North Carolina AOC Issues ICMS RFP

As part of the long-term eCourts vision, the North Carolina Administrative Office of the Courts (NCAOC) is seeking to procure a statewide ICMS. We request that all interested parties respond to the inquiries contained within this RFP by submitting a response by September 25, 2018.

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The full RFP in PDF format can be downloaded at https://www.ips.state.nc.us/IPS/AGENCY/PDF/12637100.pdf

The purpose of this Request for Proposals (RFP) is two-fold:

1. Identify one vendor who can provide an ICMS to support the following:

A. Core Case Management Components for Court/Clerk
((Case Management, Case Records Manager, Accounting/Financial (FMS), Scheduling/Calendaring, Enterprise Content Manager (ECM))
B. Electronic Filing Manager (EFM) for the Judicial Branch
C. Judicial/ Courtroom Tools
D. Public Portal and E-filing
E. District Attorney Case Management
F. Public Defender Case Management
G. Software or architecture that meets the Non-Functional Technical Requirements
H. Software or architecture that implements and supports Legacy System Data Migration and Data Interface Information
I. Software or architecture that implements and supports New Data Interfaces and Exchanges 

2. Solicit sealed bids for firm fixed Cost Proposals, for each priced item, to include a total cost of ownership with a breakdown of standard initial costs for licensing and implementation, contractual hourly rates, and ongoing service/ maintenance costs. 

NCAOC wants a vendor to deliver an existing comprehensive solution. The vendor has the responsibility to partner with subcontractors if there are components that it cannot provide. 

NCAOC is open to considering both on-premises and cloud services (SaaS, PaaS, IaaS).  A vendor may propose both an on-premises and cloud services solution.  Each proposal will be considered separately. 

In addition to new case management functionality for the above Judicial Branch entities, NCAOC is seeking support of legacy and new data exchanges between the Judicial Branch entities, their stakeholders, and other related State and NCAOC entities.

 The NCAOC provides substantial technology infrastructure, systems, and applications used by court officials, citizens and other stakeholders to conduct the daily business of the Judicial Branch. Over the course of many years, these systems have become highly customized, extended, enhanced, and modified through an ongoing attempt to keep pace with the increasing demand for more functionality and the expectations of court customers and internal users to incorporate technological innovations. 

 The business challenges the NCAOC wishes to address include:

A. The desire to provide public access to a wider range of information and self-service capabilities, e.g., e-filing of documents, uploading of documents, online payment of any obligation statewide, limited scheduling of case events, online chat with clerks and other staff;
B. The need to integrate with other systems through the use of APIs and web services;
C. Heavy dependence on paper and forms-based processes;
D. Heavy reliance on manual work flows;
E. Many and disparate data stores across legacy systems that make system integration and management reporting overly complex and time consuming, and insufficiently flexible;
F. Disparate applications/solutions built on a wide variety of platforms, using a variety of frameworks, languages, and technologies, implemented over a 30-year period;
G. Business rules that are difficult to manage and change because they are embedded in customized code;
H. Increasingly time-consuming and complex data entry in existing systems, particularly in a fast-paced courtroom setting, leading to entry errors, omissions, and backlogged data entry processes;
I. Cumbersome and time-consuming creation, updating, and distribution of court calendar information, often requiring dual entry and manual processes;
J. Case management delivered through a variety of disparate solutions to various Judicial Branch roles causing redundant data entry, data synchronization issues, inconsistent user interfaces, and multiple logins;
K. Technology and business solutions frequently impacted by changes to legislation leading to time-consuming programming modifications, accumulating technical debt, and inefficient workarounds;
L. The inability to provide access to existing case management applications, court documents, videos, digital voice recording, and other digital materials anywhere, anytime, on any device;
M. The desire to promote business process uniformity across the state’s 100 counties, approximately 6500 employees and over 540 courtrooms;
N. Lack of identity and access management rules needed to control complex user access to systems, functions, and data elements;
O. The desire to improve case processing, process uniformity, and case outcomes using
process/performance metrics, data analysis, workflow analysis, and predictive analytics.