RFP_#026-2630601-RA.pdf

County of Orange RFP #026-2630601-RA Page 1 of 38

District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

COUNTY OF ORANGE

OFFICE OF THE DISTRICT ATTORNEY

REQUEST FOR PROPOSAL

FOR

IMPLEMENTATION, MAINTENANCE AND SUPPORT OF NEW CASE

MANAGEMENT SYSTEM

RFP NO: 026-2630601-RA

County of Orange RFP #026-2630601-RA Page 2 of 38

District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

PROPOSALS MUST BE

RECEIVED ON OR BEFORE

September 18, 2024

BY: 2:00 PM (PT)

RFP Number

RFP 026-2630601-RA

County of Orange

Office of the District

300 N. Flower St.

Santa Ana, CA 92703

INSTRUCTIONS:

1. SUBMIT AND UPLOAD ELECTRONIC

COPY OF PROPOSAL VIA

OPENGOV.COM

2. RETURN THIS PAGE, SIGNED, WITH

PROPOSAL

3. ALL PROPOSALS ARE TO BE IDENTIFIED

WITH RFP #026-2630601-RA

4. QUESTIONS SHOULD BE POSTED VIA

OPENGOV.COM BEFORE THE CLOSE OF

THE QUESTIONS AND ANSWERS PERIOD.

DATE: August 7, 2024

COVER PAGE

REQUEST FOR PROPOSALS (“RFP”)

The County of Orange (hereinafter referred to as “County”), Office of the District Attorney (hereinafter referred to as “OCDA”) is soliciting proposals from qualified Respondents (hereinafter referred to as “Respondent”) for Implementation, Maintenance and Support of a new Case Management System for the District Attorney function. Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Project attached hereto and incorporated herein by this reference as Section C.

This RFP is set out in the following format:

SECTION A Introduction and Instructions to Respondent

SECTION B Proposal Response Requirements

SECTION C Scope of Project

SECTION D RFP Attachments

ALL QUESTIONS/REQUESTS FOR CLARIFICATION ARE DUE: AUGUST 21, 2024, AT 2:00 P.M. PACIFIC TIME

All questions and inquiries related to this RFP must be directed to Ruben Aguilar, hereinafter referred to as “Deputy

Purchasing Agent” or “DPA”, via the County’s online bidding system at https://procurement.opengov.com/portal/ocgov; For assistance, please go to: procurement-support@opengov.com. Respondents are not to contact other County personnel with any questions or clarifications concerning this RFP.

The DPA will provide all official communication concerning this RFP. Any County response relevant to this RFP other than through or approved by the DPA is unauthorized and will be considered invalid.

* If the Respondent is a corporation, two (2) signatures are required: one (1) signature by the Chairman of the Board, the President or any Vice President; and one

(1) signature by the Secretary, any Assistant Secretary, the Chief Financial Officer or any Assistant Treasurer. The signature of one person alone is sufficient to bind a corporation, as long as he or she holds corporate offices in each of the two categories described above. For County purposes, proof of such dual office holding will be satisfied by having the individual sign the instrument twice, each time indicating his or her office that qualifies under the above described provision.

In the alternative, a single corporate signature is acceptable when accompanied by a corporate resolution demonstrating the legal authority of the signatory to bind the corporation.

RETURN THIS SHEET WITH YOUR RESPONSE

I HAVE READ, UNDERSTOOD AND AGREE TO ALL STATEMENTS IN THIS REQUEST FOR PROPOSAL, AND TO THE TERMS, CONDITIONS AND ATTACHMENTS REFERENCED HEREIN.

Date: _______________________ Company Legal Name: _______________________________

*Legally Authorized Signature Name Title

*Legally Authorized Signature Name Title https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

TABLE OF CONTENTS

Page No.

COVER PAGE

TABLE OF CONTENTS ........................................................................................................................................... 3-4

SECTION A: INTRODUCTION AND INSTRUCTIONS TO RESPONDENT

1. PURPOSE OF THE RFP

2. PROJECT BACKGROUND

3. ABOUT THE COUNTY/OFFICE OF THE DISTRICT ATTORNEY

4. OFFICE OF THE DISTRICT ATTORNEY ORGANIZATION CHART

5. SELECTION PROCESS SCHEDULE

6. EVALUATION PROCESS AND CRITERIA .......................................................................................................... 8-9

7. SELECTION / AWARD PROCESS

8. INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL ....................................................... 9-11

9. QUESTIONS AND REQUESTS FOR CLARIFICATION

10. PROTEST PROCEDURES ............................................................................................................................... 11-12

11. DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM W-9 REQUIREMENTS ................ 12-13

12. COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) PREFERENCE

13. COUNTY OF ORANGE CAMPAIGN CONTRIBUTION DISCLOSURE (LEVINE ACT) POLICY ........................... 13-14

SECTION B: PROPOSAL RESPONSE REQUIREMENTS

1. SUMMARY

2. MINIMUM QUALIFICATIONS ....................................................................................................................... 16-17

3. MINIMUM REQUIREMENTS

4. RESPONDENT’S PROPOSAL FORMAT AND INSTRUCTIONS .......................................................................... 17-18

5. SOFTWARE REQUIREMENTS

SECTION C: SCOPE OF PROJECT

1. OVERVIEW AND OBJECTIVES ..................................................................................................................... 20-21

2. FUNCTIONAL OVERVIEW ............................................................................................................................ 21-22

3. TECHNICAL OVERVIEW .............................................................................................................................. 22-27

4. CURRENT AND FUTURE BUSINESS AND TECHNICAL LANDSCAPE.............................................................. 27-37

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

SECTION D: RFP ATTACHMENTS

ATTACHMENT 1 – RFP PROPOSAL CHECKLIST

ATTACHMENT 2 – RESPONDENT PROPOSAL TEMPLATE

ATTACHMENT 3 – FUNCTIONAL REQUIREMENTS

ATTACHMENT 4 – NON-FUNCTIONAL REQUIREMENTS

ATTACHMENT 5 – COST WORKBOOK

ATTACHMENT 6 – COMPLIANCE STATEMENTS

ATTACHMENT 7 - COMPANY PROFILE & REFERENCES

ATTACHMENT 8 – PROFESSIONAL SERVICES BACKGROUND

ATTACHMENT 9 - LOCAL SMALL BUSINESS (OCLSB) PREFERENCE AND DISABLED VETERAN BUSINESS

ENTERPRISE CERTIFICATION REQUIREMENTS

ATTACHMENT 10 - LEVINE ACT: CAMPAIGN CONTRIBUTION DISCLOSURE FORM/INFORMATION

ATTACHMENT 11 – SOFTWARE AND LICENSING AGREEMENT

ATTACHMENT 12 – HOSTING AGREEMENT

ATTACHMENT 13 – MAINTENANCE AND SUPPORT AGREEMENT

ATTACHMENT 14 – PROPOSED SERVICE LEVEL AGREEMENTS

ATTACHMENT 15 –CLOUD/SAAS REQUIREMENTS

ATTACHMENT 16 – EXCEPTIONS/REVISIONS TO MODEL CONTRACT

EXHIBIT I - COUNTY OF ORANGE SECURITY POLICIES AND PROCEDURES

EXHIBIT II – COUNTY OF ORANGE RECORDS RETENTION SCHEDULE

EXHIBIT III – MODEL CONTRACT

EXHIBIT IV – STATEMENT OF WORK

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

SECTION A

INTRODUCTION

AND

INSTRUCTIONS TO RESPONDENT

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

SECTION A: INTRODUCTION AND INSTRUCTIONS TO RESPONDENT

1. PURPOSE OF THE RFP:

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.

2. PROJECT BACKGROUND:

The County of Orange, Office of the District Attorney (OCDA) is the nation’s sixth largest and California’s third largest local prosecutorial agency. OCDA has nearly 1,000 employees including approximately 250 prosecutors and 140 sworn investigators. OCDA prosecutes cases at all levels including misdemeanors and felonies. The

DA’s core mission is to ensure public safety, protect and support residents, and enforce criminal and civil laws across Orange County.

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.

3. ABOUT THE COUNTY:

The County of Orange is geographically located in Southern California and is bordered on the north by Los

Angeles and San Bernardino Counties, on the east by Riverside County, on the southeast by San Diego County and on the west and southwest by the Pacific Ocean. The County occupies a land area of 798 square miles with a coastline of 42 miles serving a population of approximately 3 million. It is the third most populous county in the State of California and the sixth most populous in the nation.

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

4. OCDA ORGANIZATION CHART:

Please Note: OCDA Organization Chart subject to change.

County Departments and Special Districts

Elected Departments

Assessor

Auditor-Controller

Clerk-Recorder

District Attorney-Public Administrator

Sheriff-Coroner

Treasurer-Tax Collector

Board of Supervisors Offices

First District

Second District

Third District

Fourth District

Fifth District

Departments that report to the Board of Supervisors

Clerk of the Board

County Counsel

County Executive Office (CEO)

Internal Audit

Office of Campaign Finance & Ethics Commission

Office of Independent Review

The District Attorney - Public Administrator

Public Affairs

Government Affairs

Bureau of Investigation

Administrative Division

Courts & Public Assistance

Vertical Prosecution 1

Vertical Prosecution 2

Operations 1

Mental Health/RRU

Central Justice Center

Harbor Justice Center

West Justice Center

North Justice Center

Operations 2

Professional Responsibility &

Training

Writs & Appeals

Post-Conviction & Special Litigation

Conviction Integrity

Felony Panel

Science & Technology

Operations 3

Major Fraud/Cons./Env.

Fraud/Code Enf.

Sexual Assault

Insurance Fraud & Public Assistance

GRIP/Gang Injunctions

Juvenile Justice Center

Operations 4

Family Protection/Human

Trafficking

Homicide

Special Prosecutions

Gang/Target/Major Narcotics

Administrative Services

Operations/Human Resources

Financial Services

Information Systems

Budget

Public Administrator

Chief Assistant District Attorney - Assistant Public Administrator

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

Departments that report to CEO*

Child Support Services

Health Care Agency – Public Guardian

John Wayne Airport

OC Community Resources

OC Public Works

OC Waste & Recycling

Probation

Public Defender

Registrar of Voters

Social Services Agency

5. SELECTION PROCESS SCHEDULE:

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

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.

6. EVALUATION PROCESS AND CRITERIA:

Proposals deemed to meet all minimum RFP requirements will be scored based on the established evaluation criteria, which have been weighted and will be assigned points that measure the responsiveness to each identified criterion. Proposals shall be evaluated by an evaluation committee on the basis of the responsiveness to the requirements in this RFP. Proposals will be evaluated from the most advantageous to the least advantageous to OCDA.

The County will use the following criteria in its evaluations and comparisons of Respondent(s). No inference is to be drawn concerning relative importance of each criterion based on the order presented.

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.

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

*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.

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.

Note: If interview/presentations are not conducted, the Written Proposal shall account for 1,000 points of the total score, with the maximum points adjusted proportionately.

7. SELECTION/AWARD PROCESS: Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for award to the OCDA DPA. Final award determination shall be subject to reference checks and past performance and will be subject to approval(s) by the County Board of Supervisors. In addition, OCDA reserves the right to verify and validate any information prior to Contract Award and during the entire term of Contract.

The Model Contract contained in Section D of this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in elimination from further consideration.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain

Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any

Respondent(s) after submission of its proposal may result in elimination from further consideration.

If a satisfactory Contract cannot be negotiated in a timely manner, OCDA, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next highest scored Respondent.

Exceptions to the terms and conditions of the proposed Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in Section D, Attachment 6 – Compliance Statements, Item 8, “Statement of Compliance”.

Start date of project is anticipated to be: February 2025.

8. INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL:

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

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

A. Proposals are due on, or prior to, the date and time specified in Section A: Introduction and

Instructions to Respondents and on the Cover Page. Proposals are to be uploaded via the County’s

Online Bidding System.

Note: This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or visit https://help.procurement.opengov.com. The County will not accept proposal(s) after the due date and time specified in Section A: Introduction and Instructions to Respondents and on the Cover Page.

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a

Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

C. Proposals must be valid for a period of at least one hundred eighty (180) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

D. Each Respondent must provide: Signed Proposal in text searchable PDF through the County’s online bidding system.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in Section B, Proposal Response Requirements.

It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question.

Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposal so marked. Proposals submitted in response to this RFP may become subject to public disclosure under the Public Records Act (PRA). The County shall not be liable in any way for disclosure of any such records. Additionally, all Proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the Proposals submitted.

G. By submitting a Proposal, the Respondent represents that it thoroughly examined the County’s requirements, is familiar with the services required under this RFP and is qualified and capable of providing the services to achieve the County’s objectives.

H. Each Respondent must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items through submittal of Section D, Attachment 16 for OCDA consideration as specified in Section D, Attachment 6 – Compliance

Statements, Item 8, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s online bidding system will not allow any uploads after the due date and time specified herein.

I. County reserves the right to request proposal revisions and hold discussions and negotiations with any

Respondent as necessary to serve the best interests of the County. Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the

County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

J. Pre-contractual expenses are not to be included in, or as part of the Model Contract. Pre-contractual expenses are defined as including, but not limited to, costs incurred by the Respondent in preparing its

Proposal in response to this RFP; submitting that Proposal to OCDA ; negotiating with OCDA any https://opengov.com/ https://opengov.com/ https://opengov.com/ file:///C:/Users/ruaguilar/Desktop/026-xxxxxxx%20Deferred%20Entry%20of%20Judgement%20RFP/(6)%20Working%20Folder/procurement-support@opengov.com https://help.procurement.opengov.com/ https://opengov.com/ https://opengov.com/

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601 matter related to the Respondent’s Proposal; and any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

K. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a Proposal nonresponsive.

L. OCDA reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this

RFP in whole or part at any time without prior notice (OCDA makes no representations that any Contract will be awarded to any Respondent responding to this RFP); c) award its total requirements to one

Respondent or to apportion those requirements among two or more Respondents; and/or d) reject any

Proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP.

In addition, negotiations may or may not be conducted with Respondents. Therefore, Proposals submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

M. Where two or more firms desire to submit a single Proposal in response to this solicitation, they only may do so as prime/subcontractor relationships.

N. The County does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

9. QUESTIONS AND REQUEST FOR CLARIFICATION:

A. OCDA has attempted to provide all information pertinent to this RFP. It is the responsibility of each

Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a

Proposal. If any person contemplating submitting a response to this Request for Proposals is in doubt as to the true meaning of any part of this RFP or finds discrepancies in or omissions from the specifications, they may submit a timely written request for clarification/interpretation to the DPA via the County’s online bidding system under the bid page for this solicitation.

B. Written questions and requests for clarification must be submitted in OpenGov before 2:00 PM (PT) on August 21, 2024. The Respondent submitting the request will be responsible for its prompt and timely submission.

C. All questions concerning the RFP must reference the RFP section heading.

D. If OCDA considers any clarification or interpretation of this RFP necessary, a written addendum will be issued and posted to the OpenGov website. Any interpretation of or correction to this RFP will be made only by an addendum issued by the DPA and uploaded to OpenGov. It is the responsibility of each

Respondent to periodically check the OpenGov website to ensure that they have received and reviewed any and all addenda to this solicitation.

E. It is the Respondent’s responsibility to review all addenda and attachments to this RFP. OCDA will not be responsible for any other explanations, corrections to, or interpretations of the RFP documents, including any oral information. If an addendum is issued, Respondents must acknowledge any and all addendums through the solicitation on the County’s online bidding system.

F. For OpenGov technical assistance only, please contact OpenGov Support at procurement-support@opengov.com or via the live chat option on the OpenGov website.

10. PROTEST PROCEDURES: All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor.

B. The signature of the protestor or the protestor’s representative.

C. The solicitation or contract number.

D. A detailed statement of the legal and/or factual grounds for the protest; and, County of Orange RFP #026-2630601-RA Page 12 of 38

District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

E. The form of relief requested.

F. Protest of Bid/Proposal Specifications: All protests related to proposal specifications must be submitted to the Deputy Purchasing Agent no later than five (5) business days prior to the RFP Closing

Date for proposals. Protests received after the five (5) business-day deadline will not be considered by

OCDA.

In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in this RFP.

G. Protest of Award of Contract: In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of the proposed contract award is provided by the Deputy Purchasing Agent. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by OCDA.

H. Protest Process

i. In the event of a timely protest, OCDA shall not proceed with the solicitation or award of the contract until the Deputy Purchasing Agent renders a decision on the protest.

ii. Upon receipt of a timely protest, the Deputy Purchasing Agent will, within ten (10) business days of the receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

iii. OCDA may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of OCDA. The award of a contract shall in no way compromise the protestor’s right to the protest procedures outlined herein.

iv. If the protestor disagrees with the decision of the Deputy Purchasing Agent, the protestor may submit a written appeal to OCDA Procurement Officer requesting an appeal to the Procurement

Appeals Board, in accordance with the process stated below.

I. Appeal Process

i. If the protestor wishes to appeal the decision of the Deputy Purchasing Agent, the protestor must submit, within three (3) business days of receipt of the Deputy Purchasing Agent’s decision, a written appeal to the Office of OCDA Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ocgov.com

ii. Within fifteen (15) business days, OCDA Procurement Officer will review all materials in connection with the grievance, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement

Appeals Board.

iii. The decision of OCDA Procurement Officer will be final and there shall be no right to any administrative appeals of this decision.

11. DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM W-9 REQUIREMENTS:

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide Accounting and Personnel System (CAPS) as an Auditor-Controller vendor, will be required to mailto:CPOAppeals@ocgov.com

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601 submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) calendar days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

12. COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS ENTERPRISE

(DVBE) PREFERENCE POLICIES:

A. OCLSB: The Board of Supervisors adopted the OCLSB Preference policy. Implementation of the

OCLSB Preference policy supports local businesses, the local economy and the development of the

County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) (2) and (3) below:

1) Local Business requirements:

a. maintains their principal center of operations (i.e. headquarters) within Orange County, and;

b. has:

i. a business address located in the County of Orange that is not a post office box, or

ii. a valid business license or certificate of occupancy issued by the County of Orange or by an

Orange County city, or other documentation acceptable to the County of Orange.

2) Small Business Requirements:

a. must be certified as a Small Business by the State of California Department of General Services

(DGS); and,

3) Above requirements must be valid at the time of bid/proposal submittal.

B. DVBE: The Board of Supervisors adopted the DVBE Preference policy. The DVBE Preference policy supports local business opportunity, economy and the development of the County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet

(1) and (2) below:

(1) Must be certified as a DVBE by the State of California Department of General Services (DGS); and,

(2) DGS DVBE requirements must be valid at the time of bid/proposal submittal.

C. ELIGIBILITY FOR CONTRACTORS USING OCLSB/DVBE SUBCONTRACTORS:

Prime contractors that do not otherwise meet the OCLSB/DVBE certification requirements may still qualify for

OCLSB/DVBE preferences by virtue of their use of OCLSB/DVBE subcontractors. To qualify for the preferences by using certified OCLSB/DVBE subcontractor(s), twenty percent (20%) of the total proposed contract amount must be allocated to OCLSB and/or DVBE subcontractor(s) meeting the qualifications and certification requirements provided in subsections (1) and (2) above.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in ATTACHMENT

9 - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN

BUSINESS ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS.

13. COUNTY OF ORANGE CAMPAIGN CONTRIBUTION DISCLOSURE (LEVINE ACT) POLICY:

A. County departments must comply with Government Code section 84308, a provision of the Political

Reform Act generally known as the “Levine Act.”

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

B. In order for County departments to verify compliance with the Levine Act all applications or solicitations for a County license, permit, or other entitlement for use subject to action by County officers shall require applicants and Respondents to receive the “Campaign Contribution Disclosure

Information” and complete a “Campaign Contribution Disclosure Form,” both identified in Section D, Attachment 10.

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

SECTION B

PROPOSAL RESPONSE REQUIREMENTS

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

SECTION B: PROPOSAL RESPONSE REQUIREMENTS

1. SUMMARY

To simplify the proposal response process, OCDA has provided the following instructions detailing the proposal response requirements for this RFP. The instructions below clearly detail all documentation that must be provided for a proposal to be considered complete and satisfactory for submission and consideration. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis.

The respondent is required to submit the following documents as part of their written proposal and resulting contract:

A. Mandatory Written Proposal Documents:

These documents must be submitted as part of the Respondent’s written proposal for the proposal to be considered complete. Please see below for a list of all requirement documents to be submitted as part of the written proposal documents. The required written proposal documents are as follows:

1. Attachment 2 - Respondent Proposal Template

2. Attachment 3 - Functional Requirements

3. Attachment 4 - Non-Functional Requirements

4. Attachment 5 - Cost Workbook

5. Attachment 14 - Proposed Service Level Agreements

B. Mandatory Documents to be Submitted as part of the RFP response package:

These documents must be submitted as part of the RFP response the Respondent submits, along with the written proposal to be considered in compliance with County procurement policies and procedures. The mandatory documents to be submitted as part of the Respondent’s RFP response package are as follows:

1. Attachment 6 - Compliance Statements

2. Attachment 7 – Company Profile & References

3. Attachment 9 - County of Orange Local Small Business (OCLSB) and Disabled Veteran Business

Enterprise (DVBE) Certification Requirements (if applicable)

4. Attachment 10 – The Levine Act: County of Orange Campaign Contribution Disclosure Form

5. Attachment 16 – Exceptions / Revisions to Model Contract (if applicable)

C. Mandatory Contract Documents

Upon recommendation of contract award, Respondent will be required to submit the following documents within ten (10) calendar days of County notification, unless otherwise specified in the RFP:

A. Insurance Certificate(s) including additional Insured Endorsement(s) (see Model Contract).

B. Current signed form W-9 (Taxpayer Identification Number & Certification) which includes

Respondent’s-legal business name(s).

C. Signed Contract – Selected Respondent will be required to sign a contract upon award. If selected

Respondent is a corporation, signature will be provided in accordance with the corporation’s code as specified in the signature page of Exhibit III – Model Contract.

2. MINIMUM QUALIFICATIONS

Respondent shall certify in Section D, Attachment 6 – Compliance Statements, Item 4, “Essential

Requirements for Qualifications Statement” of this RFP that Respondent meets the minimum qualifications set forth below and submit all requested information as part of the Proposal.

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

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.

3. MINIMUM REQUIREMENTS

Respondent must also meet all of the following minimum requirements:

A. Respondent must have cloud hosted solution or SaaS.

B. Respondents are required to demonstrate that they have successfully implemented a modern CMS solution in a cloud-hosted environment.

4. RESPONDENT’S PROPOSAL FORMAT AND INSTRUCTIONS

Each response to this RFP must consist of two (2) separate proposals:

A. Respondent Proposal (via the Respondent Proposal Template)

Respondents must submit a written proposal detailing the specifics of their solution offering and offered services. Respondents are required to provide their written proposal utilizing Attachment 2 – Respondent

Proposal Template provided by OCDA.

The Respondent Proposal shall:

1) Detail the Respondent’s approach to each of the tasks detailed in Exhibit IV – Statement of Work.

2) Use the section numberings and headings as outlined in Attachment 2 – Respondent Proposal Template for the format of their response.

3) Be organized according to the structure provided in Attachment 2 – Respondent Proposal Template.

This provides an opportunity for Respondents to answer text-based questions and operational scenarios about the solution proposed.

4) Include screenshots and samples (as appropriate) to describe how the proposed CMS solution meets

OCDA requirements.

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District Attorney Implementation, Maintenance and Support of New Case Management System File No. 2630601

5) Include Attachments (as appropriate) but must provide all content in the sequence as described in

Attachment 2 – Respondent Proposal Template of this RFP.

B. Cost Proposal

Respondents must submit pricing information for all project activities, including materials, consultants and any other services being proposed. Respondents are required to provide their cost proposal utilizing

Attachment 5 – Cost Workbook.

The Cost Proposal shall:

a. Detail the firm fixed price for each element of the products and services to be rendered under this project.

b. For proposed services, provide the number of hours and rate(s) used to determine the fixed prices proposed for any tasks or elements included in the RFP response.

c. Include a table/matrix of hourly rates for all their professional services resources.

The Respondent Proposal and Cost Proposals must be submitted electronically via OpenGov as two separate file uploads and must be arranged and formatted according to the instructions contained in Section D

Attachment 2 – Respondent Proposal Template and Attachment 5 – Cost Workbook.

5. SOFTWARE REQUIREMENTS FORMAT

A. Functional Requirements Overview

OCDA has developed a comprehensive spreadsheet of functional requirements, provided in Attachment 3

- Functional Requirements. This document encompasses system requirements aligned to the business capability model defined in Section C Part 4.A.1. Furthermore, Attachment 3 – Functional Requirements provides an itemized list of detailed functional requirements for the CMS Replacement (system).

B. Non-Functional Requirements Overview

OCDA has developed a comprehensive spreadsheet of non-functional requirements, provided in

Attachment 4 – Non-Functional Requirements. Furthermore, Attachment 4 – Non-Functional

Requirements provides an itemized list of detailed non-functional requirements for the CMS Replacement

(system).

C. Software Requirements Instructions

The Respondent shall follow the following instructions when completing Section D Attachment 3 –

Functional Requirements and Attachment 4 – Non-Functional Requirements:

I. Provide a response for each requirement listed. An omitted response will be assumed to be the same as a response code of "No".

II. Indicate how the requirement, as currently written, will be met in the proposal using the following codes:

O - Out of the Box - The requirement can be met out of the box

N - No - The requirement cannot be met

G - ConfiGuration - The requirement can be met with configuration

C - Customization - The requirement can be met with customization

3 - 3rd Party - The requirement can be met through a third-party vendor’s product

F - Future Release - The requirement will be met in a planned future release

III. Provide a comment when the response is either G, C, 3, or F, or when specified with a yellow highlight.

When a comment is required, describe how the requirement will be met.

IV. Provide one response per requirement.

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SECTION C

SCOPE OF PROJECT

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1. Overview and Objectives:

A. Overview

The legacy CMS is utilized to initiate, store, maintain, and create shared access to prosecutorial case records and related documents across OCDA. However, given the system’s functional and technical limitations, OCDA has developed and leveraged digital and non-digital solutions and tools to carry out the necessary functions to complete their work.

Since its inception, the existing CMS and its auxiliary systems have undergone periodic updates and enhancements, to tailor these systems to meet OCDA’s evolving and expanding business needs. However, the current solutions are aging, and business process adjustments require additional customizations. As a result, updating the system to embrace new business processes and embrace more modern technology has proven difficult, time-intensive, and costly. Therefore, OCDA is planning for the replacement of its existing

CMS which is accessed and /or utilized by most staff across the Agency to support overall business operations.

While some of the ancillary solutions and tools in the application portfolio are required per Office and

County mandates, some systems provide complementary and/or auxiliary functions that would otherwise be expected to be supported and/or enabled by modern CMS solutions. Some of these external applications and tools are expected to be sunset, as a result of the implementation of the CMS in the future.

B. Project Objectives

Functional challenges prevent the systems from adapting to new and updated business practices. The key functional objectives that the implementation of a modern CMS is expected to address are to:

a. Support standardization of business processes across OCDA units. Each unit currently follows its own business practices and workflows for investigating, evaluating, and prosecuting cases.

b. Eliminate information silos by creating a comprehensive digital case file to track a case from inception to disposition. Currently case files are managed and monitored independently across multiple digital and non-digital solutions and tools.

c. Reduce duplicate data entry by centralizing case management data, information, and documents.

Currently case data, information and documents are entered, stored, archived, and accessed across multiple digital and non-digital solutions.

d. Reduce lengthy and complicated business processes by leveraging configurable and business-rule driven workflows to navigate users through the prosecutorial process and across the system. The current CMS requires extensive workarounds and adapted/improvised interactions due to the CMS’s inability to align with current business needs.

e. Avoid elaborate and compartmentalized content management by allowing users to centrally store and/or access documents / files related to a particular case or party. Currently OCDA relies on external content management tools given the existing CMS’s storage limitations and security needs. In addition, the need to coordinate the management and sharing of evidence and discovery files and exhibits requires OCDA to rely on multiple internal and external systems.

f. Provide performance management capabilities to allow users to manage their own workloads and the workloads of their teams. Currently each unit and staff member therein rely on manual tools and paper-driven processes to manage their own and their teams’ assigned cases and associated tasks.

g. Provide user-friendly and self-service data reporting and analytics capabilities allowing users to create and pull custom and standard reports. Currently data access and reporting capabilities are severely limited, and a comprehensive querying tool / data dashboard does not exist.

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C. Technical Objectives

Technical challenges make it difficult to manage security risks, and render the CMS incompatible with other systems and unable to effectively meet modern operating standards. The key technical objectives that the implementation of a modern CMS is expected to address are to:

a. Provide a configurable and customizable COTS solution that meets ever-evolving business needs.

Currently the CMS is limited in terms of configurability and customizability; updates / enhancements are difficult to carry out and OCDA has added new external applications to support required business operations.

b. Improve searchability and increase accessibility to case data, case files, and documents. The widespread management of case records across the CMS, ancillary applications, and paper-driven file management tools has rendered it impossible to have a comprehensive view of a prosecutorial case across its entire lifecycle.

c. Interface with key external systems to receive and transmit case data, case files, and documents.

While OCDA relies on multiple applications to support its business operations, the integration between these systems is severely limited and duplicate data entry is compulsory.

d. Improve historical tracking and ensure compliance through multiple automated and system-driven audit trails. Ensuring compliance with regulatory mandates has proven difficult and is limited given the continued reliance on paper processes and human-driven intervention.

e. Decrease exposure to security risks and improve system performance by meeting latest industry security and operating standards. Proper governance and data stewardship is challenging given the current extensive application portfolio and decentralized data management strategies.

a. Reduce…