supreme court of la erp rfp

8/4/2019 Supreme Court of LA ERP RFP

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SUPREME COURT OF LOUISIANA

REQUEST FOR PROPOSALS10005-SCERP01

ENTERPRISE RESOURCES PLANNING SYSTEM

Proposal Release Date

February 11, 2009

Optional Pre-Bid MeetingMarch 2, 2009, 10:00 AM Central Standard Time

4th Floor Conference Room400 Royal Street

New Orleans, LA 70130

Proposal Submittal Due Date

March 25, 2009at 5:00 PM Central Standard Time

To:Terence Sims

Deputy Judicial AdministratorOffice of the Judicial Administrator

Supreme Court of Louisiana400 Royal Street, Suite 1190

New Orleans, LA 70130


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SUPREME COURT OF LOUISIANA REQUEST FOR PROPOSALS | ERP SYSTEM

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TABLE OF CONTENTS

SECTION I. BACKGROUND AND GENERAL INFORMATION ......................... ........... 5

A. ORGANIZATION OVERVIEW .......................... .......................... ......................... 5B. PROJECT BACKGROUND ......................... ........................... .......................... ... 5C. CURRENT SYSTEMS OVERVIEW ........................... .......................... ................ 6D. TECHNOLOGY ENVIRONMENT AND STANDARDS ........................... ............... 6

SECTION II. SCOPE OF WORK ............................ .......................... .......................... ... 7A. SOFTWARE SOLUTION .............................. .......................... ........................... .. 7B. COURT RESPONSIBILITIES ........................... .......................... ......................... 7C. PROJECT MANAGEMENT SERVICES ......................... ........................... ........... 8D. PLANNING.......................................................................................................... 9E. IMPLEMENTATION PLAN ........................... .......................... .......................... ... 9F. SYSTEMS INTEGRATION PLAN ......................... ........................... .................... 10G. DATA CONVERSION PLAN ............................. ........................... ........................ 10

H. DATA / SYSTEM INTERFACES PLAN .......................... ........................... ........... 11I. TEST PLAN .......................... ........................... .......................... ......................... 11J. TRAINING PLAN ............................ ........................... .......................... ................ 12K. DOCUMENTATION ............................. .......................... ........................... ........... 12L. SYSTEM DEPLOYMENT PLAN ............................ .......................... .................... 13M. PRE AND POST GO-LIVE SUPPORT1 ......................... ........................... ........... 13

SECTION III. RFP GUIDELINES AND SCHEDULE ........................... ........................... .. 14

A. GENERAL REQUIREMENTS ........................... .......................... ......................... 14B. SUBMISSION OF PROPOSALS ........................... .......................... .................... 14C. THE SUPREME COURT OF LOUISIANA SAMPLE CONTRACT ........................ 15D. PROPOSAL POSTPONEMENT AND ADDENDUM ......................... .................... 15E. PROPOSAL WITHDRAWAL................................ ............................. ................... 15F. VENDORS INVESTIGATION.................................. ............................. ............... 16G. AWARD ............................ .......................... ........................... .......................... ... 16H. NON-COLLUSION AFFIDAVIT .............................. .......................... .................... 16I. PROPOSAL CONTENTS ............................. .......................... .......................... ... 17J. SCHEDULE .......................... ........................... .......................... ......................... 17

SECTION IV. RFP EVALUATION ............................ .......................... .......................... ... 18

A. EVALUATION METHOD .............................. .......................... ........................... .. 18B. EVALUATION AND SCORING CRITERIA .......................... .......................... ....... 19

SECTION V. RFP RESPONSE REQUIREMENTS AND FORMAT ........................... ...... 22

A. TITLE PAGE ......................... .......................... ........................... ......................... 22B. LETTER OF TRANSMITTAL ............................ ........................... ........................ 22C. TABLE OF CONTENTS .......................... .......................... ........................... ....... 23D. EXECUTIVE SUMMARY .............................. .......................... ........................... .. 23E. COMPANY BACKGROUND AND EXPERIENCE ............................. ................... 23F. PROJECT UNDERSTANIND.................................................. .......................... ... 24G. PROJECT STAFFING AND ORGANIZATION ............................. ........................ 24H. PROJECT WORK PLAN AND SCHEDULE ............................. .......................... .. 25I. SYSTEM DESCRIPTION AND FUNCTIONALITY ........................... .................... 27J. SOFTWARE MAINTENANCE, UPDATES, AND SUPPORT .......................... ....... 29K. COST PROPOSAL......................... .......................... ........................... ................ 29


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L. CLIENT REFERENCES .......................... .......................... ........................... ....... 30M. VENDOR PROFILE ............................. .......................... ........................... ........... 30N. APPENDICES ............................ .......................... ........................... .................... 30

SECTION VI. THE SUPREME COURT OF LOUISIANA SAMPLE CONTRACT .............. 32

APPENDICES ............................ ........................... .......................... .......................... ........ 43

APPENDIX A. REQUIREMENTS WORKSHEETS ........................... .......................... ...... 43APPENDIX B. PRICING WORKSHEETS ........................... .......................... ................... 44APPENDIX C. CLIENT REFERENCES.......................... .......................... ........................ 45APPENDIX D. VENDOR PROFILE QUESTIONNAIRE ............................. ....................... 46APPENDIX E. INTERFACE DIAGRAM .......................... .......................... ........................ 47APPENDIX F. SAMPLE NON-DISCLOSURE AGREEMENT ............................. .............. 48


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February 11, 2009

SUBJECT: NOTICE OF REQUEST FOR PROPOSALSENTERPRISE RESOURCE PLANNING SYSTEM

The Supreme Court of Louisiana (hereinafter Court) invites proposals from qualified firmsthat possess outstanding qualifications, experience and knowledge to provide a fullyintegrated, preferably Windows-based, web-enabled applications information system for anEnterprise Resource Planning (ERP) System including core financial and humanresources/payroll modules. The specific services requested in the Request for Proposals(RFP) are detailed in the attached Scope of Work.

It is the goal of the Court to acquire a commercial-off-the-shelf product that will be configuredto provide the full range of ERP system functionality (Please refer to Appendix A), usingproven state-of-the-art technology that will provide the ability to plan, control and account for

the Courts business activities and resources.

Assumptions:

The Contract resulting from this RFP shall include a Licensing Agreement, a SoftwareMaintenance Agreement, and a Service Agreement for implementation, training,project management and software installation.

The Software Maintenance Agreement pricing shall encompass a minimum of five (5)years with annual renewals thereafter.

All communications concerning this RFP shall be submitted to Ms. Iris McGee at

Schafer Consulting. Ms. McGee may be contacted via email [email protected], by phone at 949-276-7272 or by fax at 949-276-7273.Vendors and their representatives shall not make any contact or communicate withany employees or consultants of the Court, other than Ms. McGee, in regard to anyaspect of this solicitation.

The Court has established a web site for disseminating information anddocumentation to Proposers regarding this procurement at http://www.lasc.org, underthe heading Court News. The RFP, addenda and all related announcements anddocuments shall be posted on this web site. All Proposers shall have access to theweb site for obtaining key information. Proposers have the responsibility of visiting theweb site frequently and keeping themselves apprised of any information relevant to

the RFP requirements, timelines, addenda, meetings, and related documents.

Proposals must be received no later than 5:00 PM Central Standard Time on March 25,2009. Late proposals will not be considered.

Copies of the proposals should be submitted to both the Court and Schafer Consulting (SeeSection III (B) for details.)


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Proposals delivered using the U.S. Postal Service (or by other means) shall be addressed asfollows:

Delivery Address #1: The Supreme Court of LouisianaOffice of the Judicial Administrator

400 Royal Street, Suite 1190New Orleans, LA 70130

Delivery Address #2: Schafer Consulting9 Red Leaf LaneLadera Ranch, CA 92694Attention: Iris McGee

Proposals and amendments to proposals received after the date and time specified above willnot be considered.

Parties interested in obtaining a copy of this RFP may do so by e-mailing their request to

[email protected] or by either going to the Courts website at www.lasc.org or theState of Louisiana website at http://www.doa.louisiana.gov/osp/lapac/pubmain.asp .

Please include the following information when submitting a proposal:

1. Name of Offeror2. Address3. Contact Person4. Telephone and Facsimile Number

All correspondence and transmittals should be clearly marked as ENTERPRISERESOURCE PLANNING SYSTEM and should indicate the date and time of RFP closing.

An optional pre-proposal conference will be held on March 2, 2009 at 10:00 AM CentralStandard Time in the Courts 4th Floor Conference Room, 400 Royal Street, New Orleans, LA70130. All prospective vendors are encouraged to attend the pre-proposal conference inperson or to arrange to be teleconferenced in.

The Court will provide an opportunity for the short-listed firms to demonstrate their softwareduring the period from May 4, 2009 to May 22, 2009. All prospective vendors should keepthis period available.

Vendors must submit information that shows in detail how their proposed system complieswith the Courts minimum requirements. Vendors are also encouraged to submit anyinformation that indicates how their proposed system would provide the Court with featuresand enhancements that exceed the minimum system requirements as set forth in this RFP.


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SECTION I BACKGROUND AND GENERAL INFORMATION

A. Organization Overview

The Supreme Court of Louisiana (hereinafter Court) is a state court of last resort with itsprincipal offices located in the Parish of Orleans, State of Louisiana. The Court presentlyemploys approximately 231 full-time employees. While a large majority of Court employeesare housed in the 400 Royal Street Courthouse or in other New Orleans locations, aminority of Court employees (perhaps 10%) staff offices in Baton Rouge, Thibodeaux,Marksville, Winnsboro, and Shreveport.

B. Project Background

The Court initiated a Financial Technology Assessment Project to consider alternatives toits current payroll process as recommended by the State Legislative Auditor and to fosteran environment of continuous improvement. At the same time, the Court recognizes that its

financial/budget/human resources/payroll systems (collectively referred to as financialsystems) may need to be reviewed to determine if these systems could be more effectiveand the current processes could be more efficient. Preliminary information indicated thatan assessment of payroll alone would not be sufficient to develop alternatives and wouldbe as costly as a total assessment of the entire financial systems.

In March of 2007, the Court issued a Request for Proposals (RFP) for a technologyassessor to provide a comprehensive assessment of the Courts current financial, budget,human resources and payroll systems and to develop a Business Case which wouldprovide alternative options for maintaining, enhancing or replacing the current systems.

Upon the review of proposals from various firms, the evaluation committee selected

Schafer Consulting to perform the Financial Technology Assessment Project.

To support the Business Case, Schafer Consulting conducted a thorough needsassessment of the current systems, business processes, users needs, reports andconstraints. These current processes were documented in a combination of narrativeformat and process workflows in Visio diagrams. This information will be provided to thesuccessful bidder. In addition, a requirements analysis was performed to measure theoperational gap that exists between the Courts current state and the desired future state,which would ensure:

Compliance with all federal and local government regulations and generally acceptedaccounting principles

Public trust in the financial statements of the Supreme Court Fiscal responsibility over public resources

Operational efficiency and effectiveness

The result of the Business Case is a recommendation by Schafer Consulting to moveforward with the purchase of a new integrated ERP system.


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C. Current Systems Overview

Currently, the Court uses Delta Computer Systems for financial and payroll purposes. Deltais COBOL based software implemented in 1988. The human resources software, ABRA,was implemented in 1996 but is not integrated with the financial and payroll systems. Inaddition, certain sections of the Court use Peachtree or QuickBooks for accountingpurposes and InfiniTime for timekeeping.

The following table highlights staffing and transactional volume statistics:

Financial: Payroll/Human Resources:

Category Value Category Value

Full-time users* 9 Number of full time employees 726

Part-time users 17 Number of part time employees 3

Number of actively used funds93

Number of PAFs processed eachyear

800

Number of legal entities 2 Number of pay codes 143

Number of actively used budget costcenters annual operating 93

Number of deduction codes 218

Number of actively used budget costcenters multi-year projects 93

Number of job rate classes110

Number of asset, liability and equityaccounts 75

Number of job applications receivedper year

1250

Number of revenue accounts 42 Number of Evaluation Cycles 3

Number of transfer accounts4

Number of Training Classes offeredper year

20

Number of recurring journal vouchers(daily, weekly and most monthly) 88

Number of A/P checks processed peryear 8714

Number of purchase orders createdper year 700

Number of fixed assets (currentlyusing the States system) 0

Number of grants received 35

Number of grants made 35

Number of vendors 3935

Number of active contracts 70

*The Court estimates 25concurrent licenses will be needed for the new system, notincluding access to self-service features by everyone in the organization, includingpart-time users.

D. Technology Environment and Standards

For those vendors who wish to obtain a copy of the Courts Technology Environment andStandards document, please sign and fax the Non-Disclosure Agreement provided underAppendix F to Terence Sims, Deputy Judicial Administrator at 504-310-2580.


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SECTION II SCOPE OF WORK

A: Software Solution

The Court intends to acquire and implement an integrated suite of enterprise applications

that will meet present and future needs. The selected vendor will implement an applicationthat is based on proven solutions that use state-of-the-art technologies. This includesbrowser-based, server-side architecture, a user-customizable Commercial off the Shelf(COTS) solution, and Court-standard database, operating system and programmingplatforms. The court will only consider proposals that are compatible with SQL Server 2008and the .NET3.5 framework. The Courts technology environment and standards will beprovided to qualified vendors upon the execution of a non-disclosure agreement. (As notedearlier, the Non-Disclosure Agreement is provided under Appendix F.)

It is the Courts intention to procure and implement the ERP solution in two phases; Phaseone represents the core financial modules and Phase two represents the human resourcesand payroll modules.

At a minimum, the system must provide the following categories of functionality:

1. Core Financials, including:

General Ledger

Grant Management

Budget Management

Purchasing/Contracts

Accounts Payable

Revenue Management (AR/Billing)

Fixed Assets

2. Human Resources and Payroll, including:

Applicant Tracking

Leave Management

Personnel Management

Benefits Administration

Position Control

Payroll

Timekeeping

The Court is open to new features and technologies not directly addressed by therequirements matrices detailed in this RFP. Vendors are encouraged to identify andpropose enhancements in processes and technology that would be advantageous to theCourt.

B: Court Responsibilities


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The Court will be responsible for supplying the following items and services, as required:

a. Project team consisting of subject matter experts from each functionalarea/department

b. Independent Project Oversight to be provided by Schafer Consulting

c. Technical staff to assist the vendor in all phases of the project including design,implementation and training

d. Coordination with selected vendor(s) to configure all required hardware and networkequipment

e. Dedicated office space and user workstations that meet the minimum specificationsas recommended by the vendor, connected by a LAN

f. Technical staff and support for design and development of system interfaces

g. Lead role and technical staff to scrub and convert all legacy data

h. Information, database files, data dictionaries, and other related information required

to convert legacy data into the new systemi. Lead role and subject matter experts in development of to-be business processes

j. Lead role in configuration and setup of the system, including functionalities andprocesses

k. Review and approval of the vendors design, displays and reports, test procedures,and system documentation

l. Lead role in development of customized test scripts, and participation in unit, systemand user acceptance testing

m. Lead role in development of customized training materials and business processdocumentation

n. Participation in training

o. Participation and management of cut-over planning, go-live, and post-implementationservices

The Court has estimated the following level of resources will be dedicated to the projectduring the various phases of implementation as follows:

Project Management .5 Full-time Equivalent (FTE)

Technical 1 FTE for System Administration and 1 FTE for Data Analysis

Core Financial .75 FTEs

Human Resources/Payroll 1.5 FTEs

C: Project Management Services

The vendor shall assign a single FTE Project Manager dedicated and available for theentire duration of the project. This Project Manager may only be replaced upon approval bythe Court. The Court project team, under the direction of a designated Court ProjectManager, will work with the vendors Project Manager and consultant Project Manager tocoordinate all project activities. All communications between the Court, the vendor and the


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Courts Project Management consultant shall be coordinated through their respective ProjectManagers.

At a minimum, the vendors Project Manager shall be responsible for the following:

Managing the day-to-day activities required to successfully implement the vendors

solution Providing periodic updates to the Project Work Plan and Schedule. Minor changes tothe plan are subject to approval by the Courts Project Manager. Major changes must beapproved in a written change order to the Contract

Developing a Project Staffing Plan that includes vendor and Court staffing, level ofparticipation in the project, and timing on when the staff members need to be available towork on the project. The Court requires the vendor to staff the project with seasonedprofessionals with relevant public sector experience

Submitting weekly Status Reports, including periodic reports to the Project SteeringCommittee

Taking part in status and communication meetings

Working with the Courts Project Manager and consultant Project Manager to prepare

agendas for project status meetings that highlight plans and major issues Leading the combined project team to identify, manage, and address issues that arise

throughout the course of the implementation

Communicating and coordinating the activities of the vendors staff

Working with the Courts Project Manager and consultant Project Manager to ensure thatthe project stays on-track and within the established budget

Developing a Risk Management Plan that includes risk assessment, project andorganizational impact, and mitigating actions. The plan shall be maintained and updatedby the Project Manager throughout the entire life cycle of the project

Developing a Project Scope Change Plan to include: Change Request Recording Change Request Evaluation Assessment of impact of the change to the project Change Request acceptance procedures Integration of the changes into the implementation Documentation of the changes

D:Planning

The vendor shall work with the Court staff and will be responsible for planning and executingall phases of the system life cycle. This includes, but is not limited to Planning, Analysis,Design, System Implementation, Data Conversion, Interface Implementation, Testing,Training, and System and Program Documentation.

As part of planning, the vendor shall include an Implementation Plan that includes theimplementation strategy, cultural change management plan, and the strategy fortransitioning from existing legacy systems to the new ERP modules while consideringinterim interfaces, and the impact on Court operations, as legacy systems are phased out.

E: Implementation Plan

The Court requires that each bidder prepare a detailed Implementation Plan outlining therequired tasks, estimated hours, responsibilities, major deliverables, and timing. At aminimum, the RFP response will cover the following areas:


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Implementation approach

Environment installation, including supporting software (OS, DBMS, etc.) and hardwareplatform installation and configuration. The vendor shall be responsible for assisting theCourt with configuring all the required environments, including testing, training, and

production; plus assisting in application installation for the Courts disaster recoveryenvironment. Installation of proposed application solution in a test, training, production, and disaster

recovery environment

Application set-up (tailoring, configuration, end-user set up)

Workflow design and configuration Forms design and configuration

Application-level security design and configuration

Design and development of customized reports

Backup and recovery

Each implementation task should define the level of resources required, timing of resource

needs, and deliverables for both the system provider and the Court.

F: Systems Integration Plan

The Systems Integration Plan shall include:

Integration approach

Approach to phase out legacy applications

Plan to address any custom code and 3 rd party integrations included in the vendorsoverall solution

Types of existing interfaces available, including previously built interfaces to othersystems identified in this RFP

Methods used to gather and document detailed requirements and translate the detailedbusiness requirements to the design of the software configuration, customization andintegration of the business rules, workflow, user interfaces, and reports.

G:Data Conversion Plan

The vendor shall utilize their data conversion tools/methodology to perform databaseconversions for the Courts existing database and other ancillary systems.

The Courts project team has determined the degree of data conversion/migrationnecessary. For modules that are deemed to need data imported/migrated from existingapplications, the Court will be responsible for exporting data fields in a flat file format (e.g.

CSV, ASCII) suitable for import into the new system and allow the vendor the ability todevelop their mapping and conversion routines.

The vendor will be required to provide all tables and field mapping, conversion, and importroutines to the Courts technical staff for verification and validation review. The vendor isultimately responsible for data conversion.

The following table is not necessarily all inclusive, but is intended to provide an idearegarding the data the Court anticipates needing to be converted to the new system:


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Module Data to Convert

Financial Modules:

General Ledger includingExpenditures, Revenue,

Encumbrances and Transfers.

Only year end balances if roll outis at year end; otherwise only

current year activityBudget Fiscal year end totals for 3 years

Purchasing/Contracts Only outstanding POs andcontracts

Vendor Master File Only active vendors within thelast 3 years

HR/Payroll Modules:

Human Resources Convert data going back to 1996in ABRA. Some data may goback to 1984. Data in InfiniTime

for timekeeping may also need tobe converted.

Payroll Only bring in year-to-date totalsfor employees unless roll out isnot at year end, then only currentyear data.

H:Data / System Interfaces Plan

It is the Courts objective to design and implement interfaces which will enable the Court totake advantage of improved processing and technology wherever possible. To this end, thevendor shall include an Interfaces Plan that describes the vendors methodology and

implementation approach to address required interfaces.

Please refer to Appendix E for a copy of the Courts current interface diagram. Vendorsshould be mindful that some of the current interfaces (both electronic and manual) will goaway with the purchase of an integrated ERP system.

I: Test Plan

Testing The vendor shall include a Test Plan covering: unit, system, performance undernormal and volume/stress conditions, fail-over, and security. The test plan shall describe theproposed approach taken with each stage of the test, the processes involved, plans toaddress issues encountered, testing tools utilized, acceptance criteria, and sign-off

procedures.

User Acceptance The vendor shall include a User Acceptance Test Plan, test data,sample test scripts, plan for maintaining test data, and methods to track reports and fixes forsystem malfunctions.

Final Acceptance The vendor shall include a Final Acceptance Test Plan, test data,sample test scripts, and methods to track and ensure all detailed requirements of theprogram are tested and approved by the Court.


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J: Training Plan

The vendor will be responsible for training the Courts project team, consisting of IT,financial, payroll, and human resources personnel. This core training is required to allow theCourts project team to understand system capabilities before set-up and configurationactivities begin. This team will be responsible for performing and documenting systemtesting, documenting business processes and procedures and for training end-users. Inaddition, the team will take the lead in developing the end-user training plan.

The vendor may use one or more of the following training methodologies:

Instructor-led hands-on classroom training (on-site)

Public classroom training (offsite)

The vendor shall provide copies of all training materials necessary for the vendor-conductedtraining. The Court retains the right to reproduce training materials for internal training,refresher courses, or sessions for new staff following implementation. On-going training

schedules, locations, and costs should also be provided in the event that training is requiredin the future.

K: Documentation

Sample documentation does not need to be provided as part of the initial RFPproposal due March 25, 2009; however, short-listed vendorswill be asked to provide, ata minimum, the Table of Contents and sample chapters of key user documents, such as theadministrative and end-user manuals, systems and application diagrams, etc. Ultimately,the selected vendor must provide complete printable documentation of the vendor'ssoftware suite.

The documentation shall include standard software materials as well as specific userdocuments. Standard software is defined as that which fully satisfies the requirements ofthis RFP without the need for modification. Examples include operating systems, databasemanagement systems, and software diagnostic programs. Database design documentationshall completely describe both the logical and physical structure of the systems database.The documentation shall define and describe the individual elements (files, tables and fields)and the relationships between them. This requirement is for a complete and thoroughdescription of the physical and logical databaseschematic. This will permit Court staff todevelop and maintain interfaces between the vendors system database and otherapplications subsequent to project completion, and will facilitate the development of complexcustomized reports.

User documents are those that describe the vendors software from a system administratorand end-users point of view. All primary users must be provided with printed and onlineuser documentation that ideally includes both a Users Guide (tutorial format) and aReference Guide. All future system updates and changes must be accounted for in revisedpages for manuals. This must occur simultaneously with distribution of a software patch,system update, or version release.

For the selected vendor, the Court will require a copy of all vendor-supplied documentationin a file format compatible with commercially available Microsoft Windows software, suchthat it can be maintained, customized, and updated. Final documentation shall be easily


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reproducible by the Court and the Court shall be granted the rights to reproduce anydocument supplied under the contract awarded pursuant to this RFP for its own needs.

L: System Deployment Plan

The vendor shall be responsible for deployment of the ERP solution in the Courtsenvironment. The Deployment Plan shall include a description of the vendors methodologyincluding site preparation, roll-out strategy, legacy system transition, system phasing, andother related system deployment requirements.

M:Pre and Post Go-Live Support

The vendor will be responsible for assisting the Court in such tasks as planning, preparation,pre go-live issue resolution, conversion, post go-live issue resolution, communications, etc.during the weeks leading up to and weeks / months shortly after go-live. The vendor shoulddescribe the resources, approach, and plans that will be used to assist the Court during thiscritical time in the project.

Please note that requested information regarding the vendors long term Support andMaintenance plans are addressed elsewhere in this RFP. This section should focusspecifically on the pre go-live, conversion, and post go-live support offered by the vendor.

Please refer to Appendix B Pricing Worksheets for details on providing costinformation for the various Services and Software components identified in this RFP.


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SECTION III RFP GUIDELINES AND SCHEDULE

A: General Requirements

The Court requires a not-to-exceed price contract for this procurement. The bidder isexpected to complete the statement of work for the negotiated price.

Cash discounts must be shown on proposal; otherwise prices will be considered net.Unless prices and all information requested are complete, proposal may be disregardedand given no consideration.

The Court will retain 15% of service costs from each invoice and will release theretention 90 days after go-live if the go-live is deemed successful by the Court. Theretainage will be released incrementally in the event a phased in approach is taken.

The Court will hold the vendor to total contract price. Phase and task cost reconciliationwill not be performed.

All prices and proposals must be in ink, typewritten, or computer generated. No pencilfigures or erasures are permitted. Mistakes may be crossed out and corrections insertedadjacent thereto and must be initialed in ink by the person signing the proposal.

All proposals must be signed with the vendors name and by a responsible officer oremployee. Obligations assumed by such signature must be fulfilled.

B: Submission of Proposals

1. The vendors completed response must be received no later than 5:00pm Central Time,March 25, 2009, at the offices of the Court Judicial Administrators Office, 400 RoyalStreet, Suite 1190, New Orleans, Louisiana 70130 and Schafer Consulting 9 Red Leaf

Lane, Ladera Ranch, California 92694. Late bids will not be accepted. Each proposalmust be sealed and submitted with a proposal number, closing date and time on theoutside.

2. Vendors proposal should be limited to a maximum of 40 pages, with no smaller than a10 point font. Proposals exceeding the 40 page count may be scored lower than thosethat comply. Responses to all Appendices sections in this RFP must be completedusing the templates provided by the Court which can be downloaded via a link underthe Court News section of the Courts website. Vendor responses must be submitted inan original with 12 numbered and bound paper copies to the Court and 2 numbered andbound paper copies to Schafer Consulting. The original must be sent to the Courtsaddress, clearly marked and containing original signatures, and must be easilyreproducible on a standard copying machine.

3. In addition to the paper copies requested above, please submit an electronic copy toboth the Court and Schafer Consulting of the entire RFP response on CD-ROM utilizingMicrosoft Office (e.g. Word, Excel, Schedule), version 2007.

4. Please provide the completed Pricing Worksheets and other pricing-related documentsunder separate cover, 1 printed and 1 electronic copy on the above mentioned CD-ROM. The Pricing Worksheets are described in Appendix B and are not considered aspart of the 40-page count restriction.

5. Information must be furnished complete, in compliance with the terms, conditions,


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provisions and specifications of the Request for Proposals. The information requestedand the manners of submission are essential to permit prompt evaluation of all proposalson a fair and uniform basis. The response must follow the RFP Response Outlineprovided in Section V.

6. Accordingly, the Court reserves the right to declare as non-responsive and reject any

proposal in which material information requested is not furnished or where indirect orincomplete answers or information are provided.

7. Proposals and modifications or corrections received after the closing time specified willnot be considered.

8. Proposals shall be for the total net price including all applicable taxes, shipping, andcharges.

9. All forms and questionnaires must be completed using the electronic versions providedwith this RFP.

10. No telegraphic, telephone or facsimile of proposals will be accepted. If a photocopy is tobe submitted, it must be signed in original, in ink.

11. The optional pre-bid conference will be held at 10:00 AM Central Standard Time, March2, 2009, at the 4th Floor Conference Room, 400 Royal Street, New Orleans, LA 70130.Vendors are strongly encouraged to attend.

C: The Supreme Court of Louisiana Standard Contract

The successful bidder will be asked to sign a contract substantially similar to Section VI -SAMPLE SUPREME COURT OF LOUISIANA CONTRACT. Additionally, the finalcontract terms will also include a copy of this RFP, the bidders proposal, includingresponses to the requirements matrices, and require that the successful bidderssoftware is compliant with those responses. Proposals should include a statementindicating the vendors willingness/ability to sign this contract as is, including proposed

insurance requirements and acknowledgement that the bidders proposal and responses tothe requirements matrices will be included as part of the contract terms, or detailing thereasons why they are not willing or able to do so.

D:Proposal Postponement and Addendum

The Court reserves the right to revise or amend the specifications or any other part of theproposal up to the time set for opening. Such revisions and amendments, if any, shall beannounced by addendum to this solicitation and posted on the Courts website. Proposershave the responsibility of visiting the website frequently and keeping themselves apprised ofany addenda. If revisions and amendments require changes in quantities or pricesproposed, or both, the date set for opening of proposals may be postponed by such number

of days as in the opinion of the Court shall enable bidders to revise their proposals. In anycase, the proposal opening shall be at least five working days after the last addendum; andthe addendum shall include an announcement of the new date, if applicable, for the openingof proposals.

E: Proposal Withdrawal

After the proposals are opened, proposals may not be withdrawn for one hundred eighty(180) calendar days. Prior to the date/time set for the proposal opening, however, proposalsmay be modified or withdrawn by the bidders authorized representative in person, or by


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written notice. If proposals are modified or withdrawn in person, the authorizedrepresentative shall make his identity known and shall sign a receipt for the proposal.

F: Vendors Investigation

Before submitting a proposal, each vendor shall make all investigations and examinationsnecessary to ascertain all conditions and requirements affecting the full performance of thecontract and to verify any representations made by the Court upon which the vendor willrely. If the vendor receives an award as a result of its proposal submission, failure to havemade such investigations and examinations will in no way relieve the vendor from itsobligation to comply in every detail with all provisions and requirements of the contract, norwill a plea of ignorance of such conditions and requirements be accepted as a basis for anyclaim whatsoever by the vendor for additional compensation.

G:Award

1. The Court reserves the right to reject any and all proposals, to waive any informality inthe proposals, and to accept the proposal that appears to be in the best interest of the

Court. The Court prefers to award the resulting contract from this RFP to a singlevendor, but reserves the right to a partial award, including the right for a partial award tomultiple vendors.

2. In determining and evaluating the best proposal, the prices will not necessarily becontrolling, but quality, methodology, functionality, staffing organization, suitability of theservice offered, and the reputation of the service in general use will also be consideredwith any other relevant factors.

3. If a contract is to be awarded pursuant to this RFP, the Court will make all reasonableefforts to issue notice of intent to award a contract within one hundred and eighty (180)days of opening of proposals.

4. Vendor shall submit to the Court for approval, within ten (10) days from notice of intent toaward a contract, all Certificates of Insurance evidencing the required coverage asdescribed under Insurance in the sample contract in Section VI.

5. The vendor shall not commence any work until all Certificates of Insurance have beenapproved by the Court and vendor has received an executed copy of the contract fromthe Court.

H:Non-Collusion Affidavit

The vendor declares, by signing and submitting a proposal, that the proposal is not made inthe interest of, or on behalf of, any undisclosed person, partnership, company, association,organization, or corporation; that the proposal is genuine and not collusive or sham; that thevendor has not directly or indirectly induced or solicited any other vendor to put in a false orsham proposal, and has not directly or indirectly colluded, conspired, connived, or agreedwith any vendor or anyone else to put in a sham proposal, or that anyone shall refrain frombidding; that the vendor has not in any manner, directly or indirectly, sought by agreement,communication, or conference with anyone to fix the proposal price of the vendor or anyother bidder, or to fix any overhead, profit, or cost element of the proposal price, or of that ofany other vendor, or to secure any advantage against the public body awarding the contractof anyone interested in the proposed contract; that all statements contained in the proposal


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are true; and, further, that the vendor has not, directly or indirectly, submitted his or herproposal price or any breakdown thereof, or the contents thereof, or divulged information ordata relative thereto, or paid, and will not pay, any fee to any corporation, partnership,company or data relative thereto, or paid, and will not pay, any fee to any corporation,partnership, company association, organization, proposal depository, or to any member or

agent thereof to effectuate a collusive or sham proposal.

I: Proposal Contents

This proposal consists of the Request for Proposals, Provisions, Specifications, Attachmentsand other terms and conditions as are attached or incorporated by reference in the scheduleof the Request for Proposals.

J: Schedule

RFP Issue Date February 11, 2009

Pre-Bid Conference at the Court March 2, 2009 (10:00 CentralStandard Time)

Final Date for Vendors to RequestClarifications to RFP

March 4, 2009

Court Response to Requested RFPClarifications Published

March 10, 2009

Proposals Due from Participating VendorsMarch 25, 2009 (5:00 PM CentralStandard Time)

Anticipated Short-List Selection April 14, 2009

Solution Demonstrations by Short-Listed

Vendors (2 to 3 days per short-listed vendor)

May 4 to May 22, 2009

Anticipated Finalist Selection Early June

Anticipated Project Start Date October 1, 2009


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SECTION IV RFP EVALUATION

A: EVALUATION METHOD

The Court will evaluate all proposals deemed responsive to this request by a committeeconsisting of the following individuals. The Court reserves the right to modify themembership of this Committee.

At the discretion of the Court, a separate Financial and/or Payroll/HumanResources solution(s) may be selected.

1. Short-List Selection:

The Court may select 2 or more bidders from the RFP responses to continue with furtherevaluation. The Short-List will be selected by evaluating the bidders response inaccordance with criteria outlined in Section IV (B) (1). Additional discovery may beperformed to assist in selecting the Short-List bidders. The Short-List bidders will becontacted in writing regarding their status as short-listed bidders.

2. Demonstration Scenarios and Site Visits

The Court will further evaluate the short-listed bidders solutions by utilizing scriptedscenarios and site visits. Each short-listed bidder will be provided the scripted scenarios

that they are to use to prepare for an on-site 2-3 day solution demonstration. The short-listed bidders will be further evaluated on their performance during the 2-3 day scriptedscenario demonstrations, reference checks, additional discovery and, at the option of theCourt, organized site visits at bidders customer sites. Bidders will provide the Court witha list of five (5) potential customer sites. The Court anticipates that it will select no morethan 2 sites to visit per short-listed bidder.

Please note that on-site demonstrations for short-listed vendors will be conducted fromMay 4 to May 22, 2009. Specific days and times for each short-listed vendor will bedetermined at a later date, but vendors should be prepared to conduct the on-site

NAME TITLE

John Olivier Clerk of Court

Peter Haas Director of Technology Supreme Court

John White Business Services Manager Supreme Court

Chris Andrieu Deputy Judicial Administrator/CIO - CMIS

Anna Paxton Deputy Judicial Administrator HumanResources

Paul Tumminello Information Technology Manager

Terence Sims Deputy Judicial Administrator AccountingServices


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demonstrations during this timeframe. It is expected that the proposed Project Managertake part in the entire on-site demonstration sessions.

3. Final Selection

The finalist will be selected in accordance with the criteria outlined in Section IV (B) (2)and will be the bidder that the Court feels would make the best system provider partner.The Court may, at its discretion, select two finalists if it believes that two bidders are soclose as to consider the evaluation a draw. In this case, the two bidders will be takenthrough negotiations. The vendor with the best-negotiated solution will become thefinalist and will be contracted to provide the proposed solution. If agreement cannot bereached with the top ranked bidder, the Court will dismiss the bidder and beginnegotiations with the second ranked bidder.

4. Solution Confirmation / Best and Final Offer

Upon selection of the finalist(s), the Court and the finalist(s) will conduct a solution

confirmation workshop. This workshop will enable both parties to confirm allrequirements and representations in order to complete the best and final offer. Thisworkshop may include additional demonstrations, confirmation of the Requirementsworksheets, or any additional items that either party requires to be confirmed. Thebidder will then complete their best and final offer. The best and final offer will form thebasis for contract negotiation.

5. Contract Negotiation

At the conclusion of solution confirmation and best and final offer, the Court will enterinto contract negotiations with the finalist. The final negotiated contract, along with thebest and final offer, will be submitted to the Court for approval.

B: EVALUATION AND SCORING CRITERIA

The intention of the Court is to procure a functionally complete and cost effective ERPsystem.

1. Responses to this RFP will be evaluated and scored according to the followingcriteria and a short-List will be selected:

Specifications Points

Responsiveness of Proposal 5Company Background and Experience 10

Staffing and Organization 15

Work Plan and Schedule 15

System Functionality and Architecture 35

Cost Proposal 15

Other factors 5


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Total 100

Responsiveness to RFP The vendor will be evaluated on the quality, clarity, andcompleteness of proposal in conforming to instructions, conditions and format set forth inthis RFP. Examples of non-conformance include exceeding the 40 page limit to the

proposal, no table of contents, not using Court provided forms, not labeling the proposalproperly, not presenting the proposal in the order requested, etc.

Company Background and Experience including the firms financial andorganizational stability, as well as the firms experience performing work of a similarnature to that solicited in this RFP.

Staffing and Organization including the experience level and competence of theproposed consultants and organizational staff in performing similar work for other clientsand the comparability of that experience to the business and technical environment ofthe Court.

Work Plan and Schedule including the vendors demonstrated understanding of theoverall scope of work for this project, the proposed project approach and methodology,as well as the thoroughness and completeness of the implementation, integration,

testing, training, and deployment plans. Please submit total onsite and offsite time to bededicated to the project.

System Functionality and Architecture including how well the system meets theoverall needs of the Court. The majority of points will be awarded based on the scoringof the Requirements matrices described in Appendix A. System architecture evaluationwill include the maturity of the software solution, the use of current technology that is inline with the Courts direction (e.g. MS-SQL, Windows and/or browser, .NET, runs invirtual server environment, etc.), the proposed environment, and the overall architecture.

Cost Proposal Pricing is an important aspect of the overall evaluation of the biddersresponse. Vendors are instructed to use the pricing templates as provided in AppendixB as these templates must be used to provide the cost of the solution. Failure to use theprovided pricing templates may characterize the response as non-responsive and

preclude the bidder from further consideration in this procurement. Please provide thelevel of detail as defined in the pricing template. Clarification may be sought forincomplete responses. If clarifications are not received by the specified due date, theywill be considered non-responsive and precluded from evaluation. All items not definedin the scope must be shown separately as optional modules or tasks and pricedseparately.

o Bidders are being requested to provide on-going product costs for a 5-yearperiod.

o The Court also requires each bidder to provide a rate schedule for each type ofresource to be used for pricing any out-of-scope work that arises out of the

implementation of the bidders proposed solution. These rates will remain ineffect for the duration of the implementation effort.

Other Factors including the vendors ability/willingness to sign the Courts contract asis; the process and methodologies for software maintenance and updates, as well asthe vendors methodology, experience, and infrastructure for providing technical support;and the materials provided in the vendors appendices, such as training materials,sample implementation timeline, etc.

2. Short-listed vendors will be evaluated based on the following criteria:


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Specifications Points

Software Demonstration 50

References 15

Site Visit 35Total 100

Demonstration of Scripted Scenarios Short-listed vendors will be invited to theCourt to provide demonstrations of the proposed solution, based on scripted scenariosprovided by the Court.

Client References including the quality and timeliness of work performed by thevendor and its proposed consultants for previous clients and the comparability of suchwork to the requirements of this RFP.

Site Visits the Court will conduct reference calls and site visits of customer sitesprovided by the short-listed vendors.


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SECTION V RFP RESPONSE REQUIREMENTS AND FORMAT

Please use the following format to structure the RFP response. The response should includeeach section detailed below in the order presented. The detail represents the items that are tobe covered in each section of your response. Failure to address all items will impact theevaluation and may classify the response as non-responsive and preclude it from furtherconsideration.

Section Title Included as Part of40-page Count

Title Page No

Letter of Transmittal Yes

Table of Contents Yes

1.0 Executive Summary Yes

2.0 Company Background and ExperienceYes, except for

Financialstatements

3.0 Project Understanding Yes

4.0 Project and Organizational Staffing Yes

5.0 Project Work Plan and ScheduleYes, except for

schedule / Ganttchart

6.0 System Description and FunctionalityYes, except forRequirements

worksheets7.0 Software Maintenance, Updates, and Support Yes

8.0 Cost ProposalNo submittedunder separate

cover

9.0 Client References Yes

10.0 Vendor Profile Questionnaire Yes

11.0 Appendices No

A: TITLE PAGEThe title page should include, at minimum, the following:

Name of Project The Supreme Court of Louisiana ERP Project Submitted by - Companys Name Date of Submittal


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B: LETTER OF TRANSMITTAL

The transmittal letter will:

Indicate the intention of the Bidder to adhere to the provisions described in the RFPwithout modification;

Identify the submitting organization; Identify by name and title, the person authorized to contractually obligate the

organization;

Identify the contact person responsible for this response, specifying name, title, mailingaddress, phone, fax, and email address;

Explicitly indicate review and acceptance of the Courts sample contract (see SectionVI), and provide acknowledgement that the proposal submitted, including responses tothe Requirements worksheets, will be included as part of the contract terms, and identifyexceptions or "deal breakers";

Acknowledge the proposal is considered firm for one hundred and eighty (180) daysafter the due date for receipt of proposals or, if chosen as a finalist, for one hundred andeighty (180) days after receipt of the last best and final offer submitted;

Acknowledge completion of the Pricing Worksheets and that they have been submittedunder separate cover;

Provide the original signature of the person authorized to contractually obligate theorganization.

C: TABLE OF CONTENTS

The table of contents should outline Sections 1.0 thru 11.0, as described previously in thissection.

D:EXECUTIVE SUMMARY

The Bidder will provide an Executive Summary that presents in brief, concise terms aSummary level description of the contents of the proposal response. In addition, the Biddermust clearly and specifically detail all exceptions to the exact requirements imposed by this

RFP.

E: COMPANY BACKGROUND AND EXPERIENCE

This section of the proposal should establish the ability of the vendor to satisfactorilyperform the required work by reasons of experience in performing work of a similar nature,demonstrated competence in the services to be performed, strength and stability of the firm,staffing capability, and record of meeting expectations on similar projects. The Court, at itsoption, may require a vendor to provide additional support and/or clarify requested

information.

In addition to completing Appendix D Vendor Profile Questionnaire, the vendor should alsoprovide:

A brief profile of the company

A brief description of the organization structure and primary products and servicesprovided

Other major products or services offered Companys strategic direction in software design and support


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Companys dedication and commitment to serve public sector clients

A general description of the companys financial condition

Provide three years of financial statements Provide information regarding any pending litigation, contract defaults, planned office

closures, impending mergers, bankruptcies, or other conditions related to thefinancial health of the company

Companys experience in performing work of a similar nature to that solicited in this RFP

Highlight participation in such work by the key personnel proposed for assignment tothis project

F: PROJECT UNDERSTANDING

This part of the Proposal shall contain a description of how the vendor intends to organizeits approach to the project. The vendor should discuss how its software solution meets theCourts requirement for an integrated system, as requested in this RFP. The vendor shallrelate how it perceives its role in carrying out the responsibilities required by thisimplementation. The vendor shall also provide examples of challenges encountered onsimilar engagements and discuss their approach in handling some of the specific challengesand opportunities it foresees for this project.

G:PROJECT STAFFING AND ORGANIZATION

This section shall identify key personnel who will be assigned to the project, assuming anOctober 1, 2009 start date. An organization chart for the project shall be provided. Thechart shall indicate how the vendor intends to structure the project effort, and identify theProject Director/Engagement Manager, Project Manager, Technical Team Members,Trainers and all other key personnel.

The Project Director/Engagement Manager designated by the vendor shall have the overallresponsibility to the Court. The Project Manager shall have the responsibility for the day-to-day communications with the Court, to coordinate the activities of the installation andimplementation team, and to accomplish the scope of work within the contract budget andproject schedule. The Project Manager must have at least three (3) years of experiencein administering project management services of the proposed software in a publicentity. A resume of the Project Manager must be provided detailing the work history for thelast 10 years.

Each team member included in the project organization chart shall be identified by name,and a resume or profile shall be provided for each key person. Each resume or profile shall

be complete and concise, featuring experience that is most relevant to the taskresponsibility the individual will be assigned. If an individual is assigned to more than oneposition, the relevant experience shall be indicated for each task assigned. The projecttechnical team must have a minimum of three (3) years of experience with aninstallation of the current (or one previous) version of the proposed software.

For all proposed project team members, please also indicate other projects these individualswill most likely be engaged in at the time this project commences, as well as anticipatedcompletion dates for those other projects, and how that may impact the amount of time theindividuals will be spending on the Courts implementation. Please also indicate the


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anticipated percentage of time each team member will be dedicated to the Courtsimplementation throughout the course of the project.

The specific staff identified in the original Proposal may not be changed prior tocommencement of work or during the course of the project without the specific approval of

the Court and two week notice. Replacement candidates must have the same or higherlevel of similar experience as the original project team member they replace. Resumes ofreplacements shall be submitted with all applicable information.

H:PROJECT WORK PLAN AND SCHEDULE

In this part, the vendor is requested to provide details of its methodology andimplementation strategy along with a schedule for the performance of the tasks identified inSection II, Scope of Work, of this RFP. The Work Plan shall provide a narrative descriptionof the plan for implementing the work tasks as well as any substantive or proceduralinnovations used by the vendor on similar projects that are applicable to the servicesdescribed in this RFP. The Work Plan and Schedule shall take into consideration the Courtresources to be provided, including its independent on-site Project Management team. It isanticipated that the Court will assign 4.25 to 5 FTEs project members focused onsupporting the project and a 1/2 time Project Manager. In addition, the CourtsConsultant Project Management Team will provide independent project oversight,verification and validation services for the implementation.

The Work Plan and Schedule shall address the following (Note: Please reference Section II,Scope of Work, for additional details on the following components):

1. Detailed Implementation schedule, assuming a October 1, 2009 project startdate

2. Project Management Services3. Planning

4. Implementation5. System Integration Plan6. Data Conversion Plan7. Data / System Interface Plan8. Test Plan9. Training Plan10. Documentation11. System Deployment12. Pre and Post Go-Live Support

The detailed Work Plan and Schedule must be prepared with suggested major tasks andpayment milestones. These payment milestones should clearly identify quantifiable,

measurable, sub-tasks to allow determination of milestone completion status during allphases of the project. The Schedule should indicate critical path tasks and dependenciesbetween tasks.

The Work Plan and Schedule should be of sufficient detail to provide the Court thenecessary task, resource, and sequence information to allow for logistics and staff allocationplanning. The vendors Work Plan must state any facilities, data, and other requirementsthat the Court will be expected to provide.


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The Court understands that each vendor will have their own implementation methodologyderived from their industry experience and software requirements. It is the desire of theCourt to have consistency of detail within the Work Plan and Schedule across respondentsto allow for an objective determination by staff as to the quality and feasibility of eachrespondents Work Plan and Schedule.

The Work Plan should be created in Microsoft Word and the Schedule must becreated in Gantt chart format using Microsoft Project. At a minimum, this chart mustshow phases, tasks, sub-tasks, and staff utilization (including Court and Consultant ProjectManagement resources). The Court may request task expansion or contraction, additionaltask details, and/or scheduling modifications within the Work Plan or Schedule prior toaward of the contract.

The vendors plan should specify the recommended time period for each phase. The vendorshould cite instances of actual implementation time frames (where the proposed strategywas applied) on previous similar engagements.

The Work Plan must include the proposed responsibilities of the Project Manager. The WorkPlan must describe the vendor's program control methods for demonstrating vendor'sperformance, adherence to and control of the project schedule and budget.

The Work Plan must describe the vendors commitment of resources for Technical andFunctional-area Team Members. This Team consists of the experts in the various modulesof the proposed software for the Court. The Work Plan and Schedule must display theamount and timing of the proposed effort within the project milestones.

The vendors Work Plan should list any specialized system personnel that would be requiredat the Court to maintain and operate the proposed system.

The Work Plan must include recommendations to revise the Courts existing practices tobest utilize the proposed softwares functionality. The Court recognizes that improvementsin structure and processes can be as beneficial as improvements in technology.Accordingly, the vendors experience with similar organizations and Industry BestPractices is important to the Court and should be reflected in the Work Plan and Schedule.

The Project Work Plan and Schedule must include the time and resource commitment fortesting and accepting the system components and configuration within the Courts simulatedproduction environment. The vendor must include the testing and acceptancestrategies in the proposed Work Plan.

The Work Plan must include the vendor's recommended Training Plan for end users of theselected software and for IT staff responsible for ongoing system maintenance and support.The plan must include detailed listings of training programs for technical staff, configurationstaff/core users, senior management and information/end users. Additionally, the WorkPlan must state the method of training (instructor-led hands-on classroom training, train-the-trainer, offsite public classroom training, web-based training, etc.), the number of traininghours to be provided, the size of the recommended number of participants in each trainingprogram, and the infrastructure and systems required. The Work Plan Schedule must showthe type of training provided and the hours of commitment for each implementation phase.


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The Work Plan and Schedule must include the vendors recommended Deployment Plan forconverting from the testing environment to the live mode of operation. This effort mustdescribe the final steps of the process and the amount of resources required to successfullycomplete this task. The procedure must include vendors site preparation, roll-out,migration, turnover to production, and organizational transition strategies. It must also

include contingency plans for falling back to the old system should there be an unexpectedproblem with the new system.

The Work Plan must include a description of the vendor's post-implementation technicalsupport programs. This must include the types of programs available, the hours and days ofoperation, and information on response time for urgent and non-urgent assistance requests.

I: SYSTEM DESCRIPTION AND FUNCTIONALITY

Vendors should address the following:

Overview of System Description

Identify the supplied software modules, system architecture and development tools.

Discuss how each of the components identified in the table in Section II / B.Software Solution will be addressed. Please indicate where modules are availableout of the box versus modules that would primarily require custom development or3rd party solutions.

Identify other software that is required for the proposed solution.

Identify the recommended hardware for all environments, including test, training,production, and disaster recovery.

Describe recommended redundancy and fault tolerance guidelines.

Identify any additional recommended operating environments: production, test,training, disaster recovery, etc.

Describe the application security environment. Describe the User Interface.

Describe the future direction and plans for the software.

Describe how program exits or other external process logic is applied to the system. Describe all pre-existing interface points.

Describe the approach to writing and managing interfaces.

Identify existing functional deficiencies based on the scope and requirements.

Describe the required skills needed to technically support and maintain the system.

Describe your upgrade policies, frequencies and costs.

Describe software licensing (server, user, processor based, etc.)

Describe warranty and support.

Detailed Technical Description

This section should contain all pertinent information about the proposed hardware andoperating system, utilities, and tools used in the development of the software, thedatabase management system, the user interface, and the architecture of the system.At a minimum, the vendor shall discuss the following:

Scalability analyze current and projected future system volumes

Security comply with Courts security protocols and standards that apply


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Provide recommendation on Redundancy and Business Continuity/DisasterRecovery to provide full recovery

Describe data storage and archiving capabilities

Required system capacity and performance - recommend the hardware solution tohandle the transaction and user load based on the information provided in this RFP

and accompanying Requirements worksheets Application architecture multi-tier distributed system architecture where screens,

report and transactions are provided through a web browser or other technology.Please also indicate the primary programming language(s) used within theproposed solution (e.g. .NET, C++, Java, etc.)

Presentation architecture technology such as browser based, thin-client, smart-client; client-server; etc.

Application configuration and support components (application development toolkit, load testing, automated scheduling, utilities to monitor resource utilization, webdevelopment tool kit, report generation scripts, audit and system logging,migration/change control tools, etc.)

Database architecture - utilize utilities for database performance monitoring and

tuning that complies with industry standards Database performance and optimization load balancing and/or clustering ability

for extended scalability and performance

Database integrity history tracking within the database, logging options, recordlocking, etc.

Server architecture include a full description of the recommended and supportedhardware solutions for all environments such as test, training, disaster recovery,production, etc. In addition to providing the Recommended System Requirements,please also provide the Minimum System Requirements for each environmentneeded by the Court to achieve the requirements detailed in this RFP

Network architecture include the preferred network topology, hardware andsoftware required to achieve this architecture

Configuration tool kit include Database Configuration Tools, Business ProcessManagement Tools, User Interface Management Tools, etc.

Any applicable system diagrams to more clearly explain requirements and options.

End user experience include expected response time benchmark test resultsbased on recommended configuration.

Detailed Functional Description

This section should address the detailed attributes of the application software. InAppendix A of this RFP, we provide the requirements worksheets that define needs forthe new system by functional area. Vendors will be rated on how well they can meeteach need by indicating whether they can support the functionality out-of-the-box, withmodifications, via a third party solution, via customization, in a future release, or not atall. Please see Appendix A for further information.

INSTRUCTIONS RATING LEGEND

Complete the worksheet byplacing an X in the appropriatecolumn for each criterion. The X'sshould represent the current stateof a particular product or service.

SUPSupported as delivered "out-of-the-box"

MODSupported via modifications (screen configurations, reports, GUItailoring, etc)

3RD Supported via a third party solution


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CSTSupported via customization (changes to source code)

FUT

Will be supported in a future release (within 18 months of responsedate)

NS Not supported

Vendors are required to complete the Requirements worksheets and include them withtheir submittal in the following formats:

In hard copy as an Appendix to the proposal.

In electronic format (Microsoft Excel).

J: SOFTWARE MAINTENANCE, UPDATES, AND SUPPORT

At a minimum, the proposal must include information and pricing associated with all aspectsof ongoing support and maintenance activities. This proposed support must include: on-site,software maintenance, product help desk 24/7, product fixes, product enhancements andregular product releases based on a defined on-going maintenance fee. The vendor should

discuss its upgrade policies and upgrade history of the proposed solution. The vendor musthave the ability to connect to the customers system remotely to diagnose and correctproblems real-time. The vendor should describe the process for the Court to request futureproduct enhancements. The vendor must propose the on-going costs for productmaintenance and upgrades for a 5-year period in the pricing response.

The vendor is also requested to provide details of its software maintenance and updatemethodology, including how software updates are distributed, and recommendedapproaches for the Court to test and install software updates prior to rolling them intoproduction. The vendor should provide information regarding the types of vendor and Courtskill sets required to implement incremental and major updates to the Courts productionenvironment as well as how the vendor recommends ensuring that custom configuration and

custom code is addressed during the upgrade to ensure that no Court-specific changes arelost. The vendor should also describe the Quality Assurance measures in place to ensurecode is thoroughly tested prior to releasing it to the Court.

Additionally, the vendor should discuss how much influence customers have in productdirection, including technology used, enhancements, and new features, including theprocess used to provide input, feedback, and software roadmap reviews.

Vendors should also provide details on their Technical Support and Help Deskinfrastructure, staffing levels, organizational structure, and abilities, including hours ofoperation, issue management and tracking tools, and a general description on how theCourt would interact with Technical Support and Help Desk staff.

K: COST PROPOSAL

Pricing is an important aspect of the overall evaluation of the vendors response. Included inAppendix B of this RFP are descriptions of the pricing templates that must be used toprovide the cost of the solution and submitted under separate cover from the rest of theproposal. Failure to use the provided pricing templates may characterize the response asnon-responsive and preclude the vendor from further consideration in this procurement.Please price the solution as accurately as possible as it may become the basis for the


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solution price. Please provide the level of detail as defined in the pricing templates.Clarification will be sought for incomplete responses.

The vendor shall submit a not-to-exceed amount in the Service Cost Worksheet toperform implementation, integration, roll-out, and other work identified in this RFP.

The Court also requires each vendor to use the Hourly Rate Price Sheet template toprovide a rate schedule for each type of resource being proposed that will be used to priceany out-of-scope work that arises during implementation of the proposed solution. Theserates will remain in effect for the duration of the implementation effort plus one additionalyear after go-live of the last module.

In addition to using these templates to provide the specific information requested, thevendor is expected to use their own document format to discuss any additional informationor supporting schedules that would clarify any ambiguities and assist the Court in obtaininga better understanding of the vendors cost philosophy. Please note that the templates mustbe completed only additional clarifications to pricing should be discussed outside of thetemplates.

Please Note: The entire Cost Proposal, including all Exhibit B templates plus clarificationdocuments, must be submitted under separate cover. In this section of the main proposalplease simply indicate that one copy of the Cost Proposal information has been submittedunder separate cover.

L: CLIENT REFERENCES

Vendors should provide at least five (5) client references where the ERP system wasimplemented, that most closely reflect similar projects to the scope of work for the Court, asdescribed in this RFP. These references should be sites at which the software has beenfully implementedwithin the past 5 years. List the breadth of the software solution (e.g.,

GL, AP, Grants, Payroll/HR etc.). The Court prefers references for previous implementationof the same base version that will be proposed for the Court (i.e. if the vendor is proposingversion 8.5, references for versions 8.0 thru 8.5 would be preferred). Please use the ClientReference form provided under Appendix C of this RFP.

M:VENDOR PROFILE

Under this section, vendors shall complete the Vendor Profile Questionnaire referred to inExhibit D of this RFP. If multiple firms or sub-contractors are being proposed, pleasecomplete a Vendor Profile Questionnaire for each firm / sub-contractor company as well.

N:APPENDICES

Under this section, vendors shall provide all legal documents and compliance reports,including but not limited to the following:

Software Licensing Agreement

Standard Support/Maintenance Agreement

Professional Services Agreements

Performance Benchmarks for the Proposed Hardware Environment


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Information considered by the vendor to be pertinent to this project, but not specificallyrequested in this RFP, may also be placed in an appendix. The vendor is reminded that thisis not an invitation to submit voluminous amounts of extraneous material. Examples ofdocuments to be included in this section include:

Sample from Training Manual Sample Standard Reports Sample of Actual Implementation Plan (used at previous client sites)


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SECTION VI THE SUPREME COURT OF LOUISIANA SAMPLE CONTRACT

Be it Known, that the Louisiana Supreme Court, Judicial Administrators Office

(hereinafter sometimes referred to as the LASC-JAO) and ________________(hereinafter sometimes referred to as the Contractor), do hereby enter into thiscontract (Contract) under the following terms and conditions.

1.

Scope of Services

Contractor hereby agrees to furnish the following services:

2.

Terms of Payment

In consideration of the services described above, the LASC-JAO herebyagrees to pay to the Contractor up to a maximum of $________ during the contractperiod. All payments shall be subject to the approval of ____________. Therewill not be any additional reimbursement for any travel, rent, meals, equipment orother expenses.

When completion to the reasonable satisfaction of the LASC-JAO isobtained, ______ payments are scheduled as follows:

3.

Term of Contract

This Contract shall begin on _______________ and shall terminate on______________, unless terminated sooner in accordance with the terms of thisContract.


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4.

Termination for Cause

The LASC-JAO may terminate this Contract for cause based upon thefailure of the Contractor to comply with the terms and/or conditions of theContract; provided that the LASC-JAO shall give the Contractor written noticespecifying the Contractors failure. If within thirty (30) days after the receipt ofsuch notice, the Contractor shall not have either corrected such failure or, in thecase of failure which cannot be corrected in thirty (30) days, begun in good faith tocorrect said failure and thereafter proceeded diligently to complete such correction,then the LASC-JAO may, at its option, place Contractor in default and the Contractshall terminate on the date specified in such notice.

5.

Termination for Convenience

The LASC-JAO may terminate the Contract at any time by giving thirty (30)days written notice to the Contractor. The Contractor shall be entitled to paymentfor services rendered, to the extent work has been performed satisfactorily.

6.

Termination for Lack of Funding

The continuation of this Contract is contingent upon the appropriation offunds to fulfill the requirements of the Contract by the Louisiana Legislatureand/or the United States Congress. If the Legislature and/or Congress fails toappropriate sufficient monies to provide for the continuation of the Contract, or ifsuch appropriation is reduced by the veto of the Governor or by any meansprovided in the Appropriations Act to prevent the total appropriation for the yearfrom exceeding revenues for that year, or for any other lawful purpose and theeffect of such reduction is provided insufficient monies for the continuation of theContract, the Contract shall terminate on the date of the beginning of the first fiscalyear for which funds are not appropriated.

7.

Force Majeure


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Neither party shall be liable to the other for any failure or delay inperformance under this Contract due to circumstances beyond the partysreasonable control, including: acts of God; acts of war; accidents; the acts,

omissions or defaults of a third party; and judicial action not the fault of the partyfailing or delaying performance.

8.

Notice

Any notice required to Contractor shall be delivered as follows:

Any notice required to the LASC-JAO shall be delivered as follows:

_____________________________Office of the Judicial Administrator400 Royal St., Suite 1190New Orleans, LA 70130-8101

9.

Legal Relationship

It is expressly understood by the LASC-JAO and Contractor that theContractor shall not be construed to be, and is not, an employee of the LASC-JAO.Contractor shall provide services to the LASC-JAO as an independent contractorwith control over the time, means and methods for accomplishing the servicesoutlined in this contract. Contractor agrees to be solely responsible for the

payment of any federal, state, social security, Medicare, local or other applicabletaxes from the funds received under this Contract. The Contractor also acceptstotal responsibility for any liability protection or other insurances as required bylaw and this Contract. The Contractor further acknowledges that he/she is notentitled to such benefits as holiday time, vacation time, sick leave, retirementbenefits, health benefits, or other benefits usually associated with employment.

10.


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Taxes

The Contractor hereby agrees that the responsibility for payment of taxes

from the funds thus received under this Contract shall be Contractors obligationand identified under Federal tax identification number ___________________.

11.

Insurance

Contractor shall procure and maintain, for the duration of the Contract,insurance against claims for injuries to persons or damages to property which mayarise from or in connection with the performance of the work hereunder by theContractor, his agents, representatives, employees, or subcontractors. The cost ofsuch insurance shall be included in the total Contract amount.

A. Minimum Scope of Insurance

Coverage shall be at least as broad as follows:

1. Insurance Services Office form number GL 0002 (Ed. 1/73)covering Comprehensive General Liability and Insurance Services

Office form number GL 0404 covering Broad Form ComprehensiveGeneral Liability; or Insurance Services Office Commercial GeneralLiability coverage ("occurrence" form CG 001). "Claims Made" formis unacceptable. The "occurrence form" shall not have a "sunsetclause".

2. Insurance Services Office form number CA 0001 (Ed 1/78)covering Automobile Liability and endorsement CA 0025 or CA 000112 90. The policy shall provide coverage for owned, hired, and non-owned coverage. If an automobile is to be utilized in the execution ofthis contract, and the contractor does not own a vehicle, then proof ofhired and non-owned coverage is sufficient.

3. Workers' Compensation insurance as required by the LaborCode of the State of Louisiana, including Employers Liabilityinsurance.


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B. Minimum Limits of Insurance

Contractor shall maintain limits no less than:

1. Commercial General Liability

$1,000,000 combined single limit per occurrence for bodilyinjury, personal injury and property damage.

2. Automobile Liability

$1,000,000 combined single limit per accident, for bodily injuryand property damage.

3. Workers Compensation and Employers Liability

Workers' Compensation limits as required by the Labor Code ofthe State of Louisiana and Employers Liability coverage.

C. Deductibles and Self Insured Retentions

Any deductibles or self-insured retentions must be declared to andapproved by the LASC-JAO. At the option of the LASC-JAO, either

the insu

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