Pre-proposal_Submission_Meeting_slides.pdf

Office of The District Attorney Pre-proposal Submission Meeting

For the Implementation, Maintenance and Support of New Case Management System RFP #026-2630601-RA

11:00 a.m. Wednesday, August 14, 2024

• Introductions

• Opening Remarks

• Procurement Rules and Instructions

- Submission Dates and Timeline

- Scoring Criteria

- How To Submit Proposals

• RFP Information

- Background

- Goals of Modernization

- Scope of Project

- Minimum Qualifications

• Q&A

Agenda

Implementation, Maintenance and Support of New Case Management System

RFP #026-2630601-RA

Introductions

Office of The District Attorney

Robert Mestman – Senior Assistant District Attorney (Member of Executive Management Team)

Ruben Aguilar – Supervising Procurement Contract Specialist

OCDA – Subject Matter Experts

Gartner, Inc. –Members of Gartner consulting team in support of OCDA

(Please Note: All questions and inquiries related to this RFP must be directed to Ruben Aguilar. Respondents are not to contact other County personnel with any questions or clarifications concerning this RFP.)

Introductions

Vendors:

Please use the chat feature to state your name and company when joining the meeting.

Introductions

Opening Remarks

Procurement Rules and Instructions

Submission Dates and Timeline

DATE SCHEDULED ACTIVITIES

August 7, 2024 Release of Request for Proposal

August 14, 2024 Pre-proposal submission meeting (11:00 A.M. PT)

August 21, 2024 Questions Due by 2:00 P.M. PT

September 18, 2024 Deadline for Submission of Proposals Due by 2:00 P.M. PT

October 16, 2024 Evaluation of Written Proposals

Week of November 4, 2024 Oral presentations and System Demonstrations

February 2025 Anticipated Project Start Date

Implementation, Maintenance and Support of New Case Management System

RFP #026-2630601-RA

This is a proposed schedule that is subject to change. Any changes to the schedule for the RFP process will be issued to all Respondents via addenda on Opengov.com.

Scoring Criteria

Written Proposal Scoring Format: 750 points maximum:

Proposals will be scored based on the established criteria, which have been weighted and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each Proposal and the Proposals will be ranked in order, based upon the Respondent(s) submitted written proposal (Respondent Proposal Template and Cost Proposal).

For Criteria V (Cost), the Cost Proposal with the lowest cost receives the maximum points allowed for the criterion. All other proposals receive a percentage of the points available based on their cost relationship to the lowest proposal. A reminder to Respondents that the Cost Proposal shall be submitted separately utilizing Attachment 5 - Cost Workbook, and shall not be included anywhere else in the Proposal.

Criteria Description Max Points

I Solution Offering + Requirements 300

II Implementation Services 200

III Experience, Qualifications, and Adherence to Model Contract* 100

IV Corporate Sustainability 50 V Cost 100

Implementation, Maintenance and Support of New Case Management System

RFP #026-2630601-RA

*Note: Respondents submitting exceptions to the County Model Contract listed in Section D of this RFP may be disqualified based on the type of exception(s) submitted.

Scoring Criteria

Presentation/Interview Scoring Format: 250 points maximum County reserves the right to conduct, or to not conduct, oral interviews and/or presentations with the highest-scored Respondent(s). The decision whether to conduct oral interviews and/or presentations rests solely with County and the decision of the DPA is final. Respondents shall be ready to attend interviews in-person within five (5) calendar days of notification. Any inquiry to determine the responsibility of a Respondent to this RFP may be conducted. Respondent agrees that the submission of a Proposal is permission by Respondent for County to verify all information contained therein. If County believes it necessary, additional information may be requested from Respondent. The County may also send written questions and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration. Respondents must be prepared to discuss all aspects of their proposal in detail, including technical questions. Respondents will not be allowed to alter or amend their Proposal through the use of the presentation process.

How To Submit Proposals cpo.ocgov/doing-business-oc/vendor-registration

OpenGov

RFP Information

Background

The County of Orange, through the Office of the District Attorney, District Attorney Todd Spitzer, is seeking proposals from qualified Respondent(s) who can provide a Commercial-off-the-Shelf (COTS) solution to replace the legacy case management system (CMS). The Respondent will be responsible for implementing a modern and robust CMS and include the necessary software, services, and tools to meet the Scope of Project and requirements defined in this Request for Proposal (RFP). While OCDA is seeking a COTS solution, the Respondent must propose a solution that is configurable, scalable, and customizable to OCDA’s current and future business and technical needs.

In addition to compliance with the requirements enumerated herein, this RFP provides Respondents the opportunity to showcase their degree of business and technical acumen, understanding of the Office of the District Attorney’s current and future needs, and differentiators, along with the application of leading practices for implementing and configuring an effective, secure, and scalable modern CMS solution. Respondent is expected to provide all the software and services that fulfill or exceed the requirements and conditions set forth in this RFP.

The current legacy CMS is a JAVA application deployed on MS-SQL, with additional applications developed and/or leveraged to extend functionality and support additional core business functions not fully supported by the CMS (e.g., Discovery Records Management (DRM), Records Management System (RMS), Bates Stamp, Evidence.com., etc.).

Replacement of the current system and the implementation of a modern CMS is required to simplify the application portfolio and streamline business operations within a single solution, to the extent possible and appropriate.

Goals of Modernization

OCDA is looking to not only replace its legacy CMS but also leverage a modern, innovative, and scalable COTS solution to improve overall business operations. The future system must allow OCDA to maintain and update its case records, manage the prosecutorial case flow, and centralize associated data / information in one cohesive and streamlined CMS. To accomplish this, the CMS, at a minimum, must support the organization in meeting the following goals:

1. Digitizing case files

2. Promoting data-driven decision making

3. Supporting workflow and process efficiencies

4. Easing and streamlining data transfer between and across criminal justice partners

5. Enabling scalability for future enhancement and updates

Scope of Project

RFP #026-2630601-RA

The business capabilities represented by Figure 2: Prosecution Business Capability Model and defined in Table 2: Business Capability Model Level 1 Definitions below describe OCDA’s current business functions that are expected to be enabled and / or supported by the modern CMS solution in the future. The functional requirements outlined in Attachment 3 – Functional Requirements are organized based on these business capabilities.

Figure 2: Prosecution Business Capability Model

Scope of Project

Section C, pages 20 - 37

Attachment A in OpenGov

Minimum Qualifications

Respondent must meet all the following minimum qualifications:

A. Respondent has completed and provided all requested information as outline in Section B of this RFP.

B. Respondent’s Case Management solution offering has been implemented in a federal CJIS compliant setting in at least one U.S. State.

C. Respondent has completed at least two (2) implementations, with at least one (1) currently in production use, in prosecution offices comparable in size and complexity* to OCDA. Implementations within California are preferred.

For this minimum qualification, comparable size and complexity is defined as prosecutorial agencies meeting at least two of the following: (i) agencies employing a minimum of 50 attorneys; (ii) agencies serving a jurisdiction with a minimum population of 500,000 residents; (iii) agencies receiving cases from a minimum of five law enforcement agencies (e.g. sheriff, police, etc.)

D. Respondent must have integrated the proposed CMS with a trial court.

E. Respondent must have the appropriate certification, licenses and/or permits to provide the CMS solution indicated in their proposal, and should at a minimum include SOC2 (preferred), ISO or CMMC certification. Said certification, licenses and/or permits must be submitted at time of proposal submission.

F. Respondent must submit complete financial statements for the three (3) most recent fiscal years. Financial statements shall be prepared in conformity with generally accepted accounting principles. A complete financial statement must include, but is not limited to, a balance sheet and income statement. Respondent must be prepared to substantiate all information shown.

G. Respondent obtains California Law Enforcement Telecommunications System (CLETS) certification before system Go-Live.

H. Respondent must have cloud hosted solution or SaaS.

Q&A

RFP #026-2630601-RA

Note to Vendors: Please use the Q&A feature in Zoom and type out your questions. Vendors should submit questions in OpenGov if they would like any questions to be considered as part of the RFP. County has no obligation to recap/recirculate responses to questions after the pre-proposal meeting.