JJ / CP RFP Response to Inquiries

Transcription

1 GENERAL QUESTIONS Is it pssible t have pages 19 thrugh 40? The MS Wrd versin f the RFP can be fund n the Clerk f the Curt s website at Please clarify the due date f the prpsals. Page 2 states prpsals due 2/16/07 and page 12 states prpsals due 1/26/07. The prpsals are due Friday, February 16, 2007, 5:00pm CST. Prpsals received after the stated date and time may be rejected. Please define in mre detail the requirement n page 18, "prcessed thrugh Mapping sftware". The Child Prtectin Divisin assigns all New Petitins Filed using the P.C. sftware MapInf and MapMarker. This sftware allws cases t be assigned t curt based n the gegraphic address f the minr. Each Child Prtectin calendar has a gegraphic area f Ck Cunty where all cases riginate. The system must either allw fr a link t this sftware r prvide gegraphic assignment capabilities. The system must als prvide fr randmizatin f cases is the curt s chses t revert back t such a system. Please clarify the persnnel referred t n page 37, "Supervisry training fr Cunty Divisin persnnel." Is this t read JJ and CP Divisins? This shuld read Supervisry training fr Juvenile Justice and Child Prtectin Divisins The prpsal gives tw different dates fr the deadline (January 26th, 2007 (page 12)? r Feb 16th as n page 2?) What is the crrect date? Can we get an extensin? The prpsals are due Friday, February 16, 2007, 5:00pm CST. Prpsals received after the stated date and time may be rejected. Sizing - We saw the reference fr cncurrent users (and related equipment)... But this really isn't enugh t finish a cmplete sizing exercise based n just this infrmatin frm either a sftware r hardware perspective. Frm a sftware perspective we need mre infrmatin alng the lines f : Hw many cases are initiated in a day/week/mnth (sme way f estimating new case activity and vlume) Juvenile Justice Divisin abut 750 new cases per mnth; and Child Prtectin Divisin abut 80 new cases per mnth.

2 Hw many transactins/activity against existing cases in a day/week/mnth, etc (sme way f estimating activity/updates t existing cases) Juvenile Justice Divisin abut 35,000 activities per mnth; and Child Prtectin abut 30,000 activities per mnth. Sizing f strage - It is unclear t me whether scanning/imaging/strage f all the current paper dcuments is cvered in this RFP. If the answer is YES, then we'd need mre infrmatin arund "hw many pages in a typical case file - r ranges, r hw many pages wuld be scanned in a day - smething t gauge fr estimating strage needed, as well as fr scanning hardware, etc). Als wuld need t find ut if scanning/digitizing f legacy paper is included? Juvenile Justice Divisin typical case 5-10 dcuments, up t 50; and Child Prtectin Divisin typical case dcuments, up t 500 The RFP gives us an appendix f a layut f case tracking infrmatin frm a current VSAM and a requirement t cnvert this (7.14)... Hwever, there is nt indicatin f current vlume/size f this infrmatin. These numbers are fr the daily back-ups. This nly includes the master files. JJ = 14,000,000 Recrds; and CP = 13,000,000 Recrds. There are alternate Files and Indices nt listed here. General Technlgy Platfrm - There are nt many specific references t technlgy/platfrm preference, ther than running windws perating system, and ne reference t integratin t emulatin sessins using COM... Is there a preference fr MS /.NET versus JAVA? We have n technlgy / platfrm preference. Integratin Pints - Several systems are mentined in different sectins f the RFP. It wuld helpful t cnfirm a set f any required integratins t external applicatins, alng with any details f integratin capabilities f thse external systems/apps. Here are sme I fund: JEMS (this indicates dcuments are 'electrnically filed' details here (scanned dcs r data entered int frms, r)? Appears that the prcessing clerk transfers data in JEMS t the mainframe system they use tday - direct integratin ptins available with JEMS ging frward? Ging frward, it is ur visin t interface directly t the Attrney Agencies and nt gateway thrugh JEMS.

3 Here is a list f the Juvenile Agencies that may require an Interface: State s Attrney s Office Public Defender s Office Prbatin Judiciary DCFS Public Guardian Sheriff Chicag Plice Department Suburban Plice Districts Detentin Randmizatin and Scheduling - Please describe in detail all f the assciated sftware that is currently used in the prcesses f assignment f judges, management f curt calendar / event scheduling, etc... The Child Prtectin Divisin assigns all New Petitins Filed using the P.C. sftware MapInf and MapMarker. This sftware allws cases t be assigned t curt based n the gegraphic address f the minr. Each Child Prtectin calendar has a gegraphic area f Ck Cunty where all cases riginate. The system must either allw fr a link t this sftware r prvide gegraphic assignment capabilities. The system must als prvide fr randmizatin f cases is the curt s chses t revert back t such a system. Warrant Tracking ( 's) - There are several items here. We are a little unclear f where / hw the participants wuld receive this infrmatin is there a current system/database that gets updated when warrants are issued, served, etc, r is this part f what wuld have t be develped? This is smething that wuld have t be develped. The visin is that when a warrant is issued, served, etc., the data wuld electrnically be passed t apprpriate agency and that thse agencies wuld be able t pass the return data back and autmatically updated. Whether the electrnic dcuments are passed r the data is sent via an interface is yet t be determined. We are in the prcess f respnding t yur RFP fr a cmprehensive Juvenile Justice and Child Prtectin Integrated Case Management System. We are a Case Management and BPM sftware cmpany and we lking fr a minrity cmpany t partner with fr hardware. Can yu recmmend minrity cmpanies we shuld cntact? The directry f Ck Cunty Certified MBE / WBE Vendrs can be fund at If there are additinal questins,

4 please cntact the Ck Cunty Bureau f Finance, Office f Cntract Cmpliance at SECTION 6 - BUSINESS REQUIREMENTS Please review the numbering sequence in Sectin 6.2. During ur review, we culd nt find Sectin , but fund tw f each Sectin s and s. The sequence has been renumbered Please define in mre detail. The system must be table- r parameter- driven fr flexibility t expand t ther divisins within Ck Cunty What are 'data requirement prmpts'? The system shuld prmpt the user when the required fields f any data entry screen have nt been ppulated sufficiently. This prmpt shuld alert the user as t what fields are deficient Please define 'wrk grups and wrk flw'. Wrk flw examples: JJ = New case petitins are received electrnically frm the State s Attrney s Office and electrnically received and file stamped. A new case jacket is created.custdy case are sent t curt that day and cases that have a curt date in the future are sent t file area t be filed. CP = New case petitins are filed hard-cpy by the ASA and are manually file stamped and data entered and run thrugh the mapping sftware t determine the calendar assignment. An immediate electrnic ntificatin is sent t the receiving calendar. The file jacket is created and the case is sent t curt. The system shuld identify the different respnsibilities f each Calendar/Case Type and be able t prcess wrk accrdingly Will this be handled by the CMS r the Cashiering fr Windws (mentined n page 7)? This will be handled by Cashiering fr Windws Please define the 'interfaces'. The system shuld be able t send and receive infrmatin (data) electrnically frm ther agencies.

5 Please define 'majr inquiry fields'. These wuld be identificatin numbers unique t Juvenile Curt. First Petitin number, Yuth Divisin #, DCFS ID #, etc Please define 'items'. The Family Flder Number is the unique identifier fr all Juvenile Curt Families (Children brn t the same mther). The system shuld be able t link these families and track curt rders/filings related t each child. Example: If a Judge enters an rder fr a Family Scial Investigatin fr Child A in Case 1, the curt shuld knw nt t rerder the same Scial fr Child B in Case 2 thirty days later , , , , , , On page 20, a definitin is prvided fr the term "CALENDAR". It mentins Juvenile Curt des nt assign cases t Judge r Curtrm lcatin. Hw des this requirement 'randmizatin t judge/curtrm' differ frm the statement made n page 20? The Child Prtectin Divisin assigns all New Petitins Filed using the P.C. sftware MapInf and MapMarker. This sftware allws cases t be assigned t curt based n the gegraphic address f the minr. Each Child Prtectin calendar has a gegraphic area f Ck Cunty where all cases riginate. The system must either allw fr a link t this sftware r prvide gegraphic assignment capabilities. The system must als prvide fr randmizatin f cases is the curt s chses t revert back t such a system. The Juvenile Justice Divisin New Cases are assigned t a Calendar prir t filing. Hwever, the system must prvide the ability t randmize r gegraphically assign cases Please define 'best practices'. We have changed the wrding f the sentence t read: Access t the appellate prcedures fr appeals. Fr appellate prcedure, the system must prvide a tl t track appellate life frm the time that the Ntice f Appeal is filed thrugh mandate Please define 'archive'. The tickler file histry shuld be retained Please define 'indicatr'. An nging appeals tickler. Appeals have many staging events and the current status f an appeal must be tracked. See

6 Please define 'indicatrs'. All case staging events must be identified and tracked Please define in mre detail. This is a case flw cncept. When a new case is filed the acceptance f this dcument must create a dcket entry and autmatically set a curt date, time and hearing. When a curt rder is entered, it must als autmatically create a dcket entry, set the next date, time and hearing type. In JJ and CP the dcument file/curt rder triggers all ther system events Please define 'cnslidate'. The Juvenile Justice Divisin requires the ability t assciate cases fr a minr that has cases assigned t multiple calendars. The Child Prtectin Divisin must have the ability t merge cases tgether and arrange the data in sequential rder. Als, must have the ability t split a case that was merged Attrney File... Is this lkup t a database that exists tday? Yes, hwever the system shuld allw a link t this database r create an Attrney File Database f its wn Please define in mre detail. Juvenile Justice Example 1: If a case has a pending Prbatin Order, the case cannt be clsed withut an rder Terminating the Prbatin. Example 2 Juvenile Justice and Child Prtectin: If a case has an active Warrant, the case cannt be clsed withut an rder addressing the active Warrant Please define in mre detail. There shuld be n data fields restricted by the system. All restrictin shuld be handled by the security table Please define 'interface'. Certified mail was explained earlier in this inquiry. Publicatins shuld have a data interface with the newspaper (Chicag Sun-times r Chicag Tribune) that is under cntract. Currently, we pass Publicatin infrmatin via disk. We wuld like t pass the data electrnically.

7 6.3.7 Please define in mre detail. The AOIC has certain data and reprting requirements that the Office f the Clerk must meet. Sme f these requirements are statistical and sme are case dispsitin in nature. 6.6 Please define in mre detail. The system shuld allw dcuments t be filed electrnically and autmatically affix the required stamp(s) f actin , Will this be handled by the CMS r the Cashiering fr Windws (mentined n page 7)? Bth & shuld be handled thrugh the case management system. SECTION 7 TECHNICAL REQUIREMENTS Page 19 defines cncurrent users. Hw many wrkstatins are required? The Clerk s Office will quantify the number f wrkstatins needed and will augment the selected prpsal t reflect this number. We strngly encurage yu t prvide a per price estimate fr the wrkstatins Hw many readers? The Clerk s Office will quantify the number f readers needed and will augment the selected prpsal t reflect this number. We strngly encurage yu t prvide a per price estimate fr the readers Hw many scanners? The Clerk s Office will quantify the number f readers needed and will augment the selected prpsal t reflect this number. We strngly encurage yu t prvide a per price estimate fr the readers Cashiering System - this mentins integratin emulatin sessin via COM - is this the nly ptin? Can we integrate mre directly? Is this a hme-grwn r purchased app? We have changed the wrding f the sentence t read: Supprt cnnectivity t cashiering system via MQ Series r Web Services. The system shuld be able t cmmunicate with Cashiering fr Windws via MQ Series r Web Services.

8 Please define in mre detail. We have changed the wrding f the sentence t read: Display a custmized message at the cnclusin f each transactin. The system shuld be able t display a custmized message at the end f each transactin Please define in mre detail. The Child Prtectin Divisin assigns all New Petitins Filed using the P.C. sftware MapInf and MapMarker. This sftware allws cases t be assigned t curt based n the gegraphic address f the minr. Each Child Prtectin calendar has a gegraphic area f Ck Cunty where all cases riginate. The system must either allw fr a link t this sftware r prvide gegraphic assignment capabilities What are the specificatins fr the dcument management interface? The Clerk s Office has nt selected a third party imaging prvider. Therefre we cannt prvide the specificatins. The prpsed systems shuld be capable f interfacing with any dcument management slutin What are the specificatins fr certified mail interface? The system shuld have the ability t create the Certified Mail Dcuments, Mail Cards and Envelpes in accrdance with the frmat used by the United States Pstal Service. S this wuld be anther versin f a Smart Frm r Fillable Dcument rather than an interface Please define 'All'. Here is a list f the Juvenile Agencies that may require an Interface: State s Attrney s Office Public Defender s Office Prbatin Judiciary DCFS Public Guardian Sheriff Chicag Plice Department Suburban Plice Districts Detentin is a requirement fr a brwser-based system. This item references 'client-server slutins'. Which is crrect? We are pen t bth types f slutins.