Project Information

Bid Title

Phoenix SAP System Integration Support

Issuing Agency

Judical Council of California

Location

California

Published Date

Feb 3, 2026

Closing Date

Mar 20, 2026

Government Level

State & Local

Status

Closed

Ref. #

No. RFP-TCAS-2026-202-RB

Original Source

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Project Description

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Request for Proposal

Phoenix SAP System Integration Support

The Judicial Council seeks to contract with a single organization that will provide experienced and knowledgeable consultants to the Judicial Council to assist the Judicial Council in providing the consulting services. The Consultants to be provided with must have expertise and experience (generally Senior level and above, with at least 10 years’ experience) in support of a mature SAP installation substantially equivalent to the Judicial Council’s current installation specified in 2.2 of the RFP. The consultants will, in addition and when requested, engage in knowledge transfer activities to promote the Judicial Council’s goal of achieving Judicial Council independence in maintaining and developing the Phoenix System.

Important dates

Issued date

February 03, 2026

Deadline

March 20, 2026

• Status
  Open
• Topic
  Non-Facilities Contracts - Information Technology
• Deadline
  March 20, 2026
• ID#
  RFP-TCAS-2026-202-RB

Description

Synopsis

Request for Proposal (RFP)

RFP-TCAS-2026-202-RB

PHOENIX SAP SYSTEM INTEGRATION SUPPORT

The Judicial Council seeks to contract with a single organization that will provide experienced and knowledgeable consultants to the Judicial Council to assist the Judicial Council in providing the services and fulfilling its responsibilities as described in Section 1.3 and further elaborated upon in Attachment 12 of this RFP.  The Judicial Council reserves the right to reject any and all proposals, to award the contract as whole or in part and/or negotiate only certain items with an individual person or entity submitting a proposal.

The Consultants to be provided with must have expertise and experience (generally Senior level and above, with at least 10 years’ experience) in support of a mature SAP installation substantially equivalent to the Judicial Council’s current installation specified in 2.2 of the RFP. The consultants will, in addition and when requested, engage in knowledge transfer activities to promote the Judicial Council’s goal of achieving Judicial Council independence in maintaining and developing the Phoenix System.

Questions should be directed to solicitations@jud.ca.gov (link sends email) and must be received no later than 3:00 pm Pacific Time, February 13, 2026.  Proposals must be received by the Judicial Council no later than 5:00 pm, Pacific Time, March 20, 2026. Attachments to the RFP are as follows:

Attachment 1: Administrative Rules Governing RFPs (IT Goods and Services)

Attachment 2: Judicial Council Standard Terms and Conditions

Attachment 3: Proposer’s Acceptance of Terms and Conditions

Attachment 4: General Certifications Form

Attachment 5: Small Business Declaration

Attachment 6: Payee Data Record Form

Attachment 7: Iran Contracting Act Certification

Attachment 8: Unruh and FEHA Certification

Attachment 9: Darfur Contracting Act Certification

Attachment 10: Bidders Declaration

Attachment 11: DVBE Declaration

Attachment 12: Phoenix Program and Background Information

Attachment 13: Consultants and Titles Form

Attachment 14: Cost Proposal

Attachment 15: Example of a Work Authorization Process Form.

Attachments

• Request for Proposal New
• Administrative Rules New
• Agreement New
• Acceptance of Terms and Conditions New
• General Certifications New
• Small Business Declaration New
• Payee Data Form New
• Payee Data Form - Supplemental New
• Iran Act Certification New
• Unruh Certification New
• Darfur Certification New
• Bidder Declaration New
• DVBE Declaration New
• Program Background New
• Proposed Consultants New
• Cost Proposal Form New
• Work Authorization Sample New

Disclaimer

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

Attachment Preview

RFP Title: Phoenix SAP System Integration Support

RFP Number: RFP-TCAS-2026-202-RB

REQUEST FOR

PROPOSALS

JUDICIAL COUNCIL OF CALIFORNIA

REGARDING:

RFP-TCAS-2026-202-RB PHOENIX SAP SYSTEM

INTEGRATION SUPPORT

PROPOSALS DUE:

MARCH 20, 2026, NO LATER THAN 5:00 P.M. PACIFIC TIME

1

rev December 2025

RFP Title: Phoenix SAP System Integration Support

RFP Number: RFP-TCAS-2026-202-RB

1.0 BACKGROUND INFORMATION

1.1 VISION

The objective of the Phoenix Program is to maintain a statewide finance and human

resources system, with the same core configuration, for the fifty-eight (58) superior courts

in California. The system is supported by a single SAP software system on which all fifty-

eight (58) trial courts maintain their financial data (Financial Services), and twenty (20)

trial courts maintain their payroll data (HR Payroll Services). It is referred to as the

Phoenix System, or just Phoenix.

1.2 ORGANIZATION

The Phoenix Program (Program) is maintained by a State of California entity, Judicial

Council of California (“Judicial Council”), Branch Accounting and Procurement, Trial

Court Administrative Services (TCAS), and Information Technology, Enterprise Systems,

Phoenix unit. The data in the system and the primary system users are from the fifty-eight

(58) trial courts.

The Program is comprised of two main units:

• The Phoenix Shared Services Center (SSC) consists of staff who are super-users

of the Phoenix System, who provide day-to-day operational support of the courts.

• The Phoenix Center of Excellence (COE) consists of staff who are proficient in

functional configuration, ABAP, UI5, and other related development, Basis, and

who provide analytical, configuration, and technical support of the Phoenix

System.

See Attachment 12 for program information, including current program organization;

deployment footprint; court employee and user counts; key system usage and support

metrics; and current environment and system support requirements, including brief

descriptions of main support organization processes and responsibilities.

1.3 SERVICES AND RESPONSIBILITIES

1.3.1 SHARED SERVICES CENTER

The Shared Services Center provides centralized administrative services to

the courts on the Phoenix System and promotes best practices and

operational consistency statewide. The SSC provides a diverse range of

financial and payroll operational services daily.

1.3.1.1

SSC Overview

 The Shared Services Center is the central point of contact for courts

using the Phoenix System. It provides the production of a

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RFP Title: Phoenix SAP System Integration Support

RFP Number: RFP-TCAS-2026-202-RB

standardized set of monthly, quarterly, and annual financial

statements that comply with existing statutes, rules, and regulations.

1.3.1.2

SSC Services and Responsibilities

Financial Services provided include:

 General Ledger management, reconciliation, and reporting.

 A centralized treasury, including bank account management and

investments.

 Trust Accounting, which consists of money collected and held in

trust on individual cases by the trial courts.

 Procurement and Contract services, including supporting all the

courts in using the system, and smaller courts in the entire

procurement process.

 Accounts Payable which includes vendor, employee, and jury

payments.

 Financial management, reconciliation, and reporting of payroll data

for trial courts using a third-party payroll provider.

HR Payroll Services provided include:

 Personnel Administration, which includes data entry required to

record employee hiring and separation activities, classification and

pay, and organization management.

 Benefits, which include the proper deduction and payments, such as

health, dental, vision, etc.

 Time Management, which includes the proper recording of time and

leave based on an individual’s work schedule, representation status,

etc.

 Payroll, which includes the processing of time records against pay

and benefit records to produce employee payments, vendor

payments, and updating accounting records.

 Payroll reconciliation, which includes validating the accounting

records against the payroll records to ensure payments have been

properly collected, disbursed, and accounted.

 Employee Services and Manager Services, which include access to

self-service options, such as timesheets for entry and verification,

benefit information, contact information, etc.

1.3.1.3

SSC Goals

 Ensure uniformity of financial records.

 Provide consistency of accounting and financial data.

 Produce trial court monthly, quarterly, and annual financial

statements.

 Ensure compliance with existing statutes, rules, and regulations.

 Monitor process compliance with service level agreements.

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RFP Title: Phoenix SAP System Integration Support

RFP Number: RFP-TCAS-2026-202-RB

 Provide timely and efficient service to all courts utilizing all Phoenix

System services.

1.3.1.4

SSC Organization

The Shared Services Center is comprised of seven Phoenix Financial and

HR Payroll Services units:

• Treasury

• Trust Accounting

• Phoenix Purchasing Support

• General Ledger and Reports

• Accounts Payable

• Payroll Financial Services

• Payroll Services

The Phoenix Shared Services Center is housed in the Sacramento and San

Francisco offices of the Judicial Council. Staff participate in both flexible

work schedules and hybrid telecommute programs.

1.3.2 CENTER OF EXCELLENCE

The Center of Excellence (COE) is responsible for the systematic deployment,

maintenance, and operation of the Phoenix System to the trial courts. Phoenix

Financial Services are provided to all California trial courts. Phoenix HR Payroll

Services are provided to twenty (20) California trial courts – further deployment

efforts are contingent upon additional COE and SSC resources.

1.3.2.1

COE Overview

The COE performs complex studies of accounting and human

resources/payroll processes, business procedures, and court administrative

operations. It also assists in formulation of new or revised policies and/or

procedures to meet court administrative and business operation’s needs and

implements automated processes where possible. The COE also provides

more technical services to the Phoenix Program in partnership with a

dedicated unit of the Judicial Council Information Technology office, with

the support of other third-party managed services and Microsoft Azure

cloud services.

1.3.2.2

COE Services and Responsibilities

Continually direct project teams of Judicial Council and court

representatives in the development of new and revised Financial Services

and HR Payroll Services processes and configuration for continuous

improvement.

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RFP Title: Phoenix SAP System Integration Support

RFP Number: RFP-TCAS-2026-202-RB

 Provide the required Project Management services for all efforts,

whether they are formal projects or normal maintenance or

enhancement requests, to ensure the most efficient use of resources

and compliance with industry, program, and judicial branch

enterprise and security standards.

 Develop and modify reports for Financial Services and HR Payroll

Services activities specific to court operations and budgeting.

 Prepare reports with recommendations based on studies and surveys

to improve or change accounting and HR Payroll Services policies,

processes, and procedures.

 Continually manage the work of contracted system support

consultants involved in support of the Phoenix System on behalf of

the courts.

 Design and build reports to satisfy requests from third parties

including California Legislature, California State Auditor, the

Judicial Council, and other branch entities.

 Provide day-to-day user support and break-fix services.

 Develop requested enhancements; implement system patches and

upgrades for hardware as well as software.

 Develop and provide daily monitoring of system tools and interfaces

to support court administration. This includes implementation of

program administered tools, as well as interfaces with court systems

and their third-party service providers for financial, payroll, and

benefit administration, etc.

 Provide ongoing Maintenance and Operations services (M&O

Support) to the Phoenix Program, ensuring that systems are

operating on the most current vendor-required system and

maintenance support levels.

 Provide continuous improvement related to system change requests

that support ever-evolving priorities of the trial courts and

technological advances in the SAP solutions and beyond.

1.3.2.3

COE Goals

 Design, develop, enhance, and maintain a quality integrated system

of financial and payroll processes within the Phoenix System.

 Continually improve Judicial Council staff knowledge, skills, and

abilities, as well as review processes and configuration, to reduce

the cost of delivering integrated finance and payroll services for the

trial courts.

 Ensure project artifacts and skills of functional resources are

maintained to properly assist in supporting Phoenix for all projects

and development workstreams utilizing the integrator’s resources.

 Provide timely responses to all system incidents, and enhancement

requests.

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Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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