Supreme Court of the Philippines

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

3rd Level Courts: Court of Appeals (CA), Sandiganbayan (SB), Court of

Tax Appeals (CTA)
4th Level Court: Supreme Court (SC)
Number of
Employees

(as of Nov 2014)

Supreme Court of the Philippines

Padre Faura St., Ermita Manila

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

CA Cagayan de Oro City

YMCA Building, J. Pacana St.,
Puntod, Cagayan de Oro City

Sandiganbayan
Commonwealth Avenue corner Batasan
Road, Quezon City

1,917

1,233

198

189

342

Court of Tax Appeals

Agham Road, National Government
Center, Brgy. Bagong Pag-asa, Quezon
City

Regional Trial Courts

260
12,449

Metropolitan Trial Courts

1,264

Municipal Trial Courts in Cities

2,866

Municipal Trial Courts

2,762

Municipal Circuit Trial Courts

3,398

Sharia District Courts

48

Sharia Circuit Courts

246

Total number of employees in the

Judiciary

27,172

Following is the estimated number of collections (books and other

publications) in each library in the Supreme Court and in the appellate
courts:
Supreme Court

90,000

Court of Appeals

60,000

Sandiganbayan

18,000

Court of Tax Appeals

Total

LRMS As of 31 May 2016

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.

JUDICIARY INFRASTRUCTURE ARCHITECTURE

The connection to more than 2,200 trial courts in over 419 court judiciary
locations nationwide is through a Hybrid Centralized Distributed
Environment. It has designated strategic locations to host the virtual
regional hubs, which will be connected via redundant carrier communication
links to the Main Data Center and the Disaster Recovery Data Center.
The application should be implemented in the Judiciary Infrastructure as
represented below:

LRMS As of 31 May 2016

Page 3 of 23

GENERAL DATABASE SYSTEM REQUIREMENTS

The relational database system to be used by the system for storage of
information should have the following features:
Compliance
Features

Yes

No

Reference
documents/Rema
rks

1. Relational database management system (RDBMS)

must be enterprise-grade and full-featured
2. Database system must have support for at least
7,000 concurrent client access
3. Database system must have support for Structured
Query Language (SQL)
4. Database system must have support for ACID
transactions (Atomicity, Consistency, Isolation,
Durability).
ACID is a set of properties that guarantees that
database transactions are processed reliably.
Atomicity refers to the ability of the RDBMS to
guarantee that either all of the tasks of a
transaction are performed or none of them are.
The Consistency property ensures that the
database remains in a consistent state before the
start of the transaction and after the transaction is
over (whether successful or not). Isolation refers
to the requirement that other operations cannot
access or see the data in an intermediate state
during a transaction.
Durability refers to the
guarantee that once the user has been notified of
success, the transaction will persist, and will not
be undone.
5. Database system must have support for stored
procedures and database triggers
6. Database system must have support for highavailability configuration
The RDBMS should have some mechanism to
support redundant active or failover instances that
will allow the database to recover from a major
system failure without loss of data from
committed transactions
7. Database system must have support for very large
data sets.
8. Database system must have support for utilizing
the capabilities of multiple processors and
processor cores via multi-threading
9. Database system must have support for clustered
configurations for load balancing or high

LRMS As of 31 May 2016

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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

GENERAL FEATURES OF THE SYSTEM

LRMS As of 31 May 2016

Page 5 of 23

Functions and Features

Complian
ce
Yes

No

In
packa
ge

For
customizati
on
Mino Majo
r
r

Number
of man
days to
customize

Reference
document
s/Remarks

30. System must be web enabled

31. System must have a mobile
responsive
design
GUI
(Graphical User Interface)
32. System
must
support
standard ESB protocols, such
as SOAP, JSON, REST, and
JMS
33. System must support 30,000
simultaneous virtual users to
access the system services
34. System
must
provide
industry-standard
or
government-grade
encryption
technologies,
including
advanced
algorithms, such as AES, 3DES, and RSA
35. System must be customizable
off-the-shelf package (COTS)
that is platform independent
and must support both Linux
and Windows on server side
with or without virtualization.
36. System must provide robust
user
management
and
security features, including
password
policies,
user
reminder
settings
and
complete
login
security
features
37. System must support a single
server environment but can
be scaled to support multiple
virtual
hosts
and
load
balancers, application server
clustering, and database
clustering
38. System must have proven
scalability, have undergone
performance
and
stress
testing, and must have at
least
one
live
implementation site with
more than 20,000 concurrent
users. Customer reference
letter must be submitted by
the customer and duly
signed. A performance or
stress test report must be
submitted as well.
39. The
repository of LRMS
should contain metadata in
RDBMS
and
images
in
separate storage location
System Links
40. Capability to view/retrieve
information
from
other
systems
41. Capability to reflect changes
made in a system to related

LRMS As of 31 May 2016

Page 6 of 23

Functions and Features

Complian
ce
Yes

No

In
packa
ge

For
customizati
on
Mino Majo
r
r

Number
of man
days to
customize

Reference
document
s/Remarks

data in other systems

System Security
42. Provides a facility for users
login and authentication
43. Capability to create and
assign user access rights
a. Capability to provide user
access rights to the
system
depending on
users profile
b. Capability
to
allow
definition of users and
user groups in the system
c. Capability
to
allows
assignment of security
rights to specific users
and specific groups
d. Capability
to
allow
definition
of
specific
functions
being
performed by users or
groups
44. Capability to allow multiple
users
to
simultaneously
access
records
in
the
database
45. Capability to introduce onetime password (OTP) that
may be applied for certain
transactions (e.g., updating
of information, posting of
reports, and the like) to
provide another layer of
security and to ensure that
only properly authenticated
users are given authorized
access to critical applications
and data
46. Capability to sent OTP or
verification code via SMS to
the registered mobile phone
or email address of the user
prior to the completion of
each transaction
Audit Trail
47. Capability
to
record
transactions made by users
48. Capability
to
monitor
transactions made by users
49. Capability
to
capture
selective audit information
Queries and Reports
50. Provides a facility for users to
request/search
for
information
a.
Capability to allow
users
to
search
for
information
from
the
systems database
b.
Capability
to
facilitate queries through

LRMS As of 31 May 2016

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Functions and Features

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

LRMS As of 31 May 2016

Page 8 of 23

Functions and Features

Complian
ce
Yes

No

In
packa
ge

For
customizati
on
Mino Majo
r
r

Number
of man
days to
customize

Reference
document
s/Remarks

Backup and Recovery

61. Provides a facility to back-up
data from the system
62. Provides a facility to restore
data to the system

FUNCTIONAL SPECIFICATIONS
The functional specifications listed are the functions and features that are
mandatory to be present in the system.

Legal Resource Management System

Features

Complianc
e
Yes

No

In
packa
ge

For
customizatio
n
Minor Major

Number of
man days
to
customize

Reference
document
s/Remarks

Compilation and Organization of Court Information Materials

63. Capability to compile and
organize the legal resource
materials of the Judiciary to
manage
all
forms
of
unstructured
content
formats
various
formats,
e.g., text, paper, pdf, audio,
video,
images,
graphics,
forms, HTML, XML etc but
not limited to multi-level
versioning, check in, check
out and security.
64. The system must support
categorization of document
and
content
in
folders
subfolders just like the
windows
interface
and
without any limit on level of
folders and subfolders.
65. Scanning solution must be
international standards such
as TWAIN/ISIS.
66. The scanning interface must
have a GUI based template
definition module. Proposed
system
must
support
centralized management of
scanning
templates
(metadata searching).
It
must support centralized
deployment
of
scanning
templates so that the central
user can deploy the scanning
templates
at
multiple
locations
67. The proposed solution must
provide
for
automatic

LRMS As of 31 May 2016

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Features

Complianc
e
Yes

No

In
packa
ge

For
customizatio
n
Minor Major

Number of
man days
to
customize

Reference
document
s/Remarks

correction of parameters like

wrong orientation, error in
automatic cropping, punch
hole marks etc. during
scanning
68. Capability to index using
Barcode, OCR, MICR data
from documents.
69. The system must support
automatic full text indexing
for Text search
70. Scanning
solution
and
repository must be tightly
integrated ideally running on
a single platform as the
solution will be easy to
manage.
71. Capability
to
compile
decisions of the courts from
the different levels of the
Judiciary from the eCourt
system
72. Capability
to
compile
decisions of the Supreme
Court from eCourt system,
as
selected
to
be
Jurisprudence
73. Capability to compile other
Supreme Court information
materials,
e.g.,
training
materials
and
other
resources from the Philippine
Judicial Academy
74. Capability to assign indices to
case decisions and other
Supreme Court information
materials for easy retrieval
75. Capability to sort decisions
and other Supreme Court
information
materials
in
various categories, e.g., case
type, date of promulgation,
date of filing, training title,
etc.
76. Capability to compile the
latest
Supreme
Court
decisions in CDs (or other
appropriate types of storage)
for quarterly distribution to
all lower courts
77. Capability to linking and cross
referencing
case
with
another document.
78. Capability to download, print
and email the search results
79. Capability
to
link
case
citations to the scanned
image of the corresponding
book volume and page
number in the Philippine
Reports
Syllabi for Decisions and Jurisprudence
80. Capability to support the

LRMS As of 31 May 2016

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

development of syllabi for

decisions based on selected
case information in the
eCourt system
81. Capability to link to the
syllabi prepared by the
Office of the Reporter and
included in the Philippine
Reports
Resource Display and Usage
82. Capability to store templates
for various presentation of
jurisprudence
and
other
decisions
83. Capability to store journals,
articles and other Supreme
Court information materials
with assigned indices
84. Capability
to
create
associations/
relationships/hyperlinks
among
related
articles,
decisions,
and
other
Supreme Court information
materials
85. Capability
to
customize
display screen to suit user
needs,
i.e.,
with
menu/explorer, list of related
articles, full view of article,
etc.
Linkage
86. Capability to link to the
eCourt
system
for
the
retrieval of selected relevant
case information.
87. Capability
to
link
to
Documents, Records, and
Archive Management System
(DRAMS) for the retrieval of
decisions
and
other
electronic
legal
resource
materials
88. Capability to link to the
Intranet
Content
Management
System
for
user access through the
Intranet
89. Capability to link to the
eLearning System of the
Philippine Judicial Academy
for the retrieval of training
and
other
reference
materials
90. Capability to link to the
Website
Content
Management
System
for
display of selected online
information
91. Capability to support single
sign on that allows users to
access
multiple
related
and/or independent systems,

LRMS As of 31 May 2016

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

such as the eCourt system,

DRAMS, Intranet Content
Management
System,
eLearning
System,
and
Website
Content
Management System
Federated Search
92. Capability to simultaneously
search for multiple resources
of information, such as laws,
articles, journals, decisions,
and other Supreme Court
information
materials,
through the use of indices,
keywords, search filters, or
through the use of word
found in the text
Reporting
93. Capability to generate reports
on legal resource materials
based
on
user-defined
parameters, e.g., format,
classification, etc.
94. Capability to generate reports
on system usage, including
user information
95. Capability to export report
information in the following
formats:
CSV
XML
XLS
PDF
HTML

Library Management System

SOFTWARE SYSTEM

Features

Complianc
e
Yes

General Features
96. Integrated
library
system
covering
acquisition,
cataloguing
with
online
public
access
catalog
(OPAC), indexing, circulation,
inventory, and reports

97. Capability to support and

integrate with barcode and
RFID technology

LRMS As of 31 May 2016

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

98. Capability to support selfborrow/return machines

99. Capability
to
multiplatform
system,
e.g.,
Linux, MacOS

support
operating
Windows,

100. Solution should include

DoD 5015.2 certified Records
Management component to
comply with regulatory and
legal policies for long-term
archival of content.

101. Capability to support the

use of keyboard, mouse,
barcode scanner and RFID
devices
for
entry
of
information
102. Capability to access OPAC
using commonly-used web
browsers, e.g., IE, Firefox,
Chrome, etc.

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

LRMS As of 31 May 2016

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.

Online Public Access Catalog (OPAC)

110. Capability to search the
collections through OPAC
using
pre-defined
parameters and filters, e.g.,
by author, by subject, etc.
111. Capability to search the

LRMS As of 31 May 2016

Please
see
Appendix
A Image
7.
Through

Page 14 of 23

Features

Complianc
e
Yes

collections of legal resource

materials
using
search
conditions, such as Boolean,
truncation, complete search,
etc.

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

LRMS As of 31 May 2016

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

LRMS As of 31 May 2016

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.

126. Capability to support RFID

technology for automated
recording of check-in and
check-out
Borrowers Services
127. Capability for borrower to
view personal library profile,
e.g.,
reference
number,
status as borrower (active,
suspended, blocked), and
other information
128. Capability for borrower to
view
personal
borrowing
history
and
reservation
history
129. Capability for borrower for
online reservation/renewal of
legal resource materials
Inventory
130. Capability
to
store
information pertaining to a
legal resource material as
may be defined by the user,
e.g., acquisition date, mode
of acquisition (purchased,
donated,
etc.),
supplier
name, and the like
131. Capability to record and
monitor the volume of legal
resource materials contained
in court libraries identified in
this TOR

132. Capability to generate an

inventory
list
of
legal
resource materials based on
user-defined
parameters,
e.g., by collection area, by
shelf, by subject, by status,
etc.
133. Capability to support the
use of portable handheld
RFID readers to scan data for
purposes of locating books,
physical count for inventory,
data comparison, and the

LRMS As of 31 May 2016

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

136. Capability to generate

reports to determine the
status and location of legal
resource materials

137. Capability to generate

notices based on userdefined templates

138. Capability to export report

information in the following
formats:
CSV
XML
XLS
PDF
HTML

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

LRMS As of 31 May 2016

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
.

139. Capability to generate ad

hoc
reports
based
on
parameters determined by
the user

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

RFID Security Gate

142. Capability to detect unauthorized bringing out of
physical legal resource materials from the library and
send to the Library station the details of the resource
material, e.g., title, author, etc.
143. Equipped with Infrared sensors and alarm speakers
144. Operating width between 90 centimeters to 100
centimeters
145. Sensor accuracy rate of at least 95%
146. Compliant with EPC C1G2 or ISO18000-6C
147. Must have NTC Approval Certification for RFID Type
148. Capability to simultaneously detect multiple RFID
tags
149. Must have customizable gate design
RFID Tag Reader for Library station (pad type)
150. Capability to enable/disable the RFID tags for checkin and check-out of physical legal resource materials
151. Capability to integrate through SIP2 protocol with
the LMS software system for recording of checked-in
and checked-out physical legal resource material
152. Capability to read multiple books
153. Compliant with EPC C1G2 or ISO18000-6C
154. Must have NTC Approval Certification for RFID Type
RFID Tag Reader (handheld type)
155. Capability to integrate with the LMS software
system for search and inventory functions

LRMS As of 31 May 2016

Page 19 of 23

Features

Compliance
Yes
No

Reference
documents/
Remarks

Compliance

Reference
documents/
Remarks

156. Capability to be used for inventory in online or in

offline mode
157. Read distance of up to 100 centimeters
158. Reading speed of at least 15 books per second
159. Memory of at least 64 RAM
160. User interfaces includes touch screen, QWERTY
keyboard, and trigger button
161. Must have an LCD with a size of at least 3.5 inches
and a resolution of at least 320 x 420 pixels
162. Must be capable to connect via WiFi, USB, and
RS232
163. Must include extra battery
164. Compliant with EPC C1G2 or ISO 18000-6C
165. Must have NTC Approval Certification for RFID Type
RFID Tags
166. UHF
167. Equipped with at least 512 bit memory capacity
168. Equipped with double sided adhesive
169. Compliant with EPC C1G2 or ISO 18000-6C

SCOPE OF WORK
Legal Resource Management System (LRMS)
Scope of Work

Yes

No

170. Configuration and customization of packaged

solution to adopt the design of the eLibrary and to
incorporate the new requirements, such as:
a. inclusion of legal resource materials in audio, video
and other multimedia formats
b. development of the APIs to link to DRAMS, eCourts,
and other applications
171. Conversion and migration of existing materials from
the eLibrary system to the LRMS
172. Conduct of various software testing methodologies,
including but not limited to, functional testing,
integration testing, stress testing, performance testing,
usability testing, acceptance testing, and security
testing.
173. Implementation of LRMS and provisioning of
technical support.
174. Preparation of system documentation, including but
not limited to, project plan, test documentation,
training plan, and user documentation.
175. Conduct of training for users and system
administrators

Library Management System (LMS)

Compliance
Scope of Work
176. Installation, configuration, and integration of the LMS
software in libraries in the Supreme Court, Court of
Appeals, Sandiganbayan, Court of Tax Appeals, and in
selected libraries in NCR, Regions III, IV-A, and VII
177. Installation and configuration of the RFID equipment

LRMS As of 31 May 2016

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.

178. Conduct of training for system operators and system

administrators
179. Support services to make the LMS fully operational,
e.g. tagging of legal resource materials, placement of
RFID tags, data population, conversion and migration of
databases, indexes, and other electronic materials from
existing systems in court libraries

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])

188. Training for at least ten (10) technical personnel on

application
software
development,
database
administration, and system administration
189. Software warranty coverage of one (1) year after final
user acceptance and turnover. Authorization letter

LRMS As of 31 May 2016

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

190. Software maintenance agreement of three (3) years

for support after the warranty period. Authorization
letter stating back to back warranty to be provided
from OEM

191. Hardware warranty coverage of one (1) year after

installation and acceptance (RFID gate, handheld
readers, and pad type readers). Authorization letter
stating back to back warranty to be provided from
OEM
192. Hardware maintenance agreement for support of
three (3) years after the warranty period (RFID gate,
handheld
readers,
and
pad
type
readers).
Authorization letter 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

Submission of Project Plan and Solution

Design

Solutions
Provider

Month 1

Month 1

Approval of Project Plan and Solution

Design

Supreme Court

Month 1

Month 1

Submission of User Acceptance Test (UAT)

Script and Test Procedures and Delivery
(installation) and User Demonstration of
original software version and various
hardware equipment

Solutions
Provider

Month 2

Month 2

Submission of Operational Acceptance Test

(OAT) Script and Test Procedures

Solutions
Provider

Month 2

Month 2

Approvals of UAT and OAT Scripts

Supreme Court

Month 2

Month 2

Submission of software gaps and SRS

based on functional and operational
assessments

Solutions
Provider

Month 2

Month2

Development/Customization of Application

Solutions
Provider

Month 1

Month 6

Conversion/Migration of Existing Databases

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

User Acceptance Tests

Operational Acceptance Tests

LRMS As of 31 May 2016

Page 22 of 23

14
15
16
17
18

Pilot Implementation (Parallel Run)

Solutions
Provider

Month
11

Month
12

Fine Tuning of Application

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

Upon submission of project plan and solution design

Upon delivery (installation) and user demonstration of
original software version and various hardware
equipment
Upon submission of software gaps document and SRS
based on software use demonstrations
Customization and UAT approval
Data migration and live operational use
To cover retention for warranty and maintenance

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.

Annex A One-time Password (OTP)

For additional security, the one-time password (OTP) may be applied in
certain transactions, such as update of information, posting of reports,
etc. This will add another layer of security ensuring that only properly
authenticated users are authorized access to critical applications and
data. The system will send one-time passwords or verification code via
SMS to the registered mobile phone or email prior to completion of each
transaction.

LRMS As of 31 May 2016

Page 23 of 23