based on the Current State Analysis and Best Practices Review. The analysis should identify strengths and opportunities the Trial Court can build upon, as well as areas of concern to be addressed. Potential gaps include documentation of data architecture; policies and procedures for entering, validating, updating, storing, accessing, and sharing data; process flows for changing, documenting, and communicating changes to data architecture; data inoperability and portability; and other areas identified by the Project Team. The analysis should prioritize areas of concern using practical time horizons such as immediately, within two years, two to five years, etc.

Deliverable 4 – Options and Recommendations

The Vendor will develop options and recommendations to establish and maintain data accountability, transparency, stewardship, standardization, and compliance, including a staffing plan.

Recommendations should focus on the most critical areas identified in the gap analysis and should improve the quality, completeness, usability, consistency, and accessibility of Judiciary data. The Vendor should incorporate findings from the preceding deliverables and assess the risks and rewards associated with addressing key issues in order to prioritize and inform an achievable implementation plan.

Development of options should include input and engagement from court leadership and data-exchange partners to build a common understanding of the need for change and support for establishing and implementing a data governance plan. This outreach should be coordinated with the vendor supporting Communication and Change Management related to the Judiciary’s digital transformation.

Deliverable 5 – Implementation Plan

The Vendor will develop an actionable Implementation Plan for carrying out the recommendations, including the staffing and organizational structures that would be required and the timeline and sequence of steps. The engagement will conclude upon Trial Court acceptance of all required deliverables.

Procurement Calendar

Procurement Step Date

Bid Available Date 09/02/2026 Pre-Bid Conference 09/17/2026 11:00AM ET

Bidder Questions Due 09/23/2026 3:00PM ET TRC Responses posted to COMMBUYS (estimated) 09/30/2026 Bid Opening Date 10/09/2026 3:00PM ET

Bidder Demonstrations, if necessary Week of 10/19/2026 Contract Award (estimated) November 2026 Contract Start Date (estimated) 12/01/2026

Times are Eastern Time as displayed on the COMMBUYS system clock. If there is a conflict between this calendar and the Bid Header in COMMBUYS, the COMMBUYS dates control. The Trial Court may amend or delay any date or timeframe when doing so is in its best interest.

The Trial Court reserves the right to amend or delay any of the dates or times reflected above, as well as any other timeframes or deadlines referenced throughout this solicitation, if such a change is in the best interest of the Trial Court.

Anticipated Contract Duration The anticipated initial contract term is twelve (12) months from execution. The Trial Court may, at its sole discretion, exercise one extension of up to six (6) additional months if additional time is required to complete the engagement. An extension of time does not, by itself, authorize additional compensation or expand the scope of services. The maximum Term remains subject to ITS81.

Acquisition Method & Compensation Structure Acquisition Method: Fee-for-Service professional IT project services under Statewide Contract ITS81, Category 1. Compensation will be firm-fixed and deliverable-based. Bidders must provide a fixed price for each of the five deliverables and a total firm-fixed project price. Pricing must be all-inclusive of all labor, supervision, overhead, ordinary business expenses, materials, travel, and incidental expenses necessary to perform the work. Costs not identified in the accepted Pricing Proposal will not be separately compensated unless authorized through an amendment permitted under the contract.

Required Qualifications The Bidder must be an active vendor under Statewide Contract ITS81, Category 1: EDM (Enterprise Data Management) Data Analytics as of the Bid Response Due Date and must propose to perform the complete scope of services. Partial bids will not be accepted.

Preferred Qualifications

i. Experience and demonstrated success developing data governance plans, with preference for experience in large public sector or non-profit environments.

ii. Demonstrated ability to gather input from numerous critical stakeholders and synthesize that feedback into usable project deliverables.

iii. Excellent written, verbal, and presentation skills for a wide variety of technical and non-technical audiences.

Basis for Award Decision The Trial Court intends to award a contract to one responsive and responsible Bidder whose proposal provides the best overall value based on the evaluation criteria stated below. Award will not necessarily be made to the Bidder offering the lowest price.

Contract Management Considerations Roles and Responsibilities

The Department’s Project Manager (the “Department PM”) is the department employee responsible for managing and administering the contract upon award. The Department PM will be the point of contact for the awarded bidder concerning day-to-day operational matters and the performance of contractual duties. The Trial Court will designate the Project Manager(s) who will work with the Contractor regarding day-to-day operational matters.

The RFQ Manager is the point of contact for interested bidders during the procurement process. Bidders may contact the RFQ Manager if the bidder is having trouble accessing any required attachments electronically. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the evaluation committee regarding this bid except as specified in this bid, and no other department employee or representative is authorized to provide any information or respond to any question or inquiry regarding this bid during the active solicitation period.

Department Project Manager: RFQ Manager:

TBD

Patrick Teahan 617-878-0420 Patrick.teahan@jud.state.ma.us

The Contractor Project Manager (the “Contractor PM”) will (i) be responsible for administering the resulting SOW and the managing of the day-to-day operations under said SOW, (ii) serve as an interface between the Department PM and all Contractor personnel participating in this engagement; (iii) develop and maintain the Project Management Plan in consultation with the Department PM; (iv) facilitate regular communication with the Department PM, including regularly scheduled status reports/updates, and review the project performance against the project plan and facilitate regularly scheduled project status meetings for the duration of the engagement; (v) update the Project Management Plan on a regular basis and distribute it at the regularly scheduled meetings for the duration of the engagement; (vi) sign acceptance forms to acknowledge receipt; and (vii) be responsible for the management and deployment of Contractor personnel.

The PMs bear the primary responsibility for issue resolution. The PMs shall be responsible for coordinating a meeting with department and contractor leadership to review and resolve any issues, as needed.

Acceptance & Rejection Process

The Contractor PM will submit each deliverable or documentation of services rendered (“deliverable”) to the Department PM on or before the due date specified in the resulting contract. The Trial Court will review each deliverable and determine whether it has met in all material respects the criteria established in the contract.

Within ten (10) Business Days of receipt of each deliverable, the Department PM will notify the Contractor PM, in writing, of acceptance or rejection. A rejection will include a written description of the defects of the deliverable. If the Department PM does not respond with acceptance or rejection within ten (10) Business Days of receipt, the Contractor PM shall provide a reminder notice to the Department PM.

If Department PM fails to respond after the receipt of the reminder notice, Contractor must notify Department PM and the Parties must agree to a new deadline for acceptance or rejection of the deliverable. Upon receipt of rejection of a deliverable, Contractor will act diligently to correct the specified defects and deliver an updated version of the deliverable to the Department PM. Acceptance or rejection of the updated version of the deliverable will be subject to the process described in this paragraph. In no event will a deliverable be deemed accepted without affirmative written acceptance.

Following any acceptance of a deliverable which requires additional work to be entirely compliant with the pertinent specifications, and until the next delivery, Contractor will use reasonable efforts to provide a prompt correction or workaround.

Inquiries No phone calls or emails regarding this Bid will be accepted. Questions must be submitted through the COMMBUYS Bid Q&A tool by the deadline stated in the Procurement Calendar. Official responses will be posted in COMMBUYS. Bidders are responsible for monitoring the Bid record for questions, answers, amendments, and other updates.

Submission Requirements

All proposals must be uploaded to COMMBUYS by the Bid Opening Date and time stated in the Procurement Calendar. Technical and Pricing Proposals must be uploaded as separate documents.

Pricing information must not appear in the Technical Proposal.

1. Transmittal Letter

i. Signed by an individual authorized to bind the Bidder to the representations and commitments made in the response.

ii. Confirmation that the response will remain valid for at least ninety (90) days after the Bid Opening Date.

iii. Confirmation that the Bidder is an active ITS81 Category 1 vendor.

iv. Confirmation that there is no pending litigation that may materially impair or interfere with delivery of the proposed services, or disclosure of any such matter.

2. Technical Proposal

The Technical Proposal may not exceed ten (10) pages, excluding resumes and reference information, and should address:

i. Approach and methodology for completing the five deliverables and addressing the Scope of Service.

ii. Proposed project timeline and key milestones, including completion of the Current State Analysis within approximately the first two months.

iii. Staffing plan identifying key roles, proposed personnel, relevant qualifications, estimated level of effort, and approach to personnel replacement if needed.

iv. Three business references demonstrating comparable data governance and planning services.

Government, judicial, or similarly complex public-sector references are preferred.

3. Pricing Proposal

Complete the Pricing Response Table below with a firm-fixed price for each of the five deliverables and the total project price. The Bidder may identify material pricing assumptions, but all proposed prices must be all-inclusive. Costs not identified in the Pricing Proposal will not be separately compensated under the resulting contract.

Deliverable Firm-Fixed Price

Current State Analysis $____________

Best Practices Review $____________

SWOT Analysis or Other Gap Analysis $____________

Options and Recommendations $____________

Implementation Plan $____________

Total Firm-Fixed Price $____________

4. Mandatory Documents

i. Vendor Acceptance Form.

ii. Certification of Non-Collusion Form.

iii. No Contact Policy Form.

iv. Prompt Pay Discount Form (ITS81 PPD form on file with OSD is sufficient, simply attach a copy)

Technical Proposals and Pricing Proposals must be uploaded as two (2) separate documents.

By submitting their proposal, the Bidder agrees to the terms of this bid.

The Bidder is to provide in its Pricing Proposal a complete breakdown of the costs, and manner of calculation (e.g., per day, per item, flat fee etc.), for all aspects of the tasks and services proposed by the Bidder in their Technical Proposal. Costs that are not specifically identified in the Bidder’s Pricing Proposal will not be compensated under any contract awarded pursuant to this RFQ.

While we acknowledge that Bidders on an OSD Statewide Contract have already executed the Commonwealths’ standard forms, Bidders should be aware that if awarded, they may be required to review and execute the following documents as part of the resulting contract:

i. SOW specific to the Statewide Contract associated with this bid

ii. Commonwealth of Massachusetts Standard Contract Form,

iii. Standard Contract Form Instructions and Contractor Certifications

iv. Commonwealth of Massachusetts Terms and Conditions or Commonwealth of Massachusetts Terms and Conditions for Information Technology Contracts,

v. Verification of Taxation Reporting Information (W-9) – Massachusetts Substitute W-9 Form,

vi. Electronic Funds Transfer Payment Signup Form, and

vii. Contract Authorized Signatory Listing (“CASL”) Form

Samples of these documents are attached to this bid. These documents are provided for review and reference only and are not to be completed and submitted as part of the solicitation process.

Evaluation Information

Bidders must submit proposals that meet all the submission requirements of this bid. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation committee. Additional information or clarifications may be requested by the committee for evaluation purposes.

Any submission which fails to meet the submission requirements will be found non-responsive and go without further review unless the evaluation committee, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the Bidder to make minor corrections to the submission.

Evaluation scores will be used to rank Bidders and will determine which Bidders will proceed to subsequent stages of the evaluation and/or enter into negotiations with the MA Trial Court to receive a contract award.

The proposals submitted in response to this bid will be evaluated based on the criteria listed below:

Evaluation Criteria Weight Notes

Responsiveness to Requirements, including clarity and feasibility of the Technical Proposal

30% All services must be quoted. Partial submissions will not be accepted.

Experience in data governance and planning, including references, with preference for experience in large public sector or non-profit environments

30%

Demonstrated ability to deliver on the Scope of Services, as evidenced by the Staffing Plan and qualifications of Key Personnel

30%

Cost as provided in the Pricing Proposal 10%

TOTAL 100%