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Serving: Richmond Henrico Powhatan Hanover Goochland New Kent Chesterfield

L A W O F F I C E S

CENTRAL VIRGINIA LEGAL AID SOCIETY, INC. RICHMOND OFFICE

101 WEST BROAD STREET, SUITE 101 • P.O. BOX 12206 • RICHMOND, VA 23241

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(804) 648-1012 Direct Dial (804) 200-6049 FAX: (804) 649-8794

REQUEST FOR PROPOSALS (RFP) JANUARY 6, 2016

JusticeServer Product Development

Central Virginia Legal Aid Society (CVLAS) is initiating this Request for Proposals (RFP) to solicit responses from qualified companies interested in contracting to lead a discovery process and then develop a 1) first-in-class legal services case management system (CMS) with pro-bono functionality on the Salesforce Platform and 2) a statewide pro-bono portal (portal). Please note that the CMS is to be based on an existing Salesforce customization and available as a product for other programs to use. The pro-bono portal must be able to communicate with separate instances of Salesforce as well as a separately built portal containing data from several users of Kemps Prime Caseworks. This project will be funded by a Technology Innovation Grant (TIG) from the Legal Services Corporation (LSC) and a Force for Change Grant (F4C) from the Salesforce Foundation as well as contributions from Capital One, Dominion Power, Virginia Law Foundation, and Richmond-Firms-in-Service. Please also note that the structure of this RFP is influenced by the fact that our detailed high-level business requirements are not yet fully known. We intend to build a system that meets more than our requirements. Our goal is to build a product that can used out-of-box (or nearly out-of-the-box) by a broad segment of our sector. Towards that end, more discovery is required. Because the exact scope of the project is not known, we are asking bidders to give us both their best estimate of cost/time based on the information we have provided and a detailed accounting of how they came to those figures. Cost will be important to our decision, but we will weigh heavily the identified approach, the quality of references, and the plans for support/continued development of the product. 1. PURPOSE AND DESCRIPTION:

1.1. Purpose: The JusticeServer project will produce a 1) first-in-class legal services case management system on the Salesforce platform with sophisticated functionalities allowing staff users and volunteer users to collaborate on legal cases and other pro bono projects and 2) a statewide pro-bono portal that allows volunteer users to access and contribute to cases from multiple legal aid programs regardless of whether those programs are using JusticeServer or Kemps Prime CaseWorks. This last item will involve building an API between the statewide portal and a to-be-built-separately portal between seven programs in Virginia using Kemps Prime Caseworks. *Note it is acceptable to treat these two deliverables as two separate projects for the purpose of describing approach and costs, but only proposals that address both components will be considered.

1.2 CVLAS and Core Team:

CVLAS is a nonprofit, LSC funded, legal aid program serving central Virginia with offices in

RFP JusticeServer Product Development JANUARY 21, 2016

Charlottesville, Richmond and Petersburg. The Core Team consists of CVLAS and CVLAS’ partner organizations for this project, including the Legal Aid Justice Center (LAJC), the Greater Richmond Bar Foundation (GRBF), and Capital One (C1).

1.3 Qualifications:

A qualified bidder shall have 1) expertise in developing enterprise scale, customized applications on the Salesforce platform; 2) an understanding of volunteer and nonprofit corporation services, including volunteer and case management services; and 3) experience building complex data sharing applications/portals. Please note that it is not part of our mission to sell products to other organizations. Respondents will receive priority consideration if they can provide creative solutions to the problem of how to generate a community of organizations using this product in order to sustain support and ongoing development to keep the product relevant for the mid-long term.

1.4 Detailed Project Description, Goals and Objectives: The application to be developed will be based on our existing pilot JusticeServer application and available as a product for other organizations to use. JusticeServer will be the primary tool that attorneys and other staff use to 1) manage their day-to-day work and all information pertaining to it and 2) share information (including scheduling and case acceptance) with volunteers. In addition, the final product should have the following characteristics: 1. Client Centered. The application must be client-centered to improve reporting accuracy and eliminate unnecessary data entry. A single client must be able to have and access multiple cases (within or across offices) and the application must provide for users to track cases by case numbers in each office. Prior personal, demographic and other case-related information must be available to staff serving the client on new cases. 2. Integration with Outlook. The application must provide for integration with Outlook so that calendars maintained in one office are automatically updated in other calendars. The application must provide for the saving, retention and storage of emails in a client’s folder, and the accessing, review, updating and saving of contacts and task lists. Calendars and deadlines must also be visible and trigger appropriate alarms, as a native function or as an adjunct to Outlook. 3. Timekeeping. Timekeeping must be integrated throughout the application and easy to operate, including time kept directly from a note, email, calendar entry, motion, etc. Users must easily be able to enter time for all meeting attendees. Users must also be able to easily check what time has been entered and add additional time, correct mistakes, etc. If a user keeps time directly in the application’s timekeeping function, all relevant client files must be updated automatically. Timekeeping should be as automatic as possible. Users should be able to add time in a batch format and create timed items from other objects (notes for example.) to avoid duplication of data entry. 4. Correspondence/Basic Pleadings. The application must easily generate form documents either as a native function or in coordination with a 3rd party app. The application must be easy for users with appropriate administrative privileges to update, add and format form documents. The application must also generate emails, faxes, letters, pleadings and other documents. 5. Document Management. Case-related materials prepared by staff, co-counsel and opposing counsel in different offices and locations must be stored in a centralized, indexed, and easily


searchable document management system, which preferably, will integrate with a variety of other applications (for example, NetDocs). 6. Easily Searchable. The entire application database must be searchable within/across client files based on one more criteria/characteristics. The application must make it easy for staff, attorneys and other users to quickly find cases with like issues or recurring bad actors. Users must also be able to save and view their search requests. Search results must be printable in a variety of formats and exportable (for example, using Excel) and hyper-linked to the individual client user’s file for closer review. 7. Ease of Reporting. The application must be able to automatically generate reports both for internal and external use (e.g., for funding entities.). The application must create and save a series of routine reports, while being sufficiently straightforward for users to create new reports “on the fly.” 8. Flexibility in Design. The application must be able to quickly and easily adapt to reflect new grantor requirements, given ever changing reporting requirements. To ensure data integrity, both logic rules (this field’s data is dependent on a prior answer) and automatic and assisted data entry are essential. It is important to note that our current JusticeServer pilot, which is operational and in use, can already do, on a limited scale, much of what we want the JusticeServer software application to accomplish. Since 2012, CVLAS, GRBF, and LAJC have been sharing a single, highly customized instance (JusticeServer 1.0). We had hoped to design an application when we first developed JusticeServer, but a combination of funding and development challenges resulted in a shared pilot launch within the current single instance.

1.5 Timeline for Completion: We estimate the final application for completing the JusticeServer Project shall be delivered on or before January 16, 2017.

1.6 Payment: Payment will be based upon a negotiated statement of work(s). We recognize that the statement of work may need to be amended after the discovery phase is completed. For this reason, among others, it is critical that respondents justify their costs requirements, include an hourly rate, and provide ample evidence of the skill/efficiency with which they work.

2. RFP ADMINISTRATION AND INSTRUCTIONS TO BIDDERS:

2.1. RFP Coordinator: Upon release of this RFP, all communications concerning this RFP acquisition must be directed to the RFP Coordinator listed below. All other communications regarding this RFP, whether with the Core Team, CVLAS and its partner organizations, including LAJC, GRBF and C1, shall cease upon release of this RFP, up to and through the date of contract signing. (However, the winning bidder may coordinate and communicate with the Core Team, CVLAS, and its partner organizations, including LAJC, GRBP and C1, as directed or permitted by the RFP Coordinator.)

Any oral communications will be considered unofficial and nonbinding on CVLAS. Only written statements issued by the RFP Coordinator may be relied upon.


Stephen E. Dickinson Executive Director Central Virginia Legal Aid Society 101 W. Broad Street, Suite 101 P.O. Box 12206 Richmond, VA 23241 (804) 200-6049 (804) 649-8794 Fax [email protected]

2.2. RFP Schedule:

The below RFP schedule applies to this RFP:

RFP released: On or before January 21, 2016 Responses Due Date (not later than noon Eastern time to the RFP Coordinator): February 8th, 2016 (Response format – as specified in below Subsection 2.4) Successful bidder Announced: On or before February 15, 2016 Contract Signed and Work Commences: On or before February 26, 2016

2.3. Questions: Bidders may contact the RFP Coordinator at the address and/or numbers listed in

Subsection 2.1 above with any questions concerning this RFP. All questions must be received prior to the response due date and time listed in Subsection 2.2 above. Written questions are preferred and should be submitted by email to ensure receipt and timely response.

2.4. Response Format: The proposal must be sent electronically via email in Adobe PDF format to the RFP Coordinator designated in Section 2.1 of this RFP. The email subject should be clearly marked “Justice Server Development RFP”.

The proposal must be received no later than noon, Eastern on the date specified in section 2.2 of this RFP.

Late proposals will not be accepted and will be automatically disqualified from further consideration.

2.5. Response Requirements and Content: Bidders must respond to each question/requirement contained in Exhibit A, Bidder Response, in the order identified therein, with page numbers included. Bidder Responses must also be signed by the Consultant in order to be considered.

2.6. Costs of Preparing Responses: CVLAS will not pay any bidder costs or expenses associated with preparing responses, submitted in response to this RFP.

2.7. Responses Property of CVLAS: All responses, accompanying documentation and other materials submitted in response to this RFP shall become the property of CVLAS and will not be returned.

2.8. Proprietary Information/Public Disclosure: All responses received shall remain confidential

mailto:[email protected]


until the evaluation is completed and the bidder is selected and approved. Thereafter, responses shall be deemed public records.

2.9. RFP Amendments/Cancellation/Reissue/Reopen: CVLAS reserves the right to change the RFP Schedule or issue amendments to this RFP at any time without providing notice to bidders, except as stated in this Subsection 2.9. CVLAS also reserves the right to cancel or reissue the RFP, without providing notice to bidders, except as stated in this Subsection 2.9. All such actions will be posted on CVLAS's website; bidders will not otherwise be notified.

2.10. Minor Administrative Irregularities: CVLAS reserves the right to waive minor administrative irregularities contained in any response.

2.11 Inability to Enter Contract: CVLAS reserves the right, in its sole discretion, to eliminate from further consideration any bidder or selected bidder that CVLAS, because of legal or other considerations, is unable to contract with CVLAS or otherwise enter into contract terms deemed satisfactory by CVLAS in accordance with the schedule contained in Subsection 2.2 above.

2.12. No Obligation to Enter a Contract:

2.12.1 The release of this RFP does not compel CVLAS to enter into any contract.

2.12.2 CVLAS reserves the right to refrain from contracting with any bidder that has responded to this RFP, whether or not the bidder’s response has been evaluated and whether or not the bidder has been determined to be qualified. Exercise of this reserved right does not affect CVLAS's right to contract with any other bidder.

2.12.3 CVLAS reserves the right to request an interview with any bidder and/or a demonstration from any bidder prior to entering a contract with that bidder. CLVAS further reserves the right to request additional information and documentation from any bidder. If a bidder declines the request for an interview or demonstration, or the bidder declines to provide any additional requested information or documentation, for any reason, the bidder may be eliminated from further consideration.

2.13. Multiple Contracts: CVLAS reserves the right to enter into contracts with more than one

bidder as a result of this RFP.

2.14. Non-Endorsement: The selection of a bidder pursuant to this RFP does not constitute an endorsement of any bidder’s services. The bidder agrees to make no reference to CVLAS in any literature, promotional material, brochures, sales presentations, or the like, including any website postings, without the express prior written consent of CVLAS. In the event that CVLAS provides its prior written consent to any proposed marketing, promotion, posting or endorsement referencing this RFP, the contract award or CVLAS, the bidder agrees to execute a separate written agreement and to comply with any use restrictions and requirements of CVLAS.

2.15. Contract Payment Limitations: Once the winning bidder has been selected, a written contract has been executed between the winning bidder and CVLAS, the winning bidder should anticipate payment at the end rather than the beginning of the invoice period in which services


are provided or after the bidder submits any deliverable for which a payment is due.

3. RFP EVALUATION:

3.1. A JusticeServer Evaluation Team (Team) of at least two (2) persons will evaluate the responses to this RFP. The Core Team reserves the right to award the contract based on the combination of both objective and subjective evaluation criteria. The contract will be awarded on the basis of which proposal, if any, the Core Team deems best suited to fulfill the requirements of the RFP and the accountability and business needs of the Core Team. The Team will select a provider based on the totality-of-capability approach. The Team may also consider past contract performance and check references beyond those listed in the bidder’s response.

3.2. As part of the evaluation process, at the discretion of the Team, bidders may be asked to clarify specific points in their response and to provide additional information, if requested. However, under no circumstances will the bidder be allowed to make changes to their response, unless at CVLAS direction or consent.

4. POST EVALUATION

4.1. Notification of Selection of Apparently Successful Bidder: Bidders whose responses have not been selected for further negotiations or award may be notified via email or U.S. mail.

4.2. Contract Award/General Terms and Conditions:

Any bidder(s) selected to provide services will be required to enter into a contract with CVLAS.


Central Virginia Legal Aid Society, Inc.

REQUEST FOR PROPOSALS (RFP)

JusticeServer Development

EXHIBIT A - BIDDER RESPONSE

A. Proposal Preparation

We will only accept proposals via e-mail in Adobe PDF format. The RFP should be carefully exampled and any needed clarification of any item or requirement should be obtained prior to submitting the RFP. Also, all responses to the RFP should be checked for accuracy before being submitted.

B. Table of Contents

All proposals should contain a table of contents that includes the following sections:

1. Executive Summary 2. Company Overview 3. Project Approach 4. Proposed Project Team 5. Cost Estimate

These sections are addressed in greater detail below.

C. Executive Summary

All proposals should begin with a one to two-page executive summary containing the following information:

Company Contact Information – Contains the name and address of the Company, a single company representative to be contacted in case of questions, and the telephone number and e-mail address at which that person may be contacted.

CMS Solution Overview – Briefly summarizes the CMS solution and your approach.

Portal Solution Overview – Briefly summarizes the Portal solution and your approach.

Project Information – Briefly describes the overall approach to designing, developing, and implementing the proposed solutions, including user training and ongoing system maintenance and support as well as outlines the key deliverables and major milestones.

Cost Summary – Summarize the overall cost to develop, support, and use on an annual basis both the CMS and Portal. Please clearly distinguish between one-time and on-going costs.

Long-term Vision – Briefly summarize your long-term vision for how to we can support/update the product over the long-term.

D. Company Overview

Submissions should provide a description of the company, office location, history, qualifications, and experience developing sophisticated tools for non-profit organizations. Each should include


references to the kinds of service and support provided by the company, all of its certifications, and summary resumes of key technical staff personnel, including their relevant certification(s), and designated individuals who would most likely be responsible for initial and ongoing service and support. There should also be a description of how the company is best suited to meet the Core Team’s needs. Please include the following:

Bidder’s Name, address, federal tax identification number or Social Security Number

(SSN), Uniform Business Identifier (UBI) number, and a description of the bidder’s legal

status (e.g., corporation, sole proprietor, etc.).

Bidder’s telephone number, fax number, email and resume.

A statement addressing whether the bidder or any employee of the bidder is related by

blood or marriage to a CVLAS, Greater Richmond Bar Foundation (GRBF), Legal Aid

Justice Center (LAJC) or Legal Service Corporation of Virginia (LSCV) employee or Board

member; resides with a CVLAS, GRBF, LAJC or LSCV employee or Board member; or has

a conflict of interest with either CVLAS, GRBF, LAJC or LSCV. If there are such

relationships, list the names and relationships of said parties. Include the position and

responsibilities of such bidder’s employees within the bidder's organization.

Describe your capacity to protect against any conflicts that may arise during the project.

State whether the bidder has been a party in any litigation during the past five (5) years,

all such incidents, except employment-related cases, must be described, including the

other parties' names, addresses, and telephone numbers. Present the bidder's position

on the matter and the resulting disposition, if known.

1. Qualifications and References

Identify and provide a brief description of at least three similar projects the company has

performed in recent years, preferably for other non-profit organizations in the United States.

Provide the following information for each project:

Firm/organization name.

Address.

Contact name and title.

Contact telephone number and e-mail address.

Project start and finish dates.

Nature of the project.

Detailed description of services provided.

Success achieved.

CVLAS reserves the right to contact these references at any point during the procurement

process.

E. Project Approach


Describe and demonstrate its methodology and approach to managing a project of this scope. Describe

in detail the approach to the project and include a sample project plan that encompasses the following:

Approach to the project, including the methodology to be used and the major deliverables to be

produced.

Planning assumptions and constraints.

Proposed schedule (work plan) including tasks, milestones, dates for completion, resource

assignments, and review cycles.

Statement of why the company is best suited to perform the services for this project.

F. Proposed Project Team

Proposals must include a proposed project team structure. For each member of the proposed project

team, provide information concerning educational background, experience, and professional resumes.

In addition, indicate the present workload of the proposed staff to demonstrate their ability to devote

sufficient time to meet the proposed project schedule.

G. Cost Estimate

Indicate the estimated price of all items and services offered including the following:

Summary – summarize the total cost of software, hardware, professional services, and

maintenance for the proposed system. Throughout response, please indicate how costs were

determined/estimated. If the bid involves third-party software, include the software

maintenance cost for the third-party product(s).

Software Licensing Fees – provide information on all software licenses that are required to

support the proposal.

Professional Services – Estimate and list all costs, including hourly rates for each type of work,

that would be associated with the implementation of the proposed CMS solution. These costs

should be delineated for each of the following areas as they relate to the entire implementation

life cycle:

o Project Planning and Management – Management of the project scope; ongoing risks

and issues; establishment and monitoring of schedules; measurement of progress

against budget and timelines; and tracking of deliverable review and approval

processes.

o System Requirements/Design – Review of existing functional and technical

requirements, definition of detailed requirements, and design of the CMS or required

modifications/augmentations.

o Configuration/Build – Configuration and customization of the CMS solution, including all

identified functional and technical requirements.

o System Testing – The testing required to adequately determine that the system is

reliably meeting the needs of state-funded legal aid providers on a day-to-day basis.

o System Training and Documentation – The necessary training (front-end and ongoing) to


allow workers to use the CMS to perform their job functions. This area should include all

costs associated with user and administrative training and documentation.

o Maintenance and Support – The required and/or options annual maintenance and

support costs that will be available following implementation of the CMS.

o Data Conversion – The requirements needed for the transfer and validation of selected

data from existing case management systems.

o Travel and Other Costs – Identify any direct travel-related costs and provide an itemized

list of any costs not identified elsewhere.

It is our intent to pay for services and software incrementally based upon the acceptance of project

deliverables and milestones.

Amendment A

A Q&A Conference Call will be held on Monday, February 1st from 1PM to 3PM EST. The call will be recorded and the recording will be made available that same day at: http://cvlas.org/get-involved/justiceserver/ Only groups that RSVP for the Q&A will be able to participate. Please RSVP to Steve Dickinson at [email protected] with the following information:

1. Your intention to participate. 2. Any questions you have. 3. How you would like to be address on the call.

Steve will respond to acknowledge receipt and to send call-in information. During the call, we will address questions received in advance and then call on each group in turn in the order they RSVP’d to ask one question and one follow-up. We will work through each group and then restart the order as time allows. Groups will be identified by the moderator as they specify in their RSVP in order to protect bidder anonymity if such is sought.

http://cvlas.org/get-involved/justiceserver/

mailto:[email protected]

Amendment B

This amends section 2.2 Please note that we have extended the deadline for submission of RFP responses. The new submission deadline is: Monday, February 15, 2016 at noon EST. We have also extended the deadline to announce a successful bidder to: on or before February 22, 2016

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