RFP_2408-01_Exhibit_1_Statement_of_Work.pdf

EXHIBIT 1 STATEMENT OF WORK – CONTRA COSTA SUPERIOR COURT

PROJECT NAME Digital Exhibit Management System Design and Implementation

PROJECT

BACKGROUND

Contra Costa County Superior Court (CCSC) receives a large number of paper and digital exhibits. Currently these exhibits are maintained by the courtroom clerks and/or exhibit clerks and are uploaded to the CCSC’s case management system; or are stored in CCSC’s exhibit closet.

SUMMARY

CCSC is requesting proposals from experienced and qualified organizations to provide a Digital Exhibit Management System (DEMS) that shall serve as a repository for all digital exhibits currently in its possession and those it will receive during the next five years.

PROJECT GOAL To streamline the process of managing digital exhibits, from case submittal to case disposal, in addition to the exhibits being stored as per case specific legal requirements.

SCOPE OF WORK The Service Provider shall design, supply, integrate, install/implement, support, and maintain the DEMS. The following tasks outline the functional areas in which the Service Provider shall accommodate this engagement:

• On-Premise or SaaS Solution: The Service Provider shall provide hardware/software of CCSC’s choosing for installation and maintenance for an On-Premise solution, or the Service Provider shall provide and host a SaaS Solution. The Service Provider will give specific recommendation with justifications.

• The Service Provider’s application shall be compatible with file types such as, .pdf, .doc(x), .jpg, .tiff, .zip, .mp3, .wav, .mp4; in addition to any applicable file types used for digital exhibits during a case. File sizes may vary depending on the file and case type.

• While contracted, the Service Provider, is expected to provide up to 360 GB of digital exhibits storage space annually during the life of the contract.

• CMS Integration: The Service Provider’s application shall bidirectionally integrate with the CCSC’s case management system (Enterprise Justice). This shall require the Service Provider to establish an API connection with Tyler Technologies’ application, Enterprise Justice. CCSC shall arrange the exchange of project documentation from Tyler Technologies for the integration to be established via API. CCSC, Tyler Technologies, and the Service Provider shall confirm that the bidirectional integration is functional and acting as expected, between all applications.

• The Service Provider’s application shall have the ability to read the database, to ultimately display case information for the user(s) maintaining the exhibit(s). Exhibits shall be searchable and follow the file naming convention that exist in CCSC’s case management system.

• Security Assurance: The Service Provider shall perform the necessary application, network, infrastructure, and cloud security assessments to ensure the application’s security features are functioning as expected.

• The Service Provider’s application shall grant CCSC’s Justice Partners and other authorized parties the ability to access, submit, download, and review digital exhibits.

• Application Installation: The Service Provider shall install the application for CCSC.

• User Acceptance Testing: After application installation, the Service Provider shall accommodate testing of the application for efficiency with CCSC, prior to staff training.

• Application Training for CCSC Staff: The Service Provider shall provide training for CCSC staff 30 days prior to, and 30 days post go-live of the application.

LOCATION

The Service Provider will perform work in their office or remotely.

SERVICES

1) The Service Provider shall connect with Tyler Technology’s Enterprise Justice application, integrating bidirectionally via API.

2) The Service Provider shall provide url for the application/web service, or install the application/web service.

3) The Service Provider shall create accounts and/or grant access to the application/web service for Court staff.

4) Exhibits shall be submitted to CCSC by third parties.

5) Exhibits shall be rejected or accepted by CCSC staff.

6) Exhibits shall be saved/uploaded by CCSC staff for the application/web service to maintain.

7) Exhibits shall display the Exhibit number, Case number, Hearing date, Case Party name, and a thumbnail of the exhibit.

8) Exhibits shall be categorized as marked, admitted, confidential, sealed, or other applicable status as determined by CCSC staff.

9) Exhibits shall be maintained by CCSC until legally deemed disposable.

10) Disposed Exhibits shall remain recoverable as long as legally required.

11) The Service Provider shall be expected to provide application support throughout the life of the contract.

DELIVERABLES

A. EXECUTIVE SUMMARY: The executive summary should include high level overview of the service, including the following:

i. Installation and integration analysis.

ii. Network topology and application documentation.

iii. Application and security assurance results.

iv. Strategic recommendations and key areas of focus for application efficiency.

B. DETAILED REPORT: The detailed report should include detail of the application including the following:

i. Application methodology.

ii. Detailed application documentation, application risks, and actionable recommendations for all areas within the scope.

iii. Detailed API appendix information

C. ROAD MAP: This should include both tactical and strategic recommendations in a risk-based approach with consideration of business environment, technology, people, and process.

i. Tactical recommendations: This should identify issues that are tactical in nature, simple to implement, and will have a positive impact on the exhibit management process. Recommendations should be made and presented in a risk-ranked format along with technical, resource, and process requirements.

ii. Strategic Recommendations: This should identify issues that are strategic in nature, complex to implement, and require management decisions to fund, but will have a significant impact on the application. Recommendations should be made and presented in a risk-ranked format along with technical, resource, and process requirements.

iii. Appropriate milestones and key performance indicators to enhance CCSC’s exhibit management process.

iv. Provide documentation from past exhibit management projects, based on individual or combined recommendations with detailed activities and action plans. This documentation shall be used to confirm project validation.

v. A description of how the application implementation shall remediate risk and position CCSC, with respect to industry best practices.

D. PRIORITIZED PROJECT PLAN: The project plan is developed to support the road map.

At a minimum, the project plan should include the following elements:

i. Project Description

ii. Priorities

iii. Risk Rank

iv. Supported Road Map Item #

v. Recommended Solution(s)

vi. Level of Complexity to Implement.

vii. Resource Requirement(s)

E. PRESENTATION DELIVERABLE: The Service Provider shall prepare and deliver an executive-level presentation of the application.

PROPOSAL

FORMAT

To be considered, Service Provider must submit a COMPLETE proposal in response to this procurement using the format specified. There should be no attachments, enclosures, or exhibits other than those required in the procurement or considered by the Service Provider to be essential to a complete understanding of the proposal. Each section of the proposal should be clearly identified with appropriate headings.

The contents of the proposal should be as follows:

i. BUSINESS ORGANIZATION AND HISTORY: State the full name, address, and phone and facsimile number of your organization and, if applicable, the branch office or other subordinate element that will perform, or assist in performing, the work hereunder. Indicate whether it operates as an individual, partnership, or corporation; if as a corporation, include the state in which it is incorporated. If appropriate, the proposal must state whether the organization is licensed to operate in the State of California.

ii. STATEMENT OF THE PROBLEM: State in succinct terms your understanding of the problem(s) presented by this procurement.

iii. TECHNICAL WORK PLANS:

a. Narrative — Include a narrative summary description of the proposed effort and of the services(s) that will be delivered. Also indicate how your organization is best suited to provide the requested service.

b. Provide a detailed outline and timelines for accomplishing the work. Include the challenges you expect during execution and how you will overcome them.

iv. EXPERIENCE: Describe the prior experience of your organization in last five years, which you consider relevant to the successful accomplishment of the project defined in this procurement. Include sufficient detail to demonstrate the relevance of such an experience. Proposals submitted should include descriptions of qualifying experience to include project descriptions, costs, and starting and completion dates of projects successfully completed; also include the name, address, and phone number of the responsible officials of two client organization for whom prior comprehensive digital exhibit assessments have been completed.

CCSC may contact them for reference check. CCSC may evaluate the Service Provider’s prior performance, and prior performance information may be a factor in the award decision.

v. STAFFING: Please provide names, qualification and experience of staff who would work for providing the requested service.