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Bid Zip RFP #4548/TabulationByVendor_RFP#4548.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: Synergy International Systems, Inc. Page of 1 15 General Comments: Both the complete and redacted versions are attached to this response. General Attachments: Redacted_Synergy_International_Systems_RFP 4548_Electronic Case Management System.pdf Synergy_International_Systems_RFP 4548_Electronic Case Management System.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: CiviCentric Inc. Page of 2 15 General Comments: Thank you for your consideration. General Attachments: AccessE11 - Hawaii County RFP - final.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: Matrix Pointe Software, L.L.C. Page of 3 15 General Comments: Thank you for the opportunity to bid on your proposal! General Attachments: Exceptions to Terms and Conditions.pdf Exceptions to Terms and Conditions_Redacted.pdf HI-Office of the Corporation Counsel Proposal.pdf HI-Office of the Corporation Counsel Proposal_Redacted.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: RTVision Page of 4 15 General Comments: General Attachments: County of Hawai`i RFI 4563, RTVision response.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: Synaptec Software, Inc. Page of 5 15 General Comments: Attached is our response to the above RFP. Please call or email with any questions. General Attachments: LawBase resonse to RFP 4548.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: PS Technologies, Inc Page of 6 15 General Comments: Thank you for considering LegalServer! We're super excited to share more with you in a demo! General Attachments: RFP4548_LegalServer.Response.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: Cerebra Consulting Page of 7 15 General Comments: General Attachments: Cerebra Consulting, Inc. Response - RFP4548 Electronic Case Management System, County of Hawaii Corporation Counsel.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: Legal Files Software, Inc. Page of 8 15 General Comments: General Attachments: Legal Files Response to RFP 4548 for Hawaii County.pdf Legal Files Response to RFP 4548 for Hawaii County_Redacted.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: FedResults Inc. Page of 9 15 General Comments: General Attachments: Carahsoft Quote 44870641 County of Hawaii.pdf Hawaii Corporation Counsel Statement of Work.pdf Response for Hawaii Corporation Counsel.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: ECS Imaging, Inc. Page of 10 15 General Comments: General Attachments: RFP 4548 Electronic Case Management System.pdf RFP 4548 Electronic Case Management System Redacted.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: Knovos llc Page of 11 15 General Comments: Knovos is much obliged to comply with the county requirement for an Electronic Case Management system. Awaiting for acknowledgment and further steps of evaluation. General Attachments: Knovos Response to County of Hawaii ECMS #4458.zip County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: Tyler Technologies, Inc. Page of 12 15 General Comments: General Attachments: County of Hawaii RFP ERP PRO Court RFP from Tyler Technologies.pdf County of Hawaii RFP ERP PRO Court RFP from Tyler Technologies_Redacted.pdf Hawaii County, HI M-S Exceptions 032624 From Tyler Technologies.docx HI Certificate of Good Standing 2024-03-26.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: MERP Systems Page of 13 15 General Comments: General Attachments: MERP Systems Inc Response - State of Hawaii RFP4548-Electronic Case Management system.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: Kaizen Project & Business Consultants Inc. Page of 14 15 General Comments: Kaizen Project and Business Consultants Inc. is the registered company on Public Purchase portal and authorized to resell for Freshworks. General Attachments: County of Hawaii - Case Management RFP .pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: Aeon Nexus Corporation Page of 15 15 General Comments: Thank you for your consideration! Aeon Nexus is pleased to offer the County of Hawai'i a no-cost, no-obligation demonstration of our proposed JusticeNexus legal case management solution. General Attachments: Aeon Nexus Corporation Response - County of Hawai'i Electronic Case Management System.pdf Bid Zip RFP #4548/Aeon Nexus Corporation_485403/TabulationByVendor_RFP#4548_orgId_485403.pdf County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: Aeon Nexus Corporation Page of 1 1 General Comments: Thank you for your consideration! Aeon Nexus is pleased to offer the County of Hawai'i a no-cost, no-obligation demonstration of our proposed JusticeNexus legal case management solution. General Attachments: Aeon Nexus Corporation Response - County of Hawai'i Electronic Case Management System.pdf Bid Zip RFP #4548/Aeon Nexus Corporation_485403/Aeon Nexus Corporation Response - County of Hawai'i Electronic Case Management System.pdf 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 1 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 2 Contents Letter of Transmittal ........................................................................ ............................................................. 3 Executive Summary ..................................................................................................................... .................. 4 Company Background ................................................................................................................................. 13 Experience and Organizational Capacity ................................................................................................ 13 Past Performance (References) ........................................ ...................................................................... 16 Technical Specifications and Functional Requirements......................................................................... ..... 17 Case Management .................................................................................................................................. 17 Document Management .................... ..................................................................................................... 17 Document Generation .......................................................................... .................................................. 18 Portals (External Website) ...................................................................................................................... 19 Workflows ............................................................................................................................................... 21 Identity Management .................. ........................................................................................................... 22 Security and Roles ..................................................................... .............................................................. 24 Search Capabilities ................................................................................................................. ................. 25 Advanced Analytics ................................................................................................................................. 26 Mobility ................................................................................................................................................... 27 Security and Encryption ....................... ................................................................................................... 28 Office 365/Microsoft/Azure Groups .............................................................. ......................................... 29 Autonomy ............................................................................................................................................... 29 Third Party Software ............................................................................................................................... 30 Implementation, Project Management, Training, and Ongoing Support ................................................... 31 Timeline......................................................................................................... .......................................... 32 Issue Resolution ...................................................................................................................................... 36 Qualifications of Key Personnel .............................................................................................................. 37 Acceptance Testing .............................. ................................................................................................... 53 Post Implementation Support Access ............................................................. ........................................ 54 System Reporting, Data Migration, and Integration ................................................................................... 56 Advanced Analytics ................................................................................................................................. 65 Migration.............................................. ................................................................................................... 66 Integration .................................................................................... .......................................................... 69 Cost Proposal ........................................................................................................................... ................... 72 Appendix A .................................................................................................................................................. 73 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 3 Letter of Transmittal April 3, 2024 Ms. Nicole Charon, Buyer I 25 Aupuni Street, Suite 2603 Hilo, HI 96720 Re: Response for County of Hawai’i, HI’s Request for Proposal to PROVIDE, MAINTAIN AND SUPPORT AN ELECTRONIC CASE MANAGEMENT SYSTEM FOR THE OFFICE OF THE CORPORATION COUNSEL, COUNTY OF HAWAI'I. Ms. Charon: This document serves to cover the transmittal of our response package to the County of Hawai’i, HI’s (the County’s) Request for Proposal (RFP) to PROVIDE, MAINTAIN AND SUPPORT AN ELECTRONIC CASE MANAGEMENT SYSTEM FOR THE OFFICE OF THE CORPORATION COUNSEL, COUNTY OF HAWAI'I. Aeon Nexus Corporation agrees to provide the software solution and related services as outlined in this RFP. We commit to the functionality, pricing, and schedule proposed in this response. Aeon Nexus confirms that the proposal shall remain valid for 120 days from the date of submission. Firm Name: Aeon Nexus Corporation Firm Address: 2121 Rosecrans Avenue, Suite 2390, El Segundo, CA 90245 Firm Telephone: 213.878.2999 Authorized Representative: Meghan Barkley, Chief Operating Officer Joint Firms/Subcontractors: No subcontractors or joint firms will be used by Aeon Nexus Corporation to provide the software solution and related services as outlined in this RFP response. Aeon Nexus is a certified Minority Owned Business Enterprise (MBE). Aeon Nexus Corporation confirms that it has read and agrees to comply with the requirements stated in this RFP, and that the contents of this proposal accurately describe the information technology solution and services offered in this RFP response. Finally, Aeon Nexus Corporation confirms Meghan Barkley, Chief Operating Officer of Aeon Nexus Corporation, is legally authorized to obligate our firm to provide the software and related services included in this response package. Sincerely, Meghan A. Barkley, Chief Operating Officer meghanbarkley@aeonnexus.com 213.878.2999 Aeon Nexus Corporation 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 4 Executive Summary Aeon Nexus Corporation is a Small Business Enterprise (SBE), a New York State-certified Minority-Owned Business Enterprise (MBE), and a General Services Administration (GSA) Multiple Award Schedule (MAS) holder experienced in providing public sector clients with enterprise legal case management solutions built on the Microsoft Power Platform and hosted securely for our clients in their Microsoft Azure Government Community Cloud (GCC) tenant. Aeon Nexus understands that the County seeks a qualified vendor partner to provide, maintain, and support a single, comprehensive electronic case management system for the Office of the Corporation Counsel, County of Hawai’i. We understand that the County seeks a modern legal case management system of record to intake, track, and administer legal cases that will increase productivity and efficiency through automation. We understand that the County seeks to improve the speed and quality of delivery service for its constituents, while limiting the need for County resources to maintain the solution. Aeon Nexus is a Justice and Public Safety (JPS) focused Microsoft Gold Partner which leverages the suite of tools available to provide our customers with robust solutions leveraging modern components of the Microsoft platform. With our depth of knowledge on the Power Platform, Office 365, and Azure Cloud Services, our team uses our Intellectual Property and expertise to provide customers like the County with cost effective solutions and licensing leveraging existing technology investments combined with best of breed integrations and tools to bring secure, flexible, and robust applications. This combination leverages the power of cloud to provide modern features and accessibility, while leveraging the power of Microsoft to maintain compliance, redundancy, and scalability. Aeon Nexus’ background in delivering JPS case management solutions provides critical understanding of the complexities of legal case management, from intake and processing of various case types through disposition; our proposed JusticeNexus legal case and document management system enables secure collaboration between various parties and organizations, including configuration to match existing County processes and unique terminology, utilizing automated workflows to eliminate manual processes and increase productivity. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 5 The JusticeNexus legal case and document management solution is a highly configurable Commercial Off the Shelf (COTS) enterprise legal case management application built on the Microsoft Power Platform and hosted securely in our clients’ Microsoft Government Community Cloud (GCC) tenant. As proposed, our JusticeNexus solution is hosted in the County’s Microsoft’s Azure GCC tenant, supporting System and Organizational Controls (SOC) I, SOC II, and SOC III reports, International Organization for Standardization (ISO) 27001, Federal Risk and Authorization Management Program (FedRAMP), Health Insurance Portability and Accountability Act (HIPAA), Health Information Technology for Economic and Clinical Health (HITECH), Payment Card Industry Data Security Standard (PCI DSS), Criminal Justice Information Services (CJIS) compliance, and the General Data Protection Regulation (GDPR). A full list of audit reports, certifications, and resources are available from Microsoft, here: https://servicetrust.microsoft.com/ Aeon Nexus has responded to this solicitation with the JusticeNexus Legal Case and Document Management Solution in a Software-as-a-Solution (SaaS) model, hosted in the County’s own Microsoft GCC tenant. This approach ensures County data is stored in the County’s secure Microsoft GCC tenant, complying with CJIS requirements, and ensuring that all users are assigned security roles to enforce RoleBased Access Control (RBAC) to sensitive data while supporting collaboration, as each County attorney and licensed user has their own “workspace” within the larger JusticeNexus solution. JusticeNexus is a responsively designed operating system and browser-agnostic web-based solution that includes automated workflows and document management capabilities designed specifically for legal case and document management. JusticeNexus has been in production supporting prominent public sector clients of similar size and complexity as the County since 2017. As a Microsoft Power Platform-based solution, there is no need for traditional upgrades to software, as our GCC-hosted solution that we are proposing to the County is always the “latest and greatest” version of the Power Platform. Microsoft is continually enhancing the Power Platform, the framework underneath JusticeNexus. Updates to the underlying Power Platform require no interaction from the County as they remain “backward compatible”, allowing application features, functions, and configurations to remain 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 6 after the update. Customers of JusticeNexus may test new capabilities as part of the updates. To avoid risk, the County can validate major updates in a sandbox environment before an update’s official release. The JusticeNexus solution is cloud-based and scalable in realtime, providing entities of all sizes, a fast, flexible, and affordable solution, arming County staff and other interested parties with accurate real-time information. Using a pay-as-yougo model, the County will only pay for the compute power and storage that it consumes. With JusticeNexus, the County can provide reliable services for its staff and constituents faster and more costeffectively without concern for traffic spikes, down-time or adding hardware. Our system allows the County to empower system users to be more proactive while gaining uptime, visibility, and accountability. Cloud software architectures are designed from the ground up for maximum network performance, so they frequently deliver better application-level availability than conventional, on-premises solutions. Microsoft’s expansive cloud is comprised of an extensive network of datacenters dispersed geographically across the United States to provide top tier geo-redundancy and availability. Our solution provides a High Availability (HA) instance of JusticeNexus, installed in multiple geographically disparate regions in the continental US with one primary (active) region and another secondary (standby) region. During normal operations, network traffic is routed to the primary region, and if the primary region becomes unavailable, traffic is routed to the secondary region, guaranteeing 99.9% uptime. Aeon Nexus will configure the JusticeNexus solution to meet the specific requirements of the County. Further, we will provide training to County system administrators and Subject Matter Experts (SMEs) to further configure the solution to meet changing business needs without the need for future IT nor vendor reliance. The County may create and change automations, workflows, business logic, processes, security roles, fields, forms, or any other aspect of the JusticeNexus solution after delivery. In addition to maintenance and support, Aeon Nexus is available to work with the County to enhance the County’s JusticeNexus implementation or to create new functionality on a project basis, post-implementation. While our goal is to provide the County with the knowledge and autonomy necessary to be self-sufficient post implementation, as Power Platform experts, Aeon Nexus is positioned to accelerate development for the County by assisting them in delivering new functionality and enhancements to the core JusticeNexus solution. Microsoft has an active and engaged Power Platform community of citizen developers and professional IT experts that utilize the Power Platform worldwide to perform a myriad of enterprise functions across multiple verticals. Microsoft supports over 40,000 individual public sector clients in the GCC 24/7/365. Microsoft solicits ideas from its customers to inform its strategic roadmap and offers the ability to vote 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 7 on ideas as well, which are added to Microsoft’s backlog. Customers can influence the development roadmap using online tools. Licensing includes instantiation of the County’s GCC tenant and all hosting and access to these powerful tools, including JusticeNexus. The County can leverage its existing Microsoft Enterprise Agreement (EA) to purchase licenses at discounted prices and may take advantage of value-added offerings included with its EA (Microsoft training, premiere support, etc.). Existing Microsoft licenses and storage that is already allocated to County users may be consolidated to lower Total Cost of Ownership (TCO) of JusticeNexus. With a GCC-hosted solution, the County will experience virtually no limitations on data upload, storage, nor processing. JusticeNexus is a browser agnostic, web-based application that uses multi-tier architecture to enable the platform to extend and scale. Public sector entities like the County can take advantage of the instant scalability and guaranteed uptime of the GCC’s hyper-scale cloud service. The County can choose to scale its Azure-hosted solution manually, or it can rely on Azure Autoscale. As a solution hosted in the GCC, backups happen continuously. GCC automatically allocates and manages backup storage, using a pay-as-you-go model. The County will only pay for the storage that it consumes. This hosting model supports georedundant storage (GRS), replicating the County’s data to a secondary region hundreds of miles away from the primary location of the source data, providing a high level of durability for the County’s data if there is a regional outage. Manual backups and restores can easily be performed through web-based administration. The GCC provides a HA instance of JusticeNexus, installed in multiple regions with one primary (active) region and another secondary (standby) region. During normal operations, network traffic is routed to the primary region, and if the primary region becomes unavailable, traffic is routed to the secondary region, guaranteeing 99.9% uptime. GCC data centers exist in only continental United States of America locations. Traditional Disaster Recovery (DR) and Business Continuity (BC) concerns are outsourced to Microsoft, providing virtually 24/7/365 uptime without tasking internal IT resources with maintenance duties. For production environments, a replica of the different storage services is established in the secondary region for each environment at the time of deployment. These replicas are referred to as geo-secondary replicas. The geo-secondary replicas are kept synchronized with the primary environment through continuous data replication. There is a small replication latency, or lag—typically less than a few minutes— between the primary data sources and their corresponding geo-secondary replicas. 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 8 As seen in the preceding diagram, like data storage services, compute infrastructure is also provisioned in both regions in such a way that it can handle the traffic volume in case of an environment or region-level failover. As a cloud-hosted solution, the County benefits from outsourcing hosting to a world-class environment like the Microsoft GCC. With features like continuous backup, automatic failover, and the ability to immediately scale up and down to provide the best end-user experience, our GCC-hosted solution offers the County the ability to host JusticeNexus without concern for hardware, load balancing, security patches, etc. Pricing for Microsoft licensing is available through the County’s Microsoft reseller and will leverage the County’s EA for the best pricing available. Microsoft offers web-based controls for the County to manage and audit its Azure tenant. Access to Azure resources is controlled using RBAC administered through the Azure portal. As a Microsoft GCC-hosted solution, JusticeNexus meets or exceeds all city, state, and federal requirements for security and confidentiality. Fully hardened and redundant The CJIS Security Policy defines 13 areas that private contractors such as cloud service providers must evaluate to determine if their use of cloud services can be consistent with CJIS requirements. These areas correspond closely to National Information Standards in Technology (NIST) 800-53, which is also the basis for the FedRAMP, a program under which Microsoft has been certified for its GCC offerings. Microsoft signs the CJIS Security Addendum in states with CJIS Information Agreements. These tell state law enforcement authorities responsible for compliance with CJIS Security Policy how Microsoft's cloud security controls help protect the full lifecycle of data and ensure appropriate background screening of operating personnel with access to CJI. Microsoft continues to work with state governments to enter CJIS Information Agreements. Microsoft has assessed the operational policies and procedures of Microsoft Azure Government, Microsoft Office 365 US Government, and Microsoft Dynamics 365 US Government, and will attest to their ability in the applicable services agreements to meet FBI requirements for the use of in-scope services. Aeon Nexus has provided multiple CJIS-compliant interfaces for various public entities that use this same solution that we are proposing for the County. Aeon Nexus can provide CJIS-compliant interfaces with the County’s internal and external data trading partners, using CJIS-defined encryption standards. These integrations employ a minimum of 128-bit encryption as required to be CJIS-compliant. Keys used to decrypt data are adequately complex, at least 10 characters long, and a mix of upper- and lower-case letters, numbers, and special characters. With Aeon Nexus’ JusticeNexus solution hosted in the County’s GCC tenant, the County will maintain ownership and control over all data stored in JusticeNexus. The County can access and extract their data at any time, for any reason, without the need to notify or involve Aeon Nexus nor Microsoft. If the County ever ends the hosting contract, all data will be kept for 90 days, allowing the County to export it all. After 2121 Rosecrans Avenue, Suite 2390 El Segundo, CA 90245 |Tel: 213.866.AEON Fax: 866.252.1251 Web: www.aeonnexus.com Page | 9 that period expires, Microsoft will delete the County’s data according to NIST standards, including any cached or backup copies. The County’s data will be stored in a dedicated environment, and not comingled with other Microsoft client data. Unlike other proposals, in this model, County data is not colocated with other customer data nor only available in proprietary formats, that can cause significant challenges and costs to end other software relationship and exporting data/ migrating to another platform. JusticeNexus leverages the Microsoft Dataverse (formerly Common Data Service, or CDS) for data storage including electronic case data, notes, and information stored in tables, and SharePoint for file storage (documents, images, audio and video files and other digital assets associated with electronic records). JusticeNexus offers document storage, administration, preservation hold, and eDiscovery functionality, using SharePoint document