Payroll Services for the Judicial Council of California, BAP-22-125RB

Update: October 12, 2022
Questions and Answers

The Judicial Council of California (JCC), chaired by the Chief Justice of California, is the chief policy-making agency of the California judicial system. The JCC’s staff assists both the JCC and its chair in performing their duties for the purpose of this Request for Proposal (RFP), which is to provide payroll services for the Temporary Assigned Judges Program and the Court-Appointed Counsel program. The JBEs are the JCC, the 58 Superior Courts of California and the 7 California Courts of Appeal, including the Supreme Court of California.

The Temporary Assigned Judges Program (TAJP) assists the Chief Justice in issuing temporary judicial assignment orders to active or retired judges and justices to cover vacancies, illnesses, disqualifications, and calendar congestion in the courts. Assignments may be to a superior court (there are 58 superior courts) or an appellate court (there are 7 appellate courts) and can last from a few days to several months, depending on the needs of the case. The JCC currently processes monthly payroll for approximately 400 judges/justices, which includes retirement contributions for JRS I/II members and travel reimbursements. The differences between pay rates and assignment lengths create many variables for payroll systems administration.

The Court-Appointed Counsel (CAC) program assists the Courts of Appeal with the administration of appellate indigent defense. The CAC program is managed by five non-profit public interest law firms, known collectively as the appellate projects, that work to recruit, supervise, and assist private attorneys in cases where representation of indigent appellants is required by the Constitution, statute, or case law. Claims for compensation are processed daily by the JCC for approximately 850 private attorneys statewide as independent contractors.

The JCC, on behalf of the JBEs, seeks to enter into one Master Agreement with suitable vendors capable of implementing, supporting, and maintaining a fully functional integrated Payroll Solution. Critical to the success of the project is an approach that is thorough in identifying, customizing, and supporting the JBEs workflow and procedures through the duration of the contract, and providing the resources to complete the initial implementation on schedule, and to support/maintain the system throughout the life of the contract. The integrated Payroll Solution can be a commercial application customized to meet the JBEs requirements or a fully customized application. The functional areas under consideration are as follows:

Real-time integrated Payroll and Employee Master Data application that allows for customization, workflows, and data exchange with third party business partners.
Payroll processing services provided by subject matter experts of the application.
Data Migration services are expected such that the application will contain all historical data which must be migrated from the legacy system. Proposer shall present the migration implementation process.
Software, licensing, implementation/project management services, data conversion, network and infrastructure recommendations, maintenance and support, and alternative hosting solutions required to support the JCC. Vendor implementation/deployment staff to be located and authorized to work in the United States.
After implementation, provide a service model for ongoing system support including a single-point-of-contact for the JCC and training tools and options.

The Proposal must specify the approach and clearly itemize all costs including licensing, support, annual maintenance, and professional development services for customization and/or programming. Also, the project plan must identify key milestones and timelines, including all enhancements, data migration, and end-user testing, and implementation. The application proposed will be Software as a Service (SaaS), which is a software licensing and delivery model in which software is licensed on a subscription basis and will not be hosted at the Judicial Council.

Through a Participating Addendum, substantially in the form of the sample Participating Addendum provided in Attachment 2, each JBE may elect, but is not required, to purchase services under any Master Agreement that may be awarded as a result of this RFP. The Master Agreement is expected to have an initial term of five years, followed by three one-year options to extend the term at the JCC’s discretion. Each Participating Addendum will incorporate the terms and conditions of the respective Master Agreement that has been awarded as a result of this RFP. Each Participating Addendum will constitute a separate independent contract between the vendor and the JBE signing the Participating Addendum.

Questions regarding this RFP should be directed to Solicitations@jud.ca.gov and must be received no later than 3pm Pacific, Oct 3, 2022.

Attention: Bid Desk
RFP Title: Payroll Services for the Judicial Council of California
RFP Number: BAP-22-125RB
Judicial Council of California
455 Golden Gate Avenue, 6th Floor
San Francisco, CA 94102-3688

Electronic copy proposals must be emailed to solicitations@jud.ca.gov. RESPONSES DUE: October 24, 2022, 3:00 P.M. Pacific. The RFP attachments are:

NOTE: The Judicial Council, as a public entity, prohibits direct contact with any Council personnel during the solicitation process in order to maintain fairness and equality to all proposers. Proposers are specifically directed NOT to contact any judicial branch entity personnel or consultants for meetings, conferences, or discussions that are related to the solicitation at any time between release of the solicitation and any award and execution of a contract. Unauthorized contact with any judicial branch entity personnel or consultants may be cause for rejection of the Proposer’s proposal.