DCSC-19-RFP-0013_--_DC_Superior_Courts_Case_Management_System.pdf

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Solicitation Number:

DCSC-19-RFP-0013

Caption: Case Management System

Superior Court of the District of Columbia

Issued: October 18, 2018

Due: November 30, 2018

District of Columbia Courts RFP #: DCSC-19-RFP-0013: Case Management System

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Contents

A. SOLICITATION, OFFER, AND AWARD FORM

B. INTRODUCTION

C. DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

D. PACKAGING AND MARKING

E. INSPECTION AND ACCEPTANCE

F. DELIVERIES AND PERFORMANCE

G. CONTRACT ADMINISTRATION DATA

H. SPECIAL CONTRACTS REQUIREMENTS

I. CONTRACT CLAUSES

J. LIST OF APPENDICES

K. REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS

L. INSTRUCTIONS, CONDITIONS &NOTICES TO OFFERORS

M. EVALUATION FACTORS

A. SOLICITATION, OFFER, AND AWARD FORM

ISSUED BY: District of Columbia Courts

Administrative Services Division Procurement & Contracts Branch 616 H Street, N.W., Room 612 Washington, D.C. 20001

DATE ISSUED: October 18, 2018

SOLICITATION: DCSC-19-RFP-0013 OPENING DATE: October 18, 2018

OFFER/BID: DC Superior Courts Case Management System

OPENING TIME:

MARKET

TYPE:

Open Market Procurement CLOSING DATE

AND TIME:

November 30, 2018 by 2:00

PM EST

OFFER (To be completed by Offeror)

The undersigned offers and agrees that, with respect to all terms and conditions accepted by the Courts under the award below, this offer and the provisions of the RFP will constitute a Formal Contract.

OFFEROR

Name: _________________________________

Street: _________________________________

City, State, Zip: __________________________

PERSON AUTHORIZED TO SIGN OFFER

Printed or Typed Name and Title

Signature Date

Impress Corporate Seal

Corporate (Seal)

(Secretary) (Attest)

AWARD (To be completed by the District of Columbia Courts)

Contract No. __________________________ AWARD AMOUNT: $_________________

ACCEPTED AS TO THE FOLLOWING ITEMS:

DISTRICT OF COLUMBIA COURTS

BY ________________________________

CONTRACTING OFFICER

CONTRACT PERIOD: __________________ AWARD DATE: ______________________

All communications regarding this solicitation shall be submitted in writing to the Contract Specialist (Attention: Darlene D. Reynolds, CPPB, Senior Contract Specialist). Prospective Offerors shall submit questions no later than 2:00 p.m. on Wednesday, November 14, 2018. The Courts will not consider any questions received after that date and time. The Courts will post all amendments and responses to Offerors’ questions online at https://www.dccourts.gov/about/procurement-contracts-branch and www.fbo.gov. Oral explanations or instructions given by Courts Officials before the award of the contract are not binding. Note: In sealed bid solicitations “Offer” and Offeror” mean “Bid” and “Bidder.”

This solicitation is an OPEN MARKET procurement.

ACKNOWLEDGEMENT OF AMENDMENTS (To be completed by Offeror)

The Offeror acknowledges receipt of Addenda and related documents numbered and dated as follows:

Amendment Number Date Amendment Number Date https://www.dccourts.gov/about/procurement-contracts-branch http://www.fbo.gov/

B. INTRODUCTION

B.1 Introduction

The District of Columbia Superior Courts (Courts or DCC), a fully unified court system, is seeking a qualified Offeror to replace the current Superior Court Case Management System (CMS). DCC is seeking to replace the current CMS with a state-of-the-art, web-based, fully integrated, commercial-off-the-shelf solution that includes document management and external facing applications including eFiling and public access for the Superior Court. In addition to software, DCC is seeking a qualified Offeror to provide professional services to implement the solution and for ongoing maintenance and support of the software.

See Section C for a detailed description of the scope of this solicitation.

It is the intent of the Courts to solicit responses to this Request for Proposal (RFP) in accordance with instructions, procedures and requirements outlined in this RFP.

B.2 Cost of Supplies and Goods

The Courts intend to award a firm-fixed price contract for the software and services requested herein. The Courts intend to award this contract to a single primary Offeror, though the Courts welcome Offerors who choose to collaborate with subcontractor firms to supplement their expertise.

Offerors shall include all costs required to purchase, install, configure, customize, implement, and maintain the proposed CMS. The Courts will not be responsible for omissions in the costs submitted by the Offeror. Offerors shall submit costs using the template provided in Appendix J.14. Offerors may add additional rows to the template as needed to ensure that the Offeror includes all required and optional costs, and may include optional costs as appropriate.

B.3 Contract Period

The term of the contract shall be three (3) years from date of award of the contract, with two (2) optional one-year renewals at the sole discretion of the Courts. The date of award shall be the date the Contracting Officer signs the contract document.

B.4 Deliverables

See Section F.3 for a table of deliverables anticipated for this project.

B.5 RFP Schedule

Below is the anticipated schedule for this solicitation and evaluation process. The Courts have provided six (6) weeks between releasing the RFP and the deadline for proposals, and the Courts will respond to questions on a rolling basis as questions are received for the first several weeks. For these reasons, the Courts do not expect that there will be a need to extend the deadline for proposal submission.

Solicitation Activity Date

RFP Release October 18, 2018

Pre-Proposal Conference Between November 5 and 9 , 2018

Offeror Inquiries Due On a rolling basis until 5:00 PM EST on the date 7 calendar days after the Pre-Proposal Conference

Responses to Inquiries On a rolling basis – cut-off November 14, 2018 by 2:00 PM EST

Proposals Due November 30, 2018 by 2:00 PM EST

Selected Vendors Invited for Demonstrations Between February 4 and 8, 2019

C. DESCRIPTION / SPECIFICATIONS / WORK

STATEMENT

C.1 Introduction

The District of Columbia Courts (the Courts or DCC), a fully unified court system, is seeking proposals from qualified vendors to provide software, implementation, and ongoing maintenance and support services for a new Superior Court Case Management System (CMS), including document management and externally facing applications including eFiling and public access. The selected Offeror shall provide a proven, web-based, commercial-off-the-shelf software system, all required implementation and support services, and ongoing maintenance, as outlined in this RFP.

Throughout this solicitation, the term “solution” includes case management, document management, eFiling, public access, electronic payment, required integrations, required interfaces, and all other required functionality described in this document and its appendices.

C.2 Overview of the District of Columbia Courts

C.2.1 Background

DCC is afully unifiedlarge urban court system with over 95 judicial officers and approximately 1,200 court employees. DCC is unique compared to other courts throughout the country. In other locations, various city, county, and state courts each have jurisdiction over and provide distinct services to their citizens. As Washington, D.C. is a city that also functions as a state, DCC provides city- and state-level services. The Courts are also unique in that they receive funding directly from the Federal government.

DCC is comprised of the following entities, as illustrated and described on the following pages:

a) DC Court of Appeals (DCCA), the highest court of the District of Columbia

b) Superior Court of the District of Columbia (DCSC), the trial court with general jurisdiction over virtually all local legal matters

c) Court System, which provides administrative support to both Courts

DCC’s mission is to protect rights and liberties, uphold and interpret the law, and resolve disputes fairly and effectively in the District of Columbia. The Courts’ mission and its operations rely heavily on information technology (IT), and the organization‘s dependence on IT will continue into the future.

DCC accounts for among the highest number of case filings per capita in the United States, as it serves all those residing, visiting, and conducting business in the nation’s capital. Below are the number of case filings and dispositions, as well as clearance rate and number of pending cases, at the close of 2017, according to DC Courts’ Statistical Summary for Calendar Year 2017.

Superior Court Division New Filings Reactivated /

Reopened Disposed

Clearance Rate

Pending Filings

(as of 12/31)

Civil Division 46,786 793 46,621 98% 15,130

Criminal Division 19,636 374 19,521 98% 8,025

Family Court 10,684 249 10,792 99% 3,136

Probate Division 2,840 532 2,982 88% 8,566

Domestic Violence Division 7,617 352 8,027 101% 777

Tax Division 990 1 1,037 105% 1,902

Total 88,553 2,301 88,980 98% 37,536

DCC Organizational Chart

Joint Committee on

Judicial

Administration in the District of

Columbia

District of Columbia

Court of Appeals

Chief Judge

Superior Court of the District of

Columbia

Chief Judge

Executive Officer

Deputy Executive

Officer

Clerk of the Court of

Appeals

Clerk of the Superior

Court

Administrative Services

Public Office and Case Management

Division

The Case Management Section

Immediate Office

Committee on Admissions and the

Committee on the Unauthorized Practice of Law

Administrative Services Division

Budget & Finance Division

Capital Projects & Facilities Management

Division

Center for Education & Training Division

Court Reporting Division

Human Resources Division

Information Technology Division

Office of the General Counsel

Strategic Management Division

Civil Division*

Criminal Division*

Family Court:

Family Court Operations Division*

Family Court Social Services

Division*

Probate Division / Register of Wills*

Crime Victims Compensation Program

Domestic Violence Division (DVD)

Multi-Door Dispute Resolution Division

(MDD)

Office of the Auditor-Master

Special Operations Division:

*Indicates a Major Operating Division

C.2.2 District of Columbia Court of Appeals (DCCA)

The D.C. Court of Appeals’ case management system is not in scope for this solicitation, although it is a critical stakeholder and interface partner. This section describes the DCCA for informational purposes, and to assist the Offeror in planning for the required interface only

The District of Columbia Court of Appeals (DCCA) is the highest court for this jurisdiction. The Court consists of a Chief Judge and eight Associate Judges. The Court is assisted by the service of retired judges who have been recommended and approved as Senior Judges. Randomly selected three-judge panels decide the cases before the Court, unless a hearing or rehearing before the entire Court sitting en banc is ordered.

As the court of last resort for the District of Columbia, the Court of Appeals is authorized to:

a) review all final orders and judgments, as well as specified interlocutory orders, of the Superior Court of the District of Columbia;

b) review decisions of administrative agencies, boards, and commissions of the District government;

and

c) answer questions of law certified by the Supreme Court of the United States, a Court of Appeals of the United States, or the highest appellate court of any state.

The Court also:

d) processes attorney admissions to the District of Columbia Bar and attorney discipline;

e) manages the resolution of complaints of unauthorized practice of law; and

f) promulgates its own rules and the rules of professional conduct for members of the District of Columbia Bar.

As depicted in the organizational chart above, the DCCA includes the following divisions/offices:

a) Administrative Services: oversees information technology, telecommunications, and library services for the Court.

b) Public Office and Case Management Division: The Public Office Section receives incoming documents, dockets pleadings, maintains official case files, receives and answers public inquiries, provides internal mail service, and supports courtroom operations.

c) The Case Management Section: oversees the processing of cases prior to calendaring for argument or submission without argument. The process includes motions matters, briefing schedules, deadlines, and those matters expedited by order of the court. The section reviews incoming motions and pleadings and prepares proposed orders, sua sponte (initiated by the court) or in response to motions filed by the parties, for approval by the Clerk, Chief Judge, or a motions division (comprised of three judges). Attorneys in the division provide legal analyses (and recommended dispositions) in substantive motions, emergency matters, and matters brought under the court's original and discretionary jurisdictions.

d) Immediate Office: includes the Clerk and the Chief Deputy Clerk, handles the general administration of the Clerk’s Office; coordinates the processing of appeals after briefing (calendaring, case screening, and processing motions and orders in calendared matters);

coordinates the issuance of opinions and mandates and petitions for rehearing and/or rehearing en banc; processes bar-related disciplinary, admissions, and unauthorized practice of law matters; and prepares court statistics.

e) Committee on Admissions and the Committee on the Unauthorized Practice of Law:

administers the Bar examination; processes applications for admission to the Bar, to practice as special legal consultants, practice by law students, and to practice law pro hac vice; collects admissions and related fees; provides staff support for the investigation of complaints against unauthorized persons practicing law; and provides support to the two committees; which ensure that local legal needs are met by properly qualified and licensed attorneys.

C.2.3 Superior Court of the District of Columbia (DCSC)

The Superior Court’s case management system is in scope for this solicitation.

Congress established the Superior Court of the District of Columbia as the trial court of general jurisdiction for the District of Columbia in 1970. The court consists of a chief judge and 61 associate judges. The court is assisted by the service of 24 magistrate judges as well as retired judges who have been recommended and approved as senior judges. The Superior Court handles all local trial matters, including civil, criminal, family court, probate, tax, landlord-tenant, small claims, and traffic. The Superior Court is here to serve the community, and several initiatives and collaborative projects are underway to improve service to the public in our Nation's Capital. Below is a brief description of each major operating division in the DCSC.

a) Civil Division: has jurisdiction over any D.C. civil action at law or in equity other than family law matters, regardless of the amount in controversy unless the jurisdiction is vested exclusively in the Federal Court. The major types of cases processed in the division include: Civil actions and cases in equity; Small claims (cases valued at $10,000 or less); and landlord and tenant actions for the possession of real property. The Court has a sophisticated plan for managing the pace of litigation in civil actions, which has been recognized nationally as a noteworthy and effective approach to civil case flow management.

b) Criminal Division: responsible for processing all local criminal matters including felony, misdemeanor, District of Columbia code violations and criminal traffic cases. However, all criminal misdemeanor domestic violence cases (DVM) are handled in the Domestic Violence Division. The Criminal Division is administratively divided into four branches: Case Management, Special Proceedings, Quality Assurance, and Courtroom Support. It also oversees the operation of several specialized courts known as problem-solving courts. The District of Columbia Courts now has eight community courts: Mental Health Community Court, 1D Community Court, 2D/4D Community Court, 3D Community Court, 5D Community Court, 6D Community Court, and 7D Community Court, Drug Court and the new HOPE Court program. The U.S. Attorney’s Office (USAO) prosecutes felonies and serious misdemeanors. The Office of the Attorney General (OAG) prosecutes other adult matters such as violations of the D.C. municipal code and traffic violations.

c) Family Court: receives and processes the following types of cases: child abuse and neglect, juvenile delinquency, adoption, divorce, custody, guardianship, visitation, paternity, child support , termination of parental rights, as well as mental health and habilitation. To the greatest extent practicable, feasible and lawful, cases involving members of the same family are heard by one judge in order to minimize court appearances, reduce the risk of conflicting court orders and ensure quality decisions based on the full knowledge of the issues affecting the family. Family Court includes Family Court Operations and the Family Court Social Services Division.

i. Family Court Operations Division has jurisdiction over the following types of cases:

abuse and neglect, juvenile, domestic relations, paternity and support, mental health and habilitation, and adoptions.

ii. Family Court Social Services Division is the District’s juvenile probation agency.

FCSSD is responsible for serving and supervising juveniles involved in the front end of the District’s juvenile justice system. Those juveniles include: all newly arrested youth entering the Court system in juvenile delinquency cases, Persons In Need of Supervision (PINS) cases and truancy cases, probation, and diversion matters. In 2017, the Social Services Division implemented a cloud-based Juvenile Probation Case Management System (JPCMS) that will exchange data with the future Superior Court CMS.

d) Probate Division / Office of the Register of Wills: supervises the administration of all decedents’ estates, guardianships of minors, conservatorships and guardianships of adults, certain trusts, and assignments for the benefit of creditors. Probate’s functions include recording and maintaining wills and case proceedings; monitoring supervised estates of decedents, incapacitated and developmentally disabled adults, guardianships of mentally challenged adults, minors and certain trusts; auditing fiduciary accounts to ensure that the funds of disabled persons and other persons under court supervision are handled properly; and making recommendations to judges on certain matters.

In addition to the major operating divisions, below is a description of other units within DCSC.

e) Crime Victims Compensation Program (CVCP): assists victims and their families with the financial burden of violent crime. The program assists innocent victims of violent crime, survivors of homicide, and their dependent family members with certain expenses made necessary because of the crime. Statutorily eligible expenses include medical costs, mental health counseling, funeral bills, lost wages and support, the cost of temporary emergency housing and moving expenses for the health and safety of the victim, replacement of clothing held as evidence, and costs associated with cleaning a crime scene. The Program also handles appeals to the Board of Appeals and to the Chief Judge regarding the denial of claims. The Crime Victims Compensation Program implemented Claims Assistant, a CMS, in 2009. There are no current plans to exchange data between the Crime Victims Compensation Program and the Superior Courts’ future CMS.

f) Domestic Violence Division (DVD) handles requests for Civil Protection Orders as well as cases alleging violations of protection orders and all misdemeanor criminal cases involving an 'intrafamily offense.' The DV Division also adjudicates cases where individuals allege they are a victim of stalking, sexual assault, or sexual abuse. When appropriate, judges in the DVDDV Division also adjudicate related divorce, custody, visitation, paternity and support cases involving the same parties, as well as certain related civil actions. There are four different kinds and sources of domestic violence cases (three civil and one criminal):

i. Any intra-family case involving requests for a civil protection order, originally filed in the Domestic Violence Division.

ii. Any divorce or custody case originally filed in the Domestic Relations Branch of the Family Court Division that is found to involve allegations of domestic violence or to have a related protection petition filed.

iii. Any paternity or support case originally filed in the Child Support Program of the Family Court Operations Division that is found to have a domestic violence issue or to have a related protection petition filed.

iv. Any criminal offense originally filed in the Criminal Division that is found at criminal arraignment to involve misdemeanor domestic violence charges.

v. In addition to processing civil and criminal domestic violence cases, the DV Division enters information from bench warrants and protection orders (both temporary and civil) into WALES. They also enter information from support and restitution payment orders into the Unisys Child Support Computer System.

g) Multi-Door Dispute (MDD) Resolution Division: helps parties resolve disputes through mediation and other types of appropriate dispute resolution (ADR) including arbitration, case evaluation and conciliation, in civil, small claims, family, probate, and tax cases filed in other divisions. MDD also provides information, referral, and conciliation services to parties involved in disputes not yet filed in court.

h) Office of the Auditor-Master: states accounts, determines the value of assets and makes other financial calculations after hearing testimony and receiving documentation from parties. An account is "stated" by setting forth the beginning assets (money, property and valuables), adding additional income and increases in value of assets, deducting all permissible expenditures, disbursements and losses in value, and determining the ending balance. After making those financial determinations, the Auditor-Master presents a report containing proposed findings of fact and conclusions of law to the Court. Cases may be referred from the Probate, Civil, Family Court Operations, and Tax Divisions.

i) Special Operations Division: oversees Judge-in-Chambers, the Jurors’ Office, the Superior Court Law Library, the Child Care Center, and the Office of Court Interpreting Services. The Division provides specialized services to litigants, the public, and court operations, as described below:

i. Judge-in-Chambers: responsible for handling a variety of emergency matters from every division of the Superior Court during normal business hours that require expedited judicial decision-making. Requests include Temporary Restraining Orders; the issuance of arrest, bench, and search warrants; as well as the enforcement of foreign judgments.

ii. Jurors’ Office: responsible for the management of juror services for the Superior Court, including qualifying and processing over 300 persons daily for both petit and grand juries, responding to judges' requests for jury panels, and escorting jurors to courtrooms.

iii. Superior Court Library: houses law books, legal periodicals, and electronic research tools for the use of judges, attorneys, court staff, and the public.

iv. Child Care Center: provides childcare for children of jurors, witnesses, other parties appearing in court, and court staff. The Child Care Center is open free of charge to all members of the public who have business with the Court.

v. Office of Court Interpreting Services: provides professional interpreting services free of charge to assist persons having business with the Court who are deaf, hard-of-hearing, or have limited English proficiency. The Office provides court related translations upon request, and is responsible for developing and monitoring DCC’s Language Access Plan.

vi. Tax Division: handles all appeals and petitions for review of assessment of taxes made by the District of Columbia and all proceedings brought by the District of Columbia for the imposition of criminal penalties pursuant to the provisions of the DC Code. Most cases involve appeals of property tax assessments by corporations doing business in the District. In these and other civil matters (including appeals of income tax assessments and appeals of the recordation of decedents’ estates), the D.C. Government is the respondent and is represented by the Office of the Attorney General (OAG). Criminal tax cases involve allegations of criminal wrongdoing by businesses or individual persons and are prosecuted by the OAG. The Tax Office of the Special Operations Division does administrative processing for tax cases.

The majority of the DCC’s major operating divisions have Case Management Plans that document court processes and standards. These are available at www.dccourts.gov and in Appendix J.12. The Offer shall comply with the Case Management Plans as a requirement for this solicitation.

C.2.4 Court System

The Court System Deputy provides business support services to the Court of Appeals and Superior Court. This section describes each support service function.

a) Administrative Services Division: consists of the Office of the Administrative Officer and three branches: the Information Branch, the Procurement and Contract Branch, and the Office Services Branch.

b) Budget & Finance Division: makes and implements effective policy, management, stewardship, and program decisions. This Division prepares and administers the D.C. Courts’ annual spending plan (budget); develops and maintains DCC’s accounting and reporting system; receives and processes payments (i.e. court fees, fines, and forfeitures) made in the D.C. Courts; and issues, audits, reviews, tracks and pays vouchers for the Criminal Justice Act (CJA) and Counsel for Child Abuse and Neglect (CCAN) programs as well as makes payments for court-ordered compensation to legal and expert service providers under the D.C. Courts' Guardianship program.

c) Capital Projects & Facilities Management Division: provides a high-quality facilities environment for the public, judicial staff, court employees, and others working in the courthouse by creating and maintaining structural facilities that are clean, healthy, functional, and safe. In completing this mission, this division is a responsible steward of public funds.

d) Center for Education & Training (CET) Division: provides for the D.C. Courts’ judicial officers, employees and professional community the training that is needed and will be needed by the organization as a whole and the individuals serving in it. Training opportunities provided by CET develop the skilled workforce needed for the future. Strategic offerings support and sustain the organizational values and leadership principles of our evolving court system. A pipeline of future supervisors, managers and leaders are well prepared to step-up when called. New employees receive a welcome and orientation that allows them to be engaged from their first days on the job.

Members of the judiciary are well versed in the latest science, social science and legal trends, as well as best practices in various court management areas, enabling them to ensure access to justice for all people who appear before them. Hosting dozens of delegations from around the world each year, the CET shares the best of American justice with the global community.

e) Court Reporting Division: prepares verbatim records of proceedings in DCSC trials, produces transcripts for filing in the D.C. Court of Appeals and the Superior Court, and prepares transcripts ordered by attorneys, litigants, and other interested parties. Transcripts are produced accurately and timely. The Court Reporting Division provides real-time translation to members of the judiciary to aid in decision-making and to any party requesting real-time transcription to facilitate access to the Courts and compliance with the Americans with Disabilities Act (ADA).

http://www.dccourts.gov/

f) Human Resources Division: responsible for consistent, uniform implementation of the personnel policies adopted by the Joint Committee on Judicial Administration. The Division maintains systems to help recruit and hire skilled workers, enhance staff development and employee accountability, and promote effective employee-management relations. In addition, the Division provides guidance to management staff by establishing and maintaining work environments that promote service to the public, productivity, and professionalism. The Division also serves as the focal point for compliance with Federal and local statutes prohibiting discrimination in employment by promoting equal employment opportunity for women and members of minority groups who seek employment with the Courts or participation in court programs.

g) Information Technology Division (ITD): committed to excellence and to ensuring that the business of the D.C. Courts is efficient and effective by providing a state-of-an-art information technology infrastructure and systems that are reliable, scalable and secure. The ITD strives to work closely with all court divisions to identify and support their information technology needs. In addition, the ITD endeavors to provide technology that streamlines processes and improves public services. The ITD maintains and provides a network and a framework for the DC Courts.

Some of these services include network design and maintaining core switching and core network operating centers. The ITD is also responsible for performing administrative and technical work in design, planning, hardware and software installation, storage, backup, hardware purchasing, training, and maintenance of the Courts’ information systems. The ITD maintains email communication services, web services, and application support.

To support the D.C. Courts’ mission, the IT Division released a five-year IT Strategic Plan 2018- 2022 in 2017. The Plan aligns IT priorities with the Courts’ strategic goals and defines how IT will support the achievement of the court-wide strategic goals of fair and timely case resolution, access to justice, a strong judiciary and workforce, a sound infrastructure, and public trust and confidence in the courts. The IT Division goals follow:

i. Engaged IT Workforce;

ii. Best in Class Technology Platform;

iii. Enhanced Information Security;

iv. Innovative Business Process & Case Management

v. Access to Information

vi. Decision Making Support; and

vii. Customer Satisfaction

ITD is comprised of the following units and branches:

i. Office of the Chief Information Officer (OCIO): provides technology vision and roadmap to achieve short-term and long-term strategic goals; prepares annual division-level operating and capital budgets, and ensures operation within them; establishes IT policies and IT enterprise architecture; and oversees result-driven performance management

ii. Program Management Office (PMO): manages all IT projects by using industry-best practices, including projects related to the DCSC case management system

iii. IT Service Desk & Customer Services Branch: provides help desk call center support for all desktops, laptops equipment and peripherals; creates images to allow for expeditious deployment of applications to all desktops and laptops, and other equipment;

manages IT assets; and manages IT small purchases

iv. Applications Development Branch: develops enterprise-level and division-level reports;

and develops interfaces between software applications

v. Business Analysis Branch: provides CMS functional support (including configuration and user support); provides CMS training; documents business requirements for new software development and process improvement projects; and maintains a data warehousing/business intelligence reporting presence

vi. Courtroom Technology Branch: deploys IT new technology to courtrooms; provides support to video conferencing; edits, dubs, and duplicates audio and videos; operates and manages the Superior Court’s audio recording system for a total of 93 courtrooms and hearing rooms located in the Moultrie Building, Court Building A, and Court Building B; monitors courtroom proceedings; and prepares audio for transcription

vii. Information Security Branch: establishes IT security policies and procedures; manages all IT security equipment and security applications; and conducts internal IT security audits

viii. Network & Telecommunication Branch: manages all network equipment; manages all servers and storages that host enterprise software applications and databases; and provides telecommunications services

ix. Production Support Branch: provides quality control and assurance before deploying software applications to production; and provides software applications and databases production support

x. Server Storage Branch: provisions and maintains servers, centralized storage, and virtual desktop infrastructure (VDI); and provides messaging services

As referenced above, ITD supports CourtSmart, a secured digital audio recording system that is used to create a verbatim record by which the Courts official transcripts are created; leveraging a set of Microsoft SQL Server databases and can be integrated with CMS or other applications. ITD also supports a Juror Management System, Web Voucher System, and several internally-created business improvement applications using the Oracle Applications Express (APEX) platform such as a system to assist the customer check-in process in several business areas throughout the Courts.

ITD follows ITIL best practices to align IT services with the needs of the Courts in an efficient and cost-effective manner. In fact, several IT service management processes have achieved a maturity level of three (3) out of five (5). In conjunction with these service management processes, ITD uses a tool (Cherwell) to help streamline and automate other processes such as:

User Account Management, Physical Access Approval, VPN Access Approval, Hardware & Software Acquisition, Audio & Video Requests, and more. Furthermore, Cherwell provides a customized Service Catalog for the Courts to allow end-users to utilize a user-friendly Graphic User Interface (GUI) to submit service requests and incidents launched from the Courts’ intranet website.

h) Office of the General Counsel: performs a broad spectrum of advisory legal functions, including analysis of pending legislation, drafting proposed legislation, contract and inter-agency agreement review, legal research, and policy interpretation. The Office is charged with protecting the statutorily confidential records of the D.C. Courts from improper and unnecessary disclosure.

Staff serves as legal advisor to the Superior Court's Rules Committees, various Division advisory committees, and the Board of Judges on all matters concerning revision of the Superior Court's rules. Office employees serve, as assigned by the management of the D.C. Courts, on a number of other committees in a legal advisory capacity. In addition, the Office assists trial counsel in the preparation of materials and advice on legal proceedings involving the Courts or matters in which the Courts have an interest. The ability to meet the changing needs of the Courts for legal advice and related services is the top expectation of the Division's principal stakeholders (management of the Courts) and as such is the most important priority of the Office.

i) Strategic Management Division: leads and coordinates efforts to build the Courts’ capacity to develop, execute, and evaluate strategy and perform its mission to serve the public. The Division is responsible for strategic planning and development, research and evaluation, performance measurement, policy and data analysis, and business analytics services that enable judges and court administrators to make decisions based on evidence and best practices and to facilitate the Courts’ performance monitoring and accountability to the public as the District’s judicial branch.

Offerors may find additional relevant information about the DCC online at www.dccourts.gov.

http://www.dccourts.gov/

C.3 Current Technology Environment

C.3.1 Current CMS Technology

a) Superior Court of the District of Columbia Case Management System. DCSC currently utilizes a client-server, Commercial-Off-The-Shelf (COTS) case management system (CourtView2) licensed from equivant (formerly known as CourtView Justice Solutions, Inc.).

The Courts sought the CourtView implementation in 2002 as part of the Integrated Justice Information System (IJIS) effort to replace 18 disparate case management systems. The Courts and Courtview Justice Solutions/equivant installed and configured the system in a phased implementation:

i. Phase I: Family Operations Division completed in September 2003

ii. Phase II: Civil, Probate, and Tax Divisions completed in 2004 and 2005

iii. Phase III: Criminal Division and Domestic Violence Division (now Division) completed in early

Since then, the CourtView2 application has been providing case management capabilities across the DCSC’s major operating divisions, including Family Court, Civil Division, Criminal Division, Domestic Violence Division, Probate Division / Register of Wills, Tax Division, Multi-Door Dispute Resolution Division, as well as the Budget & Finance Division. CourtView2 is a comprehensive case management system that stores and tracks all the activities in a case life cycle for all case types including family, civil, criminal, domestic violence, probate and tax matters. On the back-end, CourtView2 runs on an Oracle database, while the application and user interface layers utilize a proprietary developed solution.

Additionally, the CourtView2 application integrates a COTS document management and imaging workflow solution, Hyland OnBase version 15. equivant provides licenses and support for DCC’s OnBase environment as a seamless contract with the CMS.

DCSC offers electronic filing to attorneys, selected government partners and litigants through its eFiling program with File&ServeXpress (FSX). Integration between the FSX CaseFileXpress eFiling portal and the CourtView2 system facilitates electronic transaction exchange between the systems.

Additionally, DCSC offers the general public access to dockets and documents through eAccess, an equivant product that is integrated with the CourtView2 system. Members of the general public are able to query and locate information through eAccess without registering as users.

To support public accessibility to the Court, DCC recently implemented an Interactive Interview Document Assembly solution designed to provide self-represented litigant filers, as well as attorneys, an online resource for completing court forms in an easy question and answer format. Select forms from the Court of Appeals, Domestic Violence Division and the Family Court Domestic Relations Division are currently available. The Superior Court is expecting to provide additional forms throughout 2018 and 2019 to include a range of forms for the Civil and Probate Divisions. While the Document Assembly solution does not currently interface with the Superior Court’s eFiling program, DCSC desires to establish an interface between the two in the future, as described in Appendix J.16.

DCSC’s eCommerce functionality, also an equivant product that is integrated with CourtView2, allows persons to make certain payments securely online and process credit card and checks at courthouse counters.

DCSC currently uses FormsGen to generate documents, such as delinquency/hearing notices, dismissals, letters of appointment, certificates of appointment, and other forms and templates. The Courts actively use approximately 750 templates today, and intend to assess and streamline forms where possible. Offerors will find form templates online at www.dccourts.gov/services/forms.

To enable electronic data exchange with other systems, the CourtView2 application utilizes an open standards Enterprise Service Bus (ESB) platform (IJISBroker) to communicate between disparate http://www.dccourts.gov/services/forms justice applications via a variety of protocols including web services, JAVA Messaging System JMS based message queues, Java database connectivity, TCP/IP socket communication, and traditional file transfer protocol (FTP). (Note: As the IJISBroker ESB is part of the current CourtView2 CMS, Offerors should not consider it a resource for the CMS implementation or data exchanges in the scope of this solicitation Offerors may include an ESB if required as part of their proposed project approach.) While the majority of the DCC filing volume takes place physically at the Court, electronic data exchange is vital to the Court achieving its overall mission.

b) District of Columbia Court of Appeals Case Management System. DCCA uses C-Track, a COTS product developed by Thompson Reuters, for case management. The C-Track CMS includes a fully integrated electronic filing manager (EFM) capability. DCCA and DCSC share a desire to establish an interface between the two case management systems going forward. Replacing C-Track is not in scope for this solicitation, though an interface is in scope.

C.3.2 DCC Enterprise IT Environment As described above, the ITD supports the Courts’ network infrastructure, applications, desktops/laptop PCs and peripherals; provides technology services and guidance to the Courts’ community, and oversees projects related to the Courts’ case management systems and other applications.

The following table provides a non-exhaustive overview of the DCC’s enterprise technology environment.

Type Current Environment, Software, and Hardware

Data Center Server / Storage Platforms

HP C7000 blade servers (and newer), NetApp storage (NAS and SAN) Cluster Data ONTAP version 9.1 (and newer) storage

Operating System(s) MS Servers 2012 R2 (or newer), Server – Windows 2016 Standard and Data Center Edition Client – Windows 10

End User Platforms Dell Workstations, peripherals, VDIs

Client Operating System(s) MS Window 10 (and newer)

Ticketing System Cherwell

Cloud Platform Microsoft Azure FedRAMP Government

Network Equipment TCP/IP, CISCO routers and switches

Internet Browsers/Version Explorer 11; Chrome 57; Firefox 52

Authentication Active Directory Federation Services

Development Environment J2EE, Oracle Apex

Databases Oracle 12c, MS-SQL 2008, 2012

Data Warehousing and Business Intelligence

Oracle OBIEE 11g, 12c, Oracle ODI 12c

Application Server Oracle SOA 12c, Oracle Web Logic

Project Lifecycle Management Tools

IBM Rational DOORS, ClearCase, ClearQuest, and Functional Tester

Security Network Access Control, CISCO Next Generation Firewall

VDI Infrastructure MS Windows 2012, Hyper-V, Citrix VDI XenDesktop 7.16 (and newer)

VDI and peripherals Dell Wyse Terminals and compatible HP, Xerox printers, Ithica receipt printers, Zebra label printers, and Fujitsu and Xerox scanners

Load balancer Citrix NetScaler VPX version 11 (and newer)

Mobile devices Dell, Google, HP, Apple, and other laptops/tablets;

Apple and Android phones

Signature pads Topaz Signature Pads T-L462-HSB-R

The DCC enterprise architecture consists of components maintained at its E Street N.W. Data Center in the District of Columbia, as well as a disaster recovery location outside of the District of Columbia, and its recently established Microsoft Azure Government Cloud environment. While the majority of systems and applications reside on HP blade servers running Windows 2016 Servers within the primary Data Center, the Court’s long-term strategy involves migrating applications to its secure Cloud presence. Given the personally identifiable information (PII) and other sensitive case information the Courts handle as part of the case management process, as well as the Courts’ system-to-system interfaces with other Federal government agencies, data security is critical to the Courts overall security posture.

ITD is in the process of achieving compliance with the Federal Information Security Management Act (FISMA) following the NIST 800-53 guidelines. Therefore, the Courts prefer that systems hosted in the cloud and shall give preference to Offerors demonstrating security controls consistent with FedRAMP and that can be used to create the agency Authority to Operate (ATO). Additionally, all system procurements (including this one) require conformance with Section 508 of the American Disabilities Act and the Payment Card Industry (PCI) standards for credit or debit card processing.

The Courts’ enterprise storage is hosted on NetApp appliances while user authentication and policy control utilize Microsoft Active Directory Federation Services. While their main applications and CMS systems are using Enterprise Oracle Databases, the Courts are currently supporting Microsoft SQL Server for some applications. The current release for each is Oracle 12c and Microsoft SQL Server 2008, 2012. The Court’s Data Warehousing and Business Intelligence (BI) environment (Oracle OBIEE 11g, 12c, Oracle ODI 12c) captures data from the majority of the Courts systems including the DCCA and DCSC case management systems, financial accounting systems, and internally-developed applications using JAVA as well as the Oracle APEX platforms. Using this data to satisfy operational data analysis, forecast, as well as statistical reporting requirements is key to the Courts’ decision-making process and to meeting internal and external stakeholder transparency expectations.

ITD is committed to providing the Courts with a technical environment that minimizes disruptions by providing technology continuity through redundant or fault-tolerant components. This high availability and disaster recovery design is to ensure that the Courts remain operational even though critical parts of the IT environment may no longer be available. , ITD is in the process of moving all priority 1 services, including DCSC case management, to an alternative environment within 30 minutes of a system failure

The main DCC campus is comprised of six separate buildings connected by 10 GB fiber optic. In addition, there are seven satellite offices located throughout the city connected to the DCC’s local area network (LAN) via 100MB TLS. Wi-Fi is offered in all locations throughout the campus buildings.

The majority of DCC statistical, analytical and operational reporting requirements are satisfied through the DCC’s BI capability. The objective of the DCC BI effort is to provide judicial officers, division directors and senior management with performance measures and caseload measures, ad-hoc reporting, dashboards, Key Performance Indicators (KPIs), monthly/yearly trends, and scorecards using enterprise data warehouse and reporting tools. The BI system utilizes extract, load and transform (ELT) to transfer data from source databases (such as CourtView2) and loads data into a staging environment, after which it is transformed into dimensions and facts in the warehouse for end user analysis.

C.4 Case Management System Desired Future State

DCSC seeks a qualified Offeror to replace its current Superior Court CMS with a state-of-the-art, web-based, integrated solution that includes document management, eFiling, and public access.

The selected provider shall apply an understanding of the Courts’ operating and technical environment, Credit card readers Ingenico iSC Touch 250 (and newer)

Browsers Internet Explorer version 11 (and newer), Chrome version 86 (and newer), Firefox version 59, and iOS version 11.4 (and newer)

MS Azure PaaS MS ActiveDirectory – Site-to-Site CISCO VPN

MS Office MS Word 2007 (and newer) requirements, limitations, and opportunities to implement the proposed solution.

In fiscal year 2016, the ITD PMO worked with the Superior Court operating divisions to collect current and future CMS requirements. In fiscal year 2018, the PMO developed this RFP which included reviewing current and future requirements, and validating those requirements based on the 2016 stakeholder input sessions and National Center for State Courts CMS standards.

DCC is committed to efficient and effective use of its financial, technology and staff resources. DCC seeks proposals from qualified vendors for a new CMS that will achieve the following:

a) Satisfies core business needs and requirements with minimal customization

b) Provides easy system navigation and low user complexity, including enhanced ease of use in courtrooms and judges’ chambers

c) Automates manual processes and uses technology to improve processes

d) Facilitates efficient use of resources

e) Promotes data transparency and accurate recordkeeping

f) Promotes public access to information, including dockets and documents as appropriate through secured and non-secured access

g) Enhances online case payment capabilities, such as ordering marriage licenses and paying fees and fines online

h) Facilitates exchange of information (data and documents) among local and federal agency partners through robust electronic interface initiatives.

C.5 Requested Scope of Work and Deliverables

C.5.1 Scope Overview and Users

The DCC is seeking proposals to replace the Superior Court’s legacy system with a highly configurable, web-based, commercial-off-the-shelf (COTS) integrated CMS with document management, eFiling, and public access components. This RFP is not seeking proposals to replace DCCA’s case management system.

Proposed solutions shall meet the Courts’ functional and technical requirements outlined in Appendix J.11. The Courts prefer a solution designed for the judicial system, with a proven record of successful implementations of similar size and complexity to DCC. The Courts prefer a solution that is capable of running on an Oracle or Microsoft SQL Server database.

The proposed solution shall integrate – or provide natively – document management, eFiling, and public access capabilities, and shall interface with a number of applications. See Appendix J.16 for further explanation of the Courts’ integration and interface requirements.

The Offeror shall implement the proposed solution across the DCSC’s major operating divisions and each branch within.