REQUEST FOR PROPOSALS for Legislative Management System (LMS) · 2.3. Current Process Overview The...

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REQUEST FOR PROPOSALS

for

Legislative Management System (LMS)

General Assembly of Georgia

Submit all questions about this RFP via email to:

General Assembly of Georgia

[email protected]

RELEASED ON:

May 17, 2019

DUE NOT LATER THAN:

June 21, 2019 5:00PM EST

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[THIS PAGE INTENTIONALLY LEFT BLANK]

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TABLE OF CONTENTS

TABLE OF CONTENTS .............................................................................................................................................. 3

1. INTRODUCTION ......................................................................................................................................... 4

2. PROJECT BACKGROUND ............................................................................................................................. 6

3. REQUIREMENTS ....................................................................................................................................... 13

4. TECHNICAL PROPOSAL ............................................................................................................................. 16

5. COST PROPOSAL ...................................................................................................................................... 24

6. PREPARATION AND SUBMISSION OF PROPOSALS .................................................................................... 26

7. EVALUATION ............................................................................................................................................ 27

8. RFP TERMS AND CONDITIONS.................................................................................................................. 28

ATTACHMENT A - LMS Business Requirements

ATTACHMENT B - Contract

ATTACHMENT C - Current State Business Processes

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1. INTRODUCTION

1.1. Purpose of Procurement

The General Assembly of Georgia (GGA), by and through its Information Technology

Department is issuing this Request for Proposals (RFP) for the purpose of selecting a

contractor to develop, implement and support a custom software application to replace

the current Legislative Management Services System (LMS).

1.2. Schedule of Events

This RFP shall be governed by the following schedule:

May 17, 2019 Release of RFP

May 31, 2019 Offeror’s Intention to Bid and Questions Due

June 3, 2019 Offerors' Conference 10:00AM

June 7, 2019 Responses to Offeror’s Questions Posted

June 21, 2019 Proposals Due 5:00 P.M. (EDT)

GGA reserves the right to require oral presentations at any time during the RFP process

to obtain additional information.

1.3. Restrictions on Communications with Staff

All questions about this RFP and Offeror’s intention to bid must be submitted in writing,

via e-mail only to: the following address:

[email protected]

From the issue date of this RFP until a contractor is selected and the selection is

announced, Offerors are not allowed to communicate for any reason with any State staff

except through the individual named above, or during the Offerors' conference. GGA

reserves the right to reject the proposal of any Offeror violating this provision. No

questions other than those written and sent via email as provided in this subsection will

be accepted. No response other than written will be binding upon GGA. Questions

accepted and responses given shall be made public by IT by posting on the GGA's internet

website.

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1.4. Offeror’s Conference

There will be an Offeror’s Conference held on June 3, 2019 at 10:00AM in Room 450

State Capitol, 206 Washington St SW, Atlanta, GA 30334. Attendance at the Offeror’s

conference is not mandatory, but strongly encouraged.

Offerors will also be provided the option to join the conference virtually via GoTo

Meeting

GGA Offeror's Conference

June 3, 2019 10:00 AM - 11:00 PM EDT

https://global.gotomeeting.com/join/651205061

You can also dial in using your phone.

United States: +1 (872) 240-3312

Access Code: 651-205-061

1.5. Project Timeline

The GGA expects the project to start upon the final award of the contract as indicated in

Section 1.2.

1.6. Project Timeline

The GGA expects the project to start upon the final award of the contract as indicated in

Section 1.2. The GGA is evaluating implementing the system prior to the start of the 2021

Legislative Session in January 2021 or the 2023 Legislation Session in January 2023.

Offerors will be required to submit separate Statements of Work as outlined in Section

4.5 for both implementation dates.

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2. PROJECT BACKGROUND

2.1. Project Overview

The Georgia General Assembly (GGA), is one of the largest state legislatures in the nation.

The General Assembly consists of two chambers, the House of Representatives and the

Senate. The General Assembly has operated continuously since 1777 when Georgia

became one of the thirteen original states and revoked its status as a colony of Great

Britain.

The GGA uses the Legislative Management Systems (LMS) as the primary software

applications to manage the legislative process. LMS is used to write bills and track their

progress through the legislative process, build session calendars for the House and

Senate, create the official journal of the House and Senate and publish bills to the public

via the General Assembly’s website. LMS is a custom software application developed in

2001 to replace the previous mainframe-based system.

To create bills and resolutions, LMS uses Word Perfect for document creation and editing

and a SQL database application to track the metadata associated with a bill. Several

Word-Perfect macros have been developed to add metadata such as bill numbers,

authors to the document. The system lacks version control, and all processes for drafting

and editing the bill are done outside of the system and tracked on paper forms and then

entered the application.

Also, LMS lacks intuitive features and integration between the system internal modules

for bill creation and tracking, calendar creation and journaling as well external

integrations with other critical applications such as the Official Georgia Code of Georgia

Database and GGA’s public website. Over time there have been some limited

modifications to the LMS application, and GGA’s IT Department developed several

custom applications and modules to extend LMS functionality.

However, due to the age, lack of features, functions, and automation as well as the

inability to modernize the current LMS application, the GGA is looking to replace the LMS

application with a more modern, scalable application that provides:

The role-based workflow that automates the entire legislative process based on

document type (bills, amendments, substitutes, resolutions, etc.).

An integrated document repository with advanced search functionality that

contains the Official Code of Georgia, bills from previous sessions, current bills,

substitutes, amendments Opinion Letters and other documents.

The ability to store master data for Members and Committees.

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A Member Portal that provides Members with real-time bill statuses, the ability to

submit bills and resolutions to the Office of Legislative Counsel, the ability to add

authors and co-sponsors and electronically submit the bill to the ‘hopper’ of the

respective chamber.

Advanced document creation and editing features with version control using

Microsoft technologies and the ability to automatically search, reference and

incorporate text references from the document repository into working documents.

An integrated legislative workflow for each chamber that integrates the committee

proceedings, calendar creation, and journaling.

The ability to configure business process, workflow and the user interface based on

the unique business requirements of the House of Representatives and the Senate.

The ability to publish information to the GGA website, LexisNexis, and other third

parties as defined by GGA.

2.2. Organization Structure

The Georgia General Assembly consists of three independent bodies: the Georgia State

Senate, the Georgia House of Representatives and the Lieutenant Governor. Several joint

offices provide services to the entire General Assembly.

Lieutenant Governor

The Lieutenant Governor of Georgia is a constitutional officer of the State of Georgia,

elected to a 4-year term by popular vote. Unlike in some other U.S. states, the

Lieutenant Governor is elected on a separate ticket from the Georgia Governor.

Constitutionally, the Lieutenant Governor's primary job is to serve as President of

Georgia's Senate. In the case of incapacity of the Governor, the Lieutenant Governor

assumes the powers (but not the title) of the Governor. As President of the Senate,

the Lieutenant Governor presides over debate in the Senate and casts a tie-breaking

vote in that body if necessary. However, the Lieutenant Governor cannot sponsor

legislation.

The State Senate

The Georgia State Senate is the upper house of the Georgia General Assembly.

According to the state constitution of 1983, this body is to be composed of no more

than 56 members elected for two-year terms. The presiding officer of the Senate is

the President of the Senate. A President Pro Tempore, usually a high-ranking member

https://en.wikipedia.org/wiki/Georgia_(U.S._state)

https://en.wikipedia.org/wiki/Lieutenant_governor_(United_States)

https://en.wikipedia.org/wiki/List_of_Governors_of_Georgia

https://en.wikipedia.org/wiki/Georgia_Senate

https://en.wikipedia.org/wiki/Upper_house

https://en.wikipedia.org/wiki/Georgia_General_Assembly

https://en.wikipedia.org/wiki/Georgia_(U.S._state)_Constitution

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of the majority party, acts as President in case of the temporary disability of the

President.

The Georgia Constitution designates the Secretary of the Senate as an officer of the

Senate. Under the Constitution, the Secretary of the Senate is elected by the Senate

to a two-year term concurrent with the term served by members of the Senate.

The Secretary of the Senate serves as the chief administrative officer of the Senate

and as the unofficial parliamentarian. As the chief administrative officer, the

Secretary of the Senate serves as custodian of all the official records of the Senate

including all bills, resolutions, substitutes, amendments, records, papers and other

official documents filed with the Senate.

The House of Representatives

The Georgia House of Representatives is the lower house of the Georgia General

Assembly. According to the state constitution of 1983, this body is to comprise no

fewer than 180 members elected for two-year terms. The House of Representatives

elects its own Speaker as well as a Speaker Pro Tempore. Also, there is a Clerk of the

House, who is charged with overseeing the flow of legislation through the body.

The Clerk of the House is the custodian of all bills, resolutions, records, and other

official documents filed in the House of Representatives. Other responsibilities of the

Clerk include keeping an accurate record of the daily proceedings of the chamber,

tallying votes on legislation, noting and recording the absence of members when the

roll is called, certifying all engrossed and enrolled copies of bills for the House, and

assisting in the resolution of questions concerning parliamentary procedure.

Joint Offices

The joint offices provide day-to-day services for the legislative branch of government.

The joint offices serve the entire General Assembly and report to the Legislative

Services Committee.

Office of Legislative Counsel

The Office of Legislative Counsel serves as legal counsel for the General Assembly and

provides services to all members in their official capacities on a confidential,

nonpartisan, and impartial basis. Primary responsibilities include drafting legislation,

counseling legislators and legislative committees, and issuing legal opinions to

legislators on statutory interpretation and constitutionality. The office also serves as

staff for the Georgia Code Revision Commission, which has oversight of the Official

Code of Georgia Annotated. Additionally, the office compiles and annually publishes

https://en.wikipedia.org/wiki/Lower_house



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the Georgia Laws volumes containing the Acts and resolutions of the General

Assembly. The office is under the direction of the Legislative Counsel, who is elected

by the Legislative Services Committee of the General Assembly and is required by law

to be an attorney skilled and experienced in legislative matters and bill drafting6.

Information Technology Office

The Information Technology Office provides management of computer-based

information systems for the General Assembly.

Legislative Fiscal Office

The Fiscal Office is responsible for all accounting functions for the General Assembly

as well as minor building maintenance.

The Legislative and Congressional Reapportionment Office

The office is responsible for providing the General Assembly with redistricting

services.

Human Resources

The Human Resources Department is responsible for investigating harassment

reports and managing other HR functions.

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2.3. Current Process Overview

The GGA uses the Legislative Management Systems (LMS) as the primary software

applications to manage the legislative process. LMS is used to write bills and related

documents, track bills through the legislative process, build session calendars for the

House and Senate, create the official journal of the House and Senate and publish bills

and related documents to the public via the General Assembly’s website.

The following diagram summarizes the Legislative process in Georgia.

Each step in the process depicted in the diagram consists of several steps and sub-

process most of which are manual or paper-based processes. Also, the House and the

Senate operate independently and have different rules and sub-processes for processing

legislation. Attachment C contains several representative examples of the detailed

business process flows for the Office of Legislative Counsel, the Clerk of the House and

the Secretary of the Senate.

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2.4. Challenges with the Current Environment

As depicted by the process flows in Appendix A, bills and related documents are written

outside of the system and tracked on paper forms. The status from the paper form is

subsequently entered into the application. LMS lacks intuitive features and integration

between the bill process, calendar creation process and journals as well integrations with

other critical applications such as the Official Georgia Code of Georgia Database and

GGA’s public website resulting in manual, processes subject to human error.

Additional challenges with the current environment include:

There is no document versioning or change control functionality allowing users to

overwrite each other’s work without warning. The system requires extensive

proofreading at all levels using reporting tools to ensure that changes to bills line up

with the activities of the day.

All documents are created outside of the system in WordPerfect, and document

drafters must manually manage document structure, flow, and formatting.

There is no link between the LMS system and the Official Code of Georgia Database

and Opinion Letters Database resulting in additional document searching outside of

the LMS applications and no system relationship between LMS working documents

and the documents stored in the external databases.

There is no Member access to the system for submitting requests, viewing

documents and calendars and journals.

The Committee Process is not included in software workflow, and there is no link

between the committee substitutes and committee actions making it impossible to

tell which substitute belongs to which bill.

The Journaling process uses templating with parameters to create word processing

fragments for motions, actions, votes, etc. The process can require multiple

templates per action, and each template might require the user to enter the same

parameters over and over for language to be correct.

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2.5. Desired Future State

Due to the lack of features, functions, automation, and the inability to modernize the

current LMS application, the GGA is looking to replace the LMS application with a more

modern, scalable application that meets the following high-level requirements:

A role-based workflow that automates the entire legislative process based on

document type (bills, amendments, substitutes, resolutions, etc.).

An integrated document repository with advanced search functionality that contains

the Official Code of Georgia, bills from previous sessions, current bills, substitutes,

amendments, Opinion Letters, and other documents.


A Member Portal that provides Members with real-time bill statuses, the ability to

submit bills and resolutions to the Office of Legislative Counsel, and the ability to

add authors and co-sponsors and electronically submit the bill to the ‘hopper’ of the

respective chamber.

Advanced document creation and editing features with version control using

Microsoft technologies and the ability to automatically search, reference and

incorporate text references from the document repository into working documents.



The ability to configure business process, workflow, and the user interface based on

the unique business requirements of the House of Representatives and the Senate.

The ability to publish information to the GGA website, LexisNexis, and other third

parties as defined by GGA.

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3. REQUIREMENTS

This section includes requirements of this procurement and should be reviewed carefully by

each Offeror.

3.1. Scope of Work

The contractor will be responsible for the development and implementation of a custom

software application to replace the current Legislative Management System. The

contractor will be responsible for the requirements definition, software installation,

system development, testing and training required to implement the new system. In

addition, the contractor will provide a project manager that will manage all contractor

activities and serve as the single point of contact for the GGA.

The GGA will provide access to key business personnel and the subject matter experts

necessary to define the business and technical requirements. The GGA has engaged a

project manager to coordinate all internal resources and assist in managing the selected

contractor. In addition, GGA will provide 3 software developers who will be available 50%

of the time to work on the project at the direction of the awarded vendor.

3.2. Mandatory Requirements

The vendor must respond with Yes or No. A “No” response will render the vendor

nonresponsive. Failure to positively affirm and/or neglect to provide the requested

information will disqualify the response from further review. Only those responses that

provide the information and the affirmation will be reviewed.

3.2.1. United States Government Legislature Experience

Confirm that you have implemented a Legislative Management System similar in scope to

the system described in this RFP in another US Federal or State Government Legislature.

3.3. System Business Requirements

The system business requirements are detailed in Attachment A of this RFP and are

organized as follows:

3.3.1. General System Requirements

Attachment A Section 1: Workflow Requirements

Attachment A Section 2: Document Repository and Search Requirements

Attachment A Section 3: Official Code of Georgia Search and References

Requirements

Attachment A Section 4: Master Data Management Requirements

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Attachment A Section 5: Member Portal Requirements

3.3.2. Document Creation, Editing and Management Requirements

Attachment A Section 6: Document Creation Requirements

Attachment A Section 7: Document Control Requirements

Attachment A Section 8: Document Editing Requirements

Attachment A Section 9: Document Requests Origination from Members

Requirements

3.3.3. Session Management Requirements

Attachment A Section 10: Calendar Creation Requirements

Attachment A Section 11: Board Sheet Creation Requirements

Attachment A Section 12: Message Creation Requirements

Attachment A Section 13: Journaling Requirements

Attachment A Section 14: Committee Management Requirements

Attachment A Section 15: Post Session Requirements

3.4. Technical Requirements

The system business requirements are detailed in Attachment A of this RFP and are

organized as follows:

Attachment A Section 16: Reporting and Analytics Requirements

Attachment A Section 17: Data Conversion and Migration Requirements

Attachment A Section 18: Interface Requirements

Attachment A Section 19: Public Facing Website Requirements

Attachment A Section 20: Infrastructure Requirements

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3.5. System Support

3.5.1. The Offeror shall provide post-go-live production support to include a

combination of onsite resources and remote resources for the entirety of the first

Legislative Session after the implementation if the new Legislative Management

System.

3.5.2. Beyond the initial Legislative Session, the Offeror shall provide on-call / help desk

support services from 8:00 A.M. to 5:00 P.M. Monday through Friday to answer

questions, support end-user system operations, and resolve application issues as

they arise.

3.5.3. The Offeror shall provide system development and enhancement services beyond

the initial go-live period on either a fixed fee or hourly basis.

3.6. Training and Knowledge Transfer

3.6.1. The Offeror shall develop and deliver training to the users of the system in The

Office of Legislative Counsel (30 users), The Clerk of the House (10 users) and the

Secretary of the Senate (10 Users).

3.6.2. The Offeror shall develop and deliver Member Portal training to the 236 Members

of the General Assembly and their staff.

3.6.3. The Offeror shall develop a system operations manual as well as other technical

support documentation and conduct a technical system walkthrough to the GGA

IT staff.

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4. TECHNICAL PROPOSAL

This section identifies the information which shall be submitted in the Technical Proposal.

4.1. Company Background and Experience

4.1.1. Company Overview

Describe your company, including ownership (subsidiary, affiliate, direct or indirect

ownership relationships by another company), number of years providing custom

software development solutions, number/location of offices, number of employees,

website address, etc. What is average employee tenure for your professional services

staff? What is the average employee tenure for your technical support staff?

4.1.2. Company Experience

Describe your company’s experience providing custom software solutions. Please

provide 3 to 5 detailed summaries (including date and scope) of custom software

development and implementation projects of a similar nature (as described in this RFP)

that you have delivered.

4.1.3. References

Provide at least 3 references of a similar (or larger) size and scope of this RFP. For each

reference, please provide the:

Customer Name

Customer Reference Contact Information

The term of Contract (Start to end date)

Overview of Customer’s Project

4.1.4. Subcontractors

Detail your company’s plans to utilize subcontractors to fulfill any portion of the

responsibilities outlined with the RFP scope. List each subcontractor, the component of

professional services the subcontractor will be providing and a statement of the

subcontractor’s qualifications including the tenure of the Offeror’s relationship with the

subcontractor.

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4.1.5. Conflict of Interest

If an Offeror has any existing client relationship that involves the State of Georgia, that

Offeror shall disclose each such relationship.

4.1.6. Customer Complaints

State the Offeror’s practices and procedures to be followed in handling the problems

and complaints of customers on any aspect of the project.

4.1.7. Financial Stability

The Offeror will provide financial information that would allow proposal evaluators to

ascertain the financial stability of the firm.

If a public company, the Offeror shall provide their most recent audited financial

report; or

If a private company, the Offeror shall provide a copy of their most recent

internal financial statement, and a letter from their financial institution, on the

financial institution’s letterhead, stating the Offeror’s financial stability.

4.1.8. Insurance

If awarded a contract, the Supplier shall procure and maintain insurance which shall

protect the Supplier and the State of Georgia (as an additional insured) from any claims

for bodily injury, property damage, or personal injury covered by the indemnification

obligations set forth in the statewide contract attached to this solicitation throughout

the duration of the statewide contract. The Supplier shall procure and maintain the

insurance policies described below at the Supplier’s own expense and shall furnish GGA

an insurance certificate listing the State of Georgia as certificate holder and as an

additional insured. The insurance certificate must document that the Commercial

General Liability insurance coverage purchased by the Supplier includes contractual

liability coverage applicable to the contract. In addition, the insurance certificate must

provide the following information: the name and address of the insured; name, address,

telephone number and signature of the authorized agent; name of the insurance

company (authorized to operate in Georgia); a description of coverage in detailed

standard terminology (including policy period, policy number, limits of liability,

exclusions and endorsements); and an acknowledgment of notice of cancellation to GGA.

The Supplier and all subcontractors are required to maintain the following insurance

coverage’s during the term of the contract:

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A. Worker’s Compensation Insurance (Occurrence) in the amounts of the statutory

limits established by the General Assembly of the State of Georgia (A self-insurer

must submit a certificate from the Georgia Board of Workers Compensation stating

that the Supplier qualifies to pay its own workers' compensation claims.). In

addition, the Supplier shall require all subcontractors occupying the premises or

performing work under the statewide contract to obtain an insurance certificate

showing proof of Workers Compensation Coverage with the following minimum

coverage:

Bodily injury by accident - per employee $100,000;

Bodily injury by disease - per employee $100,000;

Bodily injury by disease – policy limit $500,000.

B. Commercial General Liability (CGL):

Each Occurrence Limit $ 1,000,000

Personal & Advertising Injury Limit $ 1,000,000

General Aggregate Limit $ 2,000,000

Products/Completed Ops. Aggregate Limit $ 2,000,000

C. Automobile Liability

Combined Single Limit $1,000,000

D. Umbrella Liability $2,000,000

E. Professional Liability $5,000,000

The Supplier shall add the “State of Georgia, its officers, employees and agents” as an

additional insured under the commercial general and automobile, umbrella, professional

liability policies.

The foregoing policies shall contain a provision that coverage afforded under the policies

will not be canceled, or not renewed or allowed to lapse for any reason until at least

thirty (30) days prior written notice has been given to GGA. Certificates of Insurance

showing such coverage to be in force shall be filed with GGA prior to the commencement

of any work under the statewide contract. The foregoing policies shall be obtained from

insurance companies licensed to do business in Georgia and shall be with companies

acceptable to GGA, which must have a minimum A.M. Best rating of A-. All such coverage

shall remain in full force and effect during the term and any renewal or extension

thereof.

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Within ten (10) business days of award, the awarded Supplier must procure the required

insurance and provide GGA with two (2) Certificates of Insurance. Certificates must

reference the contract number. The Supplier’s submitted pricing in response to this

solicitation must include the cost of the required insurance. No contract performance

shall occur unless and until the required insurance certificates are provided.

4.2. Ability to Meeting Project Requirements

4.2.1. Mandatory Requirement

Confirm that you have implemented a Legislative Management System similar in scope to

the system described in this RFP in another US State Legislature. Provide a Yes / No answer

and the names of the State(s) that you have implemented a Legislative Management

System similar in scope to the system described in this RFP.

4.2.2. General System Requirements

Provide a narrative response of how your system will meet the General System

Requirements outlined in Section 3.3.1. As part of your response, include any screen

mock-ups, screenshots or other diagrams that support your response.

4.2.3. Document Creation, Editing and Management Requirements

Provide a narrative response of how your system will meet the Document Creation,

Editing and Management Requirements outlined in Section 3.3.2. As part of your

response, include any screen mock-ups, screenshots or other diagrams that support your

response.

4.2.4. Session Management Requirements

Provide a narrative response of how your system will meet the Session Management

Requirements outlined in Section 3.3.3. As part of your response, include any screen

mock-ups, screenshots or other diagrams that support your response.

4.2.5. Technical Requirements

Provide a narrative response of how your system will meet the Technical Requirements

outlined in Section 3.4. As part of your response, include any screen mock-ups,

screenshots or other diagrams that support your response.

4.2.6. Third Party Software

Provide a list of any third party software that will be part of your developed solution and

any associated licensing considerations or costs.

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4.3. Project Management

4.3.1. Project Management Approach

Please describe your Project Management Approach and include your plan for status

meetings, project team communication, progress reports, issue resolution, managing

scope/project change control and risk management. Please attach sample deliverables

for weekly/monthly plus executive status reports, change control management and issue

resolution log and risk management.

4.3.2. Requirements Definition

Describe how you will work with GGA to gather and validate the detailed requirements

needed to develop the new system and successfully implement the desired future state

processes and system functionality.

4.3.3. System Testing

Provide a Master Test Strategy outlining your approach for functional, system integration

testing (end-to-end), security and user acceptance testing. Please describe your

approach and any tools for developing test scripts, ensuring requirements traceability,

creating test environments, defect tracking and issue resolution.

4.3.4. Training

Describe your training programs for Members of the General Assembly, system users in

the Office of Legislative Counsel, the Office of the Clerk of House and the Office of the

Secretary of the Senate and GGA technical support personnel. Please detail whether

training will be conducted on-site, remote/webinar or via a self-help instructional

module. Please address the availability of hardcopy, softcopy and on-line training

documentation that will be provided. As part of your response, please address how you

evaluate the readiness of users to access and use the systems following training.

4.3.5. Roll-out Plan

Based upon your experience, industry insights and best practices, describe your

recommended deployment strategy/cutover plan based upon the current and future

state requirements outlined in the RFP.

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4.4. Project Staffing Approach

4.4.1. Project Staffing Model

Provide a description of the proposed staffing/organization (i.e., engagement model) to

be used during the project, including any subcontractors. The Offeror should include an

integrated project organization chart, roles, and responsibilities, on-site versus off-site

locations, for its resources as well as Offeror’s expected project involvement from GGA

(the type of resource and time commitment).

4.4.2. Current Capabilities

The Offeror shall provide and retain qualified staffing at levels necessary to ensure

successful implementation of the LMS replacement system. Detail how Offeror is

currently staffed to service GGA and, if needed, your timeframe for staffing up to meet

the needs of this project.

4.4.3. Proposed Project Manager

Assuming an August 2019 project start date, state the name, phone # and email address

of the individual who would have primary responsibility for project implementation (i.e.,

assigned project manager). Provide a resume of the named project manager which

includes information on the project manager’s skills and qualifications relevant to this

project. It is expected that the Offeror will make its assigned project manager available

during an oral presentation(s) – if requested.

4.4.4. Proposed Staff

Provide a list of Offeror’s team members (including those provided by a subcontractor)

that will perform key roles in the project. Include a qualification summary and pertinent

information describing each team members’ related experience, how long each team

member has worked for/with the Offeror, project role, specialty and approximate “face-

time” dedicated to the State. Are the individual team members also working to provide

similar services on other accounts?

4.4.5. Account Management

How will you manage and organize your on-going contact with the State in terms of

account management/sales, invoicing, and enhancement management?

4.4.6. On-going Support

Please describe your company’s capabilities and plan for providing the GGA with:

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The Offeror shall provide post-go-live production support (on-site, remote or a

combination of on-site and remote support) for the entirety of the first Legislative

Session after the implementation if the new Legislative Management System.

On-going help desk support services to answer routine system questions, support

system users and resolve issues as they arise. Include your processes and systems

for reporting and tracking bugs and other system issues post-deployment.

Development and enhancement services on an as-needed basis.

4.5. Statement of Work

As part of the response, Offerors shall provide two separate Statement of Work.

1. Statement of Work #1 - The Offeror shall provide a Statement of Work for the

project that details its plan on how it would perform the services to meet all the

requirements set out in Section 2 for the 2021 Legislative Session in January 2021.

2. Statement of Work #2 - The Offeror shall provide a Statement of Work for the

project that details its plan on how it would perform the services to meet all the

requirements set out in Section 2 for the 2023 Legislative Session in January 2023.

Offeror’s submitted SOWs should include an implementation plan or work breakdown

structure that shows deliverables, major tasks, project milestones, associated

dependencies, assignment of Offeror’s resources and State’s resources and timeline.

As part of the SOW, the Offeror shall:

Demonstrate an understanding of all the requirements listed in Section 2

(business, process automation, integration and technical) and how the proposed

solution would meet those requirements

Describe its methodology for software development projects

Provide a detailed work breakdown structure (WBS) with a list of project

deliverables by phase

Provide an overview of the project staffing model and where key activities would

occur (on-site, virtual meeting or off-site)

List any issue or concerns in meeting the Offeror’s ability to meet the project

requirements (Section 2) or implementation timeframes (Section 1.6)

–23–

4.6. Contract

The GGA’s standard terms and conditions are located in Attachment B. Please review

and provide a redline version of the contract with your response.

–24–

5. COST PROPOSAL

The GGA expects the work to be performed on a fixed fee basis. The proposed costs should

include all project/staffing resources and all configuration, installation, testing, and deployment

deliverable as proposed by Offeror. Offeror's proposed cost must include all of the Offeror's

transportation, travel & living expenses, and miscellaneous charges.

5.1. Cost Worksheet

Using a format similar to the table below, please provide the fixed fee cost by Project

Component. Be sure to include all project cost (including travel expenditures) to deliver

the solution including requirements gathering, development, testing, and training.

Project Component Estimated Hours

Cost to Implement

January 2021

Cost to Implement

January 2023

1. Development and Implementation of the Legislative Management System Business Requirements as identified in RFP Attachment A - Sections 1-15.

2. Development and Implementation of the Legislative Management System Reporting and Analytics Requirements as identified in RFP Attachment A - Sections 16.

3. Data conversion and document migration from the legacy system to the new LMS as identified in RFP Attachment A - Sections 17.

4. Development and Implementation of the Interface Requirements as identified in RFP Attachment A - Sections 18.

5. Development and Implementation of the Public Facing Website Requirements as identified in RFP Attachment A - Sections 19.

6. On-going production support/help desk services as defined in RFP Section 3.5 System Support

7. Development and delivery of Training for the GGA population identified in RFP Section 3.6 Training and Knowledge Transfer.

Total

–25–

5.2. Scope

Provide a listed of all items in scope and out of scope for the Legislative Member Services

System project. Any changes in scope will be reviewed and approved by the Fiscal Office

of the Georgia General Assembly and the Offeror according to an agreed-upon Change

Control Plan.

5.3. Assumptions and Dependencies

Provide a list of all assumptions used in developing the project costs including any

dependencies of work product or deliverables from the Georgia General Assembly.

5.4. Additional Services

Since the GGA may require solution support and enhancement(s) on an on-going basis,

GGA is requesting that the Offeror provide a rate card for the following resources as

identified below. The proposed cost must include all Offeror transportation, travel &

living expenses and miscellaneous charges.

Resource Hourly Rate

Project Manager

Developer

Business Analyst

QA Analyst

UX Consultant

–26–

6. PREPARATION AND SUBMISSION OF PROPOSALS

6.1. Preparation of Proposal

Each proposal should be prepared simply and economically, avoiding the use of

elaborate promotional materials beyond those sufficient to provide a complete

presentation. If supplemental materials are a necessary part of the technical proposal,

the Offeror should reference these materials in the technical proposal, identifying the

document(s) and citing the appropriate section and page(s) to be reviewed.

6.2. Organization of Proposal

The Offeror's proposal in response to this RFP must be divided into two separate parts:

(1) Technical Proposal and (2) Cost Proposal. Each part shall be labeled accordingly. Do

not include cost information in the Technical Proposal.

The contents of such parts shall be as follows:

1. Technical Proposal: Providing all information required under Section 4.0 of this RFP,

and shall be organized in the following sections:

Company Background and Experience

Ability to Meet System Requirements

Project Management

Project Staffing Approach

Statement of Work

2. Cost Proposal: Providing all information required under Section 5.0 of this RFP. and

shall be organized in the following sections:

Cost Worksheet

Scope

Assumptions

Additional Services

6.3. Submission of Proposals

Proposals must be submitted via e-mail only, to the following address:

[email protected]

Submissions are due no later than June 21, 2019, at 5:00PM EST Any proposal received

after the due date and time will not be evaluated.

–27–

7. EVALUATION

All proposal received before the submission deadline and meet the Mandatory Requirements

identified in Section 3.2 will be evaluated. Offeror’s proposals will be evaluated based on a

combination of technical and cost factors to identify the proposal which is most advantageous

to the GGA.

7.1. Offeror Presentations

The GGA reserves the right to invite one or more Offeror’s who submit a response to this

RFP to give an oral presentation of their proposal to GGA. This will provide an

opportunity for the Offeror to clarify or elaborate on the proposal but will in no way

change the original proposal. GGA will schedule the time and location of these

presentations.

7.2. Best and Final Offers

At GGA’s discretion, GGA may request best and final offers from one or more Offerors

for obtaining the offer that would be the most advantageous to GGA. Such best and final

offers will be required within 72 hours of the request is made unless otherwise specified

by GGA.

7.3. Rejection of Proposals/Cancellation of RFP

GGA reserves the right to reject any or all proposals, to waive any irregularity or

informality in a proposal, and to accept or reject any item or combination of items, when

to do so would be to the advantage of GGA. It is also within the right of GGA to reject

proposals that do not contain all elements and information requested in this document.

GGA reserves the right to cancel this RFP at any time. GGA will not be liable for any

cost/losses incurred by the Offerors throughout this process.

7.4. RFP Changes after Bids

GGA reserves the right to change the RFP after proposals are received. All Offerors still

active at that point in the process will have the opportunity to modify and resubmit an

amended proposal.

–28–

8. RFP TERMS AND CONDITIONS

8.1. RFP Amendments

GGA reserves the right to amend this RFP prior to the proposal due date. Offerors are

encouraged to check the GGA website for notice of amendments frequently.

8.2. Proposal Withdrawal

A submitted proposal may be withdrawn prior to the due date by request sent via email

to the individual named in subsection 1.3. A request to withdraw a proposal must be

submitted by an authorized individual who shall be identified in the email by name and

position.

8.3. Cost for Preparing Proposals

The cost of developing the proposal shall be the responsibility of the Offeror only. GGA

will not provide reimbursement for such costs.

8.4. Acceptance of Terms and Conditions

Submission of a proposal constitutes acceptance of the terms, conditions, criteria,

requirements, and evaluations set forth in the RFP and operates as a waiver of any and

all objections to the contents of the RFP, including, without limitation, any objections to

the process that GGA uses to evaluate the proposals and award the contract.

8.5. Contract

Prior to the award of the contract, the Offeror selected pursuant to Section 6. will be

required to enter into discussions with GGA to finalize a contract before an award is

made. GGA reserves the right to negotiate modifications with the successful Offeror.

Such discussions and negotiations are to be finalized within one (1) week of notification.

Failure to finalize the terms of an agreement within such period will lead to rejection of

the Offeror's proposal.

8.6. Compliance with Laws

The contractor and any subcontractor thereof shall comply with all applicable state and

federal laws, rules, and regulations.

–29–

[THIS PAGE INTENTIONALLY LEFT BLANK]

Attachment A

2019

Legislative Management System Requirements

MAY 9, 2019

VERSION 2.1

LMS Requirements v 2.1

Page 1

Contents Project Background ................................................................................................................................. 3

Project Overview ................................................................................................................................. 3

Organization Structure ........................................................................................................................ 4

The State Senate .............................................................................................................................. 4

The House of Representative .......................................................................................................... 4

Lieutenant Governor ....................................................................................................................... 4

Joint Offices ..................................................................................................................................... 5

Current Process Overview ................................................................................................................... 6

Challenges with the Current Environment .......................................................................................... 7

Desired Future State ........................................................................................................................... 8

System Requirements ............................................................................................................................. 9

General System Requirements ............................................................................................................ 9

1. Workflow ................................................................................................................................ 9

2. Document Repository and Search Functionality ................................................................... 11

3. Official Code of Georgia Search and References ................................................................... 13

4. Master Data Management .................................................................................................... 13

5. Member Portal ...................................................................................................................... 15

Document Creation, Editing and Management ................................................................................. 17

6. Document Creation ............................................................................................................... 17

7. Document Control ................................................................................................................ 21

8. Document Editing ................................................................................................................. 25

9. Document Requests Origination from Members .................................................................. 28

Session Management ........................................................................................................................ 30

10. Calendar Creation ............................................................................................................. 30

11. Legislation Proofing Process ............................................................................................. 31

12. Message Creation ............................................................................................................. 32

13. Journaling Requirements .................................................................................................. 32

14. Committee Management .................................................................................................. 34

15. Post Session Requirements ............................................................................................... 35

Technical Requirements .................................................................................................................... 36

16. Reporting and Analytics .................................................................................................... 36

17. Data Conversion and Migration ........................................................................................ 38

18. Interfaces .......................................................................................................................... 39

19. Public Facing Website ....................................................................................................... 40


Page 2

20. Infrastructure Requirements ............................................................................................ 43

Definitions ............................................................................................................................................. 44

References ............................................................................................................................................ 45


Page 3

Project Background

Project Overview

The Georgia General Assembly (GGA), is one of the largest state legislatures in the nation. The General Assembly consists of two chambers, the House of Representatives and the Senate. The General Assembly has operated continuously since 1777 when Georgia became one of the thirteen original states and revoked its status as a colony of Great Britain1. The Georgia General Assembly consists of the Georgia State Senate, the Georgia House of Representatives and the Lieutenant Governor.

The GGA uses the Legislative Management Systems (LMS) as the primary software applications to manage the legislative process. LMS is used to write bills and track their progress through the legislative process, build session calendars for the House and Senate, create the official journal of the House and Senate and publish bills to the public via the General Assembly’s website. LMS is a custom software application developed in 2001 to replace the previous mainframe-based system.

To create bills and resolutions, LMS uses Word Perfect for document creation and editing and a SQL

database application to track the metadata associated with a bill. Several Word-Perfect macros have

been developed to add metadata such as bill numbers and authors to the document. The system lacks

version control, and all processes for drafting and editing the bill are done outside of the system and

tracked on paper forms and then entered the application.

Also, LMS lacks intuitive features and integration between the system internal modules for bill creation

and tracking, calendar creation and journaling as well external integrations with other critical

applications such as the Official Georgia Code of Georgia Database and GGA’s public website. Over time

there have been some limited modifications to the LMS application and GGA’s IT Department

developed several custom applications and modules to extend LMS functionality.

However, due to the age, lack of features, functions, and automation as well as the inability to

modernize the current LMS application, the GGA is looking to replace the LMS application with a more

modern, scalable application that provides:

A highly configurable and extensible rule-based workflow that automates the entire legislative

process based on document type (bills, amendments, substitutes, resolutions, etc.).

Role-based security that enforces work product confidentiality and visibility.

An integrated document repository with advanced search functionality that contains the

Official Code of Georgia, bills from previous sessions, current bills, substitutes, amendments

opinion letters and other documents.


A Member Portal that provides Members with real-time legislative events and statuses, the

ability to submit bills and resolutions to the Office of Legislative Counsel, the ability to add

authors and co-sponsors and electronically submit the bill to the ‘hopper’ of the respective

chamber.

Advanced document creation and editing features with version control using Microsoft

technologies and the ability to automatically search, reference and incorporate text references

from the document repository into working documents.


Page 4



The ability to configure business process, workflow and the user interface based on the unique

business requirements of the House of Representatives and the Senate.

The ability to publish information to the GGA website, LexisNexis, and other third parties as

defined by GGA.

Organization Structure The Georgia General Assembly consists of three independent bodies: the Georgia State Senate, the Georgia House of Representatives and the Lieutenant Governor. Several joint offices provide services to the entire General Assembly. Additionally, each the House and Senate each maintain a Committee structure as part of the Legislative workflow.

The State Senate The Georgia State Senate is the upper house of the Georgia General Assembly. According to the state

constitution of 1983, this body is to be composed of no more than 56 members elected for two-year

terms. The presiding officer of the Senate is the President of the Senate. A President Pro Tempore,

usually a high-ranking member of the majority party, acts as President in case of the temporary

disability of the President2.

The Georgia Constitution designates the Secretary of the Senate as an officer of the Senate. Under the Constitution, the Secretary of the Senate is elected by the Senate to a two-year term concurrent with the term served by members of the Senate.

The Secretary of the Senate serves as the chief administrative officer of the Senate and as the unofficial parliamentarian. As the chief administrative officer, the Secretary of the Senate serves as custodian of all the official records of the Senate including all bills, resolutions, substitutes, amendments, records, papers and other official documents filed with the Senate3.

The House of Representative The Georgia House of Representatives is the lower house of the Georgia General Assembly. According to the state constitution of 1983, this body is to comprise no fewer than 180 members elected for two-year terms. The House of Representatives elects its own Speaker as well as a Speaker Pro Tempore. Also, there is a Clerk of the House, who is charged with overseeing the flow of legislation through the body3.

The Clerk of the House is the custodian of all bills, resolutions, records, and other official documents filed in the House of Representatives. Other responsibilities of the Clerk include keeping an accurate record of the daily proceedings of the chamber, tallying votes on legislation, noting and recording the absence of members when the roll is called, certifying all engrossed and enrolled copies of bills for the House, and assisting in the resolution of questions concerning parliamentary procedure4.

Lieutenant Governor

The Lieutenant Governor of Georgia is a constitutional officer of the State of Georgia, elected to a 4-

year term by popular vote. Unlike in some other U.S. states, the Lieutenant Governor is elected on a

separate ticket from the Georgia Governor. Constitutionally, the Lieutenant Governor's primary job is

to serve as President of Georgia's Senate. In the case of incapacity of the Governor, the Lieutenant

https://en.wikipedia.org/wiki/Upper_house




https://en.wikipedia.org/wiki/Lower_house


https://en.wikipedia.org/wiki/Georgia_(U.S._state)

https://en.wikipedia.org/wiki/Lieutenant_governor_(United_States)

https://en.wikipedia.org/wiki/List_of_Governors_of_Georgia

https://en.wikipedia.org/wiki/Georgia_Senate


Page 5

Governor assumes the powers (but not the title) of the Governor. As President of the Senate, the

Lieutenant Governor presides over debate in the Senate and casts a tie-breaking vote in that body if

necessary. However, the Lieutenant Governor cannot sponsor legislation5.

Joint Offices The joint offices provide day-to-day services for the legislative branch of government. The joint offices

serve the entire General Assembly and report to the Legislative Services Committee.

Office of Legislative Counsel

The Office of Legislative Counsel serves as legal counsel for the General Assembly and provides services

to all members in their official capacities on a confidential, nonpartisan, and impartial basis. Primary

responsibilities include drafting legislation, counseling legislators and legislative committees, and

issuing legal opinions to legislators on statutory interpretation and constitutionality. The office also

serves as staff for the Georgia Code Revision Commission, which has oversight of the Official Code of

Georgia Annotated. Additionally, the office compiles and annually publishes the Georgia Laws volumes

containing the Acts and resolutions of the General Assembly. The office is under the direction of the

Legislative Counsel, who is elected by the Legislative Services Committee of the General Assembly and

is required by law to be an attorney skilled and experienced in legislative matters and bill drafting6.

Information Technology Office

The Information Technology Office provides management of computer-based information systems for

the General Assembly.

Legislative Fiscal Office

The Fiscal Office is responsible for all accounting functions for the General Assembly as well as minor

building maintenance.

The Legislative and Congressional Reapportionment Office

The Legislative and Congressional Reapportionment Office is responsible for providing the General Assembly with

redistricting services.

The Human Resources Department

The Human Resources Department is responsible for investigating harassment reports and managing other HR

functions.


Page 6

Current Process Overview The GGA uses the Legislative Management Systems (LMS) as the primary software applications to manage the legislative process. LMS is used to write bills and related documents, track bills through the legislative process, build session calendars for the House and Senate, create the official journal of the House and Senate and publish bills and related documents to the public via the General Assembly’s website.

The following diagram summarizes the Legislative process in Georgia.

Each step in the process depicted in the diagram consists of several steps and sub-process most of which are manual or paper-based processes. Also, the House and the Senate operate independently and have different rules and sub-processes for processing legislation. Appendix A contains several representative examples of the detailed business process flows for the Office of Legislative Counsel, the Clerk of the House and the Secretary of the Senate.


Page 7

Challenges with the Current Environment As depicted by the process flows in Appendix A, bills and related documents are written outside of the

system. LMS does not have an automated workflow process. In this example, a document with related

forms is generated and printed from LMS. As the legislation moves from one person to another, the

users manually update a form and update the application simulating the Legislative Counsel’s workflow.

LMS lacks intuitive features and integration between the bill drafting process, calendar creation

process, and journals as well as integrations with other critical applications such as the Official Georgia

Code of Georgia Database and GGA’s public website resulting in manual, processes subject to human

error.

Additional challenges with the current environment include:

There is no document versioning or change control functionality allowing users to overwrite each other’s work without warning. The system requires extensive proofreading at all levels using reporting tools to ensure that changes to bills line up with the activities of the day

There is no audit trail in the document or in the associated metadata.

All documents are created outside of the system in WordPerfect, and document drafters must manually manage document structure, flow, and formatting. As a result, it is possible to save an incorrect document over another document.

There is no link between the LMS system and the Official Code of Georgia Database and Opinion Letters Database resulting in additional document searching outside of the LMS applications and no system relationship between LMS working documents and the documents stored in the external databases.

There is no Member access to the system for submitting requests, viewing documents, calendars, journals, and other materials related to the legislative process.

The Committee Process is not included in software workflow, and there is no link between the committee substitutes and committee actions making it impossible to tell which substitute belongs to which Committee Report.

The Journaling process uses templating with parameters to create word processing fragments for motions, actions, votes, etc. The process can require multiple templates per action, and each template might require the user to enter the same parameters over and over for language to be correct. Completion of the templates during the journaling process records each legislative milestone and status transition. We feel it should be the other way around, with users explicitly moving legislation through the process using a guided workflow, and the Journal being generated as an artifact.


Page 8

Desired Future State Due to the lack of features, functions, automation, and the inability to modernize the current LMS

application, the GGA is looking to replace the LMS application with a more modern, scalable application

that meets the following high-level requirements:

A rule-based workflow that automates the entire legislative process based on GGA’s

workgroups, users’ security and role, and separate work product (bills, amendments,

substitutes, resolutions, etc.) while maintaining proper data confidentiality. Work Product also

extends to changes in metadata and significant changes to the state of the bill, such as

transitioning to Final Passage, or moving to a Further Action phase that requires both

Chambers to reconcile differences.

An integrated document repository with advanced search functionality that contains the

Official Code of Georgia, bills from previous sessions, current bills, substitutes, amendments,

opinion letters, and other documents.


A Member Portal that provides Members with real-time legislative events and statuses, the

ability to submit bills and resolutions to the Office of Legislative Counsel, the ability to add

authors and co-sponsors and electronically submit the bill to the ‘hopper’ of the respective

chamber.

Advanced document creation and editing features with version control using Microsoft

technologies and the ability to automatically search, reference and incorporate text references

from the document repository into working documents.

An integrated legislative workflow for each chamber that includes floor proceedinge,

committee proceedings, calendar creation, and journaling.

The ability to configure business process, workflow and the user interface based on the unique

business requirements of the GGA. And the ability to vary business process and workflow per

Legislative Session in accordance to House and Senate Rules.

The ability to publish information to the GGA website, LexisNexis, and other third parties as

defined by GGA.


Page 9

System Requirements

General System Requirements 1. Workflow

The system must have an automated role-based workflow that automates the legislative processes

from request through codification based on bill type.

Number Requirement Applies To

1.1. The system should provide automated workflow routing for the entire process flow for bills, substitute bills, resolutions, and amendments including the workflow for local, revenue, retirement, and fiscal bills.

All

1.2. The system must provide automated workflow routing for the committee process.

House Senate

1.3. The system must provide workflow routing including the Executive Branch of the Legislature (e.g. sending the legislation to the Governor to Sign).

House Senate

1.4. The system must facilitate the creation of a bill, substitute bill, resolution or an amendment Originating from a Member Originating in the House Originating in the Senate Originating from a House or Senate Committee Originating from the Governor Originating from the Lieutenant Governor

All

1.5. The system must provide the role-based security that provides the ability for new legislation to only be visible in the system to the appropriate staff with the Legislative Counsel’s office to meet the confidentiality requirements of draft legislation before releasing to the Clerk of the House or the Secretary of the Senate's office.

All

1.6. The system must track individual document status (including dates and timestamps) throughout the workflow process eliminating the need for the current paper process (e.g., LCIDR document).

LC

1.7. The system must track individual actions that are taken against the legislation.

All


Page 10


1.8. The workflow must create ‘queues’ or worklist for each user associated with the steps in the workflow process.

All

1.9. The system must provide notifications to the appropriate individual or group when assigning work to a queue.

All

1.10. The system must provide the ability for a system administrator to configure the workflow functionality. The system configuration functionality should include the ability to:

Set-up alerts based on individual preferences and group membership.

Suppress alerts based on individual preferences and group membership.

Route workflow request based on users’ responsibilities.

Balance workflow request based on workloads and items already in the users’ queues.

All

1.11. The system must indicate when a draft bill is ‘released’ from the Legislative Counsel and display it in a queue which is visible to the Clerk of the House or the Secretary of the Senate and any designated staff.

All

1.12. The system must produce a checklist indicating where the legislation is in the process.

LC


Page 11

2. Document Repository and Search Functionality The new Legislative Management System must have an integrated document repository with

advanced search functionality that contains all documents associated with the legislative process

including The Official Code of Georgia, bills from previous sessions, current bills, bill substitutes,

amendments, opinion letters, and other associated documents.


2.1. The system must have the ability to use applicable workgroup/role and user security to access and search the Official Code of Georgia, bills from the current and previous sessions and other working documents from within the application and present them in an easy to use results set (such as faceted search) sorted by based on user preference.

All

2.2. The system must have the ability to search the document repository by keyword or advanced keyword and based on the user's security provide result sets by category including, but not limited to bills, code sections, and opinion letters.

All

2.3. The system must have the ability to provide links between search results and related documents. For example, the bill should display context-based links to code sections, opinion letters, related substitutes, and amendments. Conversely, looking up a code section should show bills, related substitutes and amendments affected.

All

2.4. The system must have the ability for the user to set their search preferences.

All

2.5. The system must have the ability to perform simple searches and advanced searches using a robust search engine.

All

2.6. The system must have the ability for users to search for and locate bills based on signing order. For example, in addition to being able to identify all bills that member has signed onto, users must also be able to further restrict this search to identify: legislation he introduced (first author), legislation he Sponsored from other chamber – House Sponsor of Senate Bill, etc.

All

2.7. The system must have the ability to display the sponsors of a piece of legislation in ascending order reflecting the order in which they signed onto the bill.

All


Page 12


2.8. The bill search criteria should include the ability to search the entire text of the bill and all related documents, along with all metadata related to the bill tracked by the system. Some examples of metadata may include Author, Member, Committees, current State of the bill in the Legislative Process, etc. The bill search criteria will be refined based on the user’s workgroup and role.

All

2.9. The system must include the ability to perform a keyword search for whole or partial phrases using wildcards and provide auto suggestions for search phrases to refine and filter search results.

All

2.10. The system must provide a robust search engine to perform an advanced search and retrieve bills using Boolean operators AND, OR, NOT (for example, search for bills that have “domestic violence” OR “family violence” AND “health”).

All

2.11. The system bill search must have the ability to perform a search using proximity operators such as “NEAR”.

All

2.12. The system bill search must have the ability to perform a search using string operators such as equals, not equals.

All

2.13. The system must have the ability to use conditional operators such as equals, contains, start-with, etc. when performing a bill search.

All

2.14. The system must have the ability to provide the user the ability to search for bills and other referenced documents in multiple Legislative Sessions.

All

2.15. The system should have help screens providing examples of search criteria.

All

2.16. The system must have the ability to search for bill drafts by more than one LC number at a time.

LC

2.17. The system must have the ability import taglines and catch phrases from Lexis/Nexis to be used in Search functionality and provide additional context to the user when viewing Code text.

All


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3. Official Code of Georgia Search and References


3.1. The system must have the ability to search the repository of the Official Code of Georgia across all legislative sessions to identify when a draft bill and other documents are amending a code section.

All

3.2. The system must have the ability to search the repository of the Official Code of Georgia across all legislative sessions to identify and generate a cross-reference list of all bills and companion bills that include the same code sections.

All

3.3. The system must have the ability to search the repository of the Official Code of Georgia across all legislative sessions to identify and provide hyperlinks to other bills using the same code.

All

3.4. The system must have the ability to search the repository of the Official Code of Georgia across all legislative sessions to potential conflicting bills as they move through the legislative process.

All

3.5. The system must provide the ability to search for and generate a list of code sections referenced in the bill text to be used as a checklist to make sure all cross-references are verified by the drafter and editor.

All

4. Master Data Management


4.1. The system must provide the ability to create and store a member profile for each member of the House of Representatives and the State Senate. ALL Member information must be effective-dated. When a member is reelected, service is continued to another Session, although data elements may change from one Session to another, such as Branch (House or Senate), Title, Party, or District (due to redistricting). A member may serve in two different districts within the same Session, but never at the same time. For example, he may vacate his post in the House, run for the Senate, win, and be

House Senate


Page 14


sworn into a seat in the Senate, serving in the Senate for the rest of the term.

4.2. The member profile should have the ability to capture the following required fields by date: member’s last name, first name, middle name or initial, office address, phone, official GGA email address, district number, party affiliation, county, and committees.

House Senate

4.3. The system should capture and store the following optional fields relating to a Member: official title (if applicable), occupation, gender, and date of birth.

House Senate

4.4. The system must have the ability to upload member’s photos. House Senate

4.5. The system should only display and print the optional field labels in the directory if the values exist in the member’s profile.

House Senate

4.6. The system must provide the ability to maintain (add new, edit, delete) information regarding Committees, including Names, Codes and other descriptive information.

House Senate

4.7. The system must allow members to be assigned to Committees.

House Senate

4.8. The system must allow basic information related to the Committee including memberships, etc., to vary from Session to Session, displaying different names, etc. reflecting the configuration for that specific Session.

House Senate

4.9. The system must be able to track Committee Officers (Chairman, Vice Chairman, Secretary, etc.).

House Senate

4.10. The system must track legislation assigned to Committees. All

4.11. The system must allow basic information related to the Committee to vary from Session to Session, displaying different names, etc. reflecting the configuration for that specific Session.

House Senate


Page 15


4.12. The system must have the ability to capture digital signatures using security PIN technology (e.g., Members, Clerk of the House, Secretary of the Senate, Governor, etc.).

House Senate

5. Member Portal


5.1. The system must provide a portal or dashboard for members, leaders of the legislature, and users of the system. The portal must provide Today’s Agenda: all calendars/agendas, any expected legislation and/or actions. Today’s Activity: all actions that have surfaced from work product and promoted to Proofed and Released to GGA, grouped by type of activity. This dashboard would refresh in real time as actions are promoted.

All

5.2. The system must display the current status of the member’s House and Senate Bills.

All

5.3. The system must display the current status of all House and Senate Bills for the session.

All

5.4. The system must display the member’s Committee and Sub-Committee assignments.

House Senate

5.5. The system must show member’s scheduled Committee and Sub-Committee meetings.

House Senate

5.6. The system must show the current legislative day’s calendars (e.g. Local Calendar, General Calendar, and Rules Calendar) and any upcoming Calendars that have been released or published.

House Senate

5.7. The system must provide members the ability to request and print PDF’s of the bill and any associated public documents.

House Senate

5.8. The system must provide members the ability to run reports. House Senate

5.9. The system must provide a standard mechanism for the members or their proxy to create and print a “Notice of

House Senate


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Member Action” (excused absence, explanation of vote change) electronically. These actions can be further incorporated into business workflows as needed.

5.10. The system must have the ability to display House Member and Senate Member directories sorted alphabetically by last name including the member’s photo and other stored profile information.

House Senate

5.11. The portal must have the ability for members to submit bill and resolution requests based on the requirements outlined in section 9 of this document.

House Senate

5.12. The portal must have the ability for members to review and comment on all their working bills and other documents with the Office of Legislative Council.

House Senate

5.13. The portal must have the ability for members to optionally submit bills electronically into the ’hopper’ for their respective Chamber. The system must provide a secure process for authenticating the proper submission.

House Senate

5.14. The portals must provide access to Session Journals to the Members.

House Senate

5.15. The system should have the ability for Members to submit amendments from the floor in lieu of the current paper-based process. The system must provide a method for House and Senate clerks to generate electronic amendments if the member submits them in paper form instead of using the new electronic process.

House Senate


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5.16. The portal must provide the member the ability to invite co-sponsors onto their legislation with the receiving member able to send a response expressing interest or declining. If the receiving member expresses interest, the originating member may add the receiving member as a co-sponsor to the bill. Co-sponsors will be ordered in sequence to the member’s action and cannot be reordered by the member. After the bill is dropped into the Hopper, other members may request to sign on to the bill through the Member. The Member can accept or deny, with an accept adding them as the next co-sponsor. Additionally, Clerk and Secretary must have proxy rights to this functionality so they can handle walk-in requests.

House Senate

5.17. The member portal must display the current status of working legislation or legislation submitted, authored or co-authored, sponsored or co-sponsored by the member.

House Senate

Document Creation, Editing and Management The new Legislative Management System must have advanced document creation and editing features

with version control using Microsoft technologies and must include the ability to automatically search,

reference, and incorporate text references from the document repository into working documents.

6. Document Creation


6.1. The system must facilitate the creation of a bill, substitute bill, resolution or an amendment:

Originating from a Member

Originating in the House

Originating in the Senate

Originating from a House or Senate Committee

Originating from the Governor

Originating from the Lieutenant Governor

All

6.2. When a draft of a new bill or resolution is initiated, the system must associate the draft with a unique, system-generated number that is notated in the header of the document. This is known as the ‘LC’ number.

LC


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6.3. The new system must have the ability to categorize documents based on the elements of the current LC number which has the following format: XX YYY ZZZZ. XX = LC (Legislative Counsel) YYY = the numeric value assigned to the attorney drafting the legislation ZZZZ= the next available sequential number for each attorney

LC

6.4. The system must have the ability to track the source of an LC Document (e.g., EC = Executive Office/gov office, ER = Editorial review only, ERS = Editorial Review substitute, S = substitute, T = Typed - language provided to them and there is no legal analysis).

LC

6.5. The system must capture the Document Type (e.g., bill, resolution, substitution, amendment).

House Senate

6.6. The system must be able to identify and discriminate between Joint Legislation and Chamber Only Legislation in all workflows. Joint Legislation requires approval from both Chambers for final approval while Chamber Only requires approval from only the originating Chamber. The “indicator” is the type of legislative workflow assigned to the bill.

All

6.7. The system must have the ability to determine when a “Local Ad is required.

LC

6.8. The system must have separate workflows for legislation requiring a Local Ad.

All

6.9. The system must have the ability to create a Local Ad based on one or more templates.

LC

6.10. The system must be able to load and store a copy of a Local Ad and the sworn signed affidavit with the associated local legislation.

LC

6.11. The system must capture the date and time that a local ad was published.

LC

6.12. The system must facilitate the creation, storage, and management of the Local Ad, which is a required sub process of the Legislative Workflow for Local Bills.

House Senate


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6.13. The system must have the ability to link the appropriate released Legislation and its supporting documentation to the proper office (Clerk of the House or Secretary of the Senate) whether it is submitted electronically or hardcopy.

House Senate

6.14. The system must have the ability to auto-assign a bill or resolution number to the Legislation based on one of the Document Types: HB (House Bill), HR (House Resolution), SB (Senate Bill), SR (Senate Resolution).

House Senate

6.15. The system must have the ability to override the auto-assigned bill or resolution number with a number that has not been previously used.

House Senate

6.16. The system must have the ability to restart the sequence number at the beginning of the Biennium and the system must not allow bill numbers to be reused inside a biennium or otherwise designated Special Session of the General Assembly.

House Senate

6.17. The system must have the ability to create a Budget bill that comes directly from the House Budget Office.

House

6.18. The system must be able to identify and track pre-filed Legislation.

House Senate

6.19. The system must capture Legislation Type (e.g., General, Constitutional Amendment, Local, and Non-Privilege).

House Senate

6.20. The system must capture “sub-types” or classifications for the legislation (e.g. City Incorporation, Homestead Exemption, House/Senate Study Committee, Joint Study Committee, etc.) Some “sub-types” or “classifications” follow different legislative rules and will require separate unique workflows based on their rules.

All

6.21. The system must have effective dated configurable workflows to support the different rules for processing all legislation types and sub-types.

All

6.22. The system must display and store all bill statuses and the corresponding dates and timestamps of the Legislation.

All


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6.23. The system must provide the ability to access a repository of stock language and text snippets or phrases that users can insert into documents.

LC

6.24. The user should have the ability to add stock language, text snippets, and phrases to the repository.

LC

6.25. The system must provide the ability for the user to reference and incorporate text from the Official Code of Georgia Repository to the bill. The system should also be able to detect differences between the Code Section citation and current Code Section (i.e. when importing text from prior a Session’s bill, the bill drafter must be able to update the code section language to match the current state).

LC

6.26. The system must provide the ability to generate bill verbiage based on different variables (e.g., long captions, GA code section numbers, catchlines, related clauses, etc.).

LC

6.27. The system should have the ability to capture the required information to generate the amendment language automatically.

LC

6.28. The system must have the ability to add tags and catch lines or phrases to the legislative documents.

LC

6.29. The system must have the ability to capture and store a “nickname” for the legislation (e.g., names often given to a piece of legislation by the public: “hurricane” bill or “gun” bill). The user entering the “nickname” must have the ability to control the visibility of the nickname. The system must allow the users to determine if it will be private or visible and searchable to others in their workgroup, to all workgroups or published to the public.

All

6.30. The system should be able to produce language for a substitute based on results of the Committee Meeting, and the document header should be updated with the year.

House Senate

6.31. The system must have the ability to perform code section cross references (Chapter, title, and section names from the Georgia Code) that are affected by a piece of legislation.

All


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6.32. The system must capture an initial caption for each piece of legislation and default it into the other types of captions listed below allowing override capabilities:

Calendar/Index Caption

Composite Caption

Final Index Caption

House Senate

6.33. The system must store the long caption created by Legislative Counsel from the legislation's preamble to be printed on the bill back and displayed throughout the system.

LC

6.34. The system must provide the ability to add Footnote Text to legislation.

House Senate

6.35. The system must provide a research tool that allows drafters to locate other code sections referenced within the code section they are drafting against. The system must allow the user to navigate to these related sections and incorporate them into the bill, if applicable.

All

6.36. The system must provide visual amendment creation for a bill or substitute bill allowing the user to make tracked changes to the bill’s text in a WYSIWYG manner. The system must store this “amendment” in the system and should create the Amendment language (i.e., strike the word “day” on line 36 and replace it with the word “night”). The Amendment language can be stored and published separately but must be associated with the actual “amendment” and therefore, the bill/sub since the “amendment” is a direct relation to such.

All

7. Document Control


7.1. The system must provide version control functionality that provides the ability to view a side by side comparison of the current version of the legislation against the previous versions of the legislation and display the differences or conflicts between the versions.

All


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7.2. The system must provide the user with the ability to restore or revert to a previous version of the legislation.

All

7.3. The system must provide an audit trail of all the users who made changes to the document and corresponding metadata.

All

7.4. The system must provide the ability to generate an easy to read summary of all the changes made to each version of the legislation.

All

7.5. The system must have the ability to track real-time legislative events and status for bills, resolutions, substitutes or amendments from within the application.

All

7.6. The system must have the ability to display an easy to use reference search screen or dashboard to display all the information related to a bill’s legislative events and status.

All

7.7. The system must provide the ability for the users to add notes, point out issues, raise flags, etc. about the legislation. The user must be able to indicate if the notes are private or if they should be visible to others within their workgroup, shared with specific workgroups, across workgroups or published to the public.

All

7.8. The system must provide the ability for the users to collaborate on legislation and share notes, etc. with others while maintaining the proper visibility and confidentiality. The system must provide pdf security to prevent tampering with the finalized document.

All

7.9. The system must provide the Document Specialist the ability to override the LC number and choose a new LC number to assign (that is not already used).

LC

7.10. The system must have the ability to publish documents to a fully searchable PDF. When producing the PDF, the system must include the additional metadata collected including but not limited to Author’s, Committees, Bill Numbers, Floor Actions (legislation passage, lost, etc.), Indication of version (As Introduced, Committee Sub, As Passed House, As Passed Senate, As Passed, etc.). Also, when publishing a document to PDF, the document must maintain all fidelity to the printed document including but not limited to line numbering. The

All


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system should directly and automatically generate a PDF for each Legislative Counsel document and amendment documents without having to use COM automation.

7.11. The system must provide the ability to attach supporting documentation to all draft legislation.

All

7.12. The system must provide the ability to print all supporting documentation.

All

7.13. The system must provide an indicator for electronic backup of notes (due to shredding schedule of the bills placed in storage, etc.). This box should be configurable to accept links to other sources.

All

7.14. The system must provide the ability to determine that an Opinion Letter has been issued for a bill; the system should have the ability to store the Opinion Summary at that time while maintaining confidentiality requirements.

LC

7.15. The system must have the ability to display and easily navigate to supporting documentation. Supporting documents include, but are not limited to opinion letters, research and other correspondence associated with the legislation.

All

7.16. The system must have the ability to attach legally required documents to a bill. Legally required documents include, but are not limited to Fiscal Notes, Audits and Accounting documents, Local Ads, and Voting Track Districts.

All

7.17. The system must provide the ability to generate electronic, and paper bill backs and resolution backs at the time of document creation.

All

7.18. The system must have the ability to print bill backs and resolution backs at the appropriate stage in the process.

All

7.19. The system must provide the ability to track all bill/resolution authors and sponsors.

All

7.20. The system must provide references to prior versions of a piece of legislation including all substitutes and amendments. The references should be displayed in an easy to understand

All


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tree or hierarchy that displays the legislation structure and history.

7.21. The system must provide the ability to combine bills together into a new bill and provide references and hyperlinks to the prior LC or AM documents referenced.

LC

7.22. The system must provide the ability to combine multiple LC resolution documents into one resolution while providing the ability to print each resolution separately.

House Senate

7.23. The system must provide the ability to effortlessly change the status when valid for a single piece of legislation or a batch of LC Draft documents to “LC Ready for Release.”

LC

7.24. The system must provide the ability to track all bill authors, sponsors, and proxy (when a request comes from the Governor or Lieutenant Governor).

LC

7.25. The system must be able to produce legislation in the proper format retaining line numbers and indentations, headers and footers, year, bill/resolution numbers.

All

7.26. The system should have the capabilities to display additional context for the legislation when there is limited room on the screen (e.g., when you hover over a bill number it could display the long caption, status or authors).

All

7.27. The system must reflect the sponsors of a piece of legislation, in the order that they signed onto the bill.

All

7.28. The system must provide the ability to see the members’ names that have signed onto a piece of legislation so that someone doesn’t have to read the actual bill or resolution documentation to see that information.

All

7.29. The system must provide the ability for a user to designate a relationship between one or more bills and notating the details including metadata together if they are ruled germane (e.g. a bill whose contents were incorporated into another bill, Governor’s companion bill, etc.).

All

7.30. The system must list all members to be added to bills and resolutions. The system must have the ability to select all

All


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members, members by party affiliation with the ability to then deselect individuals rather than having to type each member’s name onto the bill or resolution.

7.31. The system must allow the Clerk of the House and Secretary of the Senate to be able to retract a member’s sponsorship of a bill based on a request by the member.

House Senate

7.32. The system should have the ability to attach supporting documents to bills and legislation for archiving purposes while maintaining the access controls for workgroups and user permissions.

All

8. Document Editing


8.1. The system must provide spell check, readability check, and grammar check including oxford commas for all documents and related metadata, including captions, footnotes, etc.

All

8.2. The system must provide track changes and document markup functionality to ‘redline’ document text and insert comments into documents with usernames and timestamps.

All

8.3. The system must provide the ability to easily perform a side by side comparison of multiple versions of documents from within the application and identify and display the differences or conflicts between the documents.

All

8.4. The system must provide the ability to generate an easy to read document summarizing all the changes and comments made to each version of the bill, as well as changes made to status, authors, committees, and any other relevant metadata since last promotion.

All

8.5. The system should provide the ability to have a user-defined list of words and grammar rules to search for when proofing documents including words that are spelled correctly but may be used of context (Capital vs. Capitol, Council vs. Counsel, etc.).

All


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8.6. The system must provide the ability to apply "Draft" or another watermark to documents with the application.

All

8.7. The system must allow for adding internal comments along the legislative process (e.g., notes from the Document Specialist to the Attorney).

LC

8.8. The system must be able to capture and display all outcome from the Voting System utilizing an API or Message Exchange system.

House Senate

8.9. The system must be able to identify and flag legislation that is pending or will be carried over to the next legislative session in accordance to rules defined for the specific Session.

House Senate

8.10. The system must identify and flag legislation indicating when a bill has been sent to the Governor.

House Senate

8.11. The system needs to capture the ACT/Veto# for a bill. House Senate

8.12. The system must have the ability to store multiple effective dates for a piece of legislation. When there are multiple effective dates for a piece of legislation, the system must be able to display a general Effective Date with a multiple effective date indicator and the system must have the ability to identify and display each effective date. All effective dates must be identifiable via Search.

House Senate

8.13. The system must provide the ability to add notes and attach other documents that are for internal use only and should not be available to the public.

All

8.14. The system must have the ability to capture the Sponsor Type (e.g. House Author, House Sponsor, Senate Author, Senate Sponsor).

House Senate

8.15. The system must have the ability to enter the member’s District Number in the sponsor type field rather than entering the member’s name.

House Senate


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8.16. The system must have the ability to add and delete Authors to legislation.

House Senate

8.17. The system must have the ability to assign Committees and Sub-Committees.

House Senate

8.18. The system must have the ability to assign subjects. House Senate

8.19. The system must have the ability to enter subject codes. House Senate

8.20. The system must have the ability to select Conferee Type. House Senate

8.21. The system must have the ability to enter Conferee Districts. House Senate

8.22. When opening a document in the editor and making any changes to the document the editor must save the changes into the system and this action must be transparent to the user. The current system saves the changes to the local drive and then user must go system to save the changes. The user should not have to save the changes back into the system as a separate step and the user should not have to remember which version is being changed.

LC

8.23. The system must have the ability to assign Committees and Sub-Committees along with all information pertinent to such, including Membership, Roles, work product, etc.

House Senate

8.24. Amendments should always be directly associated to the version of the bill that is being amended.

House Senate

8.25. The system must provide a mechanism for the users to read a non-editable version of the current legislation.

House Senate


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9. Document Requests Origination from Members

Number Requirements Applies To

9.1. The system must provide a standard document request intake process that allows the member to complete the request electronically or for the Legislative Counsel Front Desk Clerk to complete the request on behalf of the member.

LC

9.2. The electronic request form must include the ability to capture Member’s Profile information (detailed fields should prepopulate based on Members name):

Member Physical Address

Member Primary Email Address

Member Phone Number

Member Alternative Phone Number

Member District Number

LC

9.3. The electronic request form must include the ability to capture the following Legislation Type Information Codes:

General (GEN)

Local (LOC)

Privileged (PRIV)

Constitutional amendment (CA)

Non-privileged (NP)

All

9.4. The system should capture a summary of the legislation request.

All

9.5. The application should capture the subject of the legislation (e.g., Medicare, SPLOST) and provide hints or references to the Code Titles, Chapters and Code Sections that are relevant to the subject matter.

All

9.6. The electronic request form must have the ability to route bills and resolutions to specific LC staff based on the bill or resolution Type and re-route bills to an alternative attorney based on workload, leave, etc.

LC

9.7. The application must have the ability to apply different rules based on the bill or resolution type through configurable workflow or system edits. For Example, Revenue bills require a State Auditor’s letter, Fiscal vs. Non-Fiscal Retirement bills have different requirements.

LC


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9.8. The system must have the ability to create and maintain templates that can be used to generate specific types of resolutions (e.g. Honoring, Commends, Consolations, etc.).

LC

9.9. Based on Resolution Type, the application should prompt the requestor for required information needed (e.g., Eagle Scout, Scout’s Name, Troop Number, etc.) for the resolution and generate the resolution with the information provided.

LC

9.10. If a resolution Type of “Other” is selected, the form should display a field to capture short description and other fields required for the resolution.

LC

9.11. For Unofficial Resolutions, the system should have the ability for the requester to auto-generate resolutions.

LC

9.12. Based on the Resolution Type, the application should route the resolution request to the appropriate work queue.

LC

9.13. The system must allow the members to print a fully searchable PDF of the Legislation (bills, resolutions).

All

9.14. The system must be able to create an electronic form for an amendment to be submitted either electronically or hardcopy to the LC’s office or from the Chamber floor. The amendment form must capture the following information:

Member’s Name

Member’s District number

Bill or Resolution being amended

Actual changes to the Bill or Resolution

All

9.15. The system must support the entry of handwritten amendments debated on the floor or in committee to be captured after the fact.

ALL

9.16. The system must allow the Clerk and Secretary to distribute “Pretty Copies” of Resolutions to the Members in electronic and printed form.

House Senate


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Session Management

10. Calendar Creation


10.1. The system must be able to produce calendars (e.g., General, Rules, Supplemental Rules, Rules Consideration, and Local Calendars).

House Senate

10.2. The system must allow the generation of multiple versions of the same calendar for the same day following a given template or rule set.

House Senate

10.3. The system should provide an intuitive process for generating a calendar. The system must provide a mechanism allowing the system administrator to create, delete, and maintain calendars. The system administrator must be allowed to configure valid rules and groupings for the various calendars to account for the variances between the House and Senate on how relevant bills are displayed.

House Senate

10.4. The system must display eligible legislation for the calendar type. The system must provide the user the ability to easily select the legislation for and if necessary, to suspend the rules and add a specific bill to the calendar.

House Senate

10.5. Calendars should be created based on Legislation status. House Senate

10.6. The system must have the ability to release Calendars to the other workgroups within the Georgia Assembly and eventually publish to the public via the website.

House Senate

10.7. The system must identify when legislation is eligible to be moved to the next step in the process (e.g., Favorably reported out of Committee should go onto the House General Calendar).

House Senate

10.8. The system must have the ability to create the Rules Calendar which is considered the official Calendar for the House and Senate. The Rules Calendar should be created based on the minutes from the Rules Committee and lists the legislation eligible for debate on the floor grouped by the allowed debate rules.

House Senate


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10.9. The House and Senate Rules Committee Consideration Calendar should include eligible bills or resolutions by the Rule to Follow, then Bill or Resolution Number, Calendar Caption, Legislation Type, the Version Passed out of Committee, Author, and District.

House Senate

10.10. The General Calendar should include bills with a status of Favorably Reported Out of Committee. The General Calendar Report must sort the bills and resolutions by prefix then the number in ascending order with a hyperlink on the number to the actual bill or resolution.

House Senate

10.11. The online General Calendar must include the subject and caption.

House Senate

11. Legislation Proofing Process


11.1. The system should provide the ability for interactive proofing. These automated processes will be privately scoped as work product within a specific workgroup and will allow them to see the changes being made by their group in real time and to confirm or dispute them. When the members of a workgroup who are acting as Proofers are satisfied that the information is accurate, they may share the changes with other workgroups within the application and later publish the changes to the website.

House Senate

11.2. The system must provide a mechanism to require approval, release, and publication of Legislative text, including the Adoption of Substitutes, Engrossing of Amendments into a Bill or Substitute Bill, and Enrolling of final Legislative language.

House Senate

11.3. The system must produce a summary of every piece of metadata that has been changed by a user of a workgroup, allowing proofers to confirm or reject, and upon approval to elevate visibility to be released to the system and/or published to the public.

House Senate


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12. Message Creation


12.1. The system must produce and print a detailed message when transferring legislation from one chamber to another.

House Senate

12.2. The system must allow the selection of the bill or resolution numbers that are being transmitted with the message.

House Senate

12.3. The system should have the ability to generate a Message with the following information:

The message header must include the date created, message number, and page number.

The message title must reflect the Chamber originating the message (House or Senate).

The message will include a standard introduction indicating who is sending the message.

The body of the message will include the agreed upon legislation that is being immediately transferred to the other Chamber. The message includes the Bill Caption (Bill Caption = Bill or Resolution Number, the Author, and Sponsors Names and Districts, and a summary of the legislation).

House Senate

13. Journaling Requirements


13.1. The system must provide the ability to instant message other users with a date time stamp.

All

13.2. The system must provide the ability to capture the activity that is taking place on the floor (e.g., Motions, Communications, Roll Call results, Chaplain of the Day, Pledge, Journal Confirmation, Order of Business Consent, First Reader, Second Reader, reports of Standing Committees, third reading of local uncontested bills, first reading Senate bills, Resolutions, Substitutions and Amendments, Rule Committee substitutes ).

House Senate


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13.3. When a vote closes for a piece of legislation, the Board Sheet and Journal should be updated with the bill or resolution Number and the vote results (Ayes and Nays).

House Senate

13.4. The system must be able to generate the verbiage for the House and Senate Journal pulling information from within the application including, but not limited to:

Letters from Members

Bill or Resolution Numbers with Sponsors Names

Bill or Resolution Caption

Committee Assignment

Committee Reports with standard verbiage

Bill or Resolution numbers passed and method (Do Pass, Do Pass by a Substitute, Do Pass by Amendment, etc.)

Calendars

House Sponsor of Senate Bill

Senate Sponsor of House Bill

Committee and Recommendation

Bill or Resolution verbiage with changes marked up and the voting record by member

House Senate

13.5. The system must have the ability to produce the House Journals daily.

House Senate

13.6. The system must have the ability to email (or send notification and put in the queue) the daily House Journals to the members each night.

House Senate

13.7. The system must have the ability to print a draft journal (with a DRAFT watermark) for the Senate Rules Chairman.

House Senate

13.8. The system must have the ability to produce and store the Journal daily.

Senate House

13.9. The system must have the ability to produce a consolidated journal that includes each daily journal for the Legislative Session.

House Senate

13.10. The system must change the Journal Status to “Approved” once the Journals have been confirmed and approved that they are accurate.

House Senate

13.11. The system must have the ability to publish the “Approved” journal.

House Senate


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14. Committee Management


14.1. The system must track, manage, and facilitate the Committee workflow, including but not limited to scheduling and publishing Committee Hearings, creating and publishing Agendas, creating and publishing Meeting Minutes, tracking and possibly publishing Committee Actions, Votes, Committee Substitutes, and Committee Reports. The system must provide a mechanism to file the Committee Report along with a Recommendation to the Clerk of the House or the Secretary of the Senate.

House Senate

14.2. The system must be able to distinguish the Committee Types (e.g. Standing, Special, and Joint).

All

14.3. The system must provide the ability to maintain (add new, edit, delete) Committees.

All

14.4. The system must track members assigned to Committees and Sub-Committees.

House Senate

14.5. The system must be able to notify members of scheduled Committee and Sub Committee meetings.

House Senate

14.6. The system should allow citizens and lobbyists to register as a witness to testify for a given Hearing, either on site or from a remote location.

House Senate

14.7. The system must track legislation assigned to Committees and Sub-Committees.

All

14.8. The system must track the status of legislation while it is in Committee or Sub Committee.

All

14.9. Committee Reports should be generated electronically and be available from within the new application.

All

14.10. The system must provide the ability to store Committee Reports by Legislative Session.

All

14.11. The system must support the State and Local Governmental Operation Committee process, including a way to alias the reference to this committee for Local Legislation.

House Senate


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14.12. The system must capture the following information for the State and Local Governmental Operation Committee: bill Number, LC Number, first/read assigned to a committee, a summary of the bill, sponsors/co-sponsors, area/entity affected, All Members affected by the bill, and notes that are relevant to the bill.

House Senate

14.13. The system must have the ability to capture the Committee Chairman’s digital signature using security PIN technology.

House Senate

15. Post Session Requirements


15.1. The system must have the ability to create the following indexes of the legislation that passed during the session.

Subject Matter Index: an alphabetical that includes bill number and a short caption.

Numeric Index: lists the bill numbers and the corresponding page number

All

15.2. The system must have the ability to create and publish the final Session Journal.

House Senate

15.3. The system must have the ability to create the Final Composite Report and Session Summary Report.

House Senate

15.4. The system must have the ability to codify bills and update the bill and the Official Code of Georgia in the system and the send the corresponding updates to LexisNexis.

House Senate


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Technical Requirements 16. Reporting and Analytics


16.1. The system should be able to produce mailing lists of the Members of the House, Members of the Senate and Members of each Committee.

All

16.2. The system must be able to produce the scripts for the presiding officer to read.

House Senate

16.3. The system must be able to produce reports (e.g. Daily Status Report, First Readers, and Advanced First Readers). The reports will list bills and resolutions by Action taken for the date or legislative date selected.

House Senate

16.4. The system must be able to produce a Further Action Report. The report is for internal use only and lists the legislation that is back from the Senate and requires further action by the House, or vice versa.

House Senate

16.5. The system must be able to produce a Composite Report listing all legislation, and each action was taken on it in each Chamber (e.g., Bill Number, Composite Caption, Assigned Committee, Date Read 1st in the House, Date Read 1st in the Senate, Date Read 2nd Time, Favorably Reported, Read 3rd Time, Passed/Adopted, etc.). Composite Reports must have the ability to be generated in a fully searchable PDF format in a preliminary or Final status and should be able to be executed for a single day, weekly (date range), and for a specific session.

House Senate

16.6. The system should have the ability to produce a Member report by session listing the member’s Name, Party affiliation, District, and City.

All

16.7. The System must be able to generate and display Committee Reports by Legislative Session.

All

16.8. Provide an automated process to create a Summary of General Statutes (as passed version of bills along with all supporting documentation for the bill).

LC


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16.9. Provide metrics for bills initiated, withdrawn, passed, etc. (get detailed requirements from GGA staff and Legislative members, previous public requests, etc.).

All

16.10. Provide an audit report that lists legislation in final status but not released (LC Ready for Release Status).

LC

16.11. The system must have an extensible Reporting module allowing the creation of both on-screen reports, or dashboards, and printed representations thereof.

All

16.12. Some prebuilt dashboards could include:

Bills before the House

Bills before the Senate

Up Next on the Floor

Today on the Floor

Out of Committee

Final Passage

All

16.13. Other dashboards could be designed by IT and plugged into the system as needed.

All

16.14. The system must provide an interactive Session Summary dashboard with Session Metrics across viable Bill Statuses and the ability to drill down to specifics. The system must provide printed representations of these dashboards.

All

16.15. The system should be able to produce mailing lists of the members of the House, members of the Senate, and members of each Committee.

All

16.16. The system must have the ability to create, display, and print a Member Directory sorted alphabetically by Last Name including the member’s photo and other stored profile information.

All

16.17. The system must have the ability to produce a report by session listing the member’s Name, Party affiliation, District, and City.

All

16.18. The system should be able to post reports to the internet from within the application.

House Senate


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17. Data Conversion and Migration


17.1. All data from prior Sessions, maintained in the existing LMS system, must be migrated over to the new system.

All

17.2. All embedded Word Perfect, Word, and PDF documents in the existing LMS must be migrated over to new system.

All

17.3. All documents and data migrated into the new system must be searchable, editable, and usable in the new application.

All

17.4. All data and referenced hard copies of opinion letters from the Opinion Letters Database must be scanned and converted into the new application.

All

17.5. All data and documents in the existing Official Code of Georgia Database must be converted into the new application.

All


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18. Interfaces


18.1. The system must provide a standard Automated Programming Interface (API) that exposes all business functions of the Application via programming language such as C#, JavaScript, etc. that can be used to interface with other applications.

All

18.2. The system must provide an automated interface to the Voting System (International Roll Call).

House Senate

18.3. The system should have the ability to capture a “Block Vote” and update the status for all bills in the block via the interface from the Voting System (International Roll Call).

House Senate

18.4. The system should provide a way to plug in related GGA applications such as the Seating Chart Generator.

House Senate

18.5. The system must provide an automated interface to the GGA Website to publish bills, bills status, session calendars, the journal, and all other required documents and metadata.

All

18.6. The system must provide an automated interface to LexisNexis to update the Official Code of Georgia.

All

18.7. The system must provide a subscription-based API to outside entities who need to access information that has been published by the Georgia General Assembly.

All


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19. Public Facing Website


19.1. The new Georgia General Assembly website must provide the public easy access to current information pertaining to the activities of the Assembly.

All

19.2. The website must have a common infrastructure with different views or service layer. There should be a core set of services with components that are plug and play.

All

19.3. The different offices should stay within the General Assembly website (e.g. the House can add content but should not link to a separate website that they maintain independently).

All

19.4. The website must provide or link to a content management system preferably other than SharePoint.

All

19.5. The website must provide search and display capabilities for all legislation (e.g. House Bills, House Resolutions, Senate Bills and Senate Resolutions) in a noneditable format.

All

19.6. The website must have the following advanced search capabilities for legislation by Session or by All Sessions:

By Members or All Members

By Committee or All Committees

Georgia Code Title or All Titles

Bill Type or All Bill Types

Number

Current Status and/or milestone

In Senate

In House

In Committee (House/Senate)

Passed Senate/House

Final Passage

Lost/Withdrawn, etc.

Key Words

All

19.7. The website design must support all types of devices (e.g. desktop computers, laptops, tablets, apple and android phones) in terms of adapting the display and layout to the screen size and resolution of the user’s device.

All

19.8. The website must be highly responsive. For example, when switching from one page to another or performing common

All


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searches page rendering should be within two seconds from the server.

19.9. The website for the Georgia General Assembly must include separate subsites or pages for the House of Representatives, State Senate, Legislation and Joint Offices.

All

19.10. Designated staff from each of the main offices within the Georgia General Assembly must be able to load and maintain their own content on the website while preserving the integrity of the website design.

All

19.11. Designated staff from each of the main offices within the Georgia General Assembly must be able control the push of new documents and data to be published to the website and have roll back capabilities to go back to previous versions of the documents.

All

19.12. The website must allow different content types to be loaded and displayed (e.g. PDFs, MS Office files, Image files, plain text documents, HTML documents, etc.).

All

19.13. When the user has been directed to another page, the user must be able to easily return to the previous page.

All

19.14. The website must have the ability to automatically display non-editable versions of Calendars, Composites, Legislation, Reports, and Votes after they have been generated in the Legislative Management System.

All

19.15. The website must be updated directly from the legislative management system with legislation and its current status as it progresses through the legislative process.

All

19.16. The website must have a link to various outside Entities associated with or of interest to the General Assembly and its business processes (e.g. Georgia Online, the Georgia Government website: Georgia.gov).

All

19.17. The website must link to the Georgia Government State Agencies page (georgia.gov/agency-list ).

All

19.18. The website must link to the Official Georgia Code maintained by LexisNexis.

All


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19.19. The website must have the ability to play live broadcasts and archives for Both Chambers, the House Chamber, the Senate Chamber and Room 341, and the GBP Lawmakers from within the system or through an outside hosting entity.

All

19.20. The website must allow links to be added to the site (e.g. Intern Program, Open RFPs, Special Councils, Committee Assignments, Office Assignments, Meeting Notices, Chamber Seating Chart, Adjournment Resolutions, and House Broadcasting Schedule).

All

19.21. The webpage must have a link to “Find your Lawmaker” page. All


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20. Infrastructure Requirements


20.1. The new system will be hosted internally by the GGA’s IT Department and will need to run on the GGA’s Microsoft .NET platform.

All

20.2. The supplier will review GGA’s current architecture, servers and storage to ensure that the resulting system will operate within GGA’s technical environment.

All

20.3. The system will have a responsive user interface based on a standard look and feel as developed during the project.

All

20.4. The supplier will perform all system installation and configuration of the technical environment for the new system and provide knowledge transfer to the GGA’s IT Staff.

All

20.5. The system should support the following browsers: Internet Explorer (version 11 and up), Chrome, Firefox, and Safari.

All

20.6. The system should use and expand the word processing and editing technology to review documents without disabling its’ collaborative features.

All

20.7. The system must provide secure self-service capabilities for the members to access the applications from mobile devices, notebooks, or desktops.

All

20.8. The system must have the ability to extend a legislative day beyond the actual calendar day allowing the system administrator to define the date and time period for the Legislative Day.

All


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Definitions As Passed: A secondary act of Engrossing which occurs after a bill has passed both Chambers

in which the Chamber of origin will further incorporate any Amendments made after the fact during the Further Action process, thus producing an As Passed version. The

As Passed (AP) version will then be Enrolled to produce the Enrolled version that is sent to the Governor for approval. The key difference between an As Passed version and the Enrolled (ENR) version is that striking, underscoring, and key annotations such as Author, etc. are preserved in the AP version.

Chamber: represents the State House and Senate.

Committees: There are four types of Committees: Standing, Study, Conference and Joint. o A Standing Committee will remain active between Sessions until Leadership disbands

it. At the beginning of each Biennium, the Members of these Committees will be unknown until Leadership assigns the membership of each Committee and positions therein. These committees might be assigned legislation even before their membership has been determined.

o A Special Committee is formed for a specific time period – the biennium and is not automatically reformed between Sessions unless the Speaker or Lt. Gov specifically extends it.

o A Conference Committee is an ad hoc committee and is composed of 3 members from the Senate and 3 members from the House of Representatives. As a separate committee, they vote separately, not only on the final product but on any subsidiary questions put to a vote. A majority of the committee prevails. Conference committees are intended to reconcile differences. This suggests a give-and-take process because if a majority of the conferees from either house refuses to budge, the conference would be stalemated, and the bill could fail. However, this rarely happens7.

o Joint Committees are variants of Standing Committees with the difference being that they are comprised of members of both the House and the Senate.

Engrossing: The official copy of a bill or resolution as passed the House or Senate and ready to transmit to the other Chamber. Engrossing is the act of incorporating Amendments and such into an existing version of legislative text so that it reflects the language As Passed by the House or the Senate. This becomes known as the Engrossed version of a bill.

Enrolling: The final copy of a bill or resolution that has passed the House and the Senate and awaits transmittal to the Governor. Enrolling is the act of preparing an As Passed version of the bill that is stripped of instructions such as striking and underscoring and metadata such as Authors, etc. This document is known as the Enrolled Version and contains the language that will be sent to the Governor and Enacted upon the Governor’s approval.

Flapping: The substitute or amendment (s) are transmitted loose and are not worked into legislation.

Hopper: Legislation that is filed but not introduced.

Legislation: Bills, Amendments and Substitutes, and Resolutions.

Legislative Events: Major milestones in the life cycle of the legislative process (e.g. Introduced, In Committee, General Calendar, Rules Calendar, Floor Proceedings, Passage or Failure as well as Final Passage).

Member: refers to State House Representatives and Senators.

Subject: refers to the type of bill (e.g., House Education).


Page 45

References

1. Grant Chris (2005, March), Georgia General Assembly,

https://www.georgiaencyclopedia.org/articles/government-politics/georgia-general-assembly

2. Wikipedia (2018, December) https://en.wikipedia.org/wiki/Georgia_State_Senate

3. Georgia Senate Website http://www.senate.ga.gov/sos/en-US/Home.aspx

4. Georgia House of Representatives Website http://www.house.ga.gov/clerk/en-

US/default.aspx

5. Wikipedia (2018, December) https://en.wikipedia.org/wiki/Lieutenant_Governor_of_Georgia

6. Wikipedia (2018, December http://www.legis.ga.gov/Joint/legcounsel/en-US/default.aspx

7. Georgia Senate Website http://www.senate.ga.gov/sos/en-US/Home.aspx

https://www.georgiaencyclopedia.org/articles/government-politics/georgia-general-assembly

https://en.wikipedia.org/wiki/Georgia_State_Senate

http://www.senate.ga.gov/sos/en-US/Home.aspx

http://www.house.ga.gov/clerk/en-US/default.aspx

http://www.house.ga.gov/clerk/en-US/default.aspx

https://en.wikipedia.org/wiki/Lieutenant_Governor_of_Georgia

http://www.legis.ga.gov/Joint/legcounsel/en-US/default.aspx

http://www.senate.ga.gov/sos/en-US/Home.aspx

Attachment B

Revised 05/13/19

SPD-SP026

State of Georgia State Entity Standard Contract Form

Solicitation Title

Solicitation Number

Contract Number

1. This Contract is entered into between the State Entity and the Contractor named below:

State Entity’s Name

(hereafter called State Entity)

Contractor’s Name

(hereafter called Contractor)

2. Contract to Begin:

Date of Completion:

Renewals:

3. Performance Bond, if any:

Other Bonds, if any:

4. Maximum Amount of this Contract:

Total Financial Obligation of the State Entity for the First Fiscal Year:

Total Financial Obligation of the State Entity for each Renewal Period if Renewed:

5. Authorized Person to Receive Contract Notices for State Entity:

Authorized Person to Receive Contract Notices for Contractor:

6. The parties agree to comply with the terms and conditions of the following attachments which are by this reference made a part of the Contract:

Attachment 1: State Entity Contract Terms and Conditions for Software Purchases

Attachment 2: Solicitation (referenced above)

Attachment 3: Contractor’s Final Response

IN WITNESS WHEREOF, this Contract has been executed by the parties hereto.

7.

Contractor

Contractor’s Name (If other than an individual, state whether a corporation, partnership, etc.)

By (Authorized Signature)

Date Signed

Printed Name and Title of Person Signing

Address

8.

State Entity

State Entity Name

By (Authorized Signature)

Date Signed

Printed Name and Title of Person Signing

Address

Revised 05/13/19 SPD-SP026

2

STATE OF GEORGIA AGENCY STANDARD CONTRACT

Attachment 1 Contract Terms and Conditions for Software Purchases

A. DEFINITIONS AND GENERAL INFORMATION

1. Definitions. The following words shall be defined as set forth below:

(i) "Contractor" means the provider(s) of the Software, Licenses and Services under the Contract as identified in the State Entity Standard Contract Form.

(ii) "Purchase Instrument" means the documentation issued by the State Entity to the

Contractor for a purchase of Software, Licenses and Services in accordance with the terms and conditions of the Contract. The Purchase Instrument should reference the Contract and may include an identification of the items to be purchased, the delivery date and location, the address where the Contractor should submit the invoices, and any other requirements deemed necessary by the State Entity.

(iii) "Response", "Contractor’s Response" or "Final Response" means the

Contractor’s submitted response to the RFX, including any modifications or clarifications accepted by the State Entity.

(iv) "RFX" means the Request for Proposal, Request for Bid, or other solicitation

document (and any amendments or addenda thereto) specifically identified in the State Entity Standard Contract Form, which solicitation document was issued (electronically or by other means) to solicit the Software, Licenses and Services that are subject to the Contract.

(v) "State" means the State of Georgia, the State Entity, and any other authorized state

entities issuing Purchase Instruments against the Contract.

(vi) "State Entity" means the State of Georgia entity identified in the State Entity Standard Contract Form to contract with the Contractor for the Software, Licenses and Services as identified in the Contract.

(vii) "State Entity Standard Contract" or "Contract" means the agreement between the

State Entity and the Contractor as defined by the State Entity Standard Contract Form and its incorporated documents.

(viii) "State Entity Standard Contract Form" means the document that contains basic

information about the Contract and incorporates by reference the applicable Contract Terms and Conditions, the RFX, Contractor’s Response to the RFX, the final pricing documentation for Software, Licenses and Services and any mutually agreed clarifications, modifications, additions and deletions resulting from final contract negotiations. No objection or amendment by a Contractor to the RFX requirements or the Contract shall be incorporated by reference into this Contract unless the State Entity has accepted the Contractor's objection or amendment in writing. The State Entity Standard Contract Form is defined separately and referred to separately throughout the State Entity Standard Contract as a means of identifying the location of certain information. For example, the initial term of the Contract is defined by the dates in the State Entity Standard Contract Form.


3

2. Priority of Contract Provisions. Any pre-printed contract terms and conditions included on Contractor’s forms or invoices shall be null and void.

3. Reporting Requirements. Contractor shall provide all reports required by the RFX. In

addition, unless otherwise provided in the RFX, Contractor shall keep a record of the purchases made pursuant to the Contract and shall submit a quarterly written report to the State Entity.

B. DURATION OF CONTRACT

1. Contract Term. The Contract shall begin and end on the dates specified in the State Entity Standard Contract Form unless terminated earlier in accordance with the applicable terms and conditions.

2. Contract Renewal. The State Entity shall have the option, in its sole discretion, to renew the

Contract for additional terms on a year-to-year basis by giving the Contractor written notice of the renewal decision at least sixty (60) days prior to the expiration of the initial term or renewal term. Renewal will depend upon the best interests of the State, funding, and Contractor's performance. Renewal will be accomplished through the issuance of a Notice of Award Amendment. Upon the State Entity's election, in its sole discretion, to renew any part of this Contract, Contractor shall remain obligated to perform in strict accordance with this Contract unless otherwise agreed by the State Entity and the Contractor.

3. Contract Extension. In the event that this Contract shall terminate or be likely to terminate

prior to the making of an award for a new contract for the identified Software, Licenses and Services, the State Entity may, with the written consent of Contractor, extend this Contract for such period as may be necessary to afford the State a continuous supply of the identified Software, Licenses and Services.

C. DESCRIPTION OF GOODS AND SERVICES

1. Software and Specifications. The Contractor shall provide all software ("Software") in strict compliance with the descriptions and representations as to the Software (including performance, capabilities, accuracy, completeness, characteristics, specifications, configurations, standards, functions and requirements) which appear in the RFX and the terms of the Contract.

2. Software Licenses. Contractor shall provide Software licenses ("Licenses") in compliance

with the specifications contained in the RFX and the terms of the Contract. To the extent permitted and/or required by the Software publishers of any Software provided hereunder, Contractor hereby grants an irrevocable, nonexclusive, worldwide, fully paid up, royalty-free license and/or sublicense to use, execute, maintain, reproduce, modify, display, and perform copies of Software and accompanying documentation in accordance with the licensing capacity (if any) specified in the RFX and or applicable Purchase Instrument. The State Entity may copy the Software as necessary to efficiently utilize the Software. Without limiting the generality of the foregoing, such rights shall include copying rights granted to "owners of copies" under federal copyright laws of the United States, plus copying:

(i) For backup, archive or emergency restart purposes;

(ii) For disaster recovery and disaster recovery testing purposes;

(iii) To migrate the Software for use on other computers and/or hardware; and


4

(iv) To store the Software at any off premise location which the State Entity uses for storage purposes.

If the Contractor is acting as a reseller of the Software, the Contractor must provide the Licenses, as required by the Software publishers, to the State Entity and shall coordinate with any negotiations of such Licenses as may be conducted between the State Entity and the Software publishers. All licenses provided hereunder shall remain in effect perpetually until termination of the Contract. Within thirty (30) days of any termination or expiration of each individual License, the State Entity will destroy all copies of the Software in its possession or control.

3. Exclusions. Except as expressly permitted by this Contract, the State Entity agrees that it will not: (i) Lease, loan, resell, sublicense or otherwise distribute the Software to parties who are

not State of Georgia government entities; (ii) Permit third-party access to, or use of, the Software, except as permitted in the

Contract;

(iii) Create derivative works based on the Software;

(iv) Reverse engineer, disassemble, or decompile the Software; or

(v) Remove any identification or notices contained on the Software.

The State Entity will notify Contractor if the State Entity becomes aware of any unauthorized third-party access to, or use of, the Software.

4. Services and other Deliverables. Contractor shall provide services and other deliverables ("Services") in compliance with the specifications contained in the RFX and the terms of the Contract. "Services" shall include administration, distribution, installation, configuration, support and training services as further described in the RFX. Contractor and any employees of Contractor will perform the Services on time, in a workmanlike manner, and consistent with the level of care and skill ordinarily exercised by other providers of similar services at the time such Services are provided.

5. Ordering and Technical Assistance. State Entity may place orders individually from time to

time in any manner permitted by applicable state purchasing policy, the RFX, and the Response as accepted by the State Entity. The Contractor shall provide technical assistance as reasonably required for the State Entity to make purchases if online purchases are made utilizing the Contractor's website.

6. Product Shipment and Delivery. All products shall be provided as required by the provisions

of the RFX. Unless the RFX requires otherwise, all products shall be made available either by online download or shall be shipped F.O.B. destination. Destination shall be the location(s) specified in the RFX or any provided Purchase Instrument. All items shall be at the Contractor’s risk until they have been delivered and accepted by the receiving entity. All items shall be subject to inspection on delivery. Hidden damage will remain the responsibility of the Contractor to remedy without cost to the State Entity, regardless of when the hidden damage is discovered.


5

7. Non-Exclusive Rights. The Contract is not exclusive. The State Entity reserves the right to select other contractors to provide software, licenses and services similar to the Software and Services described in the Contract during the term of the Contract.

8. No Minimums Guaranteed. The Contract does not guarantee any minimum level of

purchases. D. COMPENSATION

1. Pricing and Payment. The Contractor will be paid for the Software, Licenses and Services sold pursuant to the Contract in accordance with the RFX and final pricing documents as incorporated into the State Entity Standard Contract Form and the terms of the Contract. Unless clearly stated otherwise in the Contract, all prices are firm and fixed and are not subject to variation. Prices include, but are not limited to freight, insurance, fuel surcharges and customs duties.

2. Billings. If applicable, and unless the RFX provides otherwise, the Contractor shall submit, on

a regular basis, individual invoices for the Software, Licenses and Services as supplied to the State Entity under the Contract at the billing addresses specified in the Purchase Instruments or Contract. The invoice shall comply with all applicable rules concerning payment of such claims. The State Entity shall pay all approved invoices in arrears and in accordance with applicable provisions of State law.

Unless otherwise agreed in writing by the State Entity and the Contractor, the Contractor shall not be entitled to receive any other payment or compensation from the State Entity for any Software, Licenses or Services provided by or on behalf of the Contractor under the Contract. The Contractor shall be solely responsible for paying all costs, expenses and charges it incurs in connection with its performance under the Contract.

3. Delay of Payment Due to Contractor’s Failure. If the State Entity in good faith determines

that the Contractor has failed to perform or deliver Software, Licenses and/or Services as required by the Contract, the Contractor shall not be entitled to any compensation under the Contract until such Software or Licenses are delivered and Services are performed. In this event, the State Entity may withhold that portion of the Contractor’s compensation which represents payment for Software, Licenses and/or Services that were not delivered or performed. To the extent that the Contractor’s failure to perform or deliver in a timely manner causes the State Entity to incur costs, the State Entity may deduct the amount of such incurred costs from any amounts payable to Contractor. The State Entity’s authority to deduct such incurred costs shall not in any way affect the State Entity’s authority to terminate the Contract.

4. Set-Off Against Sums Owed by the Contractor. In the event that the Contractor owes the

State Entity and/or the State any sum under the terms of the Contract, pursuant to any judgment, or pursuant to any law, the State Entity and/or the State may set off the sum owed to the State Entity and/or the State against any sum owed by the State Entity and/or the State to the Contractor in the State Entity’s sole discretion.


6

E. TERMINATION

1. Immediate Termination. Pursuant to O.C.G.A. Section 50-5-64, this Contract will terminate immediately and absolutely if the State Entity determines that adequate funds are de-appropriated such that the State Entity cannot fulfill its obligations under the Contract, which determination is at the State Entity's sole discretion and shall be conclusive. Further, the State Entity may terminate the Contract for any one or more of the following reasons effective immediately without advance notice:

(i) In the event the Contractor is required to be certified or licensed as a condition

precedent to providing such Software, Licenses and Services, the revocation or loss of such license or certification may result in immediate termination of the Contract effective as of the date on which the license or certification is no longer in effect;

(ii) The State Entity determines that the actions, or failure to act, of the Contractor, its

agents, employees or subcontractors have caused, or reasonably could cause, life, health or safety to be jeopardized;

(iii) The Contractor fails to comply with confidentiality laws or provisions; and/or (iv) The Contractor furnished any statement, representation or certification in connection

with the Contract or the bidding process which is materially false, deceptive, incorrect or incomplete.

2. Termination for Cause. The occurrence of any one or more of the following events shall

constitute cause for the State Entity to declare the Contractor in default of its obligations under the Contract:

(i) The Contractor fails to deliver or has delivered nonconforming Software, Licenses or

Services or fails to perform, to the State Entity’s satisfaction, any material requirement of the Contract or is in violation of a material provision of the Contract, including, but without limitation, the express warranties made by the Contractor;

(ii) The State Entity determines that satisfactory performance of the Contract is

substantially endangered or that a default is likely to occur; (iii) The Contractor fails to make substantial and timely progress toward performance of the

Contract;

(iv) The Contractor becomes subject to any bankruptcy or insolvency proceeding under federal or state law to the extent allowed by applicable federal or state law including bankruptcy laws; the Contractor terminates or suspends its business; or the State Entity reasonably believes that the Contractor has become insolvent or unable to pay its obligations as they accrue consistent with applicable federal or state law;

(v) The Contractor has failed to comply with applicable federal, state and local laws, rules,

ordinances, regulations and orders when performing within the scope of the Contract;

(vi) The Contractor has engaged in conduct that has or may expose the State Entity or the State to liability, as determined in the State Entity’s sole discretion; or

(vii) The Contractor has infringed any patent, trademark, copyright, trade dress or any other

intellectual property rights of the State Entity, the State, or a third party.


7

3. Notice of Default. If there is a default event caused by the Contractor, the State Entity shall provide written notice to the Contractor requesting that the breach or noncompliance be remedied within the period of time specified in the State Entity’s written notice to the Contractor. If the breach or noncompliance is not remedied within the period of time specified in the written notice, the State Entity may: (i) Immediately terminate the Contract without additional written notice; and/or (ii) Procure substitute Software, Licenses or Services from another source and charge the

difference between the Contract and the substitute contract to the defaulting Contractor; and/or,

(iii) Enforce the terms and conditions of the Contract and seek any legal or equitable

remedies.

4. Termination Upon Notice. Following thirty (30) days’ written notice, the State Entity may terminate the Contract in whole or in part without the payment of any penalty or incurring any further obligation to the Contractor. Following termination upon notice, the Contractor shall be entitled to compensation, upon submission of invoices and proper proof of claim, for Software, Licenses and Services provided under the Contract to the State Entity up to and including the date of termination.

5. Termination Due to Change in Law. The State Entity shall have the right to terminate this

Contract without penalty by giving thirty (30) days’ written notice to the Contractor as a result of any of the following: (i) The State Entity’s authorization to operate is withdrawn or there is a material alteration

in the programs administered by the State Entity; and/or

(ii) The State Entity’s duties are substantially modified.

6. Payment Limitation in Event of Termination. In the event of termination of the Contract for any reason by the State Entity, the State Entity shall pay only those amounts, if any, due and owing to the Contractor for Software, Licenses and Services actually rendered up to the date specified in the notice of termination for which the State Entity is obligated to pay pursuant to the Contract or Purchase Instrument. Payment will be made only upon submission of invoices and proper proof of the Contractor’s claim. This provision in no way limits the remedies available to the State Entity under the Contract in the event of termination. The State shall not be liable for any costs incurred by the Contractor in its performance of the Contract, including, but not limited to, startup costs, overhead or other costs associated with the performance of the Contract.

7. The Contractor’s Termination Duties. Upon receipt of notice of termination or upon request

of the State Entity, the Contractor shall:

(i) Cease work under the Contract and take all necessary or appropriate steps to limit disbursements and minimize costs, and furnish a report within thirty (30) days of the date of notice of termination, describing the status of all work under the Contract, including, without limitation, results accomplished, conclusions resulting therefrom, and any other matters the State Entity may require;

(ii) Immediately cease using and return to the State, any personal property or materials,

whether tangible or intangible, provided by the State to the Contractor;


8

(iii) Comply with the State’s instructions for the timely transfer of any active files and work product produced by the Contractor under the Contract;

(iv) Cooperate in good faith with the State Entity and its employees, agents and contractors

during the transition period between the notification of termination and the substitution of any replacement contractor; and

(v) Immediately return to the State Entity any payments made by the State Entity for

Software, Licenses and Services that were not delivered or rendered by the Contractor.

F. CONFIDENTIAL INFORMATION

1. Access to Confidential Data. The Contractor’s employees, agents and subcontractors may have access to confidential data maintained by the State to the extent necessary to carry out the Contractor's responsibilities under the Contract. The Contractor shall presume that all information received pursuant to the Contract is confidential unless otherwise designated by the State. If it is reasonably likely the Contractor will have access to the State’s confidential information, then: (i) The Contractor shall provide to the State a written description of the Contractor's

policies and procedures to safeguard confidential information; (ii) Policies of confidentiality shall address, as appropriate, information conveyed in verbal,

written, and electronic formats; (iii) The Contractor must designate one individual who shall remain the responsible

authority in charge of all data collected, used, or disseminated by the Contractor in connection with the performance of the Contract; and

(iv) The Contractor shall provide adequate supervision and training to its agents,

employees and subcontractors to ensure compliance with the terms of the Contract.

The private or confidential data shall remain the property of the State at all times. Some services performed for the State Entity may require the Contractor to sign a nondisclosure agreement. Contractor understands and agrees that refusal or failure to sign such a nondisclosure agreement, if required, may result in termination of the Contract.

2. No Dissemination of Confidential Data. No confidential data collected, maintained, or used

in the course of performance of the Contract shall be disseminated except as authorized by law and with the written consent of the State, either during the period of the Contract or thereafter. Any data supplied to or created by the Contractor shall be considered the property of the State. The Contractor must return any and all data collected, maintained, created or used in the course of the performance of the Contract, in whatever form it is maintained, promptly at the request of the State.

3. Subpoena. In the event that a subpoena or other legal process is served upon the Contractor

for records containing confidential information, the Contractor shall promptly notify the State and cooperate with the State in any lawful effort to protect the confidential information.

4. Reporting of Unauthorized Disclosure. The Contractor shall immediately report to the State

any unauthorized disclosure of confidential information.

5. Survives Termination. The Contractor’s confidentiality obligation under the Contract shall survive termination of the Contract.


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G. INDEMNIFICATION

1. Contractor's Indemnification Obligation. The Contractor agrees to indemnify and hold harmless the State and State officers, employees, agents, and volunteers (collectively, "Indemnified Parties") from any and all costs, expenses, losses, claims, damages, liabilities, settlements and judgments, including reasonable value of the time spent by the Attorney General’s Office, related to or arising from:

(i) Any breach of the Contract; (ii) Any negligent, intentional or wrongful act or omission of the Contractor or any

employee, agent or subcontractor utilized or employed by the Contractor;

(iii) Any failure of the Software, Licenses and/or Services to comply with applicable specifications, warranties, and certifications under the Contract;

(iv) The negligence or fault of the Contractor in design, testing, development, manufacture,

or otherwise with respect to the Software, Licenses and/or Services or any parts thereof provided under the Contract;

(v) Claims, demands, or lawsuits that, with respect to the Software or any parts thereof,

allege product liability, strict product liability, or any variation thereof; (vi) The Contractor’s performance or attempted performance of the Contract, including any

employee, agent or subcontractor utilized or employed by the Contractor; (vii) Any failure by the Contractor to comply with the "Compliance with the Law" provision of

the Contract; (viii) Any failure by the Contractor to make all reports, payments and withholdings required

by federal and state law with respect to social security, employee income and other taxes, fees or costs required by the Contractor to conduct business in the State of Georgia or the United States;

(ix) Any infringement of any copyright, trademark, patent, trade dress, or other intellectual

property right; or (x) Any failure by the Contractor to adhere to the confidentiality provisions of the Contract.

2. Duty to Reimburse State Tort Claims Fund. To the extent such damage or loss as covered by this indemnification is covered by the State of Georgia Tort Claims Fund ("the Fund"), the Contractor (and its insurers) agrees to reimburse the Fund. To the full extent permitted by the Constitution and the laws of the State and the terms of the Fund, the Contractor and its insurers waive any right of subrogation against the State, the Indemnified Parties, and the Fund and insurers participating thereunder, to the full extent of this indemnification.

3. Litigation and Settlements. The Contractor shall, at its own expense, be entitled to and shall have the duty to participate in the defense of any suit against the Indemnified Parties. No settlement or compromise of any claim, loss or damage entered into by the Indemnified Parties shall be binding upon Contractor unless approved in writing by Contractor. No settlement or compromise of any claim, loss or damage entered into by Contractor shall be binding upon the Indemnified Parties unless approved in writing by the Indemnified Parties.


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4. Patent/Copyright Infringement Indemnification. Contractor shall, at its own expense, be entitled to and shall have the duty to participate in the defense of any suit instituted against the State and indemnify the State against any award of damages and costs made against the State by a final judgment of a court of last resort in such suit insofar as the same is based on any claim that any of the Software, Licenses and/or Services constitutes an infringement of any United States Letters Patent or copyright, provided the State gives the Contractor immediate notice in writing of the institution of such suit, permits Contractor to fully participate in the defense of the same, and gives Contractor all available information, assistance and authority to enable Contractor to do so. Subject to approval of the Attorney General of the State of Georgia, the State Entity shall tender defense of any such action to Contractor upon request by Contractor. Contractor shall not be liable for any award of judgment against the State reached by compromise or settlement unless Contractor accepts the compromise or settlement. Contractor shall have the right to enter into negotiations for and the right to effect settlement or compromise of any such action, but no such settlement shall be binding upon the State unless approved by the State.

In case any of the Software, Licenses and/or Services is in any suit held to constitute infringement and its use is enjoined, Contractor shall, at its option and expense: (i) Procure for the State the right to continue using the Software, Licenses and Services; (ii) Replace or modify the same so that it becomes non-infringing; or (iii) Remove the same and cancel any future charges pertaining thereto. Contractor, however, shall have no liability to the State if any such patent, or copyright infringement or claim thereof is based upon or arises out of: (i) Compliance with designs, plans or specifications furnished by or on behalf of the State

Entity as to the Software; (ii) Use of the Software in combination with apparatus or devices not supplied by

Contractor; (iii) Use of the Software in a manner for which the same was neither designed nor

contemplated; or (iv) The claimed infringement of any patent or copyright in which the State Entity or any

affiliate or subsidiary of the State Entity has any direct interest by license or otherwise.

5. Survives Termination. The indemnification obligation of the Contractor shall survive termination of the Contract.

H. INSURANCE

Contractor shall provide all insurance as required by the RFX. I. BONDS

The Contractor shall provide all required bonds in accordance with the terms of the RFX and as stated in the State Entity Standard Contract Form.

J. WARRANTIES


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1. Construction of Warranties Expressed in the Contract with Warranties Implied by Law.

All warranties made by the Contractor and/or subcontractors in all provisions of the Contract and the Contractor’s Response, whether or not the Contract specifically denominates the Contractor’s and/or subcontractors’ promise as a warranty or whether the warranty is created only by the Contractor’s affirmation or promise, or is created by a description of the Software, Licenses and Services to be provided, or by provision of samples to the State shall not be construed as limiting or negating any warranty provided by law, including without limitation, warranties which arise through course of dealing or usage of trade, the warranty of merchantability, and the warranty of fitness for a particular purpose. The warranties expressed in the Contract are intended to modify the warranties implied by law only to the extent that they expand the warranties applicable to the Software, Licenses and Services provided by the Contractor. Contractor shall assign and pass through to State Entity all applicable Software publishers' warranties, covenants and indemnification provisions. The provisions of this section apply during the term of the Contract and any extensions or renewals thereof.

2. Nonconforming Software. All Software delivered by Contractor to the State Entity shall be

free from any defects in design, material, or workmanship. In the event that any of the Software is found by the Contractor, the State, any governmental agency, or court having jurisdiction to contain a defect, serious quality or performance deficiency, or not to be in compliance with any standard or requirement so as to require or make advisable that such Software be reworked or recalled, the Contractor will promptly communicate all relevant facts to the State Entity and undertake all corrective actions, including those required to meet all obligations imposed by laws, regulations, or orders, and shall file all necessary papers, corrective action programs, and other related documents, provided that nothing contained in this section shall preclude the State Entity from taking such action as may be required of it under any such law or regulation.

The State Entity shall have the option of returning or replacing the defective Software at Contractor’s expense. If the Contractor is the Software publisher, the Contractor shall perform all necessary repairs or modifications at its sole expense provided the State determines the performance of such repairs and modifications is in the State's best interest. Payment for the Software shall not constitute acceptance. Acceptance by the State Entity shall not relieve the Contractor of its warranty or any other obligation under the Contract.

3. Originality and Title to Provided Software and Services. Contractor represents and warrants that all the concepts, materials, Software and Services produced, or provided to the State pursuant to the terms of the Contract shall be wholly original with the Contractor or that the Contractor has secured all applicable interests, rights, licenses, permits or other intellectual property rights in such concepts, materials Software and Services. The Contractor represents and warrants that it is the owner of or otherwise has the right to use and distribute the Software and Services contemplated by the Contract. Contractor or the original Software publisher shall retain all right, title and interest in the Software and any accompanying documentation, including all applicable intellectual property rights.

The Contractor represents and warrants that the concepts, materials, Software and Services and the State’s use of same and the exercise by the State of the rights granted by the Contract shall not infringe upon any other work, other than material provided by the Contract to the Contractor to be used as a basis for such materials, or violate the rights of publicity or privacy of, or constitute a libel or slander against, any person, firm or corporation and that the concepts, materials, Software and Services will not infringe upon the copyright, trademark,


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trade name, trade dress patent, literary, dramatic, statutory, common law or any other rights of any person, firm or corporation or other entity.

4. Conformity with Contractual Requirements. The Contractor represents and warrants that

the Software, Licenses and Services provided in accordance with the Contract will appear and operate in conformance with the terms and conditions of the Contract.

5. Authority to Enter into Contract. The Contractor represents and warrants that it has full

authority to enter into the Contract and that it has not granted and will not grant any right or interest to any person or entity that might derogate, encumber or interfere with the rights granted to the State.

6. Obligations Owed to Third Parties. The Contractor represents and warrants that all

obligations owed to third parties with respect to the activities contemplated to be undertaken by the Contractor pursuant to the Contract are or will be fully satisfied by the Contractor so that the State will not have any obligations with respect thereto.

7. Title to Property. The Contractor represents and warrants that title to any Software assigned,

conveyed or licensed to the State is good and that transfer of title or license to the State is rightful and that all Software shall be delivered free of any security interest or other lien or encumbrance.

8. Industry Standards. The Contractor represents and expressly warrants that all aspects of

the Software, License and Services provided or used by it shall at a minimum conform to the standards in the Contractor’s industry. This requirement shall be in addition to any express warranties, representations, and specifications included in the Contract, which shall take precedence.

9. Contractor's Personnel and Staffing. Contractor warrants that all persons assigned to

perform the Services under this Contract are either lawful employees of Contractor or lawful employees of a Subcontractor authorized by the State Entity. All of Contractor or any subcontractor's personnel shall comply with the confidentiality requirements of the Contract and the security requirements of the applicable State Entity while on state property. In the event that any of Contractor or subcontractor's personnel do not comply with such confidentiality and security requirements, the State Entity may have the personnel removed from the premises.

All persons assigned to perform the Services under this Contract shall be qualified to perform such Services. Personnel assigned by Contractor shall have all professional licenses required to perform the Services. If the State Entity believes that the performance or conduct of any person employed or retained by Contractor to perform any Services hereunder is unsatisfactory for any reason or is not in compliance with the provisions of this Contract, the State Entity shall notify Contractor in writing and Contractor shall promptly address the performance or conduct of such person, or, at the State Entity's request, immediately replace such person with another person acceptable to the State Entity and with sufficient knowledge and expertise to perform the Services in accordance with this Contract. Contractor warrants that an adequate number of appropriately qualified personnel will be employed and available to provide the Services in accordance with the schedule and maintenance requirements set forth in the RFX and this Contract.

10. Use of State Vehicles. Contractor warrants that no State vehicles will be used by Contractor for the performance of Services under this Contract. Contractor shall be responsible for providing transportation necessary to perform all Services.


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11. Compliance with Federal Safety Acts. Contractor warrants and guarantees to the State that the Services provided under the Contract are in compliance with Sections 5 and 12 of the Federal Trade Commission Act; the Consumer Product Safety Act; Fair Labor Standards Act; the Occupational Safety and Health Act; the Office of Management and Budget A-110 Appendix A; and the Anti-Kickback Act of 1986.

K. CONTRACT ADMINISTRATION

1. Order of Preference. In the case of any inconsistency or conflict among the specific

provisions of the State Entity Standard Contract Terms and Conditions (including any amendments accepted by both the State Entity and the Contractor attached hereto), the RFX (including any subsequent addenda), and the Contractor’s Response, any inconsistency or conflict shall be resolved as follows:

(i) First, by giving preference to the specific provisions of the State Entity Standard

Contract Terms and Conditions. (ii) Second, by giving preference to the specific provisions of the RFX. (iii) Third, by giving preference to the specific provisions of the Contractor’s Response,

except that objections or amendments by a Contractor that have not been explicitly accepted by the State Entity in writing shall not be included in this Contract and shall be given no weight or consideration.

2. Intent of References to Bid Documents. The references to the parties' obligations, which

are contained in this document, are intended to supplement or clarify the obligations as stated in the RFX and the Contractor’s Response. The failure of the parties to make reference to the terms of the RFX or the Contractor’s Response in this document shall not be construed as creating a conflict and will not relieve the Contractor of the contractual obligations imposed by the terms of the RFX and the Contractor’s Response. The contractual obligations of the State Entity cannot be implied from the Contractor’s Response.

3. Compliance with the Law. The Contractor, its employees, agents, and subcontractors shall

comply with all applicable federal, state, and local laws, rules, ordinances, regulations and orders now or hereafter in effect when performing under the Contract, including without limitation, all laws applicable to the prevention of discrimination in employment and the use of targeted small businesses as subcontractors or contractors.

Certain equipment, software and technical data which may be provided hereunder may be subject to export and re-export controls under the U.S. Export Administration Regulations and/or similar regulations of the United States or any other country. Contractor shall be responsible for complying with all export and re-export laws and regulations, including without limitation: (i) Local license or permit requirements;

(ii) Export, import and customs laws and regulations, which may apply to certain

equipment, software and technical data provided hereunder; and

(iii) All applicable foreign corrupt practices acts. The Contractor, its employees, agents and subcontractors shall also comply with all federal, state and local laws regarding business permits and licenses that may be required to carry out


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the work performed under the Contract. Contractor and Contractor's personnel shall also comply with all State and State Entity policies and standards in effect during the performance of the Contract, including but not limited to the State Entity’s policies and standards relating to personnel conduct, security, safety, confidentiality, and ethics. Further, the provisions of O.C.G.A. Section 45-10-20 et seq. have not and must not be violated under the terms of this Contract. Contractor shall obtain and maintain, and shall cause its subcontractors to obtain and maintain all approvals, permissions, permits, licenses, and other documentation required to comply with all applicable laws, rules or regulations. Contractor certifies that Contractor is not currently engaged in, and agrees for the duration of this Contract not to engage in, a boycott of Israel, as defined in O.C.G.A. § 50-5-85.Contractor agrees that any failure by Contractor or Contractor's employees to comply with any of the obligations of this section may be treated by the State Entity as a material breach of this Contract by the Contractor.

4. Sexual Harassment Prevention. The State of Georgia promotes respect and dignity and

does not tolerate sexual harassment in the workplace. The State is committed to providing a workplace and environment free from sexual harassment for its employees and for all persons who interact with state government. All State of Georgia employees are expected and required to interact with all persons including other employees, contractors, and customers in a professional manner that contributes to a respectful work environment free from sexual harassment. Furthermore, the State of Georgia maintains an expectation that its contractors and their employees and subcontractors will interact with entities of the State of Georgia, their customers, and other contractors of the State in a professional manner that contributes to a respectful work environment free from sexual harassment. Pursuant to the State of Georgia’s Statewide Sexual Harassment Prevention Policy (the “Policy”), all contractors who are regularly on State premises or who regularly interact with State personnel must complete sexual harassment prevention training on an annual basis. If the Contractor, including its employees and subcontractors, violates the Policy, including but not limited to engaging in sexual harassment and/or retaliation, the Contractor may be subject to appropriate corrective action. Such action may include, but is not limited to, notification to the employer, removal from State premises, restricted access to State premises and/or personnel, termination of contract, and/or other corrective action(s) deemed necessary by the State. (i) If Contractor is an individual who is regularly on State premises or who will regularly

interact with State personnel, Contractor certifies that:

(a) Contractor has received, reviewed, and agreed to comply with the State of Georgia’s Statewide Sexual Harassment Prevention Policy located at http://doas.ga.gov/human-resources-administration/board-rules-policy-and-compliance/jointly-issued-statewide-policies/sexual-harassment-prevention-policy;

(b) Contractor has completed sexual harassment prevention training in the last year and will continue to do so on an annual basis; or will complete the Georgia Department of Administrative Services’ sexual harassment prevention training located at this direct link https://www.youtube.com/embed/NjVt0DDnc2s?rel=0 prior to accessing State premises and prior to interacting with State employees; and on an annual basis thereafter; and,

(c) Upon request by the State, Contractor will provide documentation substantiating

the completion of sexual harassment training.

http://doas.ga.gov/human-resources-administration/board-rules-policy-and-compliance/jointly-issued-statewide-policies/sexual-harassment-prevention-policy


https://www.youtube.com/embed/NjVt0DDnc2s?rel=0


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(ii) If Contractor has employees and subcontractors that are regularly on State premises or

who will regularly interact with State personnel, Contractor certifies that:

(a) Contractor will ensure that such employees and subcontractors have received, reviewed, and agreed to comply with the State of Georgia’s Statewide Sexual Harassment Prevention Policy located at http://doas.ga.gov/human-resources-administration/board-rules-policy-and-compliance/jointly-issued-statewide-policies/sexual-harassment-prevention-policy;

(b) Contractor has provided sexual harassment prevention training in the last year to such employees and subcontractors and will continue to do so on an annual basis; or Contractor will ensure that such employees and subcontractors complete the Georgia Department of Administrative Services’ sexual harassment prevention training located at this direct link https://www.youtube.com/embed/NjVt0DDnc2s?rel=0 prior to accessing State premises and prior to interacting with State employees; and on an annual basis thereafter; and

(c) Upon request of the State, Contractor will provide documentation substantiating

such employees and subcontractors’ acknowledgment of the State of Georgia’s Statewide Sexual Harassment Prevention Policy and annual completion of sexual harassment prevention training.

5. Drug-free Workplace. The Contractor hereby certifies as follows:

(i) Contractor will not engage in the unlawful manufacture, sale, distribution, dispensation,

possession, or use of a controlled substance or marijuana during the performance of this Contract; and

(ii) If Contractor has more than one employee, including Contractor, Contractor shall

provide for such employee(s) a drug-free workplace, in accordance with the Georgia Drug-free Workplace Act as provided in O.C.G.A. Section 50-24-1 et seq., throughout the duration of this Contract; and

(iii) Contractor will secure from any subcontractor hired to work on any job assigned under

this Contract the following written certification: "As part of the subcontracting agreement with (Contractor's Name), (Subcontractor's Name) certifies to the contractor that a drug-free workplace will be provided for the subcontractor's employees during the performance of this Contract pursuant to paragraph 7 of subsection (b) of Code Section 50-24-3."

Contractor may be suspended, terminated, or debarred if it is determined that: (i) Contractor has made false certification here in above; or (ii) Contractor has violated such certification by failure to carry out the requirements of

O.C.G.A. Section 50-24-3(b).

6. Amendments. The Contract may be amended in writing from time to time by mutual consent of the parties. If the contract award exceeds the delegated purchasing authority of the State Entity, then the State Entity must obtain approval of the amendment from the Department of Administrative Services (DOAS). All amendments to the Contract must be in writing and fully executed by duly authorized representatives of the State Entity and the Contractor.




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7. Third Party Beneficiaries. There are no third-party beneficiaries to the Contract. The

Contract is intended only to benefit the State and the Contractor.

8. Choice of Law and Forum. The laws of the State of Georgia shall govern and determine all matters arising out of or in connection with this Contract without regard to the choice of law provisions of State law. In the event any proceeding of a quasi-judicial or judicial nature is commenced in connection with this Contract, such proceeding shall solely be brought in a court or other forum of competent jurisdiction within Fulton County, Georgia and the Contractor submits to jurisdiction and venue in any such court. This provision shall not be construed as waiving any immunity to suit or liability, including without limitation sovereign immunity, which may be available to the State.

8. Parties' Duty to Provide Notice of Intent to Litigate and Right to Demand Mediation. In

addition to any dispute resolution procedures otherwise required under this Contract or any informal negotiations which may occur between the State and the Contractor, no civil action with respect to any dispute, claim or controversy arising out of or relating to this Contract may be commenced without first giving fourteen (14) calendar days written notice to the State of the claim and the intent to initiate a civil action. At any time prior to the commencement of a civil action, either the State or the Contractor may elect to submit the matter for mediation. Either the State or the Contractor may exercise the right to submit the matter for mediation by providing the other party with a written demand for mediation setting forth the subject of the dispute. The parties will cooperate with one another in selecting a mediator and in scheduling the mediation proceedings. Venue for the mediation will be in Atlanta, Georgia; provided, however, that any or all mediation proceedings may be conducted by teleconference with the consent of the mediator. The parties covenant that they will participate in the mediation in good faith, and that they will share equally in its costs; provided, however that the cost to the State shall not exceed five thousand dollars ($5,000.00).

All offers, promises, conduct and statements, whether oral or written, made in the course of the mediation by any of the parties, their agents, employees, experts and attorneys, and by the mediator or employees of any mediation service, are inadmissible for any purpose (including but not limited to impeachment) in any litigation or other proceeding involving the parties, provided that evidence that is otherwise admissible or discoverable shall not be rendered inadmissible or non-discoverable as a result of its use in the mediation.

No party may commence a civil action with respect to the matters submitted to mediation until after the completion of the initial mediation session, forty-five (45) calendar days after the date of filing the written request for mediation with the mediator or mediation service, or sixty (60) calendar days after the delivery of the written demand for mediation, whichever occurs first. Mediation may continue after the commencement of a civil action, if the parties so desire. The Contractor agrees that any notice contemplated herein, including but not limited to any service of process of litigation, may be provided to [INSERT NAME] at [INSERT ADDRESS].

9. Assignment and Delegation. The Contract may not be assigned, transferred or conveyed in

whole or in part without the prior written consent of the State Entity. For the purpose of construing this clause, a transfer of a controlling interest in the Contractor shall be considered an assignment.

10. Use of Third Parties. Except as may be expressly agreed to in writing by the State Entity,

Contractor shall not subcontract, assign, delegate or otherwise permit anyone other than Contractor or Contractor's personnel to perform any of Contractor's obligations under this


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Contract or any of the work subsequently assigned under this Contract. No subcontract which Contractor enters into with respect to performance of obligations or work assigned under the Contract shall in any way relieve Contractor of any responsibility, obligation or liability under this Contract and for the acts and omissions of all subcontractors, agents, and employees. All restrictions, obligations and responsibilities of the Contractor under the Contract shall also apply to the subcontractors. Any contract with a subcontractor must also preserve the rights of the State Entity. The State Entity shall have the right to request the removal of a subcontractor from the Contract for good cause.

11. Integration. The Contract represents the entire agreement between the parties. The parties

shall not rely on any representation that may have been made which is not included in the Contract.

12. Headings or Captions. The paragraph headings or captions used in the Contract are for

identification purposes only and do not limit or construe the contents of the paragraphs.

13. Not a Joint Venture. Nothing in the Contract shall be construed as creating or constituting the relationship of a partnership, joint venture, (or other association of any kind or agent and principal relationship) between the parties thereto. Each party shall be deemed to be an independent contractor contracting for goods and services and acting toward the mutual benefits expected to be derived herefrom. Neither Contractor nor any of Contractor's agents, servants, employees, subcontractors or contractors shall become or be deemed to become agents, servants, or employees of the State. Contractor shall therefore be responsible for compliance with all laws, rules and regulations involving its employees and any subcontractors, including but not limited to employment of labor, hours of labor, health and safety, working conditions, workers' compensation insurance, and payment of wages. No party has the authority to enter into any contract or create an obligation or liability on behalf of, in the name of, or binding upon another party to the Contract.

14. Joint and Several Liability. If the Contractor is a joint entity, consisting of more than one

individual, partnership, corporation or other business organization, all such entities shall be jointly and severally liable for carrying out the activities and obligations of the Contract, and for any default of activities and obligations.

15. Supersedes Former Contracts or Agreements. Unless otherwise specified in the Contract,

this Contract supersedes all prior contracts or agreements between the State Entity and the Contractor for the Software, Licenses and Services provided in connection with the Contract.

16. Waiver. Except as specifically provided for in a waiver signed by duly authorized

representatives of the State Entity and the Contractor, failure by either party at any time to require performance by the other party or to claim a breach of any provision of the Contract shall not be construed as affecting any subsequent right to require performance or to claim a breach.

17. Notice. Any and all notices, designations, consents, offers, acceptances or any other

communication provided for herein shall be given in writing by registered or certified mail, return receipt requested, by receipted hand delivery, by Federal Express, courier or other similar and reliable carrier which shall be addressed to the person who signed the Contract on behalf of the party at the address identified in the State Entity Standard Contract Form. Each such notice shall be deemed to have been provided:

(i) At the time it is actually received; or,


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(ii) Within one (1) day in the case of overnight hand delivery, courier or services such as Federal Express with guaranteed next day delivery; or,

(iii) Within five (5) days after it is deposited in the U.S. Mail in the case of registered U.S.

Mail. From time to time, the parties may change the name and address of the persons designated to receive notice. Such change of the designated person shall be in writing to the other party and as provided herein.

18. Cumulative Rights. The various rights, powers, options, elections and remedies of any party

provided in the Contract shall be construed as cumulative and not one of them is exclusive of the others or exclusive of any rights, remedies or priorities allowed either party by law, and shall in no way affect or impair the right of any party to pursue any other equitable or legal remedy to which any party may be entitled as long as any default remains in any way unremedied, unsatisfied or undischarged.

19. Severability. If any provision of the Contract is determined by a court of competent

jurisdiction to be invalid or unenforceable, such determination shall not affect the validity or enforceability of any other part or provision of the Contract. Further, if any provision of the Contract is determined to be unenforceable by virtue of its scope, but may be made enforceable by a limitation of the provision, the provision shall be deemed to be amended to the minimum extent necessary to render it enforceable under the applicable law. Any agreement of the State Entity and the Contractor to amend, modify, eliminate, or otherwise change any part of this Contract shall not affect any other part of this Contract, and the remainder of this Contract shall continue to be of full force and effect.

20. Time is of the Essence. Time is of the essence with respect to the performance of the terms

of the Contract. Contractor shall ensure that all personnel providing Software, Licenses and Services to the State are responsive to the State’s requirements and requests in all respects.

21. Authorization. Each person signing this Contract represents and warrant on behalf of its

respective party to the other party that:

(i) He or she has the right, power and authority to execute the Contract so as to bind his or her respective party; and

(ii) His or her respective party has taken all requisite action (corporate, statutory or

otherwise) to approve execution, delivery and performance of the Contract and the Contract constitutes a legal, valid and binding obligation upon his or her respective party in accordance with its terms.

22. Successors in Interest. All the terms, provisions, and conditions of the Contract shall be

binding upon and inure to the benefit of the parties hereto and their respective successors, assigns and legal representatives.

23. Record Retention and Access. The Contractor shall maintain books, records and

documents in accordance with generally accepted accounting principles and procedures and which sufficiently and properly document and calculate all charges billed to the State throughout the term of the Contract for a period of at least five (5) years following the date of final payment or completion of any required audit, whichever is later. Records to be maintained include both financial records and service records. The Contractor shall permit the Auditor of the State of Georgia or any authorized representative of the State, and where federal funds are involved, the Comptroller General of the United States, or any other


19

authorized representative of the United States government, to access and examine, audit, excerpt and transcribe any directly pertinent books, documents, papers, electronic or optically stored and created records or other records of the Contractor relating to orders, invoices or payments or any other documentation or materials pertaining to the Contract, wherever such records may be located during normal business hours. The Contractor shall not impose a charge for audit or examination of the Contractor’s books and records. If an audit discloses incorrect billings or improprieties, the State reserves the right to charge the Contractor for the cost of the audit and appropriate reimbursement. Evidence of criminal conduct will be turned over to the proper authorities.

24. Solicitation. The Contractor warrants that no person or selling agency (except bona fide

employees or selling agents maintained for the purpose of securing business) has been employed or retained to solicit and secure the Contract upon an agreement or understanding for commission, percentage, brokerage or contingency.

25. Clean Air and Water Certification. Contractor certifies that none of the facilities it uses to

provide the Services are on the Environmental Protection State Entity (EPA) List of Violating Facilities. Contractor will immediately notify the State Entity of the receipt of any communication indicating that any of Contractor’s facilities are under consideration to be listed on the EPA List of Violating Facilities

26. Debarred, Suspended, and Ineligible Status. Contractor certifies that the Contractor and/or

any of its subcontractors have not been debarred, suspended, or declared ineligible by any agency of the State of Georgia or as defined in the Federal Acquisition Regulation (FAR) 48 C.F.R. Ch.1 Subpart 9.4. Contractor will immediately notify the State Entity if Contractor is debarred by the State or placed on the Consolidated List of Debarred, Suspended, and Ineligible Contractors by a federal entity.

27. Use of Name or Intellectual Property. Contractor agrees it will not use the name or any

intellectual property, including but not limited to, State trademarks or logos in any manner, including commercial advertising or as a business reference, without the expressed prior written consent of the State.

28. Taxes. The State Entity is exempt from Federal Excise Taxes, and no payment will be made

for any taxes levied on Contractor’s employee’s wages. The State Entity is exempt from State and Local Sales and Use Taxes on the services. Tax Exemption Certificates will be furnished upon request. Contractor or an authorized subcontractor has provided the State Entity with a sworn verification regarding the filing of unemployment taxes or persons assigned by Contractor to perform Services required in this Contract, which verification is incorporated herein by reference.

29. Certification Regarding Sales and Use Tax. By executing the Contract the Contractor

certifies it is either (a) registered with the State Department of Revenue, collects, and remits State sales and use taxes as required by Georgia law, including Chapter 8 of Title 48 of the O.C.G.A.; or (b) not a “retailer” as defined in O.C.G.A. Section 48-8-2. The Contractor also acknowledges that the State may declare the Contract void if the above certification is false. The Contractor also understands that fraudulent certification may result in the State Entity or its representative filing for damages for breach of contract.

30. Delay or Impossibility of Performance. Neither party shall be in default under the Contract

if performance is delayed or made impossible by an act of God. In each such case, the delay or impossibility must be beyond the control and without the fault or negligence of the Contractor. If delay results from a subcontractor’s conduct, negligence or failure to perform,


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the Contractor shall not be excused from compliance with the terms and obligations of the Contract.

31. Contractor’s Liability to the State. Contractor hereby expressly agrees to assume all risk of

loss or damage to any such State equipment or other property in the care, custody, and control of Contractor's personnel. Contractor further agrees that equipment transported by Contractor personnel in a vehicle belonging to Contractor (including any vehicle rented or leased by Contractor or Contractor's personnel) shall be deemed to be in the sole care, custody, and control of Contractor's personnel while being transported. Nothing in this section shall limit or affect Contractor's liability arising from claims brought by any third party.

. 32. Obligations Beyond Contract Term. The Contract shall remain in full force and effect to the

end of the specified term or until terminated or canceled pursuant to the Contract. All obligations of the Contractor incurred or existing under the Contract as of the date of expiration, termination or cancellation will survive the termination, expiration or conclusion of the Contract.

33. Counterparts. The State Entity and the Contractor agree that the Contract has been or may

be executed in several counterparts, each of which shall be deemed an original and all such counterparts shall together constitute one and the same instrument.

34. Further Assurances and Corrective Instruments. The State Entity and the Contractor

agree that they will, from time to time, execute, acknowledge and deliver, or cause to be executed, acknowledged and delivered, such supplements hereto and such further instruments as may reasonably be required for carrying out the expressed intention of the Contract.

35. Transition Cooperation and Cooperation with other Contractors. Contractor agrees that

upon termination of this Contract for any reason, it shall provide sufficient efforts and cooperation to ensure an orderly and efficient transition of services to the State or another contractor. The Contractor shall provide full disclosure to the State and third-party contractor of the equipment, Software, Licenses and Services required to perform for the State. The Contractor shall transfer licenses or assign agreements for any Software or third-party services used to provide the Services to the State or to another contractor.

Further, in the event that the State has entered into or enters into agreements with other contractors for additional work related to services rendered under the Contract, Contractor agrees to cooperate fully with such other contractors. Contractor shall not commit any act, which will interfere with the performance of work by any other contractor.

Attachment C

LMS CURRENT STATE BUSINESS PROCESSES Version 1 - 03.01.19

LMS CURRENT STATE BUSINESS PROCESSES

Page 2

Table of Contents Member Request through the First Draft ............................................................................................................................................................................................................................................................................... 3

First Draft through Member Review ...................................................................................................................................................................................................................................................................................... 5

Member Review to Submitting the Bill to the ‘Hopper’ ......................................................................................................................................................................................................................................................... 7

House Bill Maintenance ......................................................................................................................................................................................................................................................................................................... 9

House Engrossing ................................................................................................................................................................................................................................................................................................................. 11

House Calendaring Example ................................................................................................................................................................................................................................................................................................. 13

House Reporting Example .................................................................................................................................................................................................................................................................................................... 15

House Journaling Example ................................................................................................................................................................................................................................................................................................... 17

Senate Bill Maintenance ...................................................................................................................................................................................................................................................................................................... 19

Senate Engrossing ................................................................................................................................................................................................................................................................................................................ 21

Senate Calendaring Example ................................................................................................................................................................................................................................................................................................ 23

Senate Reporting Example ................................................................................................................................................................................................................................................................................................... 25

Senate Journaling Example .................................................................................................................................................................................................................................................................................................. 27


Page 3

Name of Process: Member Request through the First Draft Date Created: December 20, 2018

Process Owner: Legislative Counsel Last Revision Date:

Process Purpose This section provides an

overview and purpose

of the business process.

This process flow depicts the flow of activities from when a member of

the House or Senate identifies the need for a new law to the creation

of the first draft of the legislation by Legislative Counsel.

Process Scope Description of what is in

scope and out of scope for

the process.

This process pertains to the standard flow for a member’s request to draft a

new piece of legislation to the Legislative Counsel (LC) Office through to when

the Attorney turns over the LC working documents and/or LC First Draft to the

Legislative Counsel Document Specialist.

The process does not include legislative exceptions, Substitutions or

Amendments returned from the Chamber.

Process Input Identifies where the process

begins.

The process input is the member’s initial request to the Legislative Counsel

Office. The initial request can be in the form of an email, a phone call or the

member submitting a request in person to the Legislative Counsel Office.

Process Boundaries Where a process begins and

where it ends.

The process begins with the member’s request and ends with the attorney’s

first draft of the legislation.

Process Output This section explains the

process’s output.

The output of this process is a first draft of the legislation which can be in the

form of a new document, a ‘marked-up’ existing bill or notes to the Document

Specialist indicating which code sections should be included in the draft

legislation to be used by the Document Specialist to create the first draft of the

legislation.

Exceptions to Normal

Process Flow This section describes where

exceptions to the flow may

occur.

If a request is Local Legislation, an ad is drafted by the attorney. The member

runs the ad and signs an affidavit prior to receiving the draft bill.

If the legislation is going to cause a ‘significant’ expense, then the Attorney

sends a Fiscal note warning to the State Auditor.

Certain Legislation Types (e.g. Retirement, Local, Fiscal) have additional

requirements and vary in workflow.


Page 4

Member Request through the First Draft


Page 5

Name of Process: First Draft through Member Review Date Created: December 20, 2018





This process flow depicts the process for taking the Legislative Counsel

(LC) First Draft (or representative working documents) through

formatting, editing, and proofing to the development of an official First

Draft document for review by the member.

Process Scope Description of what is

included in the business

process and what is out of

scope for the process.

The scope of this process includes the steps the Legislative Counsel Office takes

to refine the information provided by the Attorney through the creation of

legislation that can be reviewed by the submitting member.


begins.

The output of this process is a first draft of the legislation which can be in the

form of a new document, a ‘marked-up’ existing bill or notes to the Document

Specialist indicating which code sections should be included in the draft

legislation to be used by the Document Specialist to create the first draft of the

legislation.


where it ends.

This process includes steps taken in the Legislative Counsel’s office to produce

Draft Legislation that is ready for the member to review. It should be noted that

attorney-client privilege exists throughout this process.


process’s output.

The output of this process is the first draft of the legislation is the for the

member to review.




occur.

Some Attorneys create tasks in Outlook to notify their assistants that a

document is ready to be formatted and updated.

The Document Specialist assistants accept tasks on a first come first serve

basis.

The process varies for privileged resolutions.


Page 6

First Draft through Member Review


Page 7

Name of Process: Member Review to Submitting the Bill to the ‘Hopper’ Date Created: December 20, 2018


Process Purpose This section provides

an overview and

purpose of the business

process.

This process flow depicts the process for a member to work with the

Office of Legislative Counsel to review, modify, and accept the First

Draft of a Bill and submit it to either the Clerk of the House or the

Secretary of the Senate.





The process scope includes the Member’s First Draft review, the Legislative

Counsel’s editing process to make any modifications requested by the Member,

and the preparation of the bill to be submitted to the Clerk of the House or the

Secretary of the Senate.

This process does not include Substitutions or Amendments returned from the

Chamber.


begins.

The input of this process is the first draft of the legislation is the for the

member to review.


where it ends.

This process is limited to the review, revision and turnover of the First Draft of

the Bill to the Member.


process’s output.

The output of this process is the Bill or Resolution to be submitted to the Clerk

of the House or the Secretary of the Senate.




occur.

If a member loses the Draft of Bill before it gets to the hopper, then a new

LC # is given and new LC is printed.

If a mistake is found in the Bill after the Attorney has marked the LCIDR

with an "F" then whiteout is used to mark out the "F" on the LCIDR and the

Bill loops back through the review process.


Page 8

Member Review to Submitting the Bill to the ‘Hopper’


Page 9

Name of Process: House Bill Maintenance Date Created: December 20, 2018

Process Owner: Office of the Clerk of the House Last Revision Date:




This process flow depicts the process the Clerk of the House staff uses

to record legislation submitted by a member to the point where the

legislation is ready for the Enrolling and Engrossing process.





This process includes the steps for entering the legislation submitted by a

Member into the LMS system by the Clerk of the House staff.


begins.

The process input is the draft legislation (bill) given to the “Hopper” in the

Chamber or submitted to the Office of the Clerk of the House by the Member.

The input of this process is the Bill or Resolution submitted by the Member to

the Clerk of the House.


where it ends.

This process begins when the draft legislation is received by the Hopper of the

Office of the Clerk of the House. The process ends when the bill details are

entered in LMS and the House Engrossing and Enrolling Clerk can proceed.


process’s output.

The process ends when the legislation is ready for Engrossing and Enrolling.




occur.

N/A.


Page 10

House Bill Maintenance


Page 11

Name of Process: House Engrossing Date Created: December 20, 2018





The purpose of this process is to proofread, edit and produce the

House version of the legislation that will be taken to the Chamber.





The scope of this process includes the formatting of the legislation so that it is

ready to be read in the Chamber and includes the printing of the legislation for

distribution to Members and the public and the publishing of the legislation to

the GGA website.


begins.

The input for this process is the 01 Copy of the bill that has been submitted to

the Office of the Clerk of the House by the Member.


where it ends.

This process starts with the Engrossing and Enrolling Clerk receiving the 01

Copy of the bill preparing it to be introduced in the Chamber of the House of

Representatives.


process’s output.

The output for this process is a printed formatted bill that is ready to be read in

the House on the next Legislative day, the printing of the legislation for

distribution to Members and the public, and the publishing of the legislation to

the GGA website.




occur.

N/A.


Page 12

House Engrossing


Page 13

Name of Process: House Calendaring Example Date Created: December 20, 2018





This process flow depicts the process that the House Calendar Clerk

takes when producing the calendar for the next legislative day. The

process is repeated for each calendar used by the Clerk of the House.

The following calendars are produced after the Hopper closes for the

day:

The Advanced First Readers in House (Proposed)

The House General Calendar

House Rules Consideration Committee Calendar for next day

(for internal use only)

These calendars are executed prior to the start of each legislative day:

First Readers in House Calendar

House Rules Calendar

The House Supplemental Rules Calendar is created when needed

during the legislative session for that day.

Note: Metadata for the calendars is sent to the website, but it is not

visible until midnight.





The scope of this example included the steps that are taken to create calendars

in the Clerk of the House.


begins.

Data is entered into LMS throughout the day and then based on the criteria, the

calendars are executed at the end of the day for the following legislative day or

in the morning before the start of the legislative day. Bill statuses in LMS

determine the data that is displayed on each of the calendars.


where it ends.

The process starts after the House Hopper is closed for the day and completes

prior to the start of the next legislative day.


process’s output.

The output of this example is the House General Calendar.




occur.

The Advanced First Readers Calendar is for internal use only and metadata for

that calendar is not sent to the website.


Page 14

House Calendaring Example


Page 15

Name of Process: House Reporting Example Date Created: December 20, 2018





This process flow depicts the process that the House Calendar Clerk's

takes to run reports. The process is repeated for each report used by


The following reports are executed after the Clerk of the House

Hopper closes for the day:

Further Action report

House Daily Status Report

Composite Status report (this report must not be executed

prior to the finalization of the House Daily Status Report)





The scope of this example includes the steps that are taken to run reports in



begins.

Data is entered into LMS throughout the day and then based on the report

criteria, the reports are executed at the end of the day for the following

legislative day. Legislation statuses in LMS determine the data that is displayed

on each of the reports.


where it ends.

The process starts after the Clerk of the House’s office is closed for the day and

must be completed prior to the start of the next day.


process’s output.

The output of this example is the House Daily Status report.




occur.

The Composite report has a dependency on the successful completion of the

House Daily Status Report.


Page 16

House Reporting Example


Page 17

Name of Process: House Journaling Example Date Created: December 20, 2018





The purpose of this process flow is to depict an example of the

journaling process that occurs during a daily legislative session. The

Journaling process documents everything that occurs during the

session to produce the Daily Journal which is the official record of the

House of Representatives.

On the process flow document, the top two swim lanes (Floor Journal

Clerk and LMS Journal Clerk) depicts the journaling process. The

remaining swim lanes provide an overview of the activities that occur

during a typical daily legislative session.





The scope of this process is limited to the actions taken by the Floor Journal

Clerk and the LMS Journal Clerk. This process is not intended to show all

activities that occur in the House Chamber.


begins.

The input to this process is the Daily Calendar for the corresponding legislative

day.


where it ends.

The boundaries for this process are the journal actions that take place from the

opening of the legislative session through the adjournment of the legislative

session for that day.


process’s output.

The process output is the journal report that documents everything that

happened during that day’s session and serves as the official record for the

session day.




occur.

The Speaker of the House can modify the order of activities shown for the Daily

Calendar. This changes the actions that are recorded in the journal, but the

Journal Clerks still follow the process of recording each action that occurs

during the daily session.


Page 18

House Journaling Example


Page 19

Name of Process: Senate Bill Maintenance Date Created: December 20, 2018

Process Owner: Secretary of the Senate Last Revision Date:




This process flow depicts the process the Secretary of the Senate staff

uses to record legislation submitted by a member to the point where

the legislation is ready for the Enrolling and Engrossing process.





This process includes the steps of entering the legislation submitted by a

member into the LMS system by the Secretary of the Senate staff.


begins.

The process input is the draft legislation (bill or resolution) given to the

Secretary of the Senate staff in the Chamber or submitted to the Secretary of

the Senate Office by the Member. The input of this process is the bill or

resolution submitted by the Member to the Secretary of the Senate.


where it ends.

This process begins when the draft legislation is received by the staff of the

Secretary of the Senate. The process ends when the bill details are entered in

LMS and ends when the legislation is ready for Engrossing and Enrolling.


process’s output.

The process ends when the legislation is ready for Engrossing and Enrolling.




occur.

N/A.


Page 20

Senate Bill Maintenance


Page 21

Name of Process: Senate Engrossing Date Created: December 20, 2018

Process Owner: Secretary of the Senate Office Last Revision Date:




The purpose of this process is to proofread, edit, and produce the

Senate version of the legislation that will be taken to the Chamber.





The scope of this process includes the formatting of the legislation so that it is

ready to be read in the Chamber and includes the printing of the legislation for

distribution to Members and the public and the publishing of the legislation to

the GGA website.


begins.

The input for this process is the 01 Copy of the Bill that has been submitted to

the Secretary of the Senate by the Member.


where it ends.

This process starts begins when the Engrossing and Enrolling Clerk receives the

01 Copy of the bill and prepares it to be introduced in the Chamber of the

Senate.


process’s output.

The output for this process is a printed, formatted bill that is ready to be read in

the Senate on the next Legislative day, printed copies of the legislation for

distribution to Members and the public, and a published electronic copy of the

legislation on the GGA website.




occur.

N/A.


Page 22

Senate Engrossing


Page 23

Name of Process: Senate Calendaring Example Date Created: December 20, 2018





This process flow depicts the process that the Secretary of the Senate

Calendaring Clerk takes when producing the calendar for the next

legislative day. The process is repeated for each calendar used by the

Secretary of the Senate Office.

The following Calendars are created after the Secretary of the Senate

closes for the day:

The Advanced First Readers in Senate

Senate Rules Consideration Committee Calendar for next day

(for internal use only)

These Calendars are executed prior to the start of each legislative day:

The Senate General Calendar

First Readers in Senate Calendar

Note: Metadata for the Calendars is sent to the website, but it is not






The scope of this example includes the steps that are taken to create calendars

in the Secretary of the Senate Office.


begins.

Data is entered into LMS throughout the day. Based on the calendar criteria,

the calendars are created at the end of the day for the following legislative day.

Bill statuses in LMS determine the data that is displayed on the respective

calendars.


where it ends.

The process starts after the Secretary of the Senate Office closes for the day

and completes prior to the start of the next legislative day.


process’s output.

The output of this example is the Senate General Calendar.




occur.

Local Legislation calendars are produced the Local Committees and a hard copy

of the calendar is delivered to the Secretary of the Senate’s Office. The

Calendar Clerk must manually key the data from the calendar into LMS.


Page 24

Senate Calendaring Example


Page 25

Name of Process: Senate Reporting Example Date Created: December 20, 2018





This process flow depicts the process that the Secretary of Senate

Calendaring Clerk takes to produce reports. The process is repeated

for each report used by the Secretary of the Senate Office.

The following reports are executed after the Secretary of the Senate

closes for the day:

Further Action Report

Senate Daily Status Report

Composite Status Report (this report must not be executed

prior to the finalization of the Senate Daily Report)

Note: Metadata for the Reports is sent to the website, but it is not






The scope of this example included the steps that are taken to run reports in

the Secretary of the Senate Office.


begins.

Data is entered into LMS throughout the day and then based on the report

criteria. At the end of the day, the reports are run for the following legislative

day. Bill statuses in LMS determine the data that is displayed on each of the

reports.


where it ends.

The process starts after the Secretary of the Senate Office closes for the day

and completes prior to the start of the next legislative day.


process’s output.

The output of this example is the Daily Status report.




occur.

The Composite report has a dependency on the successful completion of the

Senate Daily Status Report.


Page 26

Senate Reporting Process Flow


Page 27

Name of Process: Senate Journaling Example Date Created: December 20, 2018





The purpose of this process flow is to depict an example of the

journaling process that occurs during a daily legislative session. The

journaling process documents everything that occurs during the

session to produce the Daily Journal which is the official record of the

Senate.

On the process flow document, the top two swim lanes (Journal Clerk

and Recording Clerk) depicts the journaling process. The remaining

swim lanes provide an overview of the activities that occur during a

typical daily legislative session.





The scope of this process is limited to the actions taken by the Journal Clerk and

the Recording Clerk. This process is not intended to show all activities that

occur in the Senate Chamber.


begins.

The input to this process is the Daily Calendar for the corresponding legislative

day.


where it ends.

The boundaries for this process are the journal actions that take place from the

opening of the legislative session through the adjournment of the legislative

session.


process’s output.

The process output is the journal report that documents everything that

happened during that day’s session and serves as the official record for the

session day.




occur.

N/A.


Page 28

Senate Journaling Process

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