Calcasieu Parish Clerk of Court announces publication of an RFP for a new Jury Management computer program. Click here for complete details. Proposals due by 11/08/18. Contact Nancibelle Hardy 337-437-3550 for more information.

UPDATE
10/02/2018

I have been given a correction to what was published in the RFP. The calculation for the Jury compensation is $25.00 per day and $0.16 per mile. Per RS 13:3049. The software needs to calculate compensation accordingly. The chart found in Attachment A should be disregarded, the information in the statute prevails.              Nancibelle Hardy

Publication of RFP

Questions received until 8:00 PM CST

Responses will be sent and published on the website

Proposals due

Proposals to be opened in a private forum

Question/Answer period for the Clerk of Court to ask questions and receive clarification about proposals

Notification of selected proposal

Preparation of and finalization of contract

Execution of contract

Go live and final delivery expected

09/19/2018  •

10/19/2018 •

10/24/2018 •

11/08/2018 •

11/09/2018 •

11/10-15/2018 •

 

11/16/2018 •

11/19-29/2018 •

11/30/2018 •

01/14-18/2019 •

Schedule of Events

Questions & Answers

 

Received 10/01/2018

 

1. Can you confirm that .Net, Windows Server and SQL Server are the State’s preferred platforms?

 

[NB>  The preferred application is either .NET or web based application running on Windows iis; the back end should be Windows Server 2016, in a SQL database.

 

2. Because of the timeline for implementation the Parish has provided is quite short, can you confirm you a looking for a COTS jury system?

 

[NB>  Yes we are looking for a Commercial off the Shelf application; it is expected that some customization may be necessary. For example to calculate the juror checks.  The schedule after the selection is made allows for several days to prepare and finalize the contract.  An inability to deliver in the time allotted must be mentioned in the Proposal.  We are somewhat flexible on the delivery date and can negotiate in that time period to prepare and finalize the contract.

 

3. Would the Parish be open to a subscription (software as a service?) proposal as well as a purchase proposal?

 

[NB>  We are not interested in a service that charges a fee based on the number of summons issued each month, the number of cases that have juries in a month, or any other fluctuating factors. We expect to buy a license and pay a set monthly maintenance fee.

 

4. How are the Parish’s mileage rates calculated in Attachment A? Is there a per-mile rate?

 

[NB>  I have been given a correction to what was published in the RFP.  The calculation for the Jury compensation is $25.00 per day and $0.16 per mile.  Per RS 13:3049. The software needs to calculate compensation accordingly.  The chart found in Attachment A should be disregarded, the information in the statute prevails.

 

5. Do you want the JMS to produce the checks directly from the JMS or export a file to another financial system for check printing?

 

[NB>  We expect the Jury Management application to produce and print the checks as described in the RFP on page 2 in the section under Accounting 2nd and 5th items. And under the same heading in Attachment C.

 

6. Would the Parish be interested in having the system hosted for them? You mention locally hosted. Do you mean hosted with in the United States?

 

[NB>  Local hosting refers to the scenario where the application is hosted on the Local Area Network at the Clerk of Court Office. This scenario ensures that the network is within the control of the administrator and on location. We are not interested in a cloud based solution hosted off of our premises by any third party.

 

 

7. Where would the Parish like vendors to put optional products and services offered that are not in the RFP?

 

[NB>  If your software solution has additional features and services that are not listed in our goals and objectives you can of course describe them in your Proposal. Please add them to the spreadsheet on Attachment C under the items we already have listed.

 

8. Does the Parish desire a platform built all by the same development team over having products offered with subcontractors and 3rd party products?

 

[NB>  The solution can come from subcontractors or 3rd parties as long as they are under your umbrella, we prefer a solution with 1 point of contact.  If your proposal cannot provide this please describe in detail in your Proposal.

 

9. The RFP mentions interest in an online component, an imagining component, and a kiosk component. Is the Parish also interested in an IVR (Phone) or Text Messaging?

 

[NB>  Yes, see Page 2 under Pool Management 10th item (second from the bottom). It is also mentioned under the same heading on Attachment C.

 

10. The RFP mentions the need to “Maintain list of Jury Commissions with addresses….” Can you elaborate on what this is and what it is used for?

 

[NB>  Two of the reports listed in the RFP contain commissioners names and addresses, #5Commissioner Summons and #6Invoice (sent to the Police Jury for Commissioner’s Service).  Many of the requirements contain information about Word Document Templates and information regarding the Jury Commissioners.  Our intent is to utilize the document templates in the application to generate the necessary reports in order to do that the Jury Commissioners names and address need to be stored in the application.

 

• Ability to store Word Document Templates with type able fields as indicated for use as reports

• The Word Documents must be stored in a way that allows them to be edited by IT or Jury Pool Staff as needed and re-uploaded to the system.

• User Manual must include a list of all bookmarks used in document templates and their functions.

• System must have the ability to add, edit, or delete bookmarks for use in the word document templates of saved data fields.

• Maintain setting for name of the Clerk of Court for use in reports and in document templates.

• Include the name of the Clerk of Court in the bookmark list for use in Word Document Templates.

• Include the Seal of the Clerk of Court in the bookmark list for use in Word Document Templates.

• Provide a mechanism to store or replace the Seal of the Clerk of Court as needed by IT Staff.

• Maintain list of Jury Commissions with addresses for generating documents and in document templates.

• Include the name of the names of the Commissioners and their mailing addresses in the bookmark list for use in Word Document Templates.

• Provide a mechanism to select Commissioners one or many for use in Word Template documents.

Questions & Answers

 

Received 10/03/2018

 

1. Whether companies from Outside USA can apply for this? (like, from India or Canada)

 

[NB>  Yes, as long as there are no trade restrictions on the Calcasieu Parish Clerk of Court in Louisiana, USA doing business with a company from the country of origin.

 

2. Whether we need to come over there for meetings?

 

[NB>  It is our preference that we could have face to face meetings in person with our selected software vendor after the selection is announced.

 

3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

 

[NB>  Yes, as long as there are no trade restrictions on the Calcasieu Parish Clerk of Court in Louisiana, USA doing business with a company from the country of origin.

 

4. Can we submit the proposals via email?

 

[NB>  Submission must be in the form stated in the RFP. Proposers must submit with four printed copies of response and one electronic copy. Proposals not submitted as required will not be considered.

 

 

Last Updated Thursday 10/04/2018 1:00 PM CST