Amendment_No.__3--Response_to_Questions--DCSC-19-RFP-0013_--_DC_Superior_Courts_Case_Management_System.pdf

Anne B. Wicks Executiue 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. 3

ALL PROSPECTIVE OFFERORS

October 26, 2018

Solicitation No.: DCSC-19-RFP-0013

Louis W. Parker Administratiue Officer

DC Superior Courts Case Management System

Friday, November 30, 2018

The subject solicitation is amended as follows:

1. Responses to written questions received from prospective offeror(s) are included as attachment Appendix J15 -- Question Submission Template.

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

Attachment J15 Question and Response Template

INSTRUCTIONS: Offerors 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.

OFFEROR QUESTION

Is there a file limit size to email the technical and cost proposals? Should the vendor just email Appendix J.11 Technical and Functional requirements and Appendix J.14 Cost Proposal or the entire response for both volumes in addition?

When submitting the hard copies of technical and price propsoals should we also include a CD or DVD with the contents of the propsoal?

RE: Payment Processing - Please describe how multiple cases are tied together for single payments?

What make and model of "PC" card readers do you use today to accept payments?

Do you plan to continue using your existing card readers? How many are in service today?

What% of payments are echeck, PayPal , credit card, debit, cash?

Please provide the following information for each department that will be utilizing the services outlined in this RFP:

a. Annual Transaction volume ($$ and ##) by payment types (AMEX, Visa, Discover, MasterCard)

b. Annual Transaction count (##) for ACH/e-check

c. Annual Transaction volume ($$ and ##) by payment channel (in-person, web, phone)

In order for us to estimate integrations/interfaces, is there more information such as details on the exchange? Data dictionaries? Use of flat files?

Considering market trends, are the Courts looking for multiple eFiling applications?

RFP SECTION &

PAGE NUMBER

Section L.2, P. 55

Section L.2, P. 55

Appendix J 11 Functional and Technical Requirements Appendix J 11 Functional and Technical Requirements

Appendix J11 Functional and Technical Requirements Appendix J11 Functional and Technical Requirements

Appendix J11 Functional and Technical Requirements

DCC RESPONSE

Please limit email attachments to no more than 20 mg.

Compressing files using standard compression programs is encouraged. Vendors are required to email the entire contents of the proposal per the instructions in the solicitation.

Yes, all vendors should include a standard non-right protected CD or DVD with the physical propsoals.

It is not uncommon for some batch filers to send a courior with more than one filing and a single payment method i.e. check. The amount of the check is intended to cover the filing fee for each of the filings included in the batch.

As stated in C.3.2 DCC Enterprise IT Environment, the make and model of the current card readers is lngenico iSC Touch 250.

The current make and model of plastic card reader has been customized to faciliate data exchange between the current DCC case management system and the Merchant Account processor. Approximately 30 devices are distributed throughout DCC business units.

According to Accounts Receivable transaction reports during the period of October 2017 to September 2018, DCC recorded the following payment type percentage breakout: Cash: 8%· Check: 87%· Plastic Card: 5%·

The following approximate transaction figures by payment types (Visa, Discover, MasterCard, Debit) for the period of January 1 2018 to September 30, 2018.

Annual Transaction Volume: #12,000/$900k. All payments during this time were in-person. The Courts do not accept payments by phone and the secure Internet Credit Card processing facility is not yet available. The Court does not offer ACH or e-check as payment options.

We understand the difficulty of estimating the level of effort for these interfaces with the information given.

Offerors 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.

The Courts prefer one single eFiling application as part of this project. We do not desire multiple eFiling options within the implemented solution. The Courts do not have a preference about whether the eFiling functionality is native to the CMS or satisfied by integration.

Page 1of2 Printed 11/20/2018

D.C. Courts Case Management System

For the eFiling solution, do the Courts have a preference for a service based Saas or professional use based model?

What are the anticipated call ticket numbers for eFiling Tier I and Tier II support? What is the current call volume?

What are the anticipated call ticket numbers for the current CMS Tier I and Tier II support?

In reference to C.5.18, what is the size of the document C.5.18 repository (gigabytes or terabytes).

The Courts do not have a preference about whether the eFiling solution is externally hosted or hosted on-premises at the Courts. This also applies to the solution in its entirety - we are open to Saas and on-premises solutions.

An average of 4,500 calls were logged with the efil ing Help Desk in 2017 and 2018. Approximately 450 per month resulting in approximately 50 Tier 1 and Tier 2 tickets being generated.

In 2017 and 2018 the Courts have opened an average of 150 Tier I and 11 tickets for CMS issues including electronic interfaces, imaging and public access. In addition to standard issues these tickets cover requests for additional assistance regarding standard CMS functionality.

As of mid November, the OnBase document repository is approximately 14.8 terabytes. The OnBase Database is 800 gigabytes.

Printed 11/20/2018