Amendment_No__4_REVISION--_Appendix_J_15_-__Response_to_Questions_FINAL_11-24-2018.pdf

Anne B. Wicks Executive Officer

TO:

AMENDMENT

ISSUE DATE:

SUBJECT:

FOR:

CLOSING DATE:

DISTRICT OF COLUMBIA COURTS

Administrative Services Division

Office: Gallery Place 616 H Street NW, 6th Floor

Washington, DC 20001 Mailing Address: 500 Indiana Avenue NW

Washington, DC 20001 -2131

AMENDMENT NO. 4

ALL PROSPECTIVE OFFERORS

November 21 , 2018

Solicitation No.: DCSC-19-RFP-OO 13

Louis W. Parker Administrative Officer

DC Superior Courts Case Management System

Friday, November30, 2018

The subject solicitation is amended as follows:

1. Responses to written questions received from prospective offeror(s) are included as attachment to Amendment 4.

ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED.

One (1) copy of this amendment is being sent to only those offerers who received a copy the solicitation. Offerers shall sign below and attach a signed copy of this amendment to each proposal to be submitted to the Courts in response to the subject solicitation. Proposals shall be mailed or delivered in accordance with the instructions provided in the original solicitation documents.

Offerers shall submit their proposals in sealed envelopes, identified on the outside by the solicitation number and submission date, in accordance with the instructions provided in the original solicitation documents.

This amendment, together with your Proposal , must be received by the District of Columbia Courts no later than the date and time specified for proposal submission. Revisions or price changes occasioned by this amendment must be received by the Courts no later than the date and time set for Proposal submission.

Failure to acknowledge receipt of this amendment, for the subject solicitation may be cause for rejection of any proposals submitted in response to the subject solicitation.

Administrative Services Division Office of the Administrative Officer

Phone: 202.879.2874 Fax: 202.879.7575

E-mail: louis.parker@dcsc.gov

This Amendment is acknowledged and is considered a part of the subject solicitation.

Signature of Authorized Representative Date

Name of Authorized Representative

Title of Authorized Representative

Name of Firm

D.C. Courts Case Management System

INSTRUCTIONS: Offerers shall submit questions pertaining to this RFP by populating the blue-shaded cells. Questions are due to the contact person and by the due date and time listed in the RFP. Add rows as necessary.

LI OFFEROR QUESTION I RFP SECTION &

PAGE NUMBER

Can you please provide additional detail on the scope of 1 Functional Requirement 419? For instance, is there anything unique about these case files for the Tax Division from the information that is maintained in OnBase and outlined in C5.18? C.5.18; page 2

2 What is the protocol for each of the exchanges? C.5.11 and C.5.12, p 20; Appendix J.16 Interface Descriptions

C.5.11 and C.5.12, p 3 What is the data format for each of the exchanges? 20; Appendix J .16

Interface Descriptions

Is there any technical documentation available to vendors for each of the exchanges? C.5.11 and C.5.12, p 20; Appendix J .16 Interface Descriptions

How many different data exchange points are there outbound C.5.11 and C.5.12, p

5 20; Appendix J.16 from the CMS? Interface Descriptions

C.5.11 and C.5.12, p 6 How many different data exchange points are there inbound to 20; Appendix J .16 the CMS? Interface Descriptions

Abila's MIP Financial System - Can the court confirm that this is Appendix J.16 part of the Disbursement process? Interface Descriptions

Abila's MIP Financial System - Can the court confirm that the Appendix J.16

8 only data necessary for retention in the CMS is the 'check number' produced by the Abila Financial System?

Interface Descriptions

CJCC JUSTIS System - Juvenile - Parts of the description AppendixJ .16

9 indicate seem to be very similar to the CFSA FACES system Interface Descriptions description. Can this be clarified?

Juvenile Probation Case Management (JPCMS) - What system AppendixJ .16 do these Juvenile Probation cases originate? Interface Descriptions

Juvenile Probation Case Management (JPCMS) - Is the CMS or 11 the JPCMS the system of record for the Juvenile Probation

Appendix J.16 cases?

Interface Descriptions

Juvenile Probation Case Management (JPCMS) - What data Appendix J.16 must remain svnchronized between the two annlications? Interface Descriotions

District of Columbia Bar Association - Does the integration data 13 contain the current status of all attorney records, or only

Appendix J.16 updates to the records?

Interface Descriptions

I DCC RESPONSE J

There is nothing unique about the cases for the Tax Division in that the standard data elements are captured in the CMS and document images are maintained in the

DMS.

The current protocol for each of the existing interfaces varies according to nature of the exchange and the partner system. Example protocols include SOAP and Restful Web Services; sFTP; and Database links.

Data formats for each existing interface vary depending on the contents of the transasctions. Example formats include: Text; Base64 encrypted PDFs; and TIFs

No, the Courts expect each vendor to use the background provided in Section C and Appendix J.16 along with past experience and expertise to propose an approach for the listed exchanges. Also, as stated on page 32 item k Interface Tools and Interface Creation, each vendor is encouraged to submit assumptions drivino this oroosoal.

Appendix J.16 lists each of the interfaces within the scope of this soliciation.

Appendix J.16 lists each of the interfaces within the scope of this soliciation.

Yes, the interface between the CMS and the Abila MIP Financial System is part of DCC's disbursement process.

No, the Check Number generated within MIP is not the only data necessary for retention in the CMS.

The Court recognizes this oversight in Appendix J.16.

The Outound description of the Juvenile CJCC JUSTIS System mimics the Adult CJCC JUSTIS System interface not the CFSA FACES system interface. We apologize for any confusion this may have caused.

Juvenile probation cases stemming from juvenile delinquency and abuse and neglect matters currently are originated in the CMS via electronic interface exchanges described in Appendix J.16. Juvenile probation cases created as a result of truancy or arrests outside of the DC area originate within the JPCMS.

All juvenile probation cases are currently accounted for in both the CMS as well as the JPCMS. While these matters are not considered legal cases, the system of record is the CMS.

Appendix J.16 includes references to the data synchronization between the CMS and JPCMS.

Currently there is no electronic interface exchange between the CMS and the DC Bar Association but the intent is to collect and maintain the current status of attorneys active with DCC.

Page 1of5 Printed 11/24/2018

CFSA's FACES System - Case Initiation - It appears that the descriptions for the three 'CFSAs FACES System' exchanges AppendixJ .16 (#8-10) are the all the same. Can the court clarify the Interface Descriptions descriotions for these three items?

CFSA's FACES System - Case Initiation - Can the court confirm that this item refers only to Case Initiation and AppendixJ .16 Complaint document generation as well as the subsequent Interface Descriptions notification of Hearina information?

Appendix J.16 Interface Descriptions

CFSA's FACES System - Case Initiation - Is there a listing of fields available for the outbound Hearing data file?

CFSA's FACES System - Case Initiation - Is there a listing of Appendix J.16 fields available for the inbound Case Initiation file? Interface Descriptions

CFSA's FACES System - Case Initiation - Is the Case Initiation Appendix J.16 data imported in a single file? Interface Descriptions

CFSA's FACES System - Case Initiation - Is the Hearing data Appendix J.16 exoorted in a sinale file? Interface Descriptions

CFSA's FACES System - Case Initiation - Can the court AppendixJ .16

20 confirm the intention to have the Complaint document generated Interface Descriptions by the CMS upon receipt of the Case Initiation data?

CFSA's FACES System - Subsequent Filing - Can the court confirm that this item refers only to the Subsequent Filings Appendix J.16 received by the court from the FACES System? Is that the Interface Descriptions correct interpretation of this integration item?

Appendix J.16 Interface Descriptions

CFSA's FACES System - Subsequent Filing - Is there a listing of fields available for the Subsequent Filings file?

AppendixJ .16

CFSA's FACES System - Subsequent Filing - Is the Interface Descriptions Subsequent Filing data imported/exported in a single file?

CFSA's FACES System - Subsequent Filing - Is it correct to

Appendix J.16 24 assume that order documents and metadata are covered under item #10? Interface Descriptions

CFSA's FACES System - Outbound Judicial Order - Is this item Appendix J.16

25 specifically referring to outbound judicial orders being transmitted to CFSA's FACES system? Interface Descriptions

CFSA's FACES System - Outbound Judicial Order - Is there Appendix J.16

26 any data returning from CFSA's FACES System back to the CMS for this part of the integration? Interface Descriptions

As described in J .16 there are 3 components of the current CFSA FACES interface: Inbound case initiation;

Inbound (post case initiation) submittals; and Outbound judicial orders.

Please see related response in previous question.

No, the Court has elected not to provide that level of detail within the solicitation. We understand the difficulty of estimating the level of effort for these interfaces with the information given. Offerers should make assumptions based on the information provided in the RFP, and provide a cost for each one. The price proposal template (Appendix J.14) contains space to detail your assumptions related to these costs.

No, the Court has elected not to provide that level of detail within the solicitation. We understand the difficulty of estimating the level of effort for these interfaces with the information given. Offerers should make assumptions based on the information provided in the RFP, and provide a cost for each one. The price proposal template (Appendix J.14) contains space to detail your assumptions related to these costs.

A single batch file with one or more transactions is delivered to the Court's sFTP server where the transfer to the interface platform takes place for individual transaction orocessina.

Yes, a single XML file.

Yes

Yes, that is the correct interpretation.

No, the Court has elected not to provide that level of detail within the solicitation. We understand the difficulty of estimating the level of effort for these interfaces with the information given. Offerers should make assumptions based on the information provided in the RFP, and provide a cost for each one. The price proposal template (Appendix J .14) contains space to detail your assumptions related to these costs.

A single batch file with one or more transactions is delivered to the Court's sFTP server where the transfer to the interface platform takes place for individual transaction orocessina.

Yes

Yes

No

Appendix J.16 Interface Descriptions

CFSA's FACES System - Outbound Judicial Order - Is there a listing of fields available for the Judicial Order file?

AppendixJ .16 28 CFSA's FACES System - Outbound Judicial Order - Is the

Judicial Order data imported/exported in a single file? Interface Descriptions

CFSA's FACES System - Outbound Judicial Order - What AppendixJ .16 criteria indicates that an order document needs to be Interface Descriptions transmitted to the FACES system?

AppendixJ .16 30 ProBonoNet's Document Assembly System - How many different data exchange points are there inbound to the CMS? Interface Descriptions

31 ProBonoNet's Document Assembly System - Can the court AppendixJ .16 confirm if the ProBonoNet system will be initiating cases in the Interface Descriptions

CMS?

ProBonoNet's Document Assembly System - Is there any review

Appendix J.16 32 process needed for data and filings coming in from the

ProBonoNet system? Interface Descriptions

ProBonoNet's Document Assembly System - Is the intention to AppendixJ.16 handle these as E-Filings? Interface Descriptions District of Columbia Sex Offender Registry - Can the court confirm the workflow desired for this integration? Is this an

AppendixJ .16 34 active 'push' of sex offender registry information into the CMS or is the CMS responsible for 'pulling' the data from the sex Interface Descriptions offender registry system?

AppendixJ .16 35 District of Columbia Sex Offender Registry - Is there a listing of fields that are included in the OMV data exchange? Interface Descriptions

District of Columbia Division of Motor Vehicles - Are there any AppendixJ .16

36 special business rules that are applied when reporting disposition information to the OMV? Interface Descriptions

AppendixJ .16 Interface Descriptions

District of Columbia Division of Motor Vehicles - Is there a listing of fields that are included in the OMV data exchange?

AppendixJ .16 Interface Descriptions

Business Intelligence/Data Warehouse Platform - Is there a more technical description of the 'data flow' available?

Business Intelligence/Data Warehouse Platform - Is the CMS

Appendix J.16 39 database replicated and, then, data gathered out of the replicated database? Interface Descriptions

No, the Court has elected not to provide that level of detail within the solicitation. We understand the difficulty of estimating the level of effort for these interfaces with the information given. Offerers should make assumptions based on the information provided in the RFP, and provide a cost for each one. The price proposal template (Appendix J.14) contains space to detail your assumptions related to these costs.

No, each Oubound transaction is triggered in a near real time fashion and retrieved by CFSA via sFTP for import into the FACES system.

In the current CMS docket codes act as trigger points to for the CFSA Outound Order exchange. Each Participating order type is identified as a unqiure docket code.

The Court is unable to answer this question. As indicated in the J.16 description for this interface, this capability does not currently exist within the CMS.

The scope of the Interactive Interview Document Assembly project is evolving so yes you should assume the ProBonoNet system would interface with the CMS for case initiation as well as subsequent filings.

Yes

Yes

The Court is unable to answer this question. As indicated in the J.16 description for this interface, this capability does not currently exist within the CMS.

The Court is unable to answer this question. As indicated in the J.16 description for this interface, this capability does not currently exist within the CMS.

No, this is a standard data set of case-related fields selected from the current CMS based on participating D.C. charges.

No, the Court has elected not to provide that level of detail within the solicitation. We understand the difficulty of estimating the level of effort for these interfaces with the information given. Offerers should make assumptions based on the information provided in the RFP, and provide a cost for each one. The price proposal template (Appendix J.14) contains space to detail your assumptions related to these costs.

No, the Court has elected not to provide that level of detail within the solicitation. We understand the difficulty of estimating the level of effort for these interfaces with the information given. Offerers should make assumptions based on the information provided in the RFP, and provide a cost for each one. The price proposal template (Appendix J.14) contains space to detail vour assumptions related to these costs.

Yes, a regularly scheudled process selects data from the CMS and populates it in the Bl Warehouse where it is used for reportino and analysis.

Appendix J.16

Business Intelligence/Data Warehouse Platform - Which entity Interface Descriptions is responsible for writing queries to gather the CMS data?

DCSC's Docketron Today's Court Schedule - Is this truly a 'near

AppendixJ .16 41 real-time' exchange or a 'batch process' style of updating the external system? Interface Descriptions

42 DCSC's Docketron Today's Court Schedule - What business AppendixJ .16 process/workflow initiates the data exchange? Interface Descriptions

DCSC's Digital Signage for C-10 & Other High Volume AppendixJ .16

43 Courtrooms - Is the Digital Signage system capable of leveraging REST services to gather data? Interface Descriptions

DCSC's Digital Signage for C-10 & Other High Volume Appendix J.16

44 Courtrooms - Which entity is responsible for writing queries to gather the CMS data? Interface Descriptions www.dccourts.gov (Today's Superior Court Cases) - Is the AppendixJ .16

45 homepage application capable of leveraging REST services to gather data? Interface Descriptions

APEX E-Lobby System - Is the E-Lobby system capable of AppendixJ .16

46 leveraging REST services to gather data and update Hearing Participants? Interface Descriptions

APEX E-Lobby System - Is there a business description of the AppendixJ .16

47 notifications needed from the actions listed within the integration description? Interface Descriptions

48 Web Transcript Tracking System - Is the Web Tracking System AppendixJ .16 capable of leveraging REST services? Interface Descriptions

Web Transcript Tracking System - Is the intention that the Web AppendixJ .16

49 Tracking System 'pull' data from the CMS or that the CMS 'push' data to the Web Tracking System? Interface Descriptions

50 Web Interpreter System - Is the Web Interpreter System AppendixJ .16 capable of leveraging REST services? Interface Descriptions

Appendix J.16 Interface Descriptions

Web Interpreter System - Is there a description of the 'data flow' associated with the Shareplex data replication being employed for this exchange?

52 Web Voucher System - Is the Web Voucher System capable of Appendix J.16 leveraging REST services? Interface Descriptions

Appendix J.16 Interface Descriptions

Web Voucher System - Is there a description of the fields needed for each of the several consumers of this data?

54 Web Mediation System - Is the Web Mediation System capable Appendix J.16 of leveraging REST services? Interface Descriptions

55 Wills System - Is the Wills System capable of leveraging REST AppendixJ .16 services? Interface Descriptions

If "entity" is intended to mean "system or application" see previous response. The Courts IT team developed queries to select data from the CMS to populate the Docketron aoolication.

Yes

The Courts IT team developed queries to select data from the CMS to populate the Docketron application.

Yes

The Courts IT team developed queries to select data from the CMS to populate the Digital Signage aoolication.

Yes

Yes, it is possible to integrate an external REST service or an HTIP/JSON data feed into an APEX application.

Yes, it is possible to integrate an external REST service or an HTTP/JSON data feed into an APEX application.

Currently, the WTTS "pulls" data from the CMS. The Court expects this process to continue with the new

CMS.

Yes, it is possible to integrate an external REST service or an HTTP/JSON data feed into an APEX application.

No, the Court has elected not to provide that level of detail within the solicitation. We understand the difficulty of estimating the level of effort for these interfaces with the information given. Offerers should make assumptions based on the information provided in the RFP, and provide a cost for each one. The price proposal template (Appendix J.14) contains space to detail vour assumotions related to these costs.

Yes, it is possible to integrate an external REST service or an HTIP/JSON data feed into an APEX application.

No, the Court has elected not to provide that level of detail within the solicitation. We understand the difficulty of estimating the level of effort for these interfaces with the information given. Offerers should make assumptions based on the information provided in the RFP, and provide a cost for each one. The price proposal template (Appendix J.14) contains space to detail vour assumptions related to these costs.

Yes, it is possible to integrate an external REST service or an HTIP/JSON data feed into an APEX application.

Yes, it is possible to integrate an external REST service or an HTIP/JSON data feed into an APEX application.

Printed 11 /24/2018

D.C. Courts Case Management System

Wills System - In which system is the Will intended to be viewed?

In Section C.5.6 Escrow, it states "The Offerer shall include an escrow agreement with an independent third party for software licensed by the Courts. The escrow agreement shall include software code for all on-premises, PaaS, and/or Saas solutions.

For Saas solutions, the escrow agreement shall further include the Courts' right to access its data and environments.

From a technical perspective, according to your requirements to 'preserve cardinality and relational integrity' across the existing database structures, to what extent has the effort to accomplish this task of data normalization been evaluated?

Have the limitations and complexities of underlying database structures that leverage BLOBs (Binary Large Objects) versus traditional Normal Form designs been evaluated?

From a workflow perspective has any analysis been performed on the cosUimpact of leveraging model driven workflow design versus the total cost of ownership of strictly code based or 3rd party workflow applications?

In evaluating the significant need for workflow, how will the workflow engines be technically compared across proposed vendor solutions, especially as they exist as an inherent part of a platform approach?

Since significant development time has been invested in front-ending many of the existing systems with a web services-based abstraction layer. Has, or will , technical consideration been given to how potential platform solutions could both leverage the existing investment as well as provide a more robust and rapid methodology for performing system integrations? Is an ESB (enterprise service bus) currently employed in this abstraction layer?

Given the list of existing systems and their underlying technologies, has consideration been given to the cost or technical complexity of injecting a proprietary programming language (i.e. Apex I Sail I graphical Activities containing embedded Java) into the future state solution?

Have any studies been done on the requirements for a singular approach to Case Management and loT (ankle bracelets, GPS trackers, future state loE devices, etc.)?

Appendix J.16 Interface Descriptions

Section C.5.6

Images of Wills are available for viewing within the current CMS as well as older will images are available in a separate aoolication - Wills Aoolication.

Yes, it is mandatory the propsoal include provisions for a an escrow agreement for any software the Courts would license as a result of the proposed solution.

The Court has not evaluated the task of data normalization. The Court would expect vendors with requiste experience and knowledge to undertake this task as part of the propsosed implementation approach.

The Court has not evaluated the cosUimpact of leveraging model driven workflow design. The Court would expect vendors with requiste experience and knowledge to undertake this task as part of the propsosed implementation approach.

Each propsoal will be reviewed and evaluated on an individual basis against the requirements stated in the RFP. The Court has provided a high level description of each existing document workflow as well as requirements for process worflow capabilities.

The current ESB interface platform is part of the existing CMS solution and therefore subject to replacement. The existing electronic interface exchanges are designed to work with the current CMS. Please see individual interface requirements in Appendix J.16 The Court has described the current technical enviornment to serve as background for proposed solutions but has not prescribed specific platforms or languages. The Court would expect vendors to employ their experience and knowledge of the industry to propose solutions consistent with the enviornment. The Court enourages respondents to include all assumptions regarding the proposed solution(s).

It's not clear what is meant by the term "singular approach" so formulating a response is difficult. If the intent of the question is to ask why probation and monitoring requirements were not included in the scope of the RFP, DCC is not responsible for these services as they pertain to adults in the District of Columbia. DCC also has a separate application for juvenile probation activities including monitoring. Please see Appendix J.16 Juvenile Probation Case Management System.