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. * 11/15/2018 by 4:30 PM CST
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

UPDATE
11/02/2018

Due to our initial error of posting the wrong deadline date we are extending the deadline for the proposals by one week to 11/15/2018.

                                                                                     Nancibelle Hardy

 

Publication of the RFP

Questions received until 8:00pm CST, October 19, 2018.

Responses will be sent and published on the website by October 24, 2018.

Proposals Due**November 8, 2018 4:30pm CST.  *Changed Nov. 15, 2018 4:30pm CST

Proposals to be opened in a private forum November 9, 2018.  *Changed Nov. 16

Question Answer Period for the Clerk of Court to ask questions and receive clarification

about proposals, November 10-15, 2018. *Changed Nov. 17 –26

Notification of selected Proposal on or before November 16, 2018.  *Changed Nov. 27

Preparation of and finalization of contract November 19-29, 2018.   *Changed Nov. 28-Dec. 4

Execution of contract on or before November 30, 2018.  *Changed Dec. 5

Go Live and Final Delivery expected week of January 14-18, 2019.

 

*Schedule adjusted to accommodate submission deadline change.

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.

 

 

Questions & Answers

 

Received 10/10/2018

 

1. How many summonses per year does the Parish mail?

 

[NB>  Approximately 10,500 annually.

 

2. How many physical locations does the Parish have jury trials in? Is the Parish split by criminal and civil offices like New Orleans?

 

[NB>  1 office only. The Calcasieu Parish Clerk of Court handles both Civil and Criminal we’re not split up like Orleans Parish.

 

 

Questions & Answers

 

Received 10/16/2018

 

1. How many summonses per year does the Parish mail?

 

[NB>  Approximately 10,500 annually.

 

2. Are summons printed in-house or by a 3rd party?

 

[NB>  Printed in-house.

 

3. What are the sources for the master list?

 

[NB>  Currently we’re using the Louisiana Voter Registration records for Calcasieu Parish.

 

4. Does the parish receive the master list from the state?

 

[NB>  Yes from Secretary of State office.

 

5. Is there more than one file?

 

[NB>  All of the records are received in one file.

 

6. How many years of data need to be converted?

 

[NB>  The data is from 3/24/1994 to present.

 

7. What information needs to be converted? Juror service history, financial information?

 

[NB>  Juror service history, address/contact information, any notes posted to the individuals, and financial information.

 

8. What jury management system are you using today? COTS solution, in-house?

 

[NB>  Cott Systems which is hosted in-house on our servers.

 

9. Are you asking that the system be able to print checks as well as integrate with other accounting systems to print checks (e.g. send a payment extract file)?

 

[NB>  We want our new system to print the checks from the program from either the Deputy Clerk’s workstation or from the self-service kiosk by the jurors. We do not want to extract the file for use in another program 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.

 

10. You indicate the system must have the ability to be locally hosted or be an on-premise solution.

 

[NB>  We prefer to host the application on our premises, locally at the Calcasieu Parish Clerk of Court office on our server.  We are not interested in a solution hosted at the vendor’s location or a 3rd party location.

 

11. Do you have a preference one way or the other for a SaaS solution or a premise-based solution?

 

[NB>  See Question 10

 

12. If a SaaS solution is proposed, is the Court open to hosting using the vendors network and hosting services?

 

[NB>  A SaaS solution is not our desired solution.

 

13. Does the Clerk have any flexibility in the time line proposed for a go live?

 

[NB>  1 office only. The Calcasieu Parish Clerk of Court handles both Civil and Criminal we’re not split up like Orleans Parish.

 

 

Questions & Answers

 

Received 10/19/2018

 

1. Please provide, in further detail, the scope pertaining to data conversion listed on pages 5 and 6.

 

[NB> The data goes back to 3/25/1994.  It has the Jurors names, addresses, and DOB. It contains the summons information as well as excuses as notes (no images), deferrals, and if they were given an exemption.  It also holds the check information for checks that were disbursed amounts, dates, name, address, and check numbers.  It is not a full accounting program.

Last Updated Friday 11/02/2018 3:00 PM CST