Appendix D - PCMS_Requirements_Traceability_Matrix_Final.xlsx
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- Attached to
- Amended Request for Quotations for Prosecutorial Case Management System Implementation - Amendment 3
- Solicitation number
- 15JA0523Q00000044
About this file
This request for quotations seeks proposals for a prosecutorial case management system implementation to modernize the case management functions of the United States Department of Justice Executive Office for United States Attorneys. Interested vendors must submit written quotations by June 30, 2023 addressing the statement of objectives and evaluation criteria in the RFQ. The government intends to award a single contract using a best value tradeoff approach considering both price and non-price factors. The solicitation process will involve an initial limited quotation phase followed by oral presentations for a subset of vendors. The selected vendor will be responsible for configuring a commercial off-the-shelf prosecutorial case management system, migrating data from the existing system, providing user training, and maintaining the system. The new case management platform must support over 500 users and integrate with various external systems to exchange case data.
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Sheet1
ID Assoc ID Item No. Requirement Needed at Go-Live Date? Cross Walk to PWS Section Addressing Requirement
| 1. User Interface Management / Data Management | ||||
| REQUIRED | Example: See Section 2, Paragraph 1 | |||
| 1.1 | The system shall allow for the creation of different Entity types including, but not limited to, Cases, Investigations, Warrants, Witnesses, Defendants, and Arrests. | Yes | ||
| 1.2 | The system shall allow for the creation of related child objects for each Entity type including, but not limited to Charges, Events, Attorney Work Product, Persons, Documents, and Media. | Yes | ||
| 1.3 | The system shall allow for all data groupings to be queriable via key data. | Yes | ||
| 1.4 | The system shall allow Administrators have the ability to mark data categories as modifiable, mandatory, insert capable, and delete capable. | Yes | ||
| 1.5 | The system shall provide a highly customizable data fields that allows for easy system modification in response to business process change. | Yes | ||
| 1.6 | The system shall allow cases to be accessed from list or calendar views via drill down capability. | Yes | ||
| 1.7 | The system shall allow creation of intelligent LOVs. | No | ||
| 1.8 | The system shall provide functions to easily search an LOV for a value. | Yes | ||
| 1.9 | The system shall be able to link co-defendant cases together for the purposes of filing document creation and management of the Defendants as a group. | Yes | ||
| 1.10 | The system shall allow for the cloning/copying of data fields to a different case. | Yes | ||
| 1.11 | The system must integrate with core functions to provide merging capabilities within records and document management functions. | Yes | ||
| 1.12 | The system shall provide functions to perform transfers and bulk transfers of assignments/caseloads from one Staff member to another. | Yes | ||
| 1.13 | The system shall allow existing warrants, investigations, or dismissed cases to be associated to a new case. | Yes | ||
| 1.14 | The system must allow a case to be edited post-eFile and identify that case as "refiled" or "edited post-eFile". | No | ||
| 1.15 | Cases must be modifiable and must continue to receive Superior Court (12.1 transaction) information once CLOSED. | Yes | ||
| 1.16 | The system shall allow USAO access to all data structures and data for download purposes OR shall provide APIs to access and download all data within the system. | Yes | ||
| 1.17 | The system shall provide APIs to load external data to be downloaded to the PCMS data tables. | Yes | ||
| 1.18 | The system shall provide a case summary screen/page that displays all data to summarize a case. | Yes | ||
| 1.19 | The system must allow Admin users to manage and maintain code tables. | Yes | ||
| 1.20 | The Offense Code table must include, at a minimum, charge code, severity, misdemeanor/felony indicator, penalty class, charging language, indictment language, active date, and inactive date. When Offense Codes are assigned, the LOV must use the Offense Date to provide valid selections. | Yes | ||
| 1.21 | The system shall use system generated sequence numbers as primary keys. | Yes | ||
| 1.22 | The system shall use a Person's signature image or e-signature to apply to any documents requiring a signature. | Yes | ||
| OPTIONAL | ||||
| 1.23 | The system shall allow creation of cascading list of values (“LOV”). | No | ||
| 1.24 | The system shall allow a user to indicate a Lewis check was done for the Officer witness both with a completion checkbox and recording who completed the check. | No | ||
| 1.25 | The system shall provide the capability to track AUSA created Warrant versions as Warrants are drafted, sought, authorized/declined/modified by a Judge, executed, and returned. | No | ||
| 1.26 | The system shall provide House #, Street, City, State, and Zip Code verification. | No | ||
| 1.27 | The system shall include designated outside databases when a user performs a SEARCH. | No | ||
| 2. Person Centric | ||||
| REQUIRED | ||||
| 2.1 | The system shall provide a data structure to define unique Persons and provide person-centric views into the data. | Yes | ||
| 2.2 | The system shall allow notes to be applied to a particular Person. These Person notes must be easily accessible within all Cases related to the Person. | Yes | ||
| 2.3 | The system shall provide functions to allow users to collapse multiple instances of the same Person to one Person ID. This function must be restricted by a User Role. | Yes | ||
| 2.4 | The system must allow the user to automatically search the PCMS for a pre-existing person record that can be used to identify and link together multiple cases related to the same individual. | Yes | ||
| 3. Case Initiation and Filing | ||||
| REQUIRED | ||||
| 3.1 | On Case Initiation, the system shall automatically search itself for pre-existing case records that can be used to identify and link together multiple individuals and events. | Yes | ||
| 3.2 | The system shall allow the user to merge case/investigations or defendant records if duplicates are found. | Yes | ||
| 3.3 | The system shall prompt users when cases, defendants, or participants already exist in the system that relate to a new case (e.g., defendants involved in other cases), followed by a user-initiated search for pre- existing defendants, participants, and defense attorneys whom the user can apply to the current case, if appropriate, to avoid duplicate data entry (e.g., using participant names, addresses, and other identifiers). | Yes | ||
| 3.4 | The system shall notify prosecutors handling a case if a new case or investigation is created for a defendant. | Yes | ||
| 3.5 | The system shall automatically inform prosecutors reviewing a new case if any participants are involved in other cases | Yes | ||
| 3.6 | The system shall generate and assign an identifier for each case using locally-defined format and procedures (e.g., separate identifier for each case the prosecutor reviews). The Identifier shall be viewable on Case screens. | Yes | ||
| 3.7 | The system shall support electronic filing of charging documents (e.g., complaint, indictment, etc.) and transfer designated data from the PCMS to the court case processing system. | Yes | ||
| 3.8 | The system shall accept and handle acknowledgement from the court that the case filing was received and accepted or produce an error message if not accepted. | Yes | ||
| 3.9 | The system must allow a user to split a single arrest with many charges into multiple cases. The user must be able to identify and assign one or more charges to one or more cases. NOTE: An Arrest has only 1 Defendant and a Case has only 1 Defendant. | Yes | ||
| 3.10 | The system shall allow selection of a desk sergeant for the current day and auto-populate the desk sergeant's signature and related data (name, badge # etc.) as default selection for application to filed documents. | Yes | ||
| 3.11 | The system shall provide ability to select the lead charge among a group of charges for a given defendant/case. | Yes | ||
| 3.12 | The system shall provide a "Clear Document Review/Signatures" function to set documents to original state if necessary. | Yes | ||
| 3.13 | The system shall allow a user to change the charging language for any statute as it applies to a particular Case/Defendant. | Yes | ||
| 3.14 | The system shall allow a user to add an ATTEMPT, an ENHANCEMENT, or an AGGRAVATING CIRCUMSTANCE to any charge. | Yes | ||
| 4. Pretrial | ||||
| REQUIRED | ||||
| 4.1 | The system shall obtain (via the 12.1 Court data load) from the court system and display all dates of further proceedings, such as the arraignment, preliminary hearings, motions, pretrial conference, and the trial date. | Yes | ||
| 4.2 | The system shall generate subpoenas and track responses to subpoenas. | Yes | ||
| 4.3 | The system shall track plea offers by charge and results of plea offers. | No | ||
| 4.4 | The system shall track all court events per case, including results of the event. | Yes | ||
| OPTIONAL | ||||
| 4.5 | The system shall track the time remaining before the case must be indicted and brought to trial, including allowing for tolling of multiple periods of time. | No | ||
| 5. Discovery and Trial Exhibits | ||||
| REQUIRED | ||||
| 5.1 | The system must track what Media and Discovery has been disclosed/sent to whom, by whom, and when. | Yes | ||
| 5.2 | The system must track the distribution of discovery items—the system must track all discovery and disclosure items exchanged by description, date/time, and entities that provided the items, and entities that received the items. | No | ||
| 5.3 | The system shall enable the user to inventory all items related to a case, record relevant descriptive data about the items, and designate items as either discoverable or non-discoverable. | Yes | ||
| 5.4 | The system shall allow each piece of discovery to be uniquely identified and numbered, if appropriate (Bates numbering or sequential page numbering spanning multiple documents). | No | ||
| 5.5 | The system shall create a report/template for inventory of all unique files disclosed to external parties and when. | Yes | ||
| 5.6 | The system must clearly identify, distinguish, and protect as appropriate discoverable from non-discoverable items and information contained in the electronic case file. | Yes | ||
| OPTIONAL | ||||
| 5.7 | The system shall allow users to mark media objects as "Needed for Trial" and shall allow users to produce a Trial exhibit list that shows each exhibit and a brief description of its contents. | No | ||
| 5.8 | The system shall provide a self-service web portal that allows authorized users (parties to the case) access to discovery materials that can be downloaded or otherwise delivered to the requesting party. | No | ||
| 6. Notifications and To Do Lists | ||||
| REQUIRED | ||||
| 6.1 | The system must allow supervisors to generate a report showing assigned tasks for all of the individuals that they supervise. | Yes | ||
| 6.2 | The system must allow users to view the status of tasks assigned to each employee and predefined employee groups. | Yes | ||
| 6.3 | The system shall display Court events and other due dates both in list form and in calendar form. | Yes | ||
| 6.4 | The system shall automatically notify a user if a pre-existing case is no longer in warrant status and a court date has been set. This requirement includes bench warrants and arrest warrants. | Yes | ||
| 6.5 | The system shall trigger an email based on certain defined actions. | Yes | ||
| OPTIONAL | ||||
| 6.6 | The system shall provide notifications in the form of a filterable to-do list that shows all current reminders for event actions, person updates, or other case updates. | No | ||
| 6.7 | The system shall generate and track court appearance notifications for law enforcement. | No | ||
| 6.8 | The system must allow the capability to add an ALERT to include but not limited to, a Person or Location. The ALERT banner would display on any case associated with the person or location. | No | ||
| 7. Warrants | ||||
| REQUIRED | ||||
| 7.1 | The system shall allow users to add and edit warrant information. | Yes | ||
| 7.2 | The system shall relate warrant information to cases, persons, and events. | Yes | ||
| 7.3 | The system shall allow users to assign reviewers to the warrant. | Yes | ||
| OPTIONAL | ||||
| 7.4 | The system shall assign a time box to each warrant. | No | ||
| 7.5 | The system shall monitor/track the progress of the warrant, and provide workflow alerts and notifications to persons assigned and supervising the warrant review. | No | ||
| 8. Diversion | ||||
| REQUIRED | ||||
| 8.1 | The system must track diversion assigned and diversion completion status. | Yes | ||
| OPTIONAL | ||||
| 8.2 | The system shall allow users to screen defendants for a diversion program eligibility or specialty court to include program completion tracking. | No | ||
| 9. Data Flags/Case Dispositions/Expungements/Sealing a Case | ||||
| REQUIRED | ||||
| 9.1 | The system shall record disposition and sentence for entire case and for each count of each charge. | Yes | ||
| 9.2. | The system shall maintain and produce disposition information that shows, for each case and defendant, original and subsequent charges and dispositions for each count of each charge. | Yes | ||
| 9.3 | The system shall record date and reason for closure (e.g., case disposed after jury or non-jury trial, guilty plea (e.g., by plea agreement), dismissal, etc.). | Yes | ||
| 9.4 | The system shall provide a capability for re-opening previously closed cases. | Yes | ||
| 9.5 | The system shall track all sentence information, including terms and conditions, such as restitution, stay-away orders, and sex offender registration. | Yes | ||
| 9.6 | The system shall be able to Expunge or Seal a complete Case or a complete Arrest or a single Case charge or a single Arrest charge. Expunged/Sealed items are not available for View within the system. Expunged/Sealed items should be flagged as either EXPUNGED or SEALED and must be excluded from all SEARCHES and reports. The capability to un-Expunge or un-Seal must be available. These expunged or sealed items can be viewed by users with that special capability added to their user permissions. | Yes | ||
| OPTIONAL | ||||
| 9.7 | The system shall allow witnesses to be flagged with multiple witness types. | No | ||
| 9.8 | The system shall generate notifications/banners when cases or defendants are flagged for additional review. The system shall display Banner(s) when any case is associated with the flag. | No | ||
| 10. Data History | ||||
| REQUIRED | ||||
| 10.1 | The system shall provide the capability to capture historical data for certain user selected objects. | Yes | ||
| 10.2 | The system shall allow users to generate statistics and historical information on various court events. | Yes | ||
| 11. Grand Jury | ||||
| REQUIRED | ||||
| 11.1 | The system shall allow calendar scheduling for grand jury cases based on a customizable grand jury case load and available grand jury dates. | Yes | ||
| 11.2 | The system must allow the user to add/edit documents associated with the finding of a true bill or no true bill indictment information. | Yes | ||
| 11.3 | The system must allow the user to add/edit charges to the indictment. | Yes | ||
| 11.4 | The system must allow the user to add/edit indictment information. | Yes | ||
| 11.5 | The system must enable the user to electronically file the indictment when a true bill is returned. | No | ||
| 11.6 | The system shall facilitate Grand Jury Date/RIP Date requests to be managed by a central calendar. This central calendar shall be managed by a central scheduler to set default # of cases per day, modify defaults for particular days and move Cases to other dates. | Yes | ||
| 12. Evidence Tracking | ||||
| REQUIRED | ||||
| 12.1 | The system shall enable sharing of appropriate evidence with relevant parties during discovery. | No | ||
| 12.2 | The system shall track date/time received, received by whom, evidence type/description, and provided to another entity (who/when). | No | ||
| 12.3 | The system shall provide local evidence management and storage features. | Yes | ||
| OPTIONAL | ||||
| 12.4 | The system shall interface with external digital evidence storage services such as Evidence.Com©. | No | ||
| 12.5 | The system shall interface with the DC local forensic lab to link forensic testing results documents to Cases (CCN). | No | ||
| 12.6 | The system shall allow for the linking of evidence to multiple cases. | No | ||
| 13. Redaction, Editing and Audit | ||||
| REQUIRED | ||||
| 13.1 | All database rows in the system must contain an insert date, insert user ID, update date, and update user ID. This information should be viewable by users. | Yes | ||
| 13.2 | The system shall maintain copies of unredacted and redacted files. | Yes | ||
| OPTIONAL | ||||
| 13.3 | The system shall provide a mechanism to allow for the audit and approval of events, tasks, or changes to selected data elements and shall provide a report of audit logs for a given case, person, event, or evidence. | No | ||
| 13.4 | The system shall provide the ability to turn redactions on/off within a file/document. | No | ||
| 14. Workflows and Tasks | ||||
| REQUIRED | ||||
| 14.1 | The system shall support intuitive and efficient work flows for different data streams and different time constraints. | Yes | ||
| 14.2 | The system shall provide the capability to add/change workflows to allow easy system modification in response to business process change. | Yes | ||
| 14.3 | The system shall provide the capability for Supervisors to review subordinates' work and provide comments. | No | ||
| 14.4 | The system shall allow users to assign tasks with deadlines to responsible individuals, or groups of individuals, and these deadlines should display on calendars and to do lists. Users shall have the ability to mark tasks as completed and add notes to the task to explain any issues associated with the task. | Yes | ||
| OPTIONAL | ||||
| 14.5 | The system shall support multiple recipients and integrate with task management, where a user can view all tasks associated with a user, including tasks assigned to others and tasks assigned to that individual | No | ||
| 14.6 | Upon completion of a workflow assignment, a notification must be sent to the task assigner. | No | ||
| 14.7 | Participants must be notified of assigned tasks, changes to calendars/schedules, and other activities as defined by the case manager. | No | ||
| 14.8 | The system shall integrate with the Microsoft Outlook. Calendar feature to show the AUSA their scheduled Case events. Authorized staff must be able to view other AUSA calendars. | No | ||
| 14.9 | The system shall allow the user to create alerts and notifications of all events, including scheduling changes. | No | ||
| 15. Appeals and Post-Adjudication | ||||
| REQUIRED | ||||
| 15.1 | The system must maintain all functionality for a case (discovery, document generation, etc.) after it is closed. | No | ||
| OPTIONAL | ||||
| 15.2 | The system shall track the existence of an appeal and the associated appellate case number. | No | ||
| 16. Reports, Documents and Templates | ||||
| REQUIRED | ||||
| 16.1 | The system shall integrate with Microsoft Word© or an equivalent word processor to support document and report creation. | Yes | ||
| 16.2 | The system shall integrate with an electronic document management system via an API or via tools native to the PCMS integration. The EDMS, such as NetDocuments©, should provide both document storage and management. | No | ||
| 16.3 | The system shall generate documents and templates with pre-filled data from the PCMS. All filled documents and templates must be modifiable by the user. All documents and templates can be applied to one or more cases. | Yes | ||
| 16.4 | The system shall provide users the ability to define their own report formats. | Yes | ||
| 16.5 | The system shall allow users to save their own customized reports for reuse. | Yes | ||
| 16.6 | The system shall auto-generate pre-defined reports or templates for email delivery or export/print. | Yes | ||
| OPTIONAL | ||||
| 16.7 | The system shall have the ability to attach notes, maps, or other images to documents stored in the system. | No | ||
| 16.8 | The system shall support document creation and e-filing for multiple cases simultaneously using one template. | No | ||
| 16.9 | The system shall integrate with OCR capabilities to support document scanning, indexing, search, and retrieval. | No | ||
| 16.10 | The system shall allow users to scan paper documents into a case. | No | ||
| 16.11 | The system shall clearly identify, distinguish, and protect as appropriate discoverable from non-discoverable items and information contained in the electronic case file. | No | ||
| 16.12 | The system shall allow users to lock and protect final versions of documents. | No | ||
| 16.13 | The system shall allow for the tagging of files with metadata and have the ability to search items by those tags. | No | ||
| 16.14 | The system shall provide document management capabilities that support drag-and-drop. | No | ||
| 17. User Roles/Groupings | ||||
| REQUIRED | ||||
| 17.1 | The system shall allow certain user roles to modify and access certain data elements. | Yes | ||
| 17.2 | The system must allow the capability to create a variety of user security groups based on security role or rules with granular permissions to be granted/restricted for field and/or field groups. | Yes | ||
| 17.3 | User Roles must have options for INSERT, DELETE, UPDATE, or VIEW for various groups of data. | Yes | ||
| 17.4 | The system must provide a method to define and modify Section groups with Section group Supervisors and Section Group members. | Yes | ||
| 18. Searching/Viewing PCMS Information | ||||
| REQUIRED | ||||
| 18.1 | The system should have the ability to search and filter based on the following list including, but not limited to: Date ranges, assigned individuals, type of event, section, charges, phase of charge, judge, courtroom, file date, arrest date, docket number, individual ID numbers, case status, and bond status. | Yes | ||
| 18.2 | The system shall provide summarized counts for lists and all filtered lists. | Yes | ||
| 18.3 | The system shall tag cases with metadata and have the ability to search items by those tags. | Yes | ||
| 18.4 | The system shall allow for the search of Persons by names, phone numbers, addresses, ID numbers, social media identifiers, AKAs, associated persons, and associated cases. | Yes | ||
| 18.5 | The system shall allow customizable sorting of any filtered lists. | Yes | ||
| 18.6 | The system shall allow users to select which data elements will appear in any filterable lists. | Yes | ||
| 19. Media and Storage | ||||
| REQUIRED | ||||
| 19.1 | The system shall be able to display variety of document types and/or common image types (PNG, JPG, etc.). | Yes | ||
| 19.2 | The system shall allow users to attach audio and video files to the electronic case file. | Yes | ||
| 19.3 | The system shall allow all lists, reports, and calendars to be printed in PDF. Lists must be exportable to Excel and other formats. | Yes | ||
| 19.4 | The system shall store large files (or BLOB references) greater than 10 GB. | Yes | ||
| 19.5 | The system shall allow for sending of large files (or BLOB references) greater than 10 GB via secure methods. | Yes | ||
| 19.6 | The system shall store a large amount of data and attachments (documents, media, etc.) for an indefinite period of time. | Yes | ||
| OPTIONAL | ||||
| 19.7 | The system shall allow presenting of a digital exhibit directly from the case management system, including displaying images, playing audio, or both for video. | No | ||
| 19.8 | The system shall be able to search the contents of common (Microsoft Office©, PDF, txt, etc.) document files. The user must be able to search documents based on document type and metadata. | No | ||
| 19.9 | The system shall be able to manage attachments as collections that may hold an infinite number of files. | No | ||
| 20. Data Flows To and From Outside Agencies | ||||
| REQUIRED | ||||
| 20.1 | The system shall leverage and maximize incoming data streams from other agencies to reduce/eliminate manual data entry for Case creation. | Yes | ||
| 20.2 | The system shall capture all data in the four (4) incoming data streams and all associated documents for each Arrest/Case. Data and documents must be loaded using the existing USAO provided format and ALL data must be loaded to be viewed in the PCMS. | Yes | ||
| 20.3 | The system shall produce all four (4) outgoing data streams and all associated documents for each Case. Data and documents must be produced using the existing USAO provided format. Data and documents filed must be viewable to users and Adminstrators. | Yes | ||
| 20.4 | The system shall allow the ability to monitor data loads and notify a specified user group of data load errors. | Yes | ||
| 20.5 | The system shall alert users when there are interruptions in processes to load data from outside agencies. | Yes | ||
| 20.6 | The system shall alert users when there are interruptions in processes to make USAO filings available for outside agencies. | Yes | ||
| 20.7 | The system shall ingest responses to motion and notice filings for USAO cases sent from the Court's e-filing software, File and Serve. | Yes | ||
| OPTIONAL | ||||
| 20.8 | The system must interface with USAfx or the secure file management software as required by EOUSA, and allow for the upload/download of all designated trial exhibits. | No | ||
| 20.9 | The system shall support an API to Odyssey© File and Serve for direct e-filing of Motions, Pleadings etc. | No | ||
| 21. Victim Services and Notification | ||||
| REQUIRED | ||||
| 21.1 | The system shall interface with a USAO envelope stuffing machine that automatically prints and folds notification envelopes. | Yes | ||
| 21.2 | The system must track services provided to victims. | Yes | ||
| 21.3 | The system must track expenses related to victim travel and lodging. | Yes | ||
| 21.4 | The system must generate restitution notifications. | Yes | ||
| 21.5 | The system must track victim advocate assigned to case and person. | Yes | ||
| 21.6 | The system shall allow victim notification communications to be sent using e-mail and text messaging. | No | ||
| 21.7 | The system shall generate victim notification documents for new case events. Types of Events required to generate Victim letters must be customizable. | Yes | ||
| 21.8 | The system shall maintain a filterable log of when notifications are sent to each victim and what address the notification was sent to. | Yes | ||
| 21.9 | The system shall support identifying the Victim preferred language and selecting the appropriate translated form or letter. USAO will provide form/letter translations for various languages to be used by the PCMS. | Yes | ||
| 22. Investigations | ||||
| REQUIRED | ||||
| 22.1 | The system shall manage Investigations similarly to Cases with many relatable objects such as Persons, Cases, and Warrants and restrictions for specific user groups. | Yes | ||
| 23. JAIL | ||||
| REQUIRED | ||||
| 23.1 | The system shall track whether a defendant remains in custody. | Yes | ||
| 23.2 | The system must provide notification that Persons on the current Jail list must not be housed together. USAO currently compares a CSV file provided by Central Jail with witness/defendant data in our RCIS. The new PCMS must also support this process | Yes | ||
| 24. Regional Criminal History Database | ||||
| REQUIRED | ||||
| 24.1 | The system shall allow a user to indicate that a criminal history check was done for that Defendant. Associated data elements needed are Backgroup Check Completed, Date Completed, and Who Completed the Criminal History check. Criminal History Checks are done as part of the Intake process. | Yes | ||
| 24.2 | The system shall allow criminal history indicators to be queried by User and Date Range to produce CSV file output using the USAO specified format. | Yes | ||
| 25. Data Migration | ||||
| REQUIRED | ||||
| 25.1 | The contractor shall migrate the data from the current RCIS CMS to the new COTS PCMS. The data migration effort also includes migrating data from the current Microsoft Access© Warrant database. USAO personnel will be provided to assist with data mapping activities and to provide information as needed. This migration activity requires the contractor to write, execute, and test all necessary migration code. USAO will provide final testing and sign-off approval. | Yes | ||
| 26. Testing | ||||
| REQUIRED | ||||
| 26.1 | User Acceptance Testing (UAT) shall be performed by the contractor and USAO user community. UAT shall occur to test the configured PCMS functions as specified in the this RTM. The contractor shall construct all test plans and test results documents as deliverables. | Yes | ||
| 26.2 | System Integration Testing (SIT) shall be performed by the contractor. SIT shall occur to test the validity of end-to-end processes, functionality, and all interfaces. The contractor shall construct all test plans and test results documents as deliverables. | Yes | ||
| 27. Physical Inventory | ||||
| REQUIRED | ||||
| 27.1 | The system shall generate unique barcode labels for physical assets, case files, and office locations that are linked to specific cases. | Yes | ||
| 27.2 | The system shall allow users to access physical file management information. | Yes | ||
| 27.3 | The system shall allow the use of a barcode reader to lookup labels to conduct inventories of all labeled items with locations and record the results in the PCMS. | Yes | ||
| 28. Training | ||||
| REQUIRED | ||||
| 28.1 | The contractor shall provide training for all Administrator tasks for 10 Administrators. | Yes | ||
| 28.2 | The contractor shall provide training for 30 users to support a ‘train the trainer’ model. | Yes | ||
| OPTIONAL | ||||
| 28.3 | The system shall have offline User training material available (videos, manuals, user guides, etc., that do not require access to an external site to view). | No | ||
| 29. Performance | ||||
| REQUIRED | ||||
| 29.1 | The system shall allow for case records to be accessed by multiple concurrent editing users (including the same case). | Yes | ||
| 29.2 | The system shall resume connections gracefully if they have been terminated by network connectivity issues. | Yes | ||
| 29.3 | The system must have disaster recovery and redundancy capabilities. | Yes | ||
| 29.4 | The system must be available 24/6, but preferably 24/7. | Yes | ||
| 29.5 | The contractor shall maintain the uptime and usability of the PCMS COTS tool. No routine maintenance can be performed during the hours of 6 AM to 6 PM EST Monday through Saturday (including holidays). Maintenance must be performed during off hours. | Yes | ||
| 29.6 | The system shall support access for 5 or more administrators and up to 500 users. | Yes | ||
| OPTIONAL | ||||
| 29.7 | The system shall display cases with information (data elements as part of the case that do not include documentation) within 5 seconds over a mobile data connection that has a 1MB/s connection speed. | No | ||
| 30. Environment Capabilities | ||||
| REQUIRED | ||||
| 30.1 | The system shall be Section 508 compliant. | Yes | ||
| 30.2 | The system shall accept data feeds in XML format via RESTful API. | Yes | ||
| 30.3 | The system shall expose data feeds via XML and RESTful API. | Yes | ||
| 30.4 | The system shall interface with a Microsoft Exchange Server to send emails. | Yes | ||
| 30.5 | The system shall be accessible from multiple locations on USAO equipment including laptops, tablets, and phones. | Yes | ||
| 30.6 | The system shall be accessible from a laptop/phone/tablet connected via VPN to the host's network over a mobile connection. | Yes | ||
| 30.7 | The system server components should be able to run in one of these environment types: Windows 2019 with IIS, RedHat 7 with JBOSS, or RedHat 7 with Tomcat using virtualization technologies if on-premise solution is selected. | Yes | ||
| 30.8 | The system must be FedRAMP HIGH if a Cloud solution is implemented. | Yes | ||
| 30.9 | The system must be hosted on a Microsoft SQL Server database if an on premise solution is implemented. | Yes | ||
| 30.10 | The system shall be able to run in common desktop environments (such as Windows and Mac OS X). | Yes | ||
| 30.11 | The system must be able to run in common mobile environments (such as iOS and Android). | No | ||
| 30.12 | The system must be able to be accessed by common web browsers (such as Microsoft Edge, Google Chrome, Apple Safari, Mozilla Firefox). | Yes | ||
| 30.13 | The system shall support a future paper-less office. | No | ||
| 30.14 | The system shall support industry standard e-signatures (utilizing digital certificates or other standards as set forth in the Government Paperwork Elimination Act [GPEA]). | Yes | ||
| OPTIONAL | ||||
| 30.15 | The system shall interface with a Microsoft Exchange server in both on-premises and Office365 environments and display conflicts between a user’s calendar and the system’s events calendar. | No | ||
| 30.16 | The system shall export or publish events in a format readable by Microsoft Outlook. | No | ||
| 31. Security | ||||
| REQUIRED | ||||
| 31.1 | The system shall use nationally accepted information sharing practices, as provided by the Global Reference Architecture (GRA), the National Information Exchange Model (NIEM), and the Global Federated Identity and Privilege Management (GFIPM). | Yes | ||
| 31.2 | System objects (reports, templates, screens) containing Controlled Unclassified Information must included banners declaring protection of CIU and these objects must be protected by user role. | Yes | ||
| 31.3 | The system must support secure environment / transfer / access to data with FISMA level MODERATE, data that is not CLASSIFIED, but CONTROLLED UNCLASSIFIED INFORMATION/SENSITIVE with PII | Yes | ||
| 31.4 | The system must be implemented within a secure network with proper firewalls and network security measures in place. | Yes | ||
| 31.5 | In addition to the physical and transport layer security, the application must allow for tiered security. | Yes | ||
| 31.6 | The system must authenticate via integration with Okta using SAML. Okta shall control adding and removing access to the application as well as providing single sign on. If that is not possible then single sign on through Okta will be required and the application will control adding and removing access to the users internally. | Yes | ||
| 31.7 | At the first tier, the system must be secured from inappropriate access, both from within the organization and by external users via system user IDs, passwords, and/or two-factor identifiers. | Yes | ||
| 31.8 | Non-U.S citizens are not authorized to access DOJ information systems or assist in the development, operation, management, or maintenance of DOJ information systems, including providing information system support, unless a request for a waiver has been submitted by the Head of Component to, and approved by, the DOJ CIO and the DSO allowing access or assistance by the non-U.S. citizen. | Yes | ||
| 31.9 | Sensitive and classified information must be encypted when transported or “at-rest” outside the agency’s secured physical perimeter / network in digital format using Federal Information Processing Standards (FIPS) 140-2 validated or National Security Agency (NSA) approved encryption, as appropriate. | Yes | ||
| 31.10 | The system must have a regular maintenance schedule to apply required and recommended security patches to the database and the system environment. | Yes | ||
| 31.11 | The contractor shall take all steps to obtain from EOUSA the Authority to Operate (ATO) the COTS PCMS platform. | Yes | ||
| 32. Data Retention | ||||
| OPTIONAL | ||||
| 32.1 | The system shall support customized data retention rules and display items needing archiving. | No | ||
| 33. PCMS Management | ||||
| REQUIRED | ||||
| 33.1 | The contractor shall be responsible for upkeeping the PCMS COTS tool with the latest patches and necessary version upgrades. | Yes | ||
| 33.2 | The contractor shall provide details on how to submit requests to enhance/improve the COTS tool to meet new requirements or necessary changes. | Yes | ||
| 33.3 | The contractor shall provide continuous documentation when the system is updated. | Yes | ||
| 33.4 | The contractor shall have significant successful prior performance in implementing a PCMS in a similar environment and with a similar number of users. | Yes | ||
| 33.5 | The contractor shall provide system documentation and release notes, including data structure changes and triggers, when new system versions or patches are provided. | Yes | ||
| OPTIONAL | ||||
| 33.6 | The contractor shall have a support portal and manage both DoJ team and other stakeholder's issues with PCMS COTS tool. | No |
File details come from the government source that posted it. Updated .