Does your office allow entry of more than one defendant on a case? Yes

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1 RFP Questions LPCOC responses to questions are in red font. Please explain your current Sheriffs system: LPCOC does not have a Sheriff s system. The contact person for the Lafayette Parish Sheriff s Office is Marc Roger Vendor name? What is the operating system that it runs on? Is it windows based or web based? Please explain your current District Attorney system: LPCOC does not have a District Attorney system. The contact person for the 15 th Judicial District Attorney s office is Connie Rogers (CGRogers@15thjdcda.org) Vendor name? What is the operating system that it runs on? Is it windows based or web based? Does your office allow entry of more than one defendant on a case? Yes Section I Introduction States that each department should have an independent database. Is this a mandatory requirement? Yes Having separate databases for each department makes it extremely difficult to share information across departments. LPCOC will not require information to be shared across each of the departments. A. General Requirements 11. Can the system accept data from the District Attorney s Crimes system to allow the Criminal department to continue processing information from the time they are provided the Bill of Information? Does the current DA Crimes system export an ASCII text file or an XML file? Can we get a file layout and a sample file? Contact Connie Rogers with the 15 th Judicial District Attorney s Office (CGRogers@15thjdcda.org) 12. Can the system send and accept data to and from the Sheriff s Software & Services subpoena system to allow the departments to share information of notices generated and service return information? Yes What file format is the Sheriff s subpoena system working with for data import\export? Is it an ASCII text file, XML file or a web service? Can we get a file layout and a sample file? How often is data imported\exported? Contact Marc Roger with the Lafayette Parish Sheriff s Department 13. Can the system accept a text file from the Sheriff s Fees Certified Software Solutions system to allow the fees collected by the Lafayette Parish Sheriff s Office to populate our system? Yes What file format is the Sheriff s Fee Certified Software Solutions system working with for data import\export? Is it an ASCII text file, XML file or a web service? Can we get a file layout and a sample file? Contact Marc Roger with the Lafayette Parish Sheriff s Department

2 B. Searching Cases Do the questions under Searching Cases pertain to the search capabilities inside of the software application that the office staff would use or do they pertain to the web based search that can be accessed by anyone? Searching cases pertains to both the internal and web applications. If the search capabilities do exist in the web search then do they also need to exist in the software application? N/A D. Register of Actions 17. Does the system provide a document history view listing all documents created for the defendant in the case ordered by date created, and document name, entity name that requested the document, and viewing status for all documents created or reprinted? Please explain the intended purpose of tracking the entity name that requested the document and viewing status for all documents created or reprinted. If an entity requested a document and the document was to be distributed to that entity, then the system should track that distribution. The viewing status of the document would be if the document was public, sealed, redacted, etc. R. Notification/Subpoenas Processing 8. Does the system provide the ability to capture electronic signatures from an electronic tablet pad to be associated with the subpoenas for the party served? Are you currently using an electronic tablet pad to capture digital signatures? No Is this hardware that we need to provide? No How many are needed? Currently, we have 25 workstations and each would require an electronic tablet pad. Is there a specific brand and model that we have to use? LPCOC will rely on the vendor to specify the brand and model to be used. LPCOC has previously purchased and has in inventory 16 Interlink epad Part Number Rv. G signature tablets. U. Case Assignment 10. Does the system provide a random allotment of a defendant in capital cases to district judges with each judge having three allotment counters? Please explain the purpose of the three allotment counters? (Judges Divisions H and M excluded) Each of the 11 divisions begins with 3 allotment counters, for a total of 33. As a capital case is allotted to a Division, that counter is removed. After a capital case is resolved or if it is reduced to a non capital offense, a counter for the division to which that case was allotted is replaced. Feature Request The manual indexing of the traffic bonds is tedious and deputy clerks have to search through the index to post a bond when a traffic case is assigned a docket number. Please explain the tedious process that the deputy clerks currently have to do and what you are looking for to improve this process. This requested feature is withdrawn. The Sheriff s office no longer provides the clerk with bonds for unassigned cases.

3 Have the system create a transfer packet, when a traffic ticket needs to be transferred to another parish. What is in a transfer packet? All documents filed within the case; along with a letter to the parish where the ticket is being transferred. The JUVENILE DEPARTMENT wishes to have the following features on the new Criminal Case Management System: The case management system should have the ability to print add-ons to a docket and not have them combine with the original docket. Please explain add-ons and why they should not combine with the original docket? Add-ons are cases placed on a docket after the original docket has been finalized and distributed to agencies outside of LPCOC. Add-ons should not be combined with the original docket to ensure consistency of docket fixing order and to allow distribution of the add-ons to the agencies that have received the original finalized docket. The NON-SUPPORT DEPARTMENT wishes to have the following features on the new Criminal Case Management System: The case management system should automatically populate the nonsupport grant program with charges as they occur. What is the non-support grant program? Are there specifications on how to populate the program with charges? A federal grant was given to the State of Louisiana Support Enforcement Services to pay the Clerks of Court for processing non-support cases and Sheriffs for serving notices for those cases. The Clerk invoices and bills the LA Support Enforcement Services for processing and service fees and distributes the monies received to the respective agencies. The system is RMCobol and would need a file format acceptable by Software & Services. Traffic fine payments: Your office does not collect the fine payments. How is your office informed that a fine has been paid before the assigned court date? The Sheriff s office will send LPCOC a payment receipt. Does the Case Management system need to do anything more that allow you to designate that a fine was paid and for how much? Depending on the posture of the case, the system may or may not remove the case for a pending court docket. Do you need a fee receipting system for traffic fine payments? No. What determines that a case is a Capital Case? Is this based on the charge or is it determined by the District Attorney? Capital cases are determined by the charge. If charge based, what statutes are considered Capital cases? LRS 14:30 and LRS 14:24 (14:30). Felony cases filed, with the exception of capital cases, are tracked. Track 1 is all felony drugs. Tracks 2, 3, and 4 are all other felony cases and are assigned by the week the offense occurred. Felony Issuing Worthless Checks is a Track 5. Felony drugs are now assigned to Tracks 1 and 3 depending on the date of offense. Felony drug charges having a date of offense from the 1 st through the 10 th of the month are tracked to Track 3. Felony drugs with a date of offense from the 11 th through the last day

4 of the month are tracked to Track 1. (The earliest date of offense, on a felony drug, determines the Track) Are felony drug cases determined by the charge assigned? Yes. Will a case that contains multiple charges with one being a drug charge and one being another felony charge, automatically be assigned to track 1? Any case having a felony drug charge will automatically be tracked to Track 1 or 3 depending on the earliest date of offense of the drug charge. How is the offense date used to determine tracks 2, 3 or 4? Do you specify which dates each track is scheduled for? The date of offense runs Sunday through Saturday. Beginning January 3, 2010 the rotation is as follows: January 3, 2010 January 9, 2010 will be Track 3 January 10, 2010 January 16, 2010 will be Track 4 January 17, 2010 January 23, 2010 will be Track 2 The allotment system will continue utilizes this three week rotation. CRIMINAL CASE MANAGEMENT SYSTEM RFP QUESTIONS 1. Does the system have to mask names in generated documents? (i.e. juvenile names must be abbreviated in public documentation.) Yes. Juvenile names in Criminal or Traffic cases will need masking; however, Juvenile defendants names must appear on notices and documents as they were entered into the system. 2. How detailed is the register of action required to be? (i.e. allow entry of court open and court closed events or just higher profile events) The register of actions should contain all activity that occurs in a case. (Court dates, documents, notices ) 3. Will the data in the system need to be easily traded? Data from the Criminal Case Management System would need to be shared and monitored with the Lafayette Parish Sheriff s Office Software and Services Subpoena system, Lafayette Parish Sheriff s Office Certified Software Solutions system; Louisiana Supreme Court, and 15 th Judicial District Attorney s Office Crimes system; and for publishing on the internet, those cases that are public, through the web portal. 4. Will there be an interaction with a accounting software or does the system need to handle financials? Both. The system must determine the percentage to be paid to the clerk from the fines and fees collected by the Lafayette Parish Sheriff s Office. An accounting program to invoice, bill and disburse the Federal Grant Non Support money is also needed. 5. Will there be a way for electronic payments? Fine payments are collected by the Lafayette Parish Sheriff s Office. We are expecting an interface with the Sheriff s system to accept the payment data. 6. Will the system accept partial payments? Yes. 7. Will the system allow for payment plans?

5 Yes. 8. Will the system handle scheduling conflict resolution or only present warnings when conflicts occur? Warnings are preferred. 9. Will the clerk be required to take attendance with the system for court events? This is a desired function. 10.Will the system record required attendees for court events on the schedule? Yes. 11.Will the minute clerks have to enter all data directly to the system during court events or will cheat sheets be utilized to help data entry? Refer to Section K. Minute Processing, number What other 3rd party software will require interfaces such as NCIC? Integration with the Lafayette Parish Sheriff s Office Software & Services Subpoena system; Lafayette Parish Sheriff s Office Fees Certified Software Solutions system; and 15 th Judicial District Attorney s Office Crimes system. 13.Will person records in the system be reused? (i.e. will you have an entity of type person who can be a witness on one case and a victim on another?) Yes 14.What statistics will be required to be pulled for the parish level, state level, or other organization level? Answer contained in Section O Supreme Court Compliance, Section X - Inquiry and Reporting and Section 15.Will the system be required to maintain evidence data such as admissible, location, case association, etc? Yes 16.Will the system allow for mass processing? If so, what actions would be allowed as mass processing? Yes, notices and warrants. 17.Will the system need to keep track of jurors, jury selection, or jury pool? No.