A02.13 CMR Performance Work Statement (Updated 02SEP2025).pdf

Litigation Case Management Software Solution

CORPS OF ENGINEERS AUTOMATED LEGAL SYSTEM (CEALS)

Service Requirement

1. Overview:

The Corps of Engineers Automated Legal System (CEALS) is an AIS system that provides comprehensive tools that help attorneys organize, develop, and manage U.S.

Army Corps of Engineers (USACE) cases supporting the oversight of Federal Court cases, contract dispute act (CDA) cases before the Court of Federal Claims (COFC), the Armed Services Board of Contract Appeals (ASBCA), administrative actions such as Merit Systems/personnel/Equal Employment Opportunity matters, GAO bid protests, from pre-filing investigation, through complaint, trial, through post-trial briefs and the appeals process.

The purpose of this contract is to acquire an automated enterprise-wide Litigation Case Management system. The system must be capable of supporting the tracking, management, and archiving of USACE cases and investigations for purposes of case management, collaboration, and reporting. USACE is seeking a FedRAMP/DISA authorized IL4 software as a service (SaaS) commercial case management cloud-based system. Legal services are provided to clients within the Corps by an "integrated legal services system." This system will help to enhance quality, efficiency, and cost-effectiveness, timeliness, accuracy, responsiveness, and accountability. This system also has specific attributes and certain roles and responsibilities are designated for each echelon (e.g., Headquarters, Division and District offices). The integration of legal services ensures that all required legal services are provided for somewhere in the organization without unnecessary duplication, while maintaining the roles and responsibilities at each organizational echelon. For example, the Office of the Chief Counsel (Headquarters) focuses on developing and disseminating legal policy and guidance, addresses national significant or precedential issues and attempts to resolve legal issues where the law is unclear or unsettled. The Office of Counsel in the Division focus primarily on managing the legal services provided by the District Offices of Counsel assigned to their respective commands (established by geographical and water shed boundaries).

Finally, the legal offices at the District, certain Operating Division (e.g., no command and control responsibilities), Centers, Laboratories and Separate Field Operating Activities all provide operational legal services to their Command Directors in direct support of project and mission execution.

The system shall be used by the USACE counsel community for purposes of tracking, managing, and reporting thousands of legal matters being handled by the USACE.

Types of activities being tracked include administrative claims (e.g., tort, admiralty, affirmative, and personnel, etc.), contract claims and appeals, civil litigation, and environmental negotiations. The subject matter of civil litigation includes real estate, water rights, personnel, environmental, regulatory, tort, admiralty, third party liability, and contractual disputes. Equal employment opportunities, agency negotiated grievances, collective bargaining cases, and MSPB appeals are also handled by counsel team members.

2. Objective:

CEALS objective is to acquire an IL4 SaaS application to replace the current SOL based on premise case management system. The SaaS application shall operate in a cloud-based environment. This system shall be accessed by computers connected to the USACE network through a Boundary Cloud Access Point (BCAP), by all Offices of Counsel operating within the CorpsNet.

3. System Requirements:

A. System shall have a DoD Provisional Authorization (PA) granted by the Defense

Information Systems Agency (DISA) meeting the Impact Level 4 (IL4) requirements.

B. System shall have the ability for users to create customizable workflows for managing work based on the echelon (Headquarters, Division, or District offices) requirements.

C. System shall allow for the creation of portals enabling Headquarters, Division, or District to utilize configurable workflows for the submission and management of requests for counsel support. Required data fields within these workflows are utilized to pre-populate templates for frequently used documents, automating document drafting, ensuring consistency and data accuracy.

a. Headquarters, Division, or District local administrator has the capability to opt out of creating or utilizing a port.

b. Portal functionality will provide users with real-time visibility into the status of their pending requests, allow for updates, or to close the request.

Sample Request for Ethics Review:

D. System shall provide the capability to provide visibility over pending deadlines, to include an email notification system notifying users of pending litigation and compliance deadlines.

E. System shall have the ability to classify cases based on precedent level, e.g., Standard, Regionally Significant, or Nationally Significant.

Conflict of Interest Letter or Disqualification Notice is issued to client

Decision Clarification – Communication

Counsel Reviews Data

Client Inputs Data

F. System shall not be upper/lower case sensitive. Case sensitivity must not affect the results of the searches.

G. System shall allow users to copy data entries between records avoiding users from having to reenter the data.

H. System shall provide customizable reporting functionality with output options in PDF, Word, and Excel formats. Report results are dynamically filtered based on the creator’s role-based access control (RBAC) permissions and the controlling matter permissions. Data access is restricted according to user assignments; for example, users without labor matter assignments will have related data excluded from generated reports.

a. The system incorporates a reporting functionality with geographical data visualization capabilities. Reports can be generated and displayed on a map or organized according to the structure of the federal court system.

This allows for the analysis of data based on jurisdictional boundaries and regional trends.

b. This capability supports automated report workflows, including scheduled report generation, automated document creation (e.g., quarterly letters), and a counsel review process prior to finalization.

I. System shall have the capability to create, update, and share searches.

J. System shall have an easy-to-learn GUI displaying buttons, toggles or drop downs aiding users with data entry, search, and reporting.

K. System shall have the ability to track open, disposed, or closed cases.

L. System shall have the ability to track and categorize litigation demands, monetary and non-monetary demands and settlement costs.

a. Affirmative Claims Costs - The amount USAGE is requesting in response to a claim.

b. Claims Costs - The amount Plaintiffs, Complainants, or Appellants, are requesting.

i. Administrative Procedures Act (APA) -the ability to track requests for corrective action that may not include a monetary demand.

M. System shall have the ability to disallow deleting cases. Open, disposed, or closed case data is required for upward reporting and audits.

N. System shall be intuitive allowing for system admins to create, update, or delete workflows which generate unique tasks and allows for auto populating templates based on matter entries for substantive legal practice areas, e.g., FOIA, torts, civil litigation, procurement litigation, personnel, and labor law. Workflow must allow for flexibility in the event the court or board set a deadline that differs from standard.

Sample Labor Workflow:

O. System supports integration with Microsoft Outlook via Application Programming

Interfaces (APIs). This functionality allows administrators to programmatically create calendar events within Outlook, functioning as ticklers or docket reminders. API use will facilitate automated scheduling and improved workflow and time management.

P. System shall have role-based access controls (RBAC). RBAC permissions need to be developed based on the echelon (Headquarters, Division, or District offices), and the type of case. The RBAC should be based on a general principal allowing users to read, write, or delete.

a. User - RBAC permissions need to allow for adding users to a case on an individual or group level.

b. Group - RBAC permissions need to allow for adding a group of users organized by their echelon (Headquarters, Division, or District.)

c. Matter – RBAC permissions will supersede permissions assigned to the Group and User.

Q. System will implement a Role-Based Access Control (RBAC) model for case management access. Substantive practice areas, by default, accessible to all users within a defined group. However, access to sensitive practice areas, including personnel law, is restricted and requires explicit individual assignment at the time of matter creation.

a. User within the system will be assigned the permissions identified below.

i. Create (Write): Users can create new matters.

ii. Read: Users have the ability to view existing matters.

iii. Update (Write): Users have the ability to modify existing data.

Deliverable Agency Response

(20 days) Review Appellant

Response (20 days)

Decision (120 days)

Contact Appellant Discovery Initial Production to Appellant

Acknowledgment Order

File Designation of Representative

(10 days)

Task

iv. Delete: Users have the ability to delete entries, but not matters.

b. Groups within the system will mirror the Corps’ organizational structure, aligning with Headquarters, Divisions, Centers, and Districts. Group permissions will mirror User permissions.

i. Create (Write): Users can create new matters.

ii. Read: Users have the ability to view existing matters.

iii. Update (Write): Users have the ability to modify existing data.

iv. Delete: Users have the ability to delete entries but not matters.

c. Matter permissions within the system will serve as the controlling permission. This ensures data integrity for sensitive matters such as personnel litigation.

i. Civil Litigation:

• Assigned User: Find, Update, Delete

• Unassigned User: Find, Update, No Delete

• Unassigned User (dif. Group): Find, No Update, No Delete

• Assigned Group: Find, Update, Delete

• Unassigned Group: Find, No Update, No Delete

ii. Procurement Litigation:

• Unassigned User: Find, Update, No Delete

• Unassigned User (dif. Group): Find, No Update, No Delete

• Assigned Group: Find, Update, Delete

• Unassigned Group: Find, No Update, No Delete

iii. MSPB (Permissions managed individually):

• Unassigned User: No Find, No Update, No Delete

• Assigned Group: No Find, No Update, No Delete

• Unassigned Group: No Find, No Update, No Delete

iv. EEO (Permissions managed individually):

• Unassigned User: No Find, No Update, No Delete

v. Ethics (Permissions managed individually):

• Unassigned User: No Find, No Update, No Delete

d. Scenario (Civil Litigation):

User, assigned to the Fort Worth District (SWF), needs to update case calendar in the Rockland, Inc. v. United States civil litigation matter. User searches for the matter using the system's search function and successfully finds the matter file. They can navigate to the calendar and update the suspense date for filing a response.

However, the User attempts to delete an outdated calendar entry regarding a prior filing with the court. The system prevents the deletion, displaying a message: "Insufficient Permissions. Delete access is restricted. You must be directly assigned to this matter to delete entries."

User contacts their local counsel system administrator, who then directly assigns the User to the Rockland, Inc. v. United States matter. Once assigned, the User can now successfully delete the outdated note, along with performing all other permitted actions on the matter.

Demonstrates:

i. Group-Level Permissions: User's access is initially governed by their

SWF group membership (Find & Update).

ii. Matter-Specific Restrictions: Deletion permissions are restricted at the matter level, requiring direct assignment.

iii. Security & Control: The system prevents unauthorized data deletion, maintaining data integrity.

iv. Workflow: The scenario illustrates a clear workflow for granting increased access when needed.

e. Scenario (MSPB):

User, assigned to the Fort Worth District (SWF), needs to update case calendar in the R. John Doe v. Secretary of the Army Merit Systems Protection Board (MSPB) matter. User searches for the matter using the system's search function and does not find the matter file.

User knows the matter is in the system, they contact their local counsel system administrator, who then directly assigns the User to the R. John Doe v.

Secretary of the Army. Once assigned, the User can now successfully delete the outdated note, along with performing all other permitted actions on the matter.

Demonstrates:

i. Group-Level Permissions: User's access is governed by their individual matter assignment (Find, Update & Delete).

ii. Matter-Specific Restrictions: Find, Update, and Deletion permissions are restricted at the matter level, requiring direct assignment.

iii. Security & Control: The system prevents unauthorized access, data deletion, maintaining data integrity.

iv. Workflow: The scenario illustrates a clear workflow for granting increased access to sensitive matters when needed.

P. System will implement a tiered administrative structure set of Role-Based

Access Control (RBAC) model for administrators.

a. Local Administrator: Holds the responsibility for comprehensive system support, including maintenance, organization, implementing new workflows, and the resolution of technical issues impacting operations at the Division, Center, or District levels.

b. System Administrator: Provides comprehensive technical support USACE counsel through system maintenance, workflow organization, issue consolidation and resolution, and serves as the primary liaison responsible for communication and collaboration between USACE and the vendor.

Q. Access shall be controlled using a common access card (CAC), or an alternate multifactor authentication solution.

R. System shall be browser agnostic and function as configured on MS Edge, Chrome, or Mozilla.

S. System supports integration with external resources through the utilization of

Application Programming Interfaces (APIs). This functionality allows for secure and controlled access to data and services provided by third-party vendors, extending the system’s capabilities and facilitating interoperability.

T. System shall support import of SQL legacy data for upwards reporting.

a. Required data fields:

i. Matter Number

ii. Open Date

iii. Close Date

iv. Status V. Matter Name

vi. Summary

vii. Forum

viii. Docket Number

ix. Relief Requested Tab X. Disposition Tab

xi. Calendar Tab

U. Litigation Case Management Training:

a. The Contractor shall present four (4) online training webinars for end users. The training shall be recorded and made available to end users.

i. Topics shall include, but are not limited to case management, automated litigation email notification system, searching, and reporting.

ii. Training shall be recorded.

b. The Contractor shall present four (4) online training webinars for power users who will manage their echelon environment (Headquarters, Division, District offices).

i. Topics shall include, but are not limited to case management, automated litigation email notification system, searching, reporting, and system capabilities based on roles assigned to power users for managing the local environment.

c. The Contractor shall present two (2) online training webinars for system admins.

i. Topics shall include but are not limited to managing local and enterprise environment, managing workflows, user and group account permission management, reporting, use of APls.

4. Period of Performance

The overall contract performance shall be 1 year from the date of contract award plus 4 option years.

5. Security Requirements – Required Clauses

Information Assurance (IA)/Information Technology (IT) requirements: All contract personnel performing IA/IT services must comply with DoD training and certification requirements specified in DoD 8570.01-M, Information Assurance Workforce Improvement Program, and maintain required background investigations specified in RA policy. Contract personnel shall provide the Government representative with documentation of certification(s) prior to performing on the contract. In accordance with applicable DoD, Army, and USACE regulations, the Contractor shall ensure that all information systems (IS) and platform information technology (PIT) systems developed and/or supported under this contract comply with cybersecurity and architectural requirements, including, but not limited to: security technical implementation guides (STIG)(e.g., the current version of the Application Security and Development STIG, and the internet access point (IAP) demilitarized zone (DMZ) STIG), and the use of security controls developed under the risk management framework documentation for the system or platform. The Contractor shall address questions regarding these provisions to the Government representative, who will coordinate between the Contractor and the USACE Chief Information Officer (CIO).

6. Privacy Act

Work under this contract may require personnel to have access to Privacy Information.

Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

7. Disclosure of Information

Information made available to the contractor by the Government for the performance or administration of this contract shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer (CO).

The contractor shall assume responsibility for protecting the confidentiality of Government records, which are not public information.

The Contractor shall provide a hot line technical support number for the purpose of providing user assistance and guidance in the implementation of the Litigation Case Management Modernization software solution.

8. Software Installation

The Contractor shall provide USACE IT with the support implementation of a cloud-based Litigation Case Management software solution.

9. Software Licensing

The Contractor shall provide enterprise licensing up to 700 users.

10. Software Maintenance

The Contractor shall provide all updates for the licensed software that it releases during the term of this contract to the licensee. Such updates shall not, however, include any new releases of the licensed software that substantially changes the format or functionality of the licensed software.

The Contractor shall correct the software to the extent necessary to correct bug/defects attributable to the software which materially affects the use of the Software. Upon receipt of written notice of the problem, the Contractor shall use its best efforts to correct the bug/defect or provide the licensee with a temporarily work around enabling continued use of the system. Proposed workaround must include a plan of action and milestones (POA&M) to resolve the deficiency. POA&M will include description of vulnerability, plan of action, required resources, and milestones.

The Contractor shall use reasonable efforts on a time available basis to correct non-critical problems, but the correction of problems that are non-critical may await the release of updates.

The Contractor shall provide telephone support during business hours of 9:00 a.m. ET to 9:00 p.m. ET for the reporting of problems and for handling customer questions relating to the operation of the licensed software.

9. System Requirements

a. Saas Solution - Turn-key cloud-based environment scalable on demand with the ability to exfiltrate data from the solution at low/no cost. Data protections for both live data and data at rest commensurate with IL4 Cloud Computing Security Requirements Guide (CC SRG).

b. Concurrent user scalability up to licensing total

c. Ability to leverage existing Microsoft Active Directory/Azure Active Directory infrastructure for RBAC purposes while maintaining security and integrity of source AD/AAD.

d. Multi Factor Authentication - CAC Required as user base will be entirely internal to USACE

10. Government Furnished Equipment

Not Applicable

11. Travel

12. Contractor Manpower Reporting Application (CMRA) Requirement

This contract has not been reported in CMRA, because it is Civil Works funded and is exempt from CMRA reporting.

13. Contractor Data Requirements List (CORL) and Data Item Description (DID)

14. Place of Performance

The place of delivery of this software solution package will either be at the U.S. Army Corps of Engineers Headquarters, 441 G Street NW, Washington, DC 20314, or other location identified by USACE to include the Contractor's place of business.

15. Technical Point of Contact

LSCoP Technical POC:

William G. Pumyea CEALS Program Manager Office of the Chief Counsel Headquarters, U.S. Army Corps of Engineers 696 Virginia Road Concord, MA 01742

(978) 318-8450 william.g.pumyea@usace.army.mil

USACE-IT Technical POC:

TBD