Legal Case Management System

RFP for Legal Case Management System
April 4, 2014
RFP for Legal Case

Management System
Supply, Installation and Parameterization of a
Legal Case Management System
Information & Communications Technology Department
8 April 2014

April 4, 2014
Contents
1 The Legal Aid & Advisory Authority .................................................................................. 1
2 Purpose of this Document ........................................................................................................... 1
2.1
Staffing ........................................................................................................................................ 2
3 Legacy Systems ................................................................................................................................ 3

The Searches System.......................................................................................................... 3
Searches Home Page............................................................................................................. 4
Search Function .................................................................................................................... 5
Open Source Case Management System ............................................................................... 7
Client Listing ........................................................................................................................ 8
User Maintenance ................................................................................................................. 9
Backup ............................................................................................................................... 10
Reporting ............................................................................................................................ 11
Add Custom Fields ............................................................................................................. 12
Search Facility .................................................................................................................... 13
Edit Client Info ................................................................................................................... 14
Adding a new case .............................................................................................................. 15
Managing client .................................................................................................................. 16
View a clients folder from the archive ............................................................................... 17
Panels of Attorneys ............................................................................................................................... 18
4 Requirements .................................................................................................................................. 20
Detailed Functionality Requirements ................................................................................................ 21
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3.1
Project Tasks ............................................................................................................................... 22
Licenses Number of Users ............................................................................................................... 25

User Configuration ............................................................................................................................... 25
Upgrade Management .......................................................................................................................... 25
Maintenance and Support .................................................................................................................... 26
5 RFP Standard Information and Instructions ................................................................ 27

Relevant Dates ...................................................................................................................................... 27
Single Point of Contact ........................................................................................................................ 27
Required Review and Queries ............................................................................................................ 27
6 Proposal Preparation and Submission .............................................................................. 29

Layout and Format of Proposals ........................................................................................................ 32
Copies Required and Deadline for Receipt of Proposals ................................................................ 33
Cost of Preparation of Proposal.......................................................................................................... 33
Duty of Confidentiality........................................................................................................................ 33
Period of Validity of Proposals .......................................................................................................... 34
Modification and Withdrawal of Proposals ...................................................................................... 34
Failure to Comply with Instructions .................................................................................................. 34
Late Proposals ....................................................................................................................................... 35
Appendix 1 Technical Questionnaire ..................................................................................... 36

Appendix 2 Technical Questionnaire ..................................................................................... 38
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1 The
Legal Aid & Advisory Authority
The Legal Aid and Advisory Authority was established by the Legal Aid and Advice Act
Chapter 7:07 on July 1st, 1976 with the mandate to make legal aid and advice in Trinidad and
Tobago readily available to persons of small or moderate means, to enable the cost of legal aid or
advice granted to persons to be defrayed wholly or partly out of moneys provided by Parliament,
and for purposes connected therewith.
The Authority is currently headed by Director/Chairman Israel Khan SC and seven Board
Members. In fulfilling its mandate to provide legal advice and representation to citizens of
Trinidad and Tobago who cannot afford the services of an attorney, the Authority has established
a nation-wide branch network to better serve our clients:
The Authoritys Head Office in Barataria

Arima Office
San Fernando Office
Houses
Couva Sub-Office
The Duty Counsel Call Centre
Tobago Office
2 Purpose
of this Document
The purpose of this Request for Proposal here in after referred to as RFP is to solicit bids
from qualified firms with a substantial customer base for a new Legal Case Management
System and associated implementation support and training. The proposal should provide a
solution that is technically current, user friendly, flexible and supports the operations of the
Authority. We are seeking a comprehensive software solution that follows best practices adopted
by Legal Aid organizations in Commonwealth jurisdictions while catering for the Trinidad and
Tobago Authoritys unique business processes, structure, and vision for the future.
The successful firm will be selected based on the applicability of its solution to the
requirements outlined in this document, satisfactory references provided by other legal aid
agencies or legal firms, and its ability to collaborate closely with the staff of the Authority to
implement the new system, ensuring the integrity of our business processes.
The Legal Aid and Advisory Authority here in after referred to as LAAA is not bound to accept
the lowest or any proposal.
ICT Department, LAAA

April 4, 2014
2.1
Staffing
In terms of catering for potential users of the Legal and Case Management System, interested
firms are invited to provide user licenses for the following categories of users:
Department
No. of Users Functionality
Executives
Approvals / Reporting
Legal Officers
(Attorneys-at-Law)
44
Legal Case Management front office

functionality
Investigators
10
Investigating applicants qualification for

legal aid / applying the means test
Registry
30
Maintaining lawyer panels and client files (3

of these users, including the registrar, have a
supervisory role)
IT Support
Database Management, Application Support,

Report Writing
Total No. of Users
90

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3 Legacy
Systems
The LAAA has inherited various legacy systems to support its work:
1. A database system informally called Searches to search for existing clients and to enter
new clients. This is used by the staff of the Registry to input or change client information.
2. An open source legal aid system.
3. Hand-written client files are scanned for archival. The PDFs are stored on a shared drive.
Except for the Clerk III, Registry staff does not currently have access to these files and
must have an IT staff member display the file for them.
4. Attorney Panels were initially captured on a Microsoft Access database. This database
has not been updated. More accurate versions, reflecting recent changes, reside on
Microsoft Excel files maintained on their personal computers by:
a. Ms. Brewster (Criminal Panel, Duty Counsel Panel) in the Barataria Registry
b. Ms. Cyril-Ann Samuel (Civil Panel) in the Barataria Registry
c. Ms. Roxanne Williams-Fredericks in Arima
There is significant overlap in some of the functions between 1 and 2 above. Also, access to 2 is
restricted to IT staff on the grounds of security.
The Searches System
4.1.1 Main display of all clients
Functions from this screen: 1. Insert new client (Done by the Registry Clerks)
2. Search by Name / File # / Location (Counter Clerk)

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Searches Home Page

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Search Function

April 4, 2014
Below is the Search Result of all clients matching a particular search parameter.
No drill down into the file is currently available. At this point, the Clerk can either:
a. Go to the Clerk III to view the scanned PDF on the shared drive.
b. Go to the paper file at the indicated location (if stored on site)
c. Go to IT to view the scanned files. Junior Registry staff does not have access to the
shared drive with the scanned files.

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3.2
Open Source Case Management System
This system has useful functionality but for some reason, access is restricted to IT staff.

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Client Listing

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User Maintenance

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Backup
10

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Reporting
11

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Add Custom Fields
12

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Search Facility
13

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Edit Client Info
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Adding a new case
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Managing client
Tabs: General, Agenda, Requests, Reports and Documents.
The Documents tab allows the user to add a scanned PDF file.
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View a clients folder from the archive
This function does not work consistently.
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Panels of Attorneys
The various lawyer panels consist of attorneys who are not in the employ of the LAAA and who
have indicated their willingness to work on different types of cases. Once approved, these
attorneys invoice the Authority for their work. There are four panels:
A Civil Panel
A Criminal Panel
A Duty Counsel Panel
Mediation Panel
An individual attorney can belong to any or all panels. We require a facility to maintain the
panels and add new panels as needed.
In addition, some office managers maintain listings of lawyers who have expressed willingness
to join particular panels / work in a particular District Court etc..
We require a facility to maintain the lawyer pan
Please see the format of the Lawyer Panels on the following page:
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SUR
NAME
XXX
AAA
CCC
FIRST
NAME
BAR
NUMBER/
CALLED
DATE
STREET
ADDRESS
CONTACT
INFO
Magistrate Court
High Court
Court of Appeal
Criminal
Civil
Criminal
Civil
Criminal
Civil
YYY
2009
# 50 Richmond Street
POS
306-6764
Capital
Family
Capital
Family
Capital
Family
BBB
2005
# 1 Centenary Street
ARIMA
766-5884
Non
Capital
Other
Matter
Non
Capital
Other
Matter
Non Capital
Other
Matter
ARIMA
667-6127
776-3117
Fax 6674681
DDD
Suite 6, # 9 Prince
Street
SPECIFICATION
S (District
Courts)
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4 Requirements
A robust integrated solution to replace its legacy systems and add legal case management
functionality.
Requirement
1
a. Legal Case Management

package including the
functionality of the legacy
systems.
b. Creation, storage and
population of the Panels of
Attorneys. At present there are
four panels Civil, Criminal,
Mediation and Duty Counsel.
c. The system will need to
include a robust document
management system with the
ability to associate scanned
court documents with an
individual case file.
d. An archival function is also
required for case files.
Parameterization for LAAA operations
Business Process optimisation
Conversion / Import of current files:

Barataria 3,000
Arima 1,500
San Fernando 3,000
Tobago 650
Users
Functionality
90
Legal Case Management

Functionality plus the Legacy
Functionality
a. Data entry of applicant files
(approved and non-approved)
with a search capability by name,
location & file number.
b. Additions to approved case files
c. Archival / storage of case files
All converted files to be stored on

the Head Office server.
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Detailed Functionality Requirements

a. Import (as far as possible) the existing data from its current application into the new Legal
Case Management System.
b. Provide case management for criminal and civil actions.
c. Robust role-based user profiles.
d. Provide a means through which multiple persons are able to work on single assignments,
research projects, or documents.
e. Provide automated document and form generation and assembly. Facilitate comprehensive
search functions.
f. Generate standardized and ad-hoc reports.
g. Aid supervisors in the assignment of cases and the review of caseloads.
h. Centralize calendaring, email, contacts, notes, correspondence and document access.
i. Provide a means to track events, milestones, and workflow of assignments.
j. Remain flexible with regard to current technology trends and future advancements.
k. Accessible from desktop computers and mobile computers (tablets and smart phones) by
each attorney, secretary, investigator, and legal support staff assigned access. Data should not
be remotely downloadable.
l. Data is to be stored in one central location only The LAAA Head Office. Recommended
hardware and a sample configuration is required for Servers and User computers .
m. Provide project, assignment, and case tracking accessible by attorneys, investigators, and
paralegals assigned to projects, cases, and assignments, and by their secretaries and
supervisors.
n. Enable a review function by investigators and attorneys that reflects acceptance or rejection
of reports.
o. The application needs to access online information from government databases, link with
legal research and public records databases (e.g. Lexis, Westlaw and Registrar) and allow
information from legal databases to be downloaded into the Legal Case Management System.
p. Provide litigation calendaring or provide compatibility with Microsoft Outlook calendaring.
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q. Provide a daily calendar reflecting, among other things, all office meetings and daily
attendance.
r. Solution must conform to the needs of the LAAA, preferably through parameter settings
rather than custom programming.
s. Conflict of Interest checking, the application needs to flag a situation when multiple parties
in a matter have applied for legal aid.
3.1
Project Tasks
The Legal Case Management Software project will follow a phased project approach that
incorporates planning, analysis and evaluation, information architecture, design, site
implementation and integration, quality assurance testing, and launch.
Task 1:
Technology Specifications
Technical Questionnaire See Appendix

Functional Requirements See Appendix
Task 2:
System Architecture
The firms proposal must include the following details.

i.
The operating system that will support your proposed application.
ii.
A detailed overview of the standard System Architecture required by your

solution. Please include detailed recommendation for hardware, software, and
required ancillary products needed by your applications that are required for
successful deployment.
iii.
Because of the sensitivity and confidentiality of client information, a robust security

system is required that specifies access based on user roles. A description of the
security architecture employed by your application, and details how it provides
server, client, application layer and database security.
iv.
Your recommended backup, disaster recovery, and business continuity strategy

and how your system accommodates the solution.
Task 3:
Network Architecture
Your proposal must include a detailed recommendation of configurations, storage

sizes, etc. of all hardware, software and licensing required for implementing the
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communication needs of your application.
Task 4:
Database Architecture
Your proposal must include the following details:

i.
A sample of the database record layout, a sample list of data elements, or a

sample of the database schema.
ii.
A high level description of data flow and data structure diagrams.

Task 5:
Required Work Plan
The firm must provide a detailed project plan for installing, configuring, and implementing
the proposed Legal Case Management System. Proposal must include the following
details:
i. An overview of project management approach and services proposed.
ii.
A description of your methodology for implementation including timeframe,

overview of deliverables, assumptions and assumed responsibilities.
iii.
A description of how your Project Manager and project team will work with the
LAAA project team members to assist in design, training, knowledge transfer,
process re-engineering and configuration.
iv.
A description of implementation activities that will take place onsite vs. off-site.
v.
A description of how your technical support staff will work with the IT technical
team to provide onsite technical training.
vi.
A description of the roles of the LAAA and your staff for interface development, if
required.
vii.
A description of the intended data conversion methodology, procedures and

controls.
viii.
A description of the roles of the LAAA and Proponent staff for workflow and
business rules development and configuration.
ix.
A description of the roles of the LAAA and your staff for report development.
x.
A description of the roles of the LAAA and Proponent staff for parameterization /
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customizations or modifications to the software.

xi.
A description of your test plan.
xii.
An explanation of your quality assurance procedures to ensure the LAAA

achieves its objectives.
xiii.
A description of any deliverable sign-off criteria assumed for this proposal
xiv.
A description of any services proposed with this proposal that plan to utilize
subcontractors.
xv.
A recommendation of how many people the Authority should have dedicated to

the project. Indicate what functional or technical competencies and subject matter
expertise these staff must have and the amount of time these staff members should
be expected to devote to this project.
xvi.
A description of the hardware infrastructure requirements of the Legal Case

Management System. Include production, testing, development, communications,
storage, and any necessary hardware to support this effort.
xvii.
A description of infrastructure software requirements including operating systems,

system communication software, security and any necessary software to support
this effort.
xviii.
A description of your post implementation support strategy including incident

reporting and response times, escalation procedures, etc.
xix.
A description of your proposed documentation. Please include the types of

documents you provide and an example of at least one provided document.
Task 6:
Training
Training must be role-based and tailored to accommodate job specific use of the
application. The Proponent must provide a detailed plan for training. The
Proponent must specifically describe what training courses are included in the cost
of the proposal. Total staff to be trained include up to six (6) administrative users
and up to 35 end-users. Deliverables shall include:
1) An overview of your proposed training plan/strategy, specifying how and
when training is to be delivered for on-site, off-site training, configuration
training, web training services, etc. for the core project team, end users, trainthe-trainer, and technology personnel.
2) An explanation of how your training approach will ensure adequate knowledge
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transfer to prepare the IT support staff to configure and maintain the system
after it is placed into production.
3) A description of the roles of the LAAA and Proponent staff for training
including the design and implementation of the training plan, development of
training materials, and level of assistance with training.
After award of contract, the successful firm will work with the LAAA to develop an
implementation plan that meets the objectives for the software solution initiative.
Deliverables for this phase of the project shall be based on expert analysis, consultation
with IT staff, and consultation with Legal office staff. Deliverables shall include:
i.
A comprehensive written analysis of the LAAA business process, workflow, gap

analysis and projected capabilities upon completion.
ii.
A project plan (hard copy as well as electronic) which details the software
solution and business plan.
D. Schedule of Deliverables
As part of the scope of work, the proponent will develop a detailed project timeline that
includes all deliverables.
Licenses Number of Users
As indicated in Section 2.1 Staffing, there are ninety (90) end users. Proposing firms must
provide licensing costs and describe their licensing agreement. For example, is the proposed
solution licensed on a per-seat, per-server, or per-site basis? If per site, what is the maximum
number of users that the site is licensed for? Proposing firms must also include costs for all
licenses required by their solution, such as database licenses and licenses for reporting tools.
User Configuration
As discussed earlier in this RFP, the LAAA will require various levels of user configuration
to accommodate practice areas. Applications that have a parameterization layer are preferred.
Notwithstanding this, please provide cost ranges for the types of configurations and services
your company will perform for the LAAA.
Upgrade Management
Should the LAAA request that the application be customized, details shall also be given on
how the Proponent would handle customized sections of their proposed solutions as it relates
to the product upgrades. Details of which parties will be responsible for different aspects in
the upgrades shall be described. This shall take into account the amount of customization
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versus configuration of the proposed solution.

Proposing firms shall provide details on the release(s) of their current product(s) and
on their next scheduled release(s). Proposing firms shall also provide details on their typical
schedule of releases (e.g., minor release every six months, major release every 18 months),
and the amount of effort required to carry out the upgrades by the legal department.
Maintenance and Support
The successful firm must ensure that all deliverables are subjected to reasonable quality
assurance tests prior to their delivery to the LAAA, or if requested upon installation, in
advance of the commencement of the warranties, maintenance and support obligations. The
firm shall be responsible for preparing and running all such tests.
Once the software has undergone preliminary tests on the successful firms hardware platform
conducted by the ICT department with the firms participation during the initial stage of the
implementation, the firm shall be responsible for the warranties, maintenance and support of
the software from the time of installation to the final acceptance of the entire system. If the
proposing firm is unable to meet this requirement, they are required to describe in detail a
reasonable alternative solution.
Proposing firms shall provide the following warranties for all proposed software
(including any development or customized software) provided as part of the solution:
The software and any developed applications (either stand alone or

customization of the base solution) must be covered by a warranty for at least
one year from the acceptance date of the system(s), during which period
maintenance and support will be provided at no additional cost.
Any software which is not covered by a warranty must be clearly indicated

and the reason for the exclusion must be explained.
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5 RFP Standard Information and Instructions

Relevant Dates
RFP Issued: April 10, 2014.

Enquiry Deadline: April 30, 2014
Submission Deadline: May 16, 2014
Vendor Demonstration: May 26-30, 2014
Single Point of Contact

From the date of issue of this Request for Proposal (RFP) up to the date of the announcement of
the selected firm, firms shall be prohibited from communicating with any member of the LAAA
staff or officials regarding the subject of this RFP, except as may be expressly permitted by this
RFP. Any unauthorised contact by a Firm may disqualify it from further consideration. The
contact person for the LAAA for the purpose of this RFP shall be:
John Chong Sing
Information & Communications Technology Manager
Legal Aid and Advisory Authority
Email: john.chongsing@moj.gov.tt
Required Review and Queries
5.3.1 Review RFP. Firms should carefully review the instructions; mandatory
requirements and specifications set out in this RFP and promptly notify the contact person
identified in 3.1 above of any ambiguities, inconsistencies, unduly restrictive specifications, or
errors, which they may discover upon examination of this RFP. Any such notification should be
accompanied by a brief explanation together with any suggested amendment or modification,
where applicable. The notification must be received on or before April 30th, 2014 (the Enquiry
Deadline Date). The LAAA shall have full discretion to decide on the merits of any
notification(s) received from Firms.
5.3.2
Form of Questions. Firms requiring clarification or interpretation of any section
of this RFP shall also address these questions in writing or by e-mail to the contact person above
mentioned on or before the Enquiry Deadline Date stated in paragraph 3.3.1 above. Each
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question must provide clear reference to the section, page, and item in question. Questions
received after the Enquiry Deadline Date shall not be considered.
5.3.3 The LAAA Response. The LAAA shall provide all firms with an official written
response to all questions received on or before the Enquiry Deadline Date. Any clarifications,
agreed modifications or amendments to this RFP shall be communicated by the LAAA to all
firms. The LAAA response(s) shall be by formal written Bulletin to this RFP. The LAAA and
the bidding firms shall not be bound by any other form of interpretation, correction, or change to
this RFP. Bidding firms shall be required to sign and return an acknowledgment of any Bulletin
to this RFP issued by the LAAA.
5.3.4 Amendment of RFP by the LAAA. If it becomes necessary to revise or amend
any part of the RFP prior to the submission deadline, bulletins or addenda will be provided. No
verbal statement of any individual will in any manner modify or affect the terms and conditions
of the RFP package or any amendment hereto.
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6 Proposal Preparation and Submission

For this RFP, a single envelope system shall be used. Firms are required to submit their
Proposal in a single envelope outlining both their Technical and Financial Proposal.
Firms are asked to organize the format of their Proposals in the order set out below:
a. Cover Letter
There should be a cover letter dated and signed by a representative authorised to legally bind the
bidding firm. The authorised representative shall be treated as the contact person for all matters
pertaining to this RFP unless otherwise requested. The cover letter should state the number of
user licenses to be provided (Please see Section 2.1 above) and an overall cost summary,
including annual maintenance costs and the cost for additional user licenses. Additionally, the
cover letter should state the Firms mailing address, email address, fax number and telephone
number.
b. Table of contents
The Proposal shall include a Table of Contents. Attachments should be numbered or referenced
separately.
c. Executive Summary
There should be a brief summary highlighting the proposed solution and its deployment in
Commonwealth jurisdictions, as well as the main reasons the firm should be selected by the
LAAA.
d. Firm Qualifications and Experience
The Proposal should include:
i.
A brief description of the firms business or corporate profile including the company or
business name, its registered address, the number of years in business, the type of
operation (e.g. individual, partnership or company), no. of employees in each category of
staff (executive, professional, technical, administrative or other) and an organizational
chart.
ii.
Provide a list of any outstanding or previous litigation in which the Firm is or has been
involved in the last five (5) years and which relates to services undertaken by the firm of
a similar type to those described in the Terms of Reference.
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iii.
The Proponent must submit the following demonstrating expertise in

Implementation, support, and training relating to Legal Case Management
Systems:
Resumes or similar statement of qualifications of person or persons who will serve

as technical and functional leads for the various project tasks.
Review of similar experience with web redesign and implementation of a Legal Case
Management System.
Summary of proposer's general qualifications to meet required qualifications and

fulfil statement of work, including additional firm personnel and resources.
e. The Technical Solution

i.
Indicate the software package to be provided including the jurisdictions in which it is

being used, whether it is a generic legal case management package or whether it is used
by Legal Aid agencies at a national, state or provincial level. A summary of the
functionality of each module of the solution is required.
ii.
Indicate the extent to which the existing LAAA processes can be accommodated or state
your proposals to enhance these processes in the interest of greater operational efficiency
or effectiveness.
iii.
Each firm is required to provide a sample hardware configuration of the recommended

hardware platform for both test and production environments.
iv.
Provide a table comprising your response to the questions in Appendix 1 Technical

Questionnaire.
v.
Provide a table comprising your response to the questions in Appendix 2 Functional

Questionnaire.
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f. The Services
i.
Provide a list of the parameterization / customization services to be performed and the

individuals who will provide the Services. Please attach a brief resume or bio-sketch for
each of the key personnel involved highlighting experience relevant to the services to be
performed.
ii.
Indicate what support services you will provide to improve the efficiency and
effectiveness of the LAAA business processes through the use of your solution.
iii.
Please state your strategy for conversion.
iv.
Specify which functions of the Firm, if any, are to be outsourced to third parties. If so,
indicate the specific work to be outsourced and the relationship of the Firm with the third
party. Resumes indicating the experience of the third party are also required.
v.
Provide any other relevant information pertaining to the Services.
vi.
Provide a Statement confirming that the Firm does not and will not have any conflict of
interest (actual or potential) in submitting its proposal, or if selected, with its contractual
obligations under the contract with the LAAA. Where applicable, the Firm must disclose
information pertaining to any situation, which may pose a conflict of interest in
submitting a proposal.
g. The Firms Financial Capability:

The Proposal should include:
i.
A copy of the Firms audited financial statements for the past three (3) years. (If the Firm
does not have audited accounts, unaudited accounts will be accepted)
ii.
A Bankers Reference Letter.
iii.
A valid Income Tax Certificate and a Value Added Tax Certificate (if applicable). Both
documents should have been issued no earlier than six (6) months before the date of the
opening of proposals.
iv.
Copy of Certificate of Incorporation, Registration, Continuance or other constitutional

documents of the Firm (if not an individual). If a Firm submits a proposal in conjunction
with any other person, or with the intention of acting, in future, in conjunction with any
one or more other persons (group members) in relation to this process the following
applies:
The person submitting the Proposals will provide a description of the

relationships that is proposed between Firm and group members.
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Firms will nominate one person as the preferred contact person for their company
and all group members.
h. References:
Provide a list of at least three (3) legal case management system clients (over the past three (3)
years) that may be contacted by the LAAA for references. At a minimum, the Firm shall provide
the clients name; contact information, the location where the solution was deployed and an
indication of the type and scale of services performed for each client.
i. Financial Proposal
The Financial Proposal must indicate the type of user licenses to be provided, whether by user
function, site licensing, per user or concurrently signed on users. Include the Firms proposed
fixed rates quoted in Trinidad and Tobago currency. Firms must quote prices that are inclusive
and, in relation to Value Added Tax (VAT), must state where the VAT is applicable and shall
show that amount separately. Your financial proposal should follow the format of the table at the
start of Chapter 4 Requirements.
j. Appendix 1
Layout and Format of Proposals

Proposals must be in English, typed with a font size no smaller than 12 font and 8.5 x 11 inch
paper must be used, and any alterations initialled. Some reasonable allowance may be made for
proposals which include graphic presentations or which contain double space presentations.
Any documents appended to a Proposal shall be considered as binding on the Firm and may form
part of any contract issued by the LAAA with the Firm.
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Copies Required and Deadline for Receipt of Proposals.

A submitted Proposal shall consist of one (1) original of the hard-copy proposal, three (3) copies
and a soft copy on a compact disc (CD). The Technical Proposal and the Financial Proposal
must be submitted in separately sealed envelopes contained in one general package addressed
to:
REQUEST FOR PROPOSAL:
To Supply, Install and Parameterize a Legal Case Management System at the
Legal Aid and Advisory Authority
The Director / Chairman
First Floor
TTMA BUILDING
42 10th Avenue BARATARIA
Attention: Manager ICT
Proposals must be deposited at the Reception Area of the LAAA, on the First floor, TTMA
Building, no later than May 16th, 2013 at 3:00pm. (Proposal Submission Deadline Date)
Cost of Preparation of Proposal
The LAAA shall not be liable for any expenses incurred by the Firm in the preparation and
presentation of their Proposal hereunder or any other costs incurred by the Firm prior to the
award of a contract, or in circumstances where this RFP may be terminated or aborted.
Duty of Confidentiality
In receiving this RFP you agree that this RFP, its attachments and any addendum which may be
subsequently issued, is the property of the LAAA and no part or the whole thereof may be
divulged to a third party or copied without the written permission of the LAAA other than to
employees or third-parties who reasonably need access to such content for the purposes of
responding to this RFP.
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Any proposal received shall also be the property of the LAAA and may not be returned to the
submitting Firm, except as permitted by this RFP.
The LAAA understands the need to keep commercial matters confidential in appropriate
circumstances, but reserves the right to disclose some or all of the contents of your Proposal if
required to do so by a law or in order that the LAAA or a relevant Minister may discharge their
duties and obligations to Parliament and the Government. Any condition in a Proposal that
purports to prohibit or restrict the right to make such disclosures cannot be accepted.
Period of Validity of Proposals
Financial and Technical Proposals must remain valid for a minimum of 120 days from the
submission deadline date to allow time for evaluation, selection, and any unforeseen delays.
Proposals, if accepted, shall remain valid for the life of the contract.
Modification and Withdrawal of Proposals
A Firm may not modify or withdraw its Proposal after submission of the Proposal.
Failure to Comply with Instructions
Firms who fail to comply with the instructions contained in this RFP may be subject to a lowered
evaluation. The LAAA may also choose to not evaluate, deem non-responsive, and/or disqualify
from further consideration any proposals that do not follow the requirements of this RFP, are
difficult to understand, are difficult to read, or are missing any requested information.
Non-responsive proposals include, but are not limited to, those that:
(a) Are irregular or not in conformance with RFP requirements and instructions.
(b) Are conditional, incomplete, indefinite or ambiguous.
(c) Are intended to accomplish only part of the overall work.
(d) Are not submitted on time or are submitted at any time via facsimile or e-mail.
The LAAA may waive minor informalities or irregularities in a proposal that are merely a matter
of form and not substance and the correction of which would not be prejudicial to other
proposals.
34

April 4, 2014
Late Proposals
Regardless of cause, late proposals will not be accepted. It shall be the Firms sole responsibility
to assure delivery at the designated place and time. Late proposals will not be opened and may be
returned to the Firm at the expense of the Firm or destroyed.
35

April 4, 2014
Appendix 1 Technical Questionnaire

Please provide a technical overview of the system being proposed, including answers to the
following questions. Failure to do so will result in loss of points for technical fit. Shortlisted
firms will be required to demonstrate their system.
1.0
Servers
Servers
1.1 1. What
is the recommended hardware platform?
1.2 1. What
operatinghardware
system? platform?
Whatisisthe
theServer
recommended
1.3 1 How many servers are required for the production and test environment,
1. including
What is the
serverneeded
operating
system? modules such as web services?
servers
for optional
2
1.4
What is the recommended amount of disk storage space?
1.6
For servers that must be accessible to the Internet, please describe the DMS
firewall requirements to access servers on the internal network.
Do you include a separate license (without additional license fees) for a test
environment?
2.0
Database
2.1
What is the database platform?
2.2
How is connectivity made to the database (i.e., ODBC, individual user SQL login)?
2.3
If we sign a non-disclosure agreement, will you provide your ERD and/or data model?
2.4
Assuming that at various times you will need access to our data for technical support,
please provide your methods for obtaining this remote access.
2.5
As previously stated, our DBMS standard is [describe the DBMS server environment].
Does your application support our standard?
3.0
Application
3.1
How is the application licensed?
3.2
What components are installed and run on the server?
3.3
Please estimate the amount of workload placed on the server and the amount of
workload placed on the client.
1.5
36

April 4, 2014
3.4
What reporting tools are included or can be used with the application? Does
the application come with standard reports?
3.5
How often are patches and major upgrades released? How are they installed?
3.6
Does the application include an archive utility?
3.7
How is security managed?
4.0
Security
4.1
Are transmissions outside the server/system encrypted, including authentication and

data transfer? If so by what method?
4.2
4.3
How is the data stored? (user accounts database, configuration files etc.)
By default, system or user accounts do not have Domain Admin permissions. Is this a
foreseeable issue for the application functionality?
Does the application authentication integrate with Active Directory?
4.4
4.5
4.6
Does the application require a specific system account, or does it use the local
system?
Does the application provide integration with Microsoft Windows Event View, or its
own logging and auditing mechanism
5.0
Workstations
5.1
5.2
5.4
What desktop operating systems are supported?

How are client upgrades installed?
Are any additional hardware peripherals required? If yes please indicate
6.0
Integration
6.1
Does the application integrate with Microsoft Office and Outlook 2010?
37

April 4, 2014
Appendix 2 Technical Questionnaire

The following matter management system requirements are based on the needs of the LAAA. In
your proposal, please indicate if your solution meets these requirements. Use the Additional
Notes to provide specific details and explain the detailed functionality.
Function Description
Y/N
Additional Notes
Client Rolodex/Contact Database
Unlimited number of clients and interested

parties.
One time entry for clients and interested parties.
Ability to add, delete or modify data fields in all

screens by authorized users.
Centralized "rolodex" that keeps the latest

information on file.
Ability to designate any fields as mandatory input.
Search entire rolodex with wildcard characters.
Notes field for each contact entry.
Database
Unlimited number of matters.
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April 4, 2014
Ability to add, delete or modify data fields in all

screens by authorized users.
Matter deletion requires confirmation, auditing.
Deleted matters can be restored.
Pull-down lists for rolodex data.
Matter number assignment either automatic or

manual.
Matter number structure alpha/numeric

Matter lookup table by name, client, number,
attorney.
Ability to designate any fields as mandatory input.
Ability to keep matter captions history as matter

progresses.
Ability to define and keep general matter

information by division.
Ability to track different phases in the life of a

matter.
Ability to document final disposition of the

matter.
Y/N
Additional Notes
39

April 4, 2014
Ability to send reminders, alerts to attorneys &

staff of active and closed matters.
Budgeting
Cost tracking
Time tracking
Document Generation
Merge with Microsoft Word (boilerplate

documents); office will provide master forms for
merging.
Add, delete, or modify data fields within the

merge document by authorized users.
Merge several documents simultaneously.
Merge must allow users to enter information in

document during merge if information not
available in data field.
Auto-merge on pre-set dates.
Auto-merge on pre-set events.
Calendar/Tickler
Calendar appointments
40

April 4, 2014
Rules-based calendaring system; office will

provide rules.
Calendar assignments by single user and/or all in

a division.
Standard description for categorized appointment

type.
Task list assignment with reporting.
Ability for secretaries to schedule events for

different attorneys which show up in the
attorneys calendars.
Calendar view on screen by attorney, by group, by

matter, by client.
Print calendars by attorney, by group, by matter,

by client.
History of calendar appointments rescheduled.
Audit trail of date entries, modifications.
Print out either appointments, deadlines, tasks or

all with select period range.
Ability to produce a trial schedule.
Search on events
41

April 4, 2014
Y/N
Additional Notes
Transfer events & tasks from one user to another.
Calendar and reminder alerts popups and sent via

email.
Integration with Microsoft OutLook full
bidirectional synchronization.
Matter Notes/Diary
Automatic time, date, user stamp.
Free form entry with no restrictions.
Automated diary entries for certain events.
Full text search
Ability to log personal events.
Timekeeping
Ability to designate timekeeper roles by matter.
Ability to designate different timekeeper roles by

event.
42

April 4, 2014
Ability to transfer matters and events to other

timekeepers.
Reports
Matter expense tracking & reports.
Time tracking & reports.
Statute of limitation report.
Matter archive with reporting.
Document generation history report.
Custom report writer.
Query on any and all fields.
Matter export capabilities.
Email Interface
Microsoft OutLook
Ability to drag & drop received

documents/attachments directly to matter.
Y/N
Additional Notes
43

April 4, 2014
Other Requirements
Security by user down to record or tab.
File room records management.
Supports Governmental Regulatory and

Accounting Reporting Standards.
Download info to laptop with synchronization

capabilities.
PDA integration; bi-directional synchronization

capabilities.
Web interface.
44

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RFP for Legal Case

RFP for Legal Case Management System

3 Legacy Systems ................................................................................................................................ 3

RFP for Legal Case Management System

Project Tasks ............................................................................................................................... 22

Licenses Number of Users ............................................................................................................... 25

5 RFP Standard Information and Instructions ................................................................ 27

6 Proposal Preparation and Submission .............................................................................. 29

Appendix 1 Technical Questionnaire ..................................................................................... 36

RFP for Legal Case Management System

Legal Aid & Advisory Authority

The Authoritys Head Office in Barataria

RFP for Legal Case Management System

No. of Users Functionality

Legal Case Management front office

Investigating applicants qualification for

Maintaining lawyer panels and client files (3

Database Management, Application Support,

Total No. of Users

ICT Department, LAAA

RFP for Legal Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

Searches Home Page

ICT Department, LAAA

RFP for Legal Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

Open Source Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

Add Custom Fields

ICT Department, LAAA

RFP for Legal Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

Edit Client Info

ICT Department, LAAA

RFP for Legal Case Management System

Adding a new case

ICT Department, LAAA

RFP for Legal Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

View a clients folder from the archive

This function does not work consistently.

ICT Department, LAAA

RFP for Legal Case Management System

ICT Department, LAAA

RFP for Legal Case Management System

RFP for Legal Case Management System

a. Legal Case Management

Parameterization for LAAA operations