Professional Documents
Culture Documents
Manila
Terms of Reference
Legal Resource Management System (LRMS)
BACKGROUND
At present, the Supreme Court of the Philippines (SCP) maintains the
Electronic Library (E-Library), a searchable repository of decisions and
resolutions of the SCP and the appellate courts. The E-Library also contains
SCP circulars and issuances, the Rules of Court, SCP manuals, executive
issuances, laws, journals and other legal research materials. The E-Librarys
search engine is DtSearch. The Library Services of the SCP manages and
maintains the contents of the E-Library.
The SCP intends to upgrade the E-Library to a more comprehensive Legal
Resource Management System (LRMS).
The LRMS would feature,
among others, a link to the eCourt System for the transfer of promulgated
decision from all levels of the Judiciary, as well as an expanded capability to
contain and manage a variety of resource materials, such as audio and video
files. The LRMS resources may be made available to lawyers and the general
public through an online public portal.
The LRMS would further incorporate a Library Management System
(LMS), a subsystem for managing actual library operations, such as lending
and returning of books and other library resources; safekeeping and
inventory of the same; and security procedures for check-in/check-out. The
LMS is intended to replace the manual procedures currently employed in the
libraries of the SCP, the Court of Appeals (CA), Sandiganbayan (SB), Court of
Tax Appeals (CTA), and in selected lower court libraries NCR, Regions III, IV-A,
and VII. The LMS would also include an integrated online facility to provide
lawyers and the general public with information on research materials
available in the libraries in these courts.
AGENCY INFORMATION
The Judiciary is a hierarchical organization composed of four levels:
1st Level Courts: Metropolitan Trial Courts (MeTC) which are created in
each city in the National Capital Region, Municipal Trial Courts in Cities
(MTCC) in every city outside the National Capital Region, Municipal Trial
Courts (MTC) covering one municipality, Municipal Circuit Trial Courts
(MCTC) covering at least two municipalities, Sharia Circuit Courts in
Mindanao
2nd Level Courts: Regional Trial Courts (RTC), Sharia District Courts in
Mindanao (SDC)
LRMS As of 31 May 2016
Page 1 of 23
Court of Appeals
CA Manila
Ma. Orosa St., Ermita Manila (at the
back of SC Annex Building)
CA Cebu City
Pablo Yu Abella St., Labangon, Cebu
City
Sandiganbayan
Commonwealth Avenue corner Batasan
Road, Quezon City
1,917
1,233
198
189
342
260
12,449
1,264
2,866
2,762
3,398
48
246
27,172
90,000
Court of Appeals
60,000
Sandiganbayan
18,000
3,000
171,00
0
Page 2 of 23
OBJECTIVE
The objective of the TOR is to implement a Legal Resource Management
System as an upgrade of the existing eLibrary System of the Supreme Court,
including expanding its scope to cover legal resource materials in audio,
video and other multimedia formats.
This TOR also covers the
implementation of an integrated library system (software, hardware and
services) to automate the various operations of the libraries in SC and the
appellate courts, e.g., cataloguing, circulation, and inventory.
CONTRACT DURATION AND AMOUNT:
The contract is for a period of twelve (12) months, and shall not exceed a
total amount of eighty million pesos (P80,000,000), inclusive of VAT.
INSTITUTIONAL ARRANGEMENTS:
The Libraries of SC and the appellate courts shall be responsible for the
overall coordination with the LRMS Service Provider/Contractor. They shall
review and accept the deliverables of the LRMS, particularly of the Library
Management System (LMS), approve the activity work plans and recommend
payment for the deliverables.
They may also require the Service
Provider/Contractor to submit special reports/documentations, in addition to
the standard and regular documentations being prepared by Service
Provider/Contractor.
The Management Information Systems Office (MISO) shall provide technical
support and guidance during the implementation of the LRMS. It may
provide recommendations pertaining to the technical aspect of the system
and coordinate with the Service Provider in addressing the technical
requirements of the system, e.g., portal setup, server configuration, intranet
setup, etc.
Without prior written consent of the Supreme Court, the Service
Provider/Contractor shall not directly or indirectly disclose, misuse, copy,
transfer or disseminate any confidential, classified or sensitive information
which are not made available to the public but officially known to and
accessible by the Service Provider/Contractor by reason of its contract of
service with the Supreme Court.
Page 3 of 23
Yes
No
Reference
documents/Rema
rks
Page 4 of 23
Features
availability
10. Database system must have support for 64-bit
server platforms
11. Database system must have the capability to allow
centralized administration
12. Database system must have built-in auditing
capabilities
13. Database system must have support for real-time
I/O encryption and decryption of the data and log
files
14. Database system must have the capability to
provide encryption back-up of database files
15. Database system must have the capability to allow
users to be grouped into roles they assume in the
database (permissions can be assigned to those
roles)
16. Database system must have the capability to allow
centralized key management, which allows storing
encryption keys in hardware security module
devices
17. Database system must have extensive and robust
Extract, Transform and Load (ETL) capabilities
18. Database system must have the capability to build
analysis services (e.g. OLAP)
19. Database system must have support for algorithms
for mining structured and unstructured data
20. Database system must include in-memory
technologies that supports analytics, streaming,
caching, online transaction processing, and
datawarehousing/business intelligence in order to
optimize and enhance performance
21. Database system must have the ability to run both
analytics and transactional workloads on the same
database, concurrently
22. Database system must include encryption to
protect data at rest, in motion, and while in the
memory buffer pool
23. The master encryption key must have the ability to
be stored by the user separately, outside of the
database
24. Database system must have the ability to encrypt
sensitive
information
so
the
database
administrator cannot access the information
25. Database system must have the ability to fully or
partially mask the information from queries,
depending on user credentials
26. Database system must include compression
capability to maximize the use of physical storage
27. Database system must provide data quality and
deduplication tools in order to facilitate the
cleansing of data
28. Database system must include a master data
management facility in order to ensure the
integrity of enterprise data and to provide a
master re cord for data look-ups
29. Database system must be in a High Availability
setup with support for zero data-loss (data loss
protection)
Compliance
Yes
No
Reference
documents/Rema
rks
Page 5 of 23
Complian
ce
Yes
No
In
packa
ge
For
customizati
on
Mino Majo
r
r
Number
of man
days to
customize
Reference
document
s/Remarks
Page 6 of 23
Complian
ce
Yes
No
In
packa
ge
For
customizati
on
Mino Majo
r
r
Number
of man
days to
customize
Reference
document
s/Remarks
Page 7 of 23
Complian
ce
Yes
No
In
packa
ge
For
customizati
on
Mino Majo
r
r
Number
of man
days to
customize
Reference
document
s/Remarks
search
filters
or
parameters
c.
Capability
to
automatically
generate
reports
through
a
scheduler.
d.
Capability to provide
users
sequence
of
appearance of different
reports and their toggle
interval time according to
the organizational needs.
e.
Capability to invoke
and send to any desired
users, email address.
51. Facility for users to generate
reports
a.
Capability to produce
both
standard/predefined and ad hoc
reports
b.
Capability to allow
the use of standard
query tools and other
statistical packages to
generate reports
Alerts and Notification
52. Capability to allow on-line
notification to the user
through the application
53. Capability to allow system
triggered
alerts
and
notification
Workflow support
54. Capability to allow online
data
entry
for
request/transaction
55. The
system
must
be
compliant to International
workflow standards such as
BPMN, BPEL and WfMC.
56. The workflow management
system must support inbuilt
graphical workflow tools for
modeling business processes
using
drag
and
drop
facilities.
57. Capability
to
allow
assignment to a group or
user
for
processing
of
request/transaction
58. Capability to allow viewing of
status of request/transaction
59. The interface must be easy to
use so that process owners
can change the business
process
as
and
when
required
without
any
programming knowledge.
60. Capability to allow printing of
requests/transactions made
Page 8 of 23
Complian
ce
Yes
No
In
packa
ge
For
customizati
on
Mino Majo
r
r
Number
of man
days to
customize
Reference
document
s/Remarks
FUNCTIONAL SPECIFICATIONS
The functional specifications listed are the functions and features that are
mandatory to be present in the system.
Features
Complianc
e
Yes
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
Page 9 of 23
Features
Complianc
e
Yes
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
Page 10 of 23
Features
Complianc
e
Yes
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
Page 11 of 23
Features
Complianc
e
Yes
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
Features
Complianc
e
Yes
General Features
96. Integrated
library
system
covering
acquisition,
cataloguing
with
online
public
access
catalog
(OPAC), indexing, circulation,
inventory, and reports
No
OPAC
Design
Fully
customiz
able.
Please
see
Appendix
A Image
1, Image
2, Image
3
Via SIP2
connecti
on
Page 12 of 23
Complianc
e
Features
Yes
support
operating
Windows,
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
Via SIP2
connecti
on
Through
any web
browser
such as
Google
Chrome,
Mozilla
Firefox
and
alike.
Provided
that
records
has
separate
repositor
y
and
has a file
location
or URL.
Through
any web
browser
such as
Google
Chrome,
Mozilla
Firefox
and
alike.
Please
see
Appendix
A Image
4.
Acquisition
103. Capability
to
store
information
on
a
legal
resource material as may be
defined by the user, e.g.,
acquisition date, mode of
acquisition
(purchased,
donated,
etc.),
supplier
name, etc.
Koha has
acquisitio
n module
to
monitor
the
library
budget
and
expenses
.
Date,
acquisitio
n
date,
mode of
acquisitio
n
Page 13 of 23
Features
Complianc
e
Yes
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
(purchas
ed,
donated,
etc.),
supplier
name,
etc. are
most
commonl
y
put
under
item
types.
Please
see
Appendix
A Image
5.
Cataloguing
104. Capability
to
store
information
based
on
catalogue parameters, such
as accession number, call
number,
title,
author,
edition, publisher, place of
publication, copyright date,
series, number of pages, and
subject headings
105. Capability to search for
information based on userdefined parameters, such as
reference
number,
title,
author, publisher, ISBN, etc.
106. Capability
to
support
MARC standards, including
MARC 21 and UNIMARC
versions.
107. Capability to support the
Library
of
Congress
Classification and the Los
Angeles
Classification
System
108. Capability to link texts,
images
and
other
multimedia materials, which
can be displayed in the OPAC
109. Capability to directly link
imported bibliography to the
OPAC
Please
see
Appendix
A Image
6.
Please
see
Appendix
A Image
7.
Please
see
Appendix
A Image
8.
Please
see
Appendix
A Image
9.
Through
Z39.50
Please
see
Appendix
A Image
10.
Please
see
Appendix
A Image
7.
Through
Page 14 of 23
Features
Complianc
e
Yes
112. Capability
to
display
information
on
search
results, e.g., title, author,
reference number, year of
publication, availability of
the legal resource material,
etc.
113. Capability to download,
print, or email the search
results
Indexing
114. Capability to migrate data
from the existing database
to the new library system
115. Capability
to
store
information
from
legal
periodicals and newspaper
clippings based on index
parameters, such as article
title,
author,
source
of
publication,
subject
headings, etc.,
116. Capability to store and
display newspaper clipping
articles
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
Advance
search
Please
see
Appendix
A Image
11.
Please
see
Appendix
A Image
12.
Please
see
Appendix
A Image
13.
The team
have to
convert
the data
to marc
tags.
Its just
the
matter of
encoding
them in
its proper
marctags
.
Linking
them in
marctag
856
by
enabling
Koha's
upload of
digital
files.
Please
see
Appendix
A Image
14.
Borrower Information
117. Capability to create and
store borrowers profile, such
as
name,
office/division,
borrowing history, and other
information
118. Capability to block or
suspend
a
borrowers
account (due to termination
of employment, violation of
rules, etc.)
119. Capability
to
record
borrowers borrowing history
Please
see
Appendix
A Image
15.
Please
see
Appendix
A Image
16.
Please
see
Page 15 of 23
Features
Complianc
e
Yes
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
Appendix
A Image
17.
120. Capability
to
support
biometric and smart card
technology
for
borrower
registration
and
authentication.
Circulation
121. Capability to keep a
books history of borrowing,
and other parameters that
may be tracked or monitored
122. Capability to set up and
modify
parameters
for
monitoring and controlling
the circulation of books
based on library policies,
such as borrowing duration,
number of books that may
be
borrowed
based
on
borrowers profile, renewal
and
closing
dates,
availability of books, overdue
books for return, reservation
orders
(no
duplicate
reservations), status of book
(borrowed,
returned,
reserved, on shelf, lost,
discarded) and other rules
123. Capability
to
provide
alerts on status of books,
e.g., reserved, overdue, etc.
124. Capability
to
provide
alerts
for
incomplete
processing during borrowing,
return, or renewal.
125. Capability
to
send
notifications to borrowers for
overdue books, status of
reservation, and the like
Please
see
Appendix
A Image
17.
Please
see
Appendix
A Image
18.
Librarian
can also
provide
alert
message
to colibrarian
and to
the
patron.
Please
see
Appendix
A Image
19.
For
an
instance
wrong
barcode.
Please
see
Appendix
A Image
20.
Yes
through
auto
email
notificati
on
and
Page 16 of 23
Features
Complianc
e
Yes
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
SMS.
Please
see
Appendix
A Image
21.
Through
SIP2
connecti
on.
Please
see
Appendix
A Image
22.
Please
see
Appendix
A Image
23.
Please
see
Appendix
A Image
24.
Through
Report
Please
see
Appendix
A Image
25.
Through
SQL
Report to
be
customiz
ed by the
team.
Please
see
Appendix
A Image
26.
Through
SQL
Report to
be
customiz
ed by the
team.
Via SIP2
Connecti
on.
Page 17 of 23
Features
Complianc
e
Yes
like
134. Capability to support the
use of barcodes for inventory
purposes
Reporting
135. Capability to generate
statistical
reports
and
listings on title, borrower,
status, and other userdefined
parameters
to
determine
borrowing
frequency, ranking of legal
resource
materials,
and
other
parameters
for
analysis
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
Yes
through
barcode
scanner.
Through
SQL
Report to
be
customiz
ed by the
team.
Please
see
Appendix
A Image
27.
Through
SQL
Report to
be
customiz
ed by the
team.
Please
see
Appendix
A Image
28.
Can add
notices
and edit
existing
default
notices.
Please
see
Appendix
A Image
29.
Comma
separate
d text,
Text
separate
d text,
Open
Documen
t
Spreadsh
eet.
XML,
PDF,
HTML
can
be
generate
d
through
Page 18 of 23
Complianc
e
Features
Yes
No
In
packa
ge
For
customizatio
n
Minor Major
Number of
man days
to
customize
Reference
document
s/Remarks
the
backend
using
phpmyad
min.
Please
see
Appendix
A Image
30.
Through
Piwik or
Google
Analytics
.
140. Capability
to
reports via email
141. Capability
to
reports in the portal
Please
see
Appendix
A Image
31.
Image
32.
Please
see
Appendix
A Image
33.
deliver
display
HARDWARE SYSTEM
Compliance
Features
Yes
No
Reference
documents/
Remarks
Page 19 of 23
Features
Compliance
Yes
No
Reference
documents/
Remarks
Compliance
Reference
documents/
Remarks
SCOPE OF WORK
Legal Resource Management System (LRMS)
Scope of Work
Yes
No
Yes
No
Reference
documents/
Remarks
Please refer
to page ___
SSC MOA,
section V.
Page 20 of 23
Scope of Work
Compliance
Yes
No
Reference
documents/
Remarks
Compliance
Reference
documents/
Remarks
Please see
GNU
License.
Please see
GNU
License.
DELIVERABLES
Deliverables
180. LRMS software (licenses for 7,000 users)
181. LMS software (licenses for 27 libraries)
182. RFID gate - 6 sets
a. Supreme Court - 1 set
b. Court of Appeals Manila - 1 set
c. Court of Appeals Cebu City - 1 set
d. Court of Appeals Cagayan de Oro City - 1 set
e. Sandiganbayan - 1 set
f. Court of Tax Appeals - 1 set
183. RFID reader pad type 27 sets
a. Supreme Court - 1 set
b. Court of Appeals Manila - 1 set
c. Court of Appeals Cebu City - 1 set
d. Court of Appeals Cagayan de Oro City - 1 set
e. Sandiganbayan - 1 set
f. Court of Tax Appeals - 1 set
g. Selected court libraries in NCR, Regions III, IV-A,
and VII - 21 sets
184. RFID handheld reader 28 sets
a. Supreme Court - 2 sets
b. Court of Appeals Manila - 1 set
c. Court of Appeals Cebu City - 1 set
d. Court of Appeals Cagayan de Oro City - 1 set
e. Sandiganbayan - 1 set
f. Court of Tax Appeals - 1 set
g. Selected court libraries in NCR, Regions III, IV-A,
and VII - 21 sets
185. RFID tags (at least 300,000 pcs.)
186. Technical documentations and user manual of the
delivered software systems and equipment
187. Training for at least seventeen (38) end-users (SC [4],
CA [7], SB [3], CTA [3], Selected court libraries in NCR,
Regions III, IV-A, and VII [21])
Yes
No
Please refer
to ATIs
Data Sheet
Please refer
to ATIs
Data Sheet
Please refer
to ATIs
Data Sheet
Please refer
to ATIs
Data Sheet
See Manual
16.05
On the 10th
month,
after the
installation,
migration,
set-up
During the
training, as
needed.
See
Authorizatio
Page 21 of 23
Compliance
Yes
No
Deliverables
stating Back to Back warranty to be provided from
OEM
Reference
documents/
n Remarks
Letter to
offer/sell
and SSC
MOA
Section V
Phase 4.
See
Authorizatio
n Letter to
offer/sell
and SSC
MOA
Section V
Phase 4.
Please refer
to ATIs
Data Sheet
Please refer
to ATIs
Data Sheet
SCHEDULE OF REQUIREMENTS
Task
s
Description
Responsible
Start
Month
End
Month
Solutions
Provider
Month 1
Month 1
Supreme Court
Month 1
Month 1
Solutions
Provider
Month 2
Month 2
Solutions
Provider
Month 2
Month 2
Supreme Court
Month 2
Month 2
Solutions
Provider
Month 2
Month2
Development/Customization of Application
Solutions
Provider
Month 1
Month 6
Solutions
Provider
Month 7
Month
12
Preparation of
Test/Development/Production Environment
Solutions
Provider
Month 1
Month
12
End-User Training
Solutions
Provider
Month
10
Month
12
Technical Training
Solutions
Provider
Month
10
Month
12
Supreme Court
Month 7
Month 8
Supreme Court
Month 9
Month
10
7
8
9
10
11
12
13
Page 22 of 23
14
15
16
17
18
Solutions
Provider
Month
11
Month
12
Solutions
Provider
Month
12
Month
12
Supreme Court
Month
12
Month
12
Warranty Period
Solutions
Provider
Month
13
Month
24
Maintenance Period
Solutions
Provider
Month
25
Month
60
Over-all Acceptance
TERMS OF PAYMENT
Item
Description
Tasks
Tasks 1-2
Percent
age
10%
Tasks 3-5
40%
Task 5
10%
Task 6
Tasks 7-15
Tasks 16-17
20%
10%
10%
2
3
4
5
6
1.
Page 23 of 23