The department wants to hear from companies that may have a solution that would not be vendor-hosted.
In a request for proposals released July 20, the Judicial Council of California’s (JCC) Audit Services Department wants to hear from IT companies capable of supplying it with an “Electronic Audit Working Paper Software Solution.” Created in 2001, the department makes recommendations to court management. Among the takeaways:
- Audit Services now has 20 licenses for Pentana, an audit software app via Ideagen. It is hosted on Judicial Council servers and distributed to auditor laptop computers, where they can replicate part of an audit and check in the updated work upon returning to the office – or access an audit’s “workpapers” remotely via a virtual private network (VPN), according to the RFP. The existing licensing pact expires in May 2023. The JCC seeks a solution with ongoing maintenance and support and a vendor to provide all on-site and off-site services for the installation and staff training. Due to the confidentiality of the department’s work, JCC requires that it be able to host the software and its associated audit data on its own servers, or manage them via existing cloud infrastructure. The software should be able to be installed on a “physical server, virtual or cloud-based server.” Audit Services will use the software to “prepare, finalize and archive its audit working papers, while also allowing audit staff to collaborate on audits that are in progress,” whether in the field, at the office or remote.
- Among the RFP’s requirements, a contractor responding must provide proof of “good standing” as a California corporation, limited liability company, limited partnership or limited liability partnership. Respondent must also detail the “mandatory technical system requirements desired” in the solution sought; and describe prior experience supplying “electronic audit working paper software to audit organizations.” Respondent’s pricing must include “all anticipated charges” for software and support including updates, training and installation.
- Audit Services seeks a five-year licensing agreement with one optional three-year extension, for 20 individual licenses that can be concurrent and will be interchangeable among staff and concurrent. Upon eventual expiration, contractor must let JCC keep two licenses for five years at no cost, for accessing finished and archived audit work – plus any updates or patches needed. Questions are due by 1 p.m. Aug. 10 with answers coming online Aug. 22. Responses to the RFP are due by 1 p.m. Sept. 2. Product demos for vendors that satisfy mandatory requirements will be Oct. 3-12. Proposals will be evaluated Oct. 13-21 with scores posted Oct. 25. Public opening of the cost portions of proposals will be at 10 a.m. Oct. 27. A notice of intent to award is expected Nov. 2 followed by negotiations and contract execution Nov. 3-Dec. 5. The estimated contract start date is March 1; the estimated contract end date for its initial term is Feb. 29, 2028.
