E-Trial Toolkit

The Courts Administration Service (CAS) – ACAN for

Maintenance and Support Services for Evidence Management System

Advance Contract Award Notice (ACAN)

An advanced contract award notice (ACAN) is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meet the requirements set out in the ACAN, on or before the closing date and time stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.

Definition of requirement

The purpose of this contract is to procure professional services on an “as and when required” basis to help maintain, support and enhance the Evidence Management System “E-trial toolkit”, used by Courts Administration Service (CAS).

Objectives

1. Support and maintenance of Evidence Management System “E-trial toolkit”;
2. Modifications to configuration of Evidence Management System “E-trial toolkit” modules/functionality already in use at CAS; and
3. Help CAS in planning and communicating a full deployment of the Evidence Management System “E-trial toolkit” in all e-court rooms that have identified the need to do so.

Tasks

The required resource will perform the following tasks which are grouped into four categories and are all related to the support, maintenance, enhancement and communication of the “E-trial toolkit”.

Document Requirements / Protocol

Consult with Courts, Registry, Members of the Courts, and Parties to:

1. Gather and document requirements/protocol, supporting procedures and support of the application to allow for electronically collecting all hearing related materials that are received in digital formats;
2. Gather and document requirements/protocol, supporting procedures and support of the application to display filed and/or referred to material to different monitors, projectors and screens in the hearing room; 
3. Gather and document requirements/protocol, supporting procedures and the application to reduce the Court’s use of paper and the administrative effort in collecting, assembling, reviewing and storing hearing materials. This includes modifying, amending or developing procedures associated with these activities when digital files replace existing paper material;
4. Gather and document requirements/protocol, supporting procedures and application support to provide for post hearing requirements related to court reporting requirements, providing parties with a copy of the record, judicial reviews, referrals and public access requests; and
5. Gather and document filing protocol requirements, and develop direction on how the files should be accessed and by whom.

Support, Guidance and Training

1. Provide support and guidance to the Parties for the use of the application during the hearing and in support of preparation for the hearing and presenting evidence in the hearing;
2. Provide support and guidance to Judges and Law Clerks for the use of the application in hearings deliberations and decision writing, which includes the development of practice guidelines and training material;
3. Provide support and guidance to Parties for the use of the application in hearings, which includes the development of practice guidelines and training material;
4. Develop training documentation “How to use the Evidence Management System: E-trial toolkit”; and
5. Deliver training sessions to specific users as requested by Project Authority.

Support & Maintenance of “E-trial toolkit”

1. Develop Standard Operation Procedures (SOPs) for application support and maintenance to make the daily work of the Registrar easier by providing intuitive and practical instructions and procedures and a user friendly interface allowing documents to be imported, managed, retrieved, displayed, labeled and searched;
2. Develop Standard Operation Procedures (SOP) for application support and maintenance to provide for account creation, role based security permissions and user authentication. This will include the distribution of accounts to the parties who are using the application;
3. Work closely with ITSD staff and develop Standard Operation Procedures (SOP) for the application support and maintenance for Information Technology (IT) related activities; and
4. Assist CAS in the installation of any new instance in other e-court rooms, and regular patches, updates, upgrades and new releases to “E-trial toolkit” including copy/transfer of files when applicable.

Planning and communication of “E-trial toolkit”

1. Assist the Project Authority to promote and provide knowledge transfer to explain “E-trial toolkit” capabilities to various types of users such as CAS Executives, System Administrators, Team Members, and end users;
2. Provide and document advice and recommendations regarding the planning of roll-out of “E-trial toolkit” capabilities; and
3. Assist the Project Authority to run a survey for the end users on the usage of the “E-trial toolkit”, and provide support for the analysis of the feedback and make recommendations for the long-term application configuration and enhancements.

Location of work

The primary work location will be the National Capital Region (NCR). Space at the CAS Ottawa office will be made available. 

Portions of the work may be completed at an off-site location (remotely), but approval is at the discretion of the project authority.

CAS Ottawa Office

90 Sparks Street

Ottawa, Ontario

K1A0H9

Language of Work

The resource must be fluent in the English language.

Security Requirements

The proposed resource must have a valid security clearance at the reliability level.

Minimum Essential Requirements

1. The proposed resources must have a minimum of 8 years’ experience in Filemaker using the Filemaker Pro platform;
2. The proposed resources must have a minimum of 8 years’ experience in Courts Systems such as Electronic systems to support judicial or quasi-judicial organisations and processes;
3. The proposed resources must have a minimum of 8 years’ experience in providing specialized technical expertise in the overall analysis of the design and architecture of judicial or quasi-judicial solutions;
4. The proposed resources must have a minimum of 8 years’ experience in business analysis, systems analysis and technical leadership skills in judicial or quasi-judicial solutions;
5. The proposed resources must have a minimum of 8 years’ experience in Planning, scheduling, estimating resources, providing technical expertise, co-ordination, monitoring progress and providing management with project status updates in judicial or quasi-judicial solutions;
6. The proposed resources must have a minimum of 8 years’ experience in providing training on protocols, procedures and application support on Filemaker Pro related to judicial or quasi-judicial solutions;
7. The proposed resources must have a minimum of 8 years’ experience in the development, integration, testing, and implementation of judicial or quasi-judicial solutions;
8. The proposed resources must demonstrate expert-level knowledge of the practice areas noted above specifically as they relate to the established rules of procedures associated with these activities. This also includes knowledge of the day-to-day activities and requirements of Registry, Law Clerks, Judges and Parties. Respondent must demonstrate a proven record of accomplishment of implementing and delivering judicial or quasi-judicial initiatives for other courts or tribunals; and
9. The proposed resource must demonstrate a minimum of 8 years’ experience in client management.

Applicability of the trade agreements to the procurement

This Procurement is subject to the North American Free Trade Agreement (NAFTA) and World Trade Organization-Agreement on Government Procurement, WTO-AGP.

Set-aside under the Procurement Strategy for Aboriginal Business

This procurement is not subject to any set-asides for Aboriginal Suppliers.

Comprehensive Land Claims Agreements

This procurement is not subject to a Comprehensive Land Claims Agreement.

Justification for the Pre-Identified Supplier

REDI Analysis Inc. is the supplier who developed the ”E-trial toolkit” (Evidence Management System). This requirement is to support, maintain, bring modification and provide support in planning and communication for full development of the Evidence Management System.

Government Contracts Regulations Exception

The following exception to the Government Contracts Regulations is invoked for this procurement under subsection: Only one person is capable of performing the contract.

Exclusions and/or Limited Tendering Reasons

“1. The limited tendering reasons for the North American Free Trade Agreement (NAFTA) are included below.

Article 1016: Limited Tendering Procedures

2. An entity may use limited tendering procedures in the following circumstances and subject to the following conditions, as applicable:

e. where an entity procures a prototype or a first good or service that is developed at its request in the course of and for a particular contract for research, experiment, study or original development. Where such contracts have been fulfilled, subsequent procurement of goods or services shall be subject to Articles 1008 through 1015. Original development of a first good may include limited production in order to incorporate the results of field testing and to demonstrate that the good is suitable for production in quantity to acceptable quality standards, but does not include quantity production to establish commercial viability or to recover research and development costs; (CAP Code 72)”.

“2. The limited tendering reasons for the World Trade Organization – Agreement on Government Procurement (WTO-AGP) are included below.

Article XV: Limited Tendering Procedure

1. The provisions of Articles VII through XIV governing open and selective tendering procedures need not apply in the following conditions, provided that limited tendering is not used with a view to avoiding maximum possible competition or in a manner which would constitute a means of discrimination among suppliers of other Parties or protection to domestic producers or suppliers:

e. when an entity procures prototypes or a first product or service which are developed at its request in the course of, and for, a particular contract for research, experiment, study or original development. When such contracts have been fulfilled, subsequent procurements of products or services shall be subject to Articles VII through XIV 6. (CAP code 72)”.

Ownership of Intellectual Property

4007 (2010-08-16) Canada to Own Intellectual Property Rights in Foreground Information

The Period of the Proposed Contract

The period of the proposed contract shall be 12 months from the date of award, with two (2) optional 12-month periods.

Estimated Value of the Proposed Contract

Contract’ total value is estimated $225,000.00, including option periods, taxes in.

Name and Address of the pre-identified supplier

Name: REDI Analysis Inc.

Address: 6505 Marina Drive, Manotick (ON)

Suppliers' Right to Submit a Statement of Capabilities

Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN, may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date and time of this notice. This statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

Closing Date and Time for a Submission of a Statement of Capabilities

The closing date and time for accepting statements of capabilities is 2018-11-15, 2PM (DST).

Enquiries and Submission of Statement of Capabilities

Enquiries and statement of capabilities must be submitted to:

Dominik Giroux

CFSP / Manager, Contracting and Materiel Management Services

Courts Administration Service / Government of Canada

dominik.giroux@cas-satj.gc.ca / Tel.: (613) 992-3629