Dorothy Brown Clerk of the Circuit Court of Cook County IFB Response to Respondent Questions

Transcription

1 Company A: Dorothy Brown 1. What will the web standard interface be? a. IE? Netscape? Lynx (text)? Other? IE (PCs), Netscape (Thin-clients). 2. Does CCC have any preferences on the kind of digital signatures? Please refer to the IFB. 3. Any applications already facilitating the interchange of JXML? No. 4. Point "The System shall provide a distributed model that allows portable integrated data/document exchanges between entities" - is this referring to logical exchange between users/groups in disparate locations, or the physical exchange of documents between multiple repositories? Logical electronic exchange. 5. If CCC is not yet already using JXML, how do they envision using it within the context of this application? As proposed by the respondents. 6. Explain CCC's definition for "data/document" exchange. In IFB, it states that CCC's document repository is a VSAM file structure. Is this how CCC defines document? Document in this context is the exchange of electronic data. 7. Would the Court give an example of what it considers "an in-context, multi-functional exchange of data/documents related to one or more processes between the Clerk and the CPD." What is the Court's vision for the presentation layer? At what point are data elements collected in a document to be passed to the "backend" database? Think in terms of the exchange of critical criminal information that is used within the Clerk s Office and justice partner agencies. Timing of the backend database will be

2 either real-time or periodically, based on the needs and capabilities of the impacted agencies. 8. In section , what distinguishes each level of access? This is detailed in the IFB. 9. Has Cook County or the Circuit Court asserted any digital signature standard to which vendors must adhere? Has the State of Illinois asserted such a standard? Is compliance with the federal Digital Signature Act an issue? No County standard exists at this time. Proposers may recommend a standard be followed. 10. The data exchanges documented in the addendum have the law enforcement agency as the sending agency in each of the five exchange scenarios documented. Which documents, when received by the Court, make the return trip to the law enforcement agency? What data elements must be updated to reflect the exchange? Data received from Law Enforcement agencies, other than identifying/control numbers, do not make a return trip. 11. What interface mechanism is envisioned for data exchange between the system envisioned in the IFB and the existing CHRI, CLEAR, and CCCO databases? Are these databases XML-enabled now? Up to the respondents. Clerk s Office databases are not currently XML-enabled. 12. Can you provide a diagram to document the flow of information by task? Providing this level of detail is not planned for this IFB process. Please keep in mind that the focus is on the exchange of information between agencies, not intra-agency workflow. 13. Can you provide more detail about who/what/how documents/data are created and in what format (Green screen, hardcopy, e-fax, printed, , etc.) for all the docs listed in seciton ? Exchanged data is electronic; Clerk s Office data is created/updated via CICS transactions, as well as in batch mode.

3 14. Can you highlight the role of the host based systems in the Pilot? Host based systems are the source of court data that we disseminate to partner agencies; data we receive from partner agencies update the host-based court systems. 15. Will this role change over time? Possibly, however, not in the near term. 16. Are you targeting a single, common user interface for the Pilot application, or will it be several applications on the desktop? Yes to both components of this question. 17. What formats for data/document exchange are allowed/desired - EDI, FTP, , doc publishing (HTML, XML, etc.)? We are open. 18. What formats are required/desired for the core document/data management system? For example, SQL, VSAM, DB/2, Oracle, etc. and document types such as Word, Excel, PDF, etc.?? We do not currently have a document management system. Within the Clerk s Office, we are currently using VSAM, DB2 and SQL for electronic court data. 19. Will this system need to integrate to an existing (or new) system? What is that system (Lotus Notes, MS Outlook, etc.)? Groupwise is our standard. Company B: 1) Do the VSAM files run under the control of CICS? Yes. 2) At the County level, are there one or two mainframe's involved in the current applications? One. The County Z/OS mainframe. 3) Is it possible to install software on the County's partner agencies for this project? If so, what requirements must be met?

4 This would depend on the solution recommended. 4) Do the MBE / WBE firms need to be certified by the County or does Federal 8A status satisfy the requirements? I believe that the MBE/WBE firms must be certified by the County or by the City of Chicago (which is accepted by the County). 5) Will examples of the various justice documents be available to review? Providing this level of detail is not planned for this IFB process, however, various court documents used within the Clerk s Office are available on our website. 6) Since this program is funded through the US Department of Justice (DoJ), will the County be using a Federal GSA contract under which products and services are procured? No. 7) A number of the Exhibits referenced in the documents (e.g., Payment Terms) are not shown. Can we obtain copies of the appropriate exhibits? A copy of any exhibits, required to complete a contract with the County, will be provided to the selected vendor, however, county forms can be obtained from the County Purchasing Department. If there are exhibits required in order to propose a solution, please identify the exhibits. 8) If the US DoJ Office of Justice Programs or the National Institute of Standards and Technology (NIST) change the JXDD standard during the course of this project, will the contractor be required to change the implementation of the XML? No. 9) Is there a plan to roll out the pilot to subsequent law enforcement agencies, and if so, does it identify the cost and timing of wide scale implementation? This proposal and associated costs should only be for this pilot as outlined in the IFB. Company C: RE: Invitation For Bid for a Clerk of the Circuit Court Data Exchange Points Pilot 1. Do you have a current detailed workflow and can that be made available to us?

5 Providing this level of detail is not planned for this IFB process. Please keep in mind that the focus is on the exchange of information between agencies, not intraagency workflow. 2. The IFB calls for six (3) bound copies. Which is it? Three (3). 3. How do you envision the new communications infrastructure between judges, prosecutors, and law enforcement officers? Is your plan to utilize not only Web based base stations, but PDA s, MDT, and wireless access? For the purpose of this pilot, wireless exchange of information is not relevant. 4. Page 12 Pargraph1. In dealing with the Chicago Police Department on sharing information. Is the current procedure a batch procedure that occurs once a day or are there multiple pulls on a daily basis? Can you also expand on what occurs when the central booking number is entered and no existing electronic data corresponds? Is it always re-entered manually or have other methods been discussed? Nightly batch procedure; At this time, it is re-entered manually. 5. Page 13. Paragraph 2. In the creation of this new product. Is your attempt to setup automated procedures for the existing municipalities that do not use the Livescan? Municipalities other than Chicago, are not included in this pilot. 6. Page 16. Paragraph Is the intent for the pilot program is develop a real time system for data communications between CPD? If feasible, real-time is preferred. 7. Page 17. Paragraph Who has the responsibility for the support hours stated, the internal staff or contractors? Unless otherwise proposed, support hours will be provided by in-house staff. 8. What are the current project hardware infrastructure plans for the Pilot and is that part of the proposal? Is new hardware a consideration in this effort? Hardware, required for the pilot, should be a part of this proposal. 9. Please explain the type of standard PC workstation configuration, selected Operating system, and web browser.

6 IE or Netscape. Please refer to the IFB under Current Technical environment for additional information. 10. How many initial PC workstations will be deployed? This is dependent on the proposed solution. 11. During this pilot program, are you planning to convert existing history from the mainframe VSAM to a newer system? We have a concurrent effort to migrate from VSAM to relational technology, however, this pilot may be completed prior to that effort. 12. If you plan to convert the existing data, have you assessed procedures in maintaining data integrity for both systems during the initial pilot phase, thereby insuring that both the old and new system are in sync? Keep in mind that we are piloting the improved exchange of information between agencies, not replacing existing systems in the respective agencies. Company D: 1. General Questions 1. What is the proposed budget allocated for the Data Exchange Points Pilot Project? No response will be provided. 2. What are the percentages allocated for infrastructure/hardware, software, and human delivery capital? No response will be provided 3. Are you expecting this to be a fixed bid project or a time and material based project? Fixed bid is preferred. 4. Will the CCC Project Manager be responsible for running daily project activities or will this role be primarily advisory, advising to a consultant Project Manager? The CCC Project Manager will act as a Program Manager, providing oversight for the consultant Project Manager.

7 5. Can you provide us a current network schematic diagram detailing hardware, network, software logistics and requirements? This is dependent on the proposed solution. Please refer to the IFB for detail on the current technical architecture. 6. Can you provide us data flow/information flow diagrams to show the current processing of information flow? Focus for this pilot is to standardize the exchange of information between agencies, rather than intra-ccc information flow. 7. Will the CCC staff perform the requirement definition and analysis prior to the Contracted firm s inception; is the Contracted firm s responsibility isolated to design (based upon prior analysis), construction, testing and support? Yes, too a certain degree. There has been significant analysis performed on interagency data exchange which will be leveraged for this effort. 8. Can you clarify your support requirements and expectations? For example, what level of support are you expecting? How long and how many people would you require for support? Unless otherwise proposed, we plan for internal CCC staff to provide ongoing support. 9. Is retiring legacy systems part of the scope? (remove hardware, perform data conversion?) No, however, current production job(s) used to transmit/receive justice information will be replaced by this effort. 10. What are your training requirements? Dependent on proposed solution, however, training should always be a part of implementing new functionality. 11. Will the contractor be responsible for purchasing, architecting and installing hardware? Yes, with support from CCC staff. 12. What are your future maintenance expectations? (e.g. software upgrades)

8 Dependent on proposed solution. 13. What is the System Testing Demonstration referred to on page 28 of the RFP? It is another name for full systems test. 14. Is CPD the model/pilot agency for this project? Or are the other agencies mentioned included in the scope of this project? If so, please list the other agencies included in the scope Only one partner agency will be a part of this effort and it most likely will be the CPD. The other two potential participants are the State s Attorney or the Sheriff s Office. 15. What other companies are bidding on this project? No response will be provided. 16. Are security levels already defined? Security levels as far as documents/ data go? Roles, privileges and access rights of the user base with respects to the documents/data, i.e., are the user authorization processes defined? Are the user authentication processes defined? Security levels will be defined via this project for the selected data exchange. 17. Are privacy policies, standards and procedures already in place i.e., privacy of personal/organizational/divisional communications, privacy of personal/organizational/divisional data and privacy of personal/organizational/divisional behavior? Yes and no. There are current statutes, rules, orders that govern the dissemination of court data, however, policies in this area are/will be assessed a part of the overall Cook County Integrated Criminal Justice Information Systems effort. 18. Is a disaster-recovery and/or a business-recovery plan within the circumscription of this project? If, so, what are these standards? Disaster Recovery s/b considered as part of this effort, however business resumption (which is much more expansive) is not. Disaster Recovery processes exist, however, Disaster Recovery standards are not in place at this time.

9 Diagram 1.1 Dorothy Brown 2. Questions relating to Partner Judicial Agencies Overview of Participating Judical Agencies State Attorney s Office (SAO) CAB Arrests Info CPD CPD CLEAR Database Bond Info; Court Schedule(Oral) Felony Case Filings (Electronic) Felony Case Indictments (Manual) X Driving-related felony case disposition Arrests Info CCCO Final depositions (felony & misdemeanor) ISP CHRI Database Data Data Driving-related felony case disposition Custodial Information X Arrests Info Suburban Agencies (129) Secretary of State Cook County Dept. of Corrections Public Defender s Office Legend X : Indicative of exchange not in place

10 1. Page 11, paragraph 5: Is the state central repository synonymous with the CHIR? Yes. 2. Page 13, paragraph 2: Is the exchange of warrant info between the CPD and the CCCO within the purview of this project? This is a potential data exchange to improve. 3. Page 13, paragraph 4: Will driving-related felony case disposition information need to be transmitted to the Secretary of State, for the scope of this pilot project? Will driving-related felony case disposition information, need to be transmitted to the ISP, for the scope of this pilot project? Will driving-related felony case disposition information, need to be transmitted to the CPD, for the scope of this pilot project? This pilot is focused on improving one (1) data exchange. 4. Page 13, paragraph 6, 7: Is CABS a part of Livescan? Does the system need to link with Livescan? Livescan is not a part of this effort. 5. Page 13, paragraph 6, 7: Will the information from manual arrest cards, from the suburban Cook County Police Departments, be needed to be entered into the CCCO s IT system? Or, is this information exchange conduit already in place? This pilot is focused on improving one (1) data exchange, and the potential partner justice agencies are CPD, State s Attorney, CC Sheriff. 6. Page 13, paragraph 8: Will custodial information, need to be transmitted to the CC Department of Corrections from the CCCO, for the scope of this pilot project? 7. Page 13, 14: See response to question #5.

11 The information transmission mechanism between the State s Attorney s Office (SAO): oral, manual and electronic Is this in place? Would these mechanisms need to be improved or updated, as a part of this project? See response to #5.

12 3. Questions relating to CPD and CCCO Interface Diagram 1.2

13 1. What is the CPD s primary information tracking system? CLEAR. 2. Is there a front-end application, and, if so, what is it? Please clarify relevance. 3. What is/are its primary databases? Technical Specifications (Type, Size, etc.,)? Oracle respository. 4. What is the primary information entry system (front-end, middle-tier, client/server)? Technical Specifications? Please clarify relevance. 5. Is there any other type of information keyed into this system (with relevance to the pilot project), besides: a) Investigation. i. What is the specific nature of this information? ii. Once this type of information is entered into the system, does that information go through a series of changes/ transformations? iii. If, so by who/ who all? iv. Any workflow patterns and business rules involved? If so, what are they? (Refer to WF1-BRS1 in diagram1.2) v. Does this entered information update multiple databases, or, just the CLEAR database? If, so, what are these? vi. Are there report extracts generated? If, not, is there a need for this, as a part of this pilot? (Refer to RP1 in diagram1.2) b) Detention. i. What is the specific nature of this information? ii. Once this type of information is entered into the system, does that information go through a series of changes/ transformations? iii. If, so by who/ who all? iv. Any workflow patterns and business rules involved? If so, what are they? (Refer to WF1-BRS1 in diagram1.2) v. Does this entered information update multiple databases, or, just the CLEAR database? If, so, what are these? vi. Are there report extracts generated? If, not, is there a need for this, as a part of this pilot? (Refer to RP1 in diagram1.2) c) Traffic Stop/ Citation. i. What is the specific nature of this information?

14 ii. Once this type of information is entered into the system, does that information go through a series of changes/ transformations? iii. If, so by who/ who all? iv. Any workflow patterns and business rules involved? If so, what are they? (Refer to WF1-BRS1 in diagram1.2) v. Does this entered information update multiple databases, or, just the CLEAR database? If, so, what are these? vi. Are there report extracts generated? If, not, is there a need for this, as a part of this pilot? (Refer to RP1 in diagram1.2) Please clarify relevance. 6. When the Exchange #1 (as in the Addendum to the IFB) is initiated, at the CPD: i. Is there a need for an immediate real-time transmission of information to the CCCO? ii. What is the current mode of transmission? Frequency? Volume? iii. Is there a data transformation prior to transmission, at the source (CPD)? If, so, from what form to what? iv. Is there a preference to how this needs to be done? a) Option 1: Would there have to be a new web-based frontend (within the domain of CPD systems ), from within which, a CPD actor queries the CPD database, marks records for transmission to the CCCO? b) Option 2: An event in the CPD s system automatically triggers transmission? Would this be isolated real-time, isolated batch, bulk real-time, or bulk batch? c) Option 3: Some other option. Details? v. If, so, what information elements (besides the ones listed in appendix) need to be transferred? vi. Is there a preferred format for the information: Standard Justice XML, or a hybrid form? vii. Will the information transmission be initiated by CPD, i.e., push technology? Or, will it be initiated by CCCO, i.e., pull? viii. Is there a preferred format of transmission? ix. Will a transmission audit be maintained at CPD (Source of Data Transmission)? x. Is there a need to maintain this? xi. Any reporting for transmission failures/ successes and contents? xii. Any other reporting? xiii. Will Exchange #1 information need to be sent out to other agencies? xiv. If, so, what are these agencies? xv. Similar questions related to these other agencies: Questions i- xii.

15 The expectation is that we will utilize solid business practices as required (i.e. audit trails, etc.). If feasible, we will exchange information real-time. Push vs. pull will depend on proposed solution. The use of XML technology s/b part of the proposed solution. This response applies to the following questions, #7, #8, #9 and # When the Exchange # 2 (as in the Addendum to the IFB) is initiated, at the CPD: i. ALL the above questions (Section 3.1, # 6, Questions i through xv), pertaining to Exchange # When the Exchange # 3 (as in the Addendum to the IFB) is initiated, at the CPD: i. ALL the above questions (Section 3.1, # 6, Questions i through xv), pertaining to Exchange # When the Exchange # 4 (as in the Addendum to the IFB) is initiated, at the CPD: i. ALL the above questions (Section 3.1, # 6, Questions i through xv), pertaining to Exchange # When the Exchange # 5 (as in the Addendum to the IFB) is initiated, at the CPD: i. ALL the above questions (Section 3.1, # 6, Questions i through xv), pertaining to Exchange # Questions relating to CCCO and its Technological Systems 1. Page 16, Section : a. The role of the ISP, SA and PD as Observers - Does this mean that: i. The observers can see data in transit between the CPD and CCCO? Or, ii. The observers are sent a copy of the transmission/documents for each exchange between the CCCO and CPD? Or, iii. The observers can view/query/report on the transmission logs both, at the source (CPD), and the target (CCCO)? Or, iv. The observers can view the data-stores of both the source and target to find out if the transmission mechanism brought about the right changes in the source and the target data-world? 2. Page 16, paragraph 3: Any of the above, that is feasible and cost-effective. Please note that the focus will be on the two active partner agencies and that the solution may contain current or future capability for observer functionality.

16 Company E: Dorothy Brown a. There is mention of a round-trip movement of information, starting at the CPD, going to the CCCO, and then coming back to the CPD. The one-way movement of documents (from CPD to CCCO, is summarized in the five Exchanges outlined in the Addendum. But, the reverse interaction (CCCO) to the CPD is not mentioned. i. What are the reverse interactions? ii. Events initiating this, at the CCCO? Initiating processes? iii. Any workflow/business rules/transformation associated, prior to and post transmission? (Refer to WF5-BRS5, WF7-BRS7 in diagram1.2) iv. The transmission process (Refer to TP4 in diagram1.2) Format? Frequency? Volume? Dependencies, if any? There are some data that is transmitted to the CPD from the CCC, such as case disposition. 1. Does the Clerk have a defined and documented e-business infrastructure and application architecture to which this application must apply? a) Application architecture, b) design tools, c) hardware platform, d) data management systems, e) system management tools, f) security tools No, we do not have a defined/documented e-business infrastructure, nor have we defined a standard application architecture. a. No preference b. No preference c. Mainframe: Z/OS, severs: windows and novell d. DB2, SQL e. No preference f. Active Directory 2. Document scanning a requirement of the system? Document scanning is not a part of this solution. Data is electronic. 3. System hosted by the vendor? IFB response should include the hosting solution and cost for the pilot? Unless otherwise proposed by respondents, our plans are for in-house staff to provide post pilot support and expansion, with some consulting assistance for expansion as required. 4. Is it accurate that the vendor will provide all support services, or is the Clerk looking for the vendor to provide technical and user training such that the Clerk can provide all support?

17 Unless otherwise proposed by respondents, our plans are to include transfer of knowledge to in-house staff for ongoing support. 5. What are the structures of the database? Structure and quality of the data in databases sufficient to support new application? Structure and quality of data can support this pilot. Additionally, this is a pointforward solution and should not require data conversion. 6. Specific reporting requirements? Clerk use package such as Crystal Reports? The Clerk s Office will be implementing Crystal Reports in the very near term; solution should include the development of some standard audit/transaction processing reports clarify? In order to meet the proposed schedule for completing the proposed solution, respondent should detail how other major ongoing efforts that the respondent is involved in will not adversely impact this engagement (i.e. assigned project participants will be devoted exclusively to this effort as required). 8. References? Yes, references can be from customers utilizing the proposed solution or those utilizing similar technologies that comprise the proposed solution referring to licensing the completed application or the software tools used to build custom solution? Ownership will depend on the proposed solution. If completely custom built, the Clerk plans to assume ownership complete cost schedule? Cost schedule simply means a breakdown of costs for the proposed solution (i.e. hardware, software, consulting hours, etc.). The resulting contract for the selected vendor will be based on these estimated costs or a requested best and final offer. 11. Application deployment approach? This is a pilot for data exchanged between the Clerk and one business partner (justice agency). This should not require a phased implementation.

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