RFP S-40400-00011842 FCMS Addendum 4.pdf

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Oregon Public Defense Commission Request for Proposals S-40400-00011842 for a

Hosted, Commercial Off-the-Shelf, Software-as-a-Service Public Defense Financial and Case Management System Addendum #4

1. RFP Addendum Purpose:

The purpose of this Addendum #4 to Request for Proposals S-40400-00011842 (“Addendum #4) for a Hosted, Commercial Off-the-Shelf, Software-as-a-Service, Public Defense Financial and Case Management System (the “RFP”) is to update and clarify certain Agency responses to pre-Proposal questions posed by, and requests for clarification from, prospective Proposers, published as part of Addendum #2.

Addendum #4 consists of a sub-set of the Addendum #2 pre-Proposal Questions and Requests for Clarification and the associated Agency responses primarily related to use cases and Agency’s anticipated data sharing agreement with the Judicial Branch and their associated updates and clarifications. Agency initial responses are re-iterated for convenience.

2. RFP Addendum #4 Process / Protests:

a. Agency updates and clarifications to certain of its responses to Pre-Proposal Questions posed by and Requests for Clarification from, prospective Proposers, attached to this Addendum #4 as Attachment 1 and its associated Exhibit A are made a part of the RFP, and are incorporated by this reference.

b. Unless indicated otherwise, added language is reflected in bold and underlined font; deleted language is reflected in bracketed

(“[]”) and italicized font. Proposers are not required to submit this Addendum #4, but shall reflect its content within their Proposals.

c. Except as revised by Addendum #1, published November 13, 2024, Addendum #2, published November 26, 2024, Addendum

#2 Clarification, published November 27, 2024, Addendum #3, published December 5, 2024, and this Addendum #4, the terms and conditions of the RFP published on October 15, 2024 remain in effect.

d. Any prospective Proposer may submit a written protest or request for change of the particular provisions contained in this Addendum #4 only, to the SPC identified in RFP Section 1.2 and on the RFP Cover Page, at the eMail address so specified, by 4:00 PM on December 30, 2024. Notwithstanding RFP Section 4.4.2, any such protests must meet all other requirements of RFP Section 4.4.3.

RFP S-40400-00011842

December 24, 2024

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Request for Proposals S-40400-00011842, Addendum #4 / Attachment 1 Updates and Clarifications to Certain Agency Responses to Pre-Proposal Questions and Requests for Clarification

Pre-Proposal Question / Request for Clarification Agency Response

9 The following three [grouped] questions pertain to Tab 8 in Attachment J (click on the "+" sign to expand the rows and view the questions): This statement re-iterated for reference to follow up questions only.

Please see responses to questions numbered 9.1 - 9.3.2.

9.2 Only counting the same field name once, please estimate the total number of fields with “meaningful data” that needs to be migrated to live on in the new system. Drop down pick lists and case notes are treated as one field.

2024 1126 Response: Agency estimates that there are approximately 807 fields of data across three SQL databases that may be migrated to the FCMS. The number of unique field names are not known at this time. Agency anticipates that this information will be available as part of the use cases that Agency will develop as part of the FCMS project.

At this time, Agency anticipates that use cases may be available during the competitive phase and contract negotiations. Use cases must be approved by an external agency, whose schedule is not within Agency’s control.

2024 1224 Update: There are approximately 468 unique field names contained within three databases that are currently in use.

The three data bases are:

1: Accounts Payable Vouchers Database (21 tables);

2: Attorneys Database (9 tables); and 3: Pre-Authorized Expenses (45 tables), referenced internally as CSS (Case Support Services).

Please note that decisions have not yet been made as to which data and/or documents, if any, will be migrated to the new FCMS.

9.2.1 a. How many columns of data (only counting the same column names once) need to be migrated from spreadsheets?

2024 1126 Response: There are no spreadsheets that contain data at this time. However, during the competitive phase or later, there may be data contained within spreadsheets. Agency needs the FCMS to have the capability to import or export data from an Excel file or .csv file. Please see Attachment J, Technical Requirements Matrix for specific requirements referring to importing and exporting these file types.

2024 1224 Update: There are no spreadsheets that contain data for migration purposes at this time. Please see Attachment J, Technical requirements, including, but not limited to, migration from flat files such as CSV (Tab 8, Data Migration), DM-001 and DM-002, and GN-004, GN-005, and GN-010 (Tab 5, General).

9.3 Do you plan on migrating files (documents, video, etc) to the new system? [Re-iterated for reference to follow up questions only.]

9.3.1 a. If yes [to question 2], where do these files reside today? 2024 1126 Response: Agency anticipates a greater understanding of the data migration volume details during the competitive phase or later.

Agency is aware of the following data locations: Drop box, Clio, and on the file server, with other various databases in the cloud as well as on premise. Agency desires a robust document repository included with the FCMS or a document management module included with the FCMS.

2024 1224 Update: Agency anticipates a greater understanding of the data migration volume details during the competitive phase or later. Agency is aware of the following data locations: Drop box, Clio, and on the file server, with other various databases in the cloud as well as on premise.

[Agency desires a robust document repository included with the FCMS or a document management module included with the FCMS.]

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9.3.2 b. If yes [to question 2], what is the total file size you wish to migrate?

2024 1126 Response: Agency anticipates a greater understanding of the data migration volume details during the competitive phase or later. Agency is aware of the following data locations: Drop box, Clio, and on the file server, with other various databases in the cloud as well as on premise.

Agency desires a robust document repository included with the FCMS or a document management module included with the FCMS.

At this time, the file volume is as follows for a total migration: CSS database: 94 GB; Attorneys database: 3.84 GB; and APV: 140 GB; Drop Box: 8.3 TB (terabytes), and CLIO: 7 MB. Please be aware that the total volume of files to be migrated is still to be determined and the data volumes provided are a snapshot in time. Data (especially from Clio) could be a much larger size. While links to data outside of the system may be acceptable, Agency desires to explore the option of keeping all related data in a central document repository.

Document transfer will be expected. The size and frequency will depend as each case is unique and has differing requirements. Agency currently has document sizes in the hundreds of gigabytes with multiple documents per case. Agency anticipates that more details will be known once the use cases are completed. Depending upon the data repository solution, there may be large sized documents that will need to be attached to case files based on file type. Use cases will describe the process related to attaching / associating supporting documents as each case is opened / transferred.

[Please see] Attachment A, Price Proposal Worksheet, Tab 5, Migration, as revised by [this] Addendum #2, to provide a breakdown of costs by volume.

2024 1224 Update: Please be aware that the total volume of files to be migrated, if any, is still to be determined; the data volumes provided are a snapshot in time. As it relates to Clio: Current file volume: 7 MB (not the raw data; size based off of reports). Number of Documents:

52,854 Overall document size: 54,673,279,870 bytes. Note: These sizes do not account for backups; Agency needs access to the backup data.

Agency anticipates a greater understanding of the data migration volume details during the competitive phase or later. Agency is aware of the following data locations: Drop box, Clio, and on the file server, with other various databases in the cloud as well as on premise. [Agency desires a robust document repository included with the FCMS or a document management module included with the FCMS.]

10 The following questions [grouped] pertain to Tab 7 in Attachment J (click on the "+" sign to expand the rows and view the questions): This statement re-iterated for reference to follow up questions only.

Please see corresponding responses below:

10.2 b. With each [External / 3rd party / Accounts Payable / Court] system name please include an explanation of the [External / 3rd party / Accounts Payable / Court] systems function along with a few use cases for how the new Financial and Case Management SaaS System needs to interoperate.

2024 1126 Response: Please see RFP Attachment J > Tab 7. Interfaces, which currently identifies:

Outlook – Calendaring Outlook – Email R*STARS – Accounting and Reporting State Appeal CMS – relevant case information Odyssey – Oregon Judicial Department CMS Contracts Database – Attorney / Vendor data Oregon State Bar – Attorney Bar status and data

At this time, Agency anticipates that use cases may be available during the competitive phase and contract negotiations. Use cases must be approved by an external agency, whose schedule is not within Agency’s control.

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2024 1224 Update: R*STARS – Accounting and Reporting has public documents available at https://www.oregon.gov/das/Financial/AcctgSys/Pages/Datamart.aspx

Use Cases are not available at this time. However, please see Attachment J, Tab 7, Interfaces and the first page of Addendum #4, Attachment #1:

High Level Workflow Diagram, which provides the business steps for the Case Management and Accounts Payable workflows.

10.4 d. Will the Judicial Branch allow us to integrate with the [External / 3rd party / Accounts Payable / Court] system?

2024 1126 Response: As to Judicial Branch ("OJD")-related data sharing, Agency is transitioning from the Judicial Branch to the Executive Branch. As a result, Agency is negotiating an update to its OJD data sharing agreement.

Agency does not anticipate availability of OJD data sharing details until after the competitive phase and possibly further into 2025, as Agency sets new policies under the Executive Branch.

Impacted Systems:

State Appeal CMS - relevant case information Odyssey - Oregon Judicial Department CMS Oregon State Bar - Attorney Bar status and data

2024 1224 Update: Agency does not have an update at this time regarding FCMS solution hosting facility’s direct access to Judicial Branch systems. For integration purposes, please see RFP Section 2.4.7, Security requirements (State RAMP impact level moderate/ high), RFP Attachment J, Technical Requirements Matrix, and RFP Section 5.4.1 regarding peripheral agreements, as amended by Addenda 1 and 2, and Clarification to Addendum 2. As part of its transition to the Executive Branch, Agency also anticipates entering into an agreement with the State of Oregon, Department of Administrative Services for data sharing and access.

10.7 g. Please provide a use case description: Are the fields used to create new cases, update existing cases, or create hearings, etc.?

2024 1126 Response: At this time, Agency anticipates that use cases may be available during the competitive phase and contract negotiations. Use cases must be approved by an external agency, whose schedule is not within Agency’s control.

2024 1224 Update: Field data from integrated sources will be used to create new cases and update existing cases. Hearings are created externally.

Please see Addendum #4, Attachment #1: High Level Workflow Diagram, which explains the business steps for the Case Management and Accounts Payable workflows.

Addendum #4, Attachment #1, Exhibit A is an excerpt depicting the process to create new cases and update existing cases.

10.8 h. Is the integration only from the [External / 3rd party / Accounts Payable / Court] systems to the new Financial and Case Management SaaS System or bi-directional?

2024 1126 Response: In terms of integration, Attachment J appears to show data as one-way direction of data flow. However, bi-directional data flow capability may be needed as part of an exception process that is to be determined as part of the use cases. At a minimum, a one-way share either as a push or a pull is acceptable. Agency's need is for the FCMS to have the capability of sharing data between systems either via a push or pull. All field names are not known at this time. Use cases will identify the data transfer direction and frequency for the various processes.

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The new FCMS is expected to push and pull data. Depending on the system to be integrated, Agency does not know all of the specifics around triggers and the processes related to triggering data transfers. Use cases will identify the data transfer direction.

2024 1224 Update: Please note: Agency’s 2024 1126 Addendum #2 response to this question notwithstanding, please see Attachment J, Technical Requirements Matrix, including but not limited to Tab 6, Technical Non- Functional Requirement NF-071 - System shall offer a bi-directional RESTful web-based API for all functionalities (case, financial, and time management). [emphasis added]

10.9 i. If bi-directional what field names from the new Financial and Case Management SaaS System would need data sent to the [External / 3rd party / Accounts Payable / Court] systems?

2024 1126 Response:

At this time, Agency anticipates that use cases may be available during the competitive phase and contract negotiations. Use cases must be approved by an external agency, whose schedule is not within Agency’s control.

In terms of integration, Attachment J appears to show data as one-way direction of data flow. However, bi-directional data flow capability may be needed as part of an exception process that is to be determined as part of the use cases. At a minimum, a one-way share either as a push or a pull is acceptable. Agency's need is for the FCMS to have the capability of sharing data between systems either via a push or pull. All field names are not known at this time. Use cases will identify the data transfer direction and frequency for the various processes.

system to be integrated, Agency does not know all of the specifics around

Technical Requirements Matrix, including but not limited to Tab 6, Technical Non- Functional Requirement NF-071 - System shall

Please see the description of interfaces that go into the proposed FCMS. Column “C” depicts the “into” flow; Column “G” includes a high-level description of the data elements. Bi-directional data flow may be determined during use case development.

10.10 j. If data is only being sent to the new Financial and Case Management SaaS System will the new Financial and Case Management SaaS System need to pull data from the [External / 3rd party / Accounts Payable / Court] system or will someone in the organization push the data from the [External / 3rd party / Accounts Payable / Court] system to the new Financial and Case Management SaaS System?

2024 1126 Response: At this time, Agency anticipates that use cases may be available during the competitive phase and contract negotiations. Use cases must be approved by an external agency, whose schedule is not within Agency’s control.

needed as part of an exception process that is to be determined as part of the use cases. At a minimum, a one-way share either as a push or a pull is acceptable. Agency's need is for the FCMS to have the capability of sharing data between systems either via a push or pull. All field names are not

Technical Requirements Matrix, including but not limited to Tab 6, Technical Non- Functional Requirement NF-071 - System shall

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The capability of bi-directional data flow may be part of an exception process to be determined during use case development. The “pull” and the “push” functions and the triggers are not known at this time.

10.11 k. What trigger or action would lead to data needing to be sent? 2024 1126 Response:

At this time, Agency anticipates that use cases may be available during the

Box: 8.3 TB (terabytes), and CLIO: 7 MB. Please be aware that the total volume of files to be migrated is still to be determined and the data volumes provided are a snapshot in time. Data (especially from Clio) could be a much larger size. While links to data outside of the system may be acceptable, Agency desires to explore the option of keeping all related data in a central document repository.

Document transfer will be expected. The size and frequency will depend as each case is unique and has differing requirements. Agency currently has document sizes in the hundreds of gigabytes with multiple documents per case. Agency anticipates that more details will be known once the use cases are completed. Depending upon the data repository solution, there may be large sized documents that will need to be attached to case files based on file type. Use cases will describe the process related to attaching / associating supporting documents as each case is opened / transferred.

needed as part of an exception process that is to be determined as part of the use cases. At a minimum, a one-way share either as a push or a pull is acceptable. Agency's need is for the FCMS to have the capability of sharing data between systems either via a push or pull. All field names are not

Technical Requirements Matrix, including but not limited to Tab 6, Technical Non- Functional Requirement NF-071 - System shall process to be determined during use case development. The “pull” and the “push” functions and the triggers are not known at this time.

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10.12 l. How frequent would data be transferred? 2024 1126 Response:

At this time, Agency anticipates that use cases may be available during the

Box: 8.3 TB (terabytes), and CLIO: 7 MB. Please be aware that the total volume of files to be migrated is still to be determined and the data volumes provided are a snapshot in time. Data (especially from Clio) could be a much larger size. While links to data outside of the system may has document sizes in the hundreds of gigabytes with multiple documents per case. Agency anticipates that more details will be known once the use cases are completed. Depending upon the data repository solution, there may be large sized documents that will need to be attached to case files based on file type. Use cases will describe the process related to attaching / associating supporting documents as each case is opened / transferred.

needed as part of an exception process that is to be determined as part of the use cases. At a minimum, a one-way share either as a push or a pull is acceptable. Agency's need is for the FCMS to have the capability of sharing data between systems either via a push or pull. All field names are not

Technical Requirements Matrix, including but not limited to Tab 6, Technical Non- Functional Requirement NF-071 - System shall

Please refer to Attachment J, Tab 7, Interfaces. For data transfer frequency, refer to Column E for transfer frequency and Column H, for Estimated Average Transaction Count. Use Cases will identify the data transfer frequency for the various processes.

10.14 n. Would any documents be transferred? If so please indicate size and frequency of document transfers.

2024 1126 Response: At this time, Agency anticipates that use cases may be available during the competitive phase and contract negotiations. Use cases must be approved by an external agency, whose schedule is not within Agency’s control.

Box: 8.3 TB (terabytes), and Clio: 7 MB. Please be aware that the total volume of files to be migrated is still to be determined and the data volumes provided are a snapshot in time. Data (especially from Clio) could be a much larger size. While links to data outside of the system may has document sizes in the hundreds of gigabytes with multiple documents per case. Agency anticipates that more details will be known once the use cases are completed.

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Depending upon the data repository solution, there may be large sized documents that will need to be attached to case files based on file type.

Use cases will describe the process related to attaching / associating supporting documents as each case is opened / transferred.

direction of data flow. However, bi-directional data flow capability may be needed as part of an exception process that is to be determined as part of the use cases. At a minimum, a one-way share either as a push or a pull is acceptable. Agency's need is for the FCMS to have the capability of sharing data between systems either via a push or pull. All field names are not known at this time. Use cases will identify the data transfer direction and frequency for the various processes.

Technical Requirements Matrix, including but not limited to Tab 6, Technical Non- Functional Requirement NF-071 - System shall process to be determined during use case development. The “pull” and the “push” functions and the triggers are not known at this time.

In an operational integration context, all document transfers incorporate a security aspect for transfer of each document (those that are shared and those that are not), as well as requirements for a secure transport utility.

Please see related requirements in Attachment J, including but not limited to, Tab 2, Case Management, CM-061, which applies to security compliance; Tab 4, Reports, RPT-047 pointing to access security to data elements.

19 State Appeal CMS - what fields are required for the integration?

2024 1126 Response: At this time, Agency anticipates that use cases may be available during the competitive phase and contract negotiations. Use cases must be approved by an external agency, whose schedule is not within Agency’s control.

needed as part of an exception process that is to be determined as part of the use cases. At a minimum, a one-way share either as a push or a pull is acceptable. Agency's need is for the FCMS to have the capability of sharing data between systems either via a push or pull. All field names are not

Technical Requirements Matrix, including but not limited to Tab 6, Technical Non- Functional Requirement NF-071 - System shall

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35 What are Contract management expectations?

eSignature? Preferred provider for this (ie. Docusign?)

or open to recommendations?

2024 1126 Response: As to Contract Management, Agency expectations for signature are being designed as part of future state process discussions. Agency anticipates that related requirements will be available during the competitive phase and the majority of use cases regarding contract management will be available during contract negotiations. Please see Attachment J for specific requirements related to eSignatures.

2024 1224 Update: Please see Attachment J for specific requirements related to eSignatures, specifically: Tab 2. Case Management CM-103 and Tab 6. Tech Non-Functional NF-127 through NF-131.

42 “System shall have the ability to import data from PDFs that are text based and searchable” - Are OCR capabilities expected to be included in the solution?

2024 1126 Response: It is not clear at this time.

related to eSignatures, including but not limited to, Tab 2. Case Management CM-021 and CM-127.

64 What are the expected support hours and SLAs required by OPDC post implementation?

2024 1126 Response: FCMS up-time and down-time Service Level Agreements are negotiable outside of the requirements listed within Attachment J. Agency's current minimum standards for its Service Desk under OJD are:

Critical and High Impact Issues: Response Time: 2 business hours;

Resolution Time: Within 4 business hours and/or same business day.

Medium Impact Issues: Response Time: 4 business hours; Resolution Time: 8 business hours, or next business day.

Low Impact Issues: Response Time: 8 business hours, or next business day; Resolution Time: 3 business days.

Agency operates in Pacific Time Zone and would require support at a minimum during its operating hours of 8am to 5pm Pacific Time, Monday through Friday.

There is an expectation that Service Desk assistance will be provided during scheduled maintenance windows outside of normal operating hours.

After Agency transitions to the Executive Branch, the SLAs may change based on the result of data sharing agreement negotiations.

related to service levels including but not limited to, Tab 6, Technical Non-Functional, Requirement NF-120-123.