Attachment A - RFI for Statement of Objectives - Client Management System Modernization.pdf

Pretrial Services Agency for the

District of Columbia

Statement of Objectives for

Client Management System Modernization

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes – it does not constitute a Request for

Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit Pretrial Services Agency to contract for any supply or service whatsoever. Further, Pretrial Services Agency is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that

Pretrial Services Agency will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. It is the responsibility of the potential offerors to monitor Pretrial Services Agency sources for additional information.

1.0 Purpose

Pretrial Services Agency vision is to improve public safety and serve the community through data-driven decision making by a committed workforce that provides evidence-based pretrial supervision and support services. The data-driven decision making is sourced from the client management system. The strategic intent is to modernize the client management system in a multi-phased, multi-year application development project. The objective of this acquisition is to contract with a software solutions integrator to design and build a new client management system based on modern application design concepts.

The agency desires to replace the existing client management system with a modern design that aligns and adapts with the fluidity of change in legal mandates and processes. The modernized system must accommodate a hybrid workforce with accessibility across various device types. The desired outcomes for this acquisition are:

Attachment A - Statement of Objectives for Client Management System Modernization

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● A new client management system (CMS) customized to encompass the functional capabilities and workflows that automate and innovate the business processes and workflows associated with case management and risk-based services.

● CMS delivers a set of interoperable apps to capture and store client data; integrate with drug testing technology; and share data with community justice partners.

● CMS that is both portable and scalable to meet the high-availability requirements of a

24x7 hybrid workforce and is adaptable for rapid development and agile deployment of new capabilities.

● CMS designed on a microservices architecture with modular structure; both agile and adaptable; resilient and scalable; optimizing the user experience with user-centric interfaces and design.

● Application development promotes a secure-by-design model architected to comply with federal and executive orders for a system processing and storing sensitive controlled unclassified information.

● A new CMS incorporating automation; governance; secure controls; monitoring and reporting to meet acceptable standards of FISMA, NIST, FedRamp cloud security and the aggregate of Executive Orders related to securing and protecting federal networks;

communications systems; and data collected in government systems.

1.1 Background

The Pretrial Services Agency for the District of Columbia (PSA) is an independent entity within the Court Services and Offender Supervision Agency (CSOSA) in the Executive

Branch of the Federal government. PSA’s mission is to promote pretrial justice and enhance community safety. Our vision is to thrive as a leader within the justice system through a diverse, inclusive and empowered workforce that embodies integrity, excellence, accountability, and innovation in the delivery of the highest quality services.

PSA promotes community safety and return to court while honoring the constitutional presumption of innocence. The agency plays a vital role in the District of Columbia’s criminal justice system. PSA gathers and presents information about newly arrested defendant and about available release options for use by judicial officers in deciding what, if any, conditions are to be set for released defendants. Additionally, PSA supervises defendants released from custody during the pretrial period by monitoring their compliance with conditions of release and by helping to ensure that they appear for scheduled court hearings. PSA supervision gives the defendants the opportunity to participate in a variety of pro-social interventions that decrease the likelihood of future criminal behavior.

The PSA Client Management System (CMS) encompasses all defendant and offender information housed in the Pretrial Real-time Information System Manager (PRISM), PRISM Juvenile (PRISM J), and Drug Testing Management System (DTMS). PSA CMS is a mission critical system with business requirement to be available 24 hours a day, 7 days a week (24x7) and limited tolerance for down time (95% reliability).

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PSA CMS is a Federal Information Security Modernization Act (FISMA) reportable, high value asset for the agency.

PRISM is a customized application designed to provide reliable information that improves the timeliness and quality of recommendations and decisions associated with the supervision and treatment of defendants who enter the District of Columbia (DC) criminal justice system.

PRISM J is a separate application instance, in accordance with law, of the PRISM application that collects data from the Drug Testing and Compliance Unit (DTCU) to support the DC Superior Court Family Court division. The application contains data pertinent to family, neglect and abuse cases.

DTMS is a software application used to record, track, manage, and report toxicological analysis and interpretation of urine samples obtained from defendants and offenders.

2.0 Scope

CMS modernization is an application development project to replace the existing legacy client management system. The acquisition scope shall include the contractor taking the lead in the design and development of a custom-built client management system. The contractor shall be responsible for the design, build, test and deployment of the new system. The contractor shall be responsible for capturing and documenting business processes and workflows; identifying and compiling all business and technical requirements; and development of a detailed application development work plan. The contractor shall assist the government in migrating data from the legacy system to the new system. The contractor shall assist the government in configuration, maintenance, pre-production testing and staging activities prior to final deployment of each CMS application. The contractor shall conduct end user training sessions and produce user training manuals. The contractor shall conduct technical trainings with each designated technical group. The contractor shall produce technical training materials.

2.1 Desired Custom Functionality

● Client profile interactive analytic dashboards

● Integration of electronic monitoring services with visual geo-location

● Address validation via third-party app

● Grammar and spell check for report writing

● Automated report generation for export and external electronic sharing

● Technology to capture and integrate digital photos

● Document version control, workflow, and library templates/repository

● Mobile app for interview

● Visualization for status

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● Speech to text phone calls and voice messages

● Translation transcription

● Integration with drop box technology

● Drug testing randomization algorithm

● Risk assessment algorithm

● Quality assurance for cases

● Case assignment

● Case review and approval workflows

● Case audit

● Email and text notifications

● Videoconferencing

● Integration with Microsoft M365 and O365

● Application Protocol Interface (API) development and integration

● Automated (unit/integration/end-to-end) testing

● Continuous Integration and Continuous Deployment

● Integration of third-party identification and authentication services

2.2 Anticipated Period of Performance

The anticipated period of performance is a base twelve months with up to four options.

Time is designated within the stated period of performance for training, operational turnover and transitioning prior to the go live (production) date.

3.0 Requested Information

3.1 General Capabilities

● Detail experience designing and developing customized applications. Respondent to include the industry and general description of the types of applications developed.

Relevant experience not exceeding 10 years from the present.

● Detail experience on software integration or services related projects with law enforcement agencies. Relevant experience not exceeding 10 years from the present.

● Detail experience designing and integrating a major application where the project scope and deliverables were performed over 24 months or greater. Describe challenges and impediments that had the potential to cause schedule delays.

● Does the respondent have recruitment networks and staffing capacity to commit a core group of technical resources for up to 24 months without replacement or workforce reduction?

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3.2 Technical Capabilities

● Describe considerations and actions that are critical to the success of migrating a legacy application to a modern architecture such as microservices.

● Describe experience and lessons learned from development projects that required customized development.

● Detail experience planning, designing, implementing and integrating software solutions on Azure cloud.

● Detail experiences designing and implementing automation and containerization in

Azure cloud.

● Detail an experience where the respondent successfully implemented a specific reference architecture and application framework to design and develop a software application.

4.0 Perspective Place of Performance

Perspective contract tasks to include all development efforts must be performed in an agency owned developer workspace. The primary worksite for contractors is the agency office space located in Washington, DC. The government project manager may authorize alternate work sites. Perspective contract tasks must be performed using government furnished equipment.

5.0 Instructions

Submission Instructions

Vendors responses should be submitted by February 18, 2025, no later than 1 PM (EST) via email to gloria.robertson@psa.gov and tamara.brown@psa.gov

Instructions for Responses Vendor Submission: Feedback on this requirement is encouraged. This is a market research tool used to identify market capability and solutions (to include performance work statement revisions), as well as the availability and adequacy of potential small business sources prior to determining the method of acquisition and issuance of award. The Government is not obligated to and will not pay for any information received from potential sources as a result of this notice. Information submitted by respondents to this notice is strictly voluntary.

● Provide name of the organization, Unique Entity Identifier (UEI) (SAM.gov), telephone number, business address, and email address for primary point of contact.

● Provide an estimate of cost range for a project of similar size and scope

● List federal/state government contracts awarded to respondent (2015 to present) mailto:gloria.robertson@psa.gov mailto:tamara.brown@psa.gov