In a request for information (RFI) released Dec. 20, the Judicial Council of California (JCC) seeks information from technology companies on a “Continuity of Operations (COOP) Planning System.” The state constitution, generally, calls on the council to “improve the administration of justice by surveying judicial business, recommending improvements to the courts, and making recommendations annually to the governor and the Legislature,” according to the RFI. It also “adopts rules for court administration, practice, and procedure, and performs other functions prescribed by law.” Among the takeaways:
- Currently, the JCC “administers a contract for access to a web-based planning system” that’s customized to meet the Judicial Branch’s needs around plan development and maintenance for “continuity of operations during periods of disruption following events, such as earthquakes, fires, or pandemics.” Typically, users enter details of operations that include “staff lists, essential functions, and locations into the customized modules,” according to the RFI. Some users have multiple plans, and reports on all plans can be printed as they are needed. Support, training and assistance come through the vendor and JCC staff.
- The customized modules in the current system have templates for continuity of operations, continuity of government, command and control plans, emergency plans and court security plans that are used by the branch; reports, master data information and system administration are also part of the existing system. The system is web-based, accessible around the clock from any device by users, and its primary data center is in the continental U.S. Stored data is encrypted and it’s compatible with web browsers from Microsoft, Apple, Mozilla and Google. The system has modules that let users choose if they’d like to create one plan for all their facilities or one per facility; and to select from templates that meet state and federal standards. The system also features “multiple levels of user roles” that include site administrator, plan administrator and plan editor.
- The JCC wants to hear from “experienced vendors” on the “available functions or the customization of similar modules and features, including reports, found in the existing system and details of the steps required to transition from the existing planning system to a new one.” Costs around customization and transition should not be included in RFI responses. If the endeavor goes to a request for proposal (RFP), information on a security system plan/National Institute of Standards and Technology controls, systems and organization controls and data residency will likely be sought. Any contract resulting from a future RFP would need to include features that likely would provide for “the same or similar functions as the existing system,” and information on the steps in a transition to a new system.
- The precise value of any future RFP isn’t stated in this RFI and it’s not specified when an RFP might come. Questions on the RFI are due by 12 p.m. Jan. 6, with answers coming online Jan. 20. RFI response packages are due by 5 p.m. Feb. 2, and optional information exchange meetings would be held Feb. 7-9.
