Amendment_No__1_-_DCSC-16-RP-0066_-_Enhancement_of_the_Existing_Youth_Automated_System.pdf

TO:

AMENDMENT

ISSUE DATE:

SUBJECT:

SUBMISSION

DATE:

District of Columbia Courts Administrative Services Division

Procurement and Contracts Branch

AMENDMENT NO. 1

ALL PROSPECTIVE OFFERORS

August 18, 2016

Solicitation Number: DCSC-16-RP-0066 - Enhancement of the Existing Youth Automated System (Y AS)

August 25, 2016, no later than 2:00 p.m., Eastern Standard Time.

Responses to written question(s) received from prospective offeror(s) are included as Attachment A to this amendment. In addition, the following is amended:

1. DELETE:

SUBSTITUTE:

Appendix C - Existing System Requirements.

Revised Appendix C - Existing System Requirements, which is attached hereto and made a part of the amendment.

ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED

One (1) copy of this amendment is being sent to only those offerors who received a copy the solicitation. Offerors shall sign below and attach a signed copy of this amendment to each offer to be submitted to the Courts in response to the subject solicitation. Offers shall be mailed or delivered in accordance with the instructions provided in the original solicitation documents.

Offerors shall submit their offers in sealed envelopes, identified on the outside by the solicitation number and submission date, in accordance the instructions provided in the original solicitation documents. This amendment, together with your offer must be received by the District of Columbia Courts no later than the date and time specified for offer submission. Revisions or price changes occasioned by this amendment must be re · ved by the Courts no later than the date and time set for offer submission. Failure to ac owle ge receipt of this amendment may be cause for rejection of any offers submitted in r ponse subject s licitation

J

This amendment is acknowledged and is considered a part of the subject solicitation.

Signature of Authorized Representative Date

Title of Authorized Representative

Name of Firm

ATTACHMENT A

Page 1of8

Solicitation Number: DCSC-16-RP-0066 Caption: Enhancement of the Existing Youth Automated System (Y AS)

RESPONSES TO QUESTIONS RECEIVED

1. Question # 1:

What software platform is the YAS application written in? Front-end and Back-end?

Response:

The Contractor shall utilize the following environment for all technical enhancement activities. While this represents the environment to date, the Court is in the process of migrating the server environment to Windows Enterprise Server 2012 R2. The Contractor is expected to consider this anticipated upgrade during design and development activities.

Hardware:

HP ProLiant BL460c Gen 8 server CPU: (2) Intel Xeon E5-2630 2.3GHz, 6 Cores each, 12 Threads each Memory: 65502 MB File System: (2) 300GB drives, 2-Port SAS l 5K

Software:

Operating System Windows Enterprise Server 2008 R2 SPl (64-bit) Web Server OHS (Oracle http server) Oracle Weblogic Application Server 1 lg (Current version is 12c).

Java:

Java 6 Update 22 (1.6.0_22-b04) J2EE (Java 2 Platform, Enterprise Edition)-A platform-independent, Java-centric environment for building and deploying web-based applications.

Java Web Services Java Messaging Services (JMS) Prime Faces-An open source user interface library.

Solicitation Number: DCSC-16-RP-0066 Caption: Enhancement of the Existing Youth Automated System (Y AS)

Database Configuration:

Oracle Enterprise Edition 1 lg Release 11.2.0.4.0 (64-bit) Space allocated: 22 GB

2. Question #2:

How old is the Y AS 1.0 application?

Response:

YAS 1.0 development was completed in 2012.

3. Question #3:

How many users will be using the YAS 1.0 application?

Response:

Approximately 100.

Question #4:

Page 2of8

Is it possible for a small business to propose a new payment plan compare to what is already included in the solicitation? As a small business, it will be very helpful.

Response:

No. The payment schedule G.5.2 is applicable to all sized organizations.

Question #5:

Does the Combined Synopsis/Solicitation under solicitation number DCSC 16RP0066 contain requirements similar to a current contract? If possible, please provide the current contract number. Or, is this a new requirement for the government?

Response:

No. The Court does not have any active contracts associated with the Youth Automation System.

Page 3of8

Caption: Enhancement of the Existing Youth Automated System (Y AS)

Question #6:

Does the report information in Appendix B supplement the requirements list in Appendix A, particularly with respect to data requirements?

Response:

Yes. It supports Sprint 2 and in particular #2.1. The data in the report is from 3 sources:

• CourtView data that is already shown in the current YAS system

• User input, including copying and pasting from another system

• Fixed data that is part of the report, such as the Court address, header and footer data, etc.

Question #7:

Which data items with a Source of "User Input" in Appendix Bare currently captured in the existing systems and database and which are new?

Response:

The current Y AS reports that address this data prompts the user for input of certain data items when one of the Probation Officer' s reports is desired. This modification replaces these reports with one unified report that can also have more freeform text than the current reports. So, in a sense all of the user input data is new. I.e., the system needs to allow for manual entry of data and then being able to retrieve this data when a new/supplementary report for the same juvenile file is needed to be produced.

Question #8:

Can we receive a sample of the old/current report?

Response:

Yes. See attached.

Question #9:

What information is appended to the text of the report only and what information is both appended to the narrative and also stored in structured fields/data elements?

Page 4of8

Caption: Enhancement of the Existing Youth Automated System (Y AS)

Response:

The data source table in Appendix B delineates which data is user entry. By volume, most of this is narrative text as seen in the sample report in Appendix B. There are also a few simple questions that the preparer of the report will need to fill in such as "Time in DC Area", "Dependents", "Living With", etc. There are approximately 38 questions that the Probation Officer will answer as well as the entry of narratives and the copying and pasting of information from the PRISM system. Please note that the "Comments:" items were listed as questions and hence the approximate count above.

Question # 10:

How large is the existing database - tables, rows, columns?

Response:

It's a small database. All together 22 Tables in two separate schemas.

Question # 11 :

Will all data be loaded into the existing CourtView Oracle database?

Response:

No.

Question #12:

How and with whom will database changes be agreed upon and implemented?

Response:

All production changes will be submitted utilizing the Courts change management process which uses Cherwell software and the ITIL framework.

Question # 13 :

Do you expect new information to be uploaded into CourtView in the same way implemented by

YAS 1.0?

Page 5of8

Caption: Enhancement of the Existing Youth Automated System (Y AS)

Response:

Yes.

Question # 14:

Do all users have the same permissions or do permissions depend on the user role?

Response:

Permissions depend on user role.

Question # 15:

What are the user roles anticipated under the enhancement?

Response:

No new user roles are anticipated under the enhancements.

Question # 16:

How many individual users do you anticipate for the new system, by organization (internal and external)?

Response:

Approximately 100 internal/no requirements for external users at this time.

Question # 1 7:

At peak usage what would be an expected maximum number of concurrent users at any one time?

Response:

Not available at this time.

Page 6of8

Caption: Enhancement of the Existing Youth Automated System (Y AS)

Question #18:

What are common causes of transaction failures in YAS 1.0?

Response:

The transaction failures occur at the web service level which handles adding data to case management system.

Question #19:

What are the security requirements for the enhancements?

Response:

There are no identified specific security requirements for the enhancements.

Question #20:

Do you have any technology or programming language preferences for the enhancements?

Response:

Yes. See revised Appendix C - Existing System Requirements.

Question #21 :

What reporting tools are you using now?

Response:

Jasper reports API are integrated in Y AS 1.0 for custom reporting.

Question #22:

Do you have reporting tool preferences for the enhancement?

Page 7of8

Caption: Enhancement of the Existing Youth Automated System (Y AS)

Response:

No.

Question #23:

In what formats will the reports be provided?

Response:

PDF format.

Question #24:

Where will the system be hosted?

Response:

DC Courts Data Center.

Question #25:

Will the intent be to transition the software to Court staff or will it be permanently supported and enhanced by the developer?

Response:

Intent is to transition software support to Court IT staff.

Question #26:

Do you foresee any near-term mobile requirements for the application?

Response:

No mobile application is required for this level of effort.

Page 8of8

Caption: Enhancement of the Existing Youth Automated System (Y AS)

Question #27:

What percentage of the work must be performed on-site?

Response:

100%.

Question #28 :

For ongoing support/help desk inquiries, is the developer expected to provide first level support?

Response:

Court' s IT Help Desk will answer all calls in accordance with the ITIL framework. If it' s a YAS related incident/bug, the vendor shall be responsible for resolving incidents in accordance with the ITIL framework.

Ramdat, Reginald N.

From:

Sent:

To:

Subject:

Attachments:

Hale, Gregory J.

Wednesday, August 17, 2016 5:03 PM Ramdat, Reginald N.

RE: Questions Regarding Solicitation No.: DCSC-16-RP-0066, Enhancement of the Existing Youth Automation System (YAS) Appendix C - Existing System Requirements.rtf; Social Study Format for 2015 Interstate (blank form revised 3-4-15) .docx

Reggie, please see responses below including Question 3 requested sample as well as revised Appendix C for distribution to all potential contractors. Please let me know if you have any questions.

greg

1. Does the report information in Appendix B supplement the requirements list in Appendix A, particularly with respect to data requirements?

Answer: Yes. It supports Sprint 2 and in particular #2.1 . The data in the report is from 3 sources:

• CourtView data that is already shown in the current VAS system

• User input, including copying and pasting from another system

• Fixed data that is part of the report, such as the Court address, header and footer data, etc.

2. Which data items with a Source of "User Input" in Appendix Bare currently captured in the existing systems and database and which are new?

Answer: The current VAS reports that address this data prompts the user for input of certain data items when one of the Probation Officer's reports is desired. This modification replaces these reports with one unified report that can also have more freeform text than the current reports. So, in a sense all of the user input data is new. I.e., the system needs to allow for manual entry of data and then being able to retrieve this data when a new/supplementary report for the same juvenile file is needed to be produced.

3. Can we receive a sample of the old/current report?

Answer: Yes. See attached.

4. What information is appended to the text of the report only and what information is both appended to the narrative and also stored in structured fields/data elements?

Answer: The data source table in Appendix B delineates which data is user entry. By volume, most of this is narrative text as seen in the sample report in Appendix B. There are also a few simple questions that the preparer of the report will need to fill in such as "Time in DC Area", "Dependents", "Living With", etc. There are approximately 38 questions that the Probation Officer will answer as well as the entry of narratives and the copying and pasting of information from the PRISM system. Please note that the "Comments:" items were listed as questions and hence the approximate count above.

5. How large is the existing database - tables, rows, columns?

Answer: It's a small database. All together 22 Tables in two separate schemas.

6. Will all data be loaded into the existing CourtView Oracle database?

Answer: No

7. How and with whom will database changes be agreed upon and implemented?

Answer: All production changes will be submitted utilizing the Courts change management process which uses Cherwell software and the ITIL framework.

8. Do you expect new information to be uploaded into CourtView in the same way implemented by VAS 1.0?

Answer: YES

9. Do all users have the same permissions or do permissions depend on the user role?

Answer: Permissions depend on user role

10. What are the user roles anticipated under the enhancement?

Answer: No new user roles are anticipated under the enhancements.

11. How many individual users d u anticipate for the new system, by orga tion (internal and external)?

Answer: Approximately 100 internal/no requirements for external users at this time.

12. At peak usage what would be an expected maximum number of concurrent users at any one time?

Answer: Not available at this time

13. What are common causes of transaction failures in VAS 1.0?

Answer: The transaction failures occur at the web service level which handles adding data to case management system.

14. What are the security requirements for the enhancements?

Answer: there are no identified specific security requirements for the enhancements.

15. Do you have any technology or programming language preferences for the enhancements?

Answer: Yes, see revised Appendix C - Existing System Requirements

16. What reporting tools are you using now?

Answer: Jasper reports API are integrated in VAS 1.0 for custom reporting

17. Do you have reporting tool preferences for the enhancement?

Answer: No

18. In what formats will the reports be provided?

Answer: PDF format

19. Where will the system be hosted?

Answer: DC Courts Data Center

20. Will the intent be to transition the software to Court staff or will it be permanently supported and enhanced by the developer?

Answer: Intent is to transition software support to Court IT staff.

21. Do you foresee any near-term mobile requirements for the application?

Answer: No mobile application is required for this level of effort.

22. What percentage of the work must be performed on-site?

Answer: 100%

23. For ongoing support/help desk inquiries, is the developer expected to provide first level support?

Answer: Court IT Help Desk will answer all calls in accordance with the ITIL framework. If it's a VAS related incident/bug, the vendor shall be responsible for resolving incidents in accordance with the ITIL framework.

Gregory Hale IJIS Project Manager, D.C. Courts 202-879-1109 - office 202-359-0796 - cell gregory. hale@dcsc.gov

From: Ramdat, Reginald N.

Sent: Wednesday, August 17, 2016 6:31 AM To: Hale, Gregory J.

Subject: FW: Questions Regarding Solicitation No.: DCSC-16-RP-0066, Enhancement of the Existing Youth Automation System (VAS)

Greg:

Below are add itional techn ical questions from a prospective offeror. Can you provide me with a response for each one.

Reginald Ramdat Senior Contract Specialist Procurement & Contracts Branch Administrative Services Division 616 H Street, N.W ., Suite 612

SUPERIOR OURT OF THE DISTRICT OF OLUMBIA

Family Court - Court Social Services Division

0INITIAL HEARING (SOO) 0STATUS/TRIAL 0SOCIAL STUDY 0PROBATION REVIEW 0PROBATION REVOCATION

**ALL NEW INFORMATION SINCE THE LAST HEARING IS IN ITALICS PRINT**

RE: Date:

Soc. File No.:

To The Honorable: Docket No.:

From: Probation Officer Hearing Date:

Youth Information

True Name: Address:

Aliases: Telephone:

Age: Date of Birth:

Gender: Birthplace:

Time in DC Area: Living With:

Dependents: Current School/Grade:

Social Security No.: Medical Insurance:

XRef#: PDID No.:

CASE INFORMATION:

Offense/DC Code:

Plea: Judgment:

Release Status:

Detainers or Pending Charges:

AAG: Telephone:

Defense Counsel: Telephone:

Email:

Client Name, Last, First

OFFICIAL VERSION (PD 379 or Petition):

YOUTH'S VERSION:

COURT RECORD (Juvenile, Abuse/Neglect, Adult and other jurisdictions):

Date of Arrest Charge & Docket No. Disposition Verified by

CURRENT and PAST PRE-ADJUDICATION, PRE DISPOSITION, PROBATION SUPERVISION

ADJUSTMENT:

FAMILY GROUP CONFERENCE:

EMPLOYMENT HISTORY:

SOCIAL HISTORY:

School:

Current School:

Current Grade:

Standardized Test Results:

IQ Test Results:

Special Ed. (YIN):

If Yes, IEP Classification:

Special Needs:

Comments:

Health:

Physical Health Concerns:

Mental Health Concerns:

Medication(s):

Treatment Program/Contact Person:

Address:

Vivian Fulbright-Brock, SPO Phone # 202-508-1 774 Kathy Holiday-Crawford, SPO Phone # 202-508-1966

Interstate Compact Unit 510 4th, NW Washington, DC 20001 Fax# 202-508-1623 Jacqueline Wright, Region I Program Manager, 202-508-1819 Cell 202-498-6217

"This report and information contained therein can only be disclosed in accordance with D.C. Codes § 16-233 1, § 16-2332, § 16-2333 ."

Telephone No.:

Time in Program:

Comments:

Substance Use/Abuse:

Type of Drug(s) Used:

Period of Usage:

Test Results :

Most Recent Treatment: None Program Name/Contact Person:

Telephone No.:

Address:

Compliance:

Comments: PRISM Drug test results

SOURCE (S) OF INFORMATION:

Significant Contact Person:

Relationship to Youth:

Telephone Number:

YOUTH & FAMILY HISTORY:

EVALUATIVE SUMMARY:

INDIVIDUAL SERVICE PLAN:

*Youth is to comply with recommendations and referrals of Probation Officer and services are to be implemented at the discretion of P.O.* *Youth may be placed on electronic monitoring as a sanction at the discretion of Probation Officer. *

RECOMMENDATION:

**This PO is unavailable for Court hearings on ______ (day) due to curfew tour of duty. **

Respectfully submitted, Probation Officer (202)

Vivian Fulbright-Brock, SPO Phone # 202-508-1774 Kathy Holiday-Crawford, SPO Phone # 202-508-1966

Interstate Compact Unit 510 4th, NW Washington, DC 20001 Fax# 202-508-1623 Jacqueline Wright, Region I Program Manager, 202-508-1819 Cell 202-498-6217

"This report and information contained therein can only be disclosed in accordance with D.C. Codes § 16-2331 , § 16-2332, § 16-2333 ."

Approved by:

Vivian Fulbright-Brock, Supervisory Probation Officer

(202) 508-1774

Kathy Holiday-Crawford, Supervisory Probation Officer

(202) 508-1966

Vivian Fulbright-Brock, SPO Phone # 202-508-1774 Kathy Holiday-Crawford, SPO Phone # 202-508-1966

Interstate Compact Unit 510 4th, NW Washington, DC 20001 Fax# 202-508-1623 Jacqueline Wright, Region I Program Manager, 202-508-1819 Cell 202-498-6217

"This report and information contained therein can only be disclosed in accordance with D.C. Codes§ 16-2331 , § 16-2332, § 16-2333."

Sol icitation No.: DCSC-1 6-RP-0066 Enhancement of the Existing Youth Automated System (Y AS)

Revised Appendix C -Existing System Requirements

The Contractor shall utilize the following environment for all technical enhancement activities.

While this represents the environment to date, the Court is in the process of migrating the server environment to Windows Enterprise Server 2012 R2. The Contractor is expected to consider this anticipated upgrade during design and development activities.

Hardware HP ProLiant BL460c Gen 8 server CPU: (2) Intel Xeon E5-2630 2.3GHz, 6 Cores each, 12 Threads each Memory: 65502 MB File System: (2) 300GB drives, 2-Port SAS 15K

Software:

Operating System

Windows Enterprise Server 2008 R2 SPI (64-bit) Web Server

OHS (Oracle http server) Oracle Weblogic Application Server I lg (Current version is 12c).

Java Java 6 Update 22 (1.6.0_22-b04) J2EE (Java 2 Platform, Enterprise Edition)-A platform-independent, Java-centric environment for building and deploying web-based applications.

Java Web Services Java Messaging Services (JMS) Prime Faces-An open source user interface library.

Database Configuration Oracle Enterprise Edition I lg Release 11.2.0.4.0 (64-bit) Space allocated: 22Gb

Solicitation No.: DCSC-1 6-RP-0066 Enhancement of the Existing Youth Automated System (YAS)

Functional Tag Requirement Text Comments/Sources

FUNCTIONAL 1: Document Generation

FUNCTIONAL 1.1 The system shall collect and store the All items within Functional 1 will information currently on the paper version of require data entry from the CSS the Risk Assessment Instrument (RAI) user, in order to populate pre-document--new web based form to be defined fields/sections of the created ; should have two columns for RAI specified document. Personally score, one for day and night. **The RAI Identifiable Information obtained via score will be displayed in its original value, x-ref #search/validation with but will also have an adjusted score & CourtView can be used to populate accompanying narrative that will allow the PO the respondent's demographic data to justify a modified level of supervision that (i.e. name, d.o.b. ,etc.). In many does not correspond with the assigned RAI cases, there is already an existing value.**To be discussed further soft copy of the specified document

FUNCTIONAL 1.2 The system shall collect and store the in MS Word format, and the new information currently on the paper version of electronic version will further the Social Assessment form--new web based automate the process and allow for form to be created consistent style, formatting and

FUNCTIONAL 1.3 The system shall collect and store the appearance. In addition, the new information currently on the paper version of electronic versions of these the CSS Detention-Release Form--new web documents will allow for free-text based form to be created narrative data entry, when applicable, and without pre-defined character limitation (i.e. maximum of

FUNCTIONAL 1.4 The system shall store information from the 200 characters) .

current CourtView "Charges" table (Table:

PTYCHRG, Field: DSCR) to be displayed on RAI form

FUNCTIONAL 1.5 The system shall provide a summary report template for Social Assessment form , to populate demographic information for respondent

FUNCTIONAL 1.6 The system shall collect and store the information currently on the paper version of the Daily and Niohtlv intake loos

FUNCTIONAL 1.7 The system shall collect and store the information currently on the paper version of the Gain-SS form--new web based version to be created

Page 2of9

Solicitation No.: DCSC- l l-RP-0027 Business Process Automation Project for Court Social Services

Functional Tag Requirement Text Comments/Sources

FUNCTIONAL 1.8 The system shall collect and store the information currently on the paper version of the Conner's Intake Inventory (A.K.A.

CBRS) form for Behavioral Court--new web based version to be created

FUNCTIONAL 1.9 The system shall collect and store the following forms: Pre-trial Services Agency Drug Testing and School, At-Risk & Medical Release Information

FUNCTIONAL 1.10 The system shall provide an electronic version of the Truancy Referral Matrix (Excel Spreadsheet)

FUNCTIONAL 1.11 The system shall collect and store an electronic version of the Receipt of Notification Letter and the Determination Letter

FUNCTIONAL 1.12 The system shall collect and store an electronic version of the Withdrawal of Custody Order

FUNCTIONAL 1.13 The system shall collect and store an electronic version of the Request for Issuance of Custody Order and Family Group Conference forms

FUNCTIONAL 1.14 The system shall provide an electronic version of the Walk-In Referral Screening Form

FUNCTIONAL 1.15 The system shall collect and store the information currently on the hardcopy Domestic Relations Information Sheet

FUNCTIONAL 1.16 The system shall collect and store the information currently on the paper version of the Interstate Compact Form--new web based version to be created

FUNCTIONAL 1.17 The system shall store and record information contained on the Computer Status Change Form-- new web-based version to be created (softcopy needed from

CSS)

FUNCTIONAL 1.18 The system shall provide functionality to create new electronic version of Social Study Report--soft copy document to be delivered by Ms. Barksdale

FUNCTIONAL 1.19 The system shall provide a new electronic version of the Affidavit document

FUNCTIONAL 1.20 The system shall provide functionality to generate Pretrial/Status Reports based on CSS user initiated data entry

Page 3 of9

Solicitation No.: DCSC-l l-RP-0027

Functional Tag Requirement Text Comments/Sources

FUNCTIONAL 1.21 The system shall provide functionality to generate Disposition Reports based on case-id search/matching in CourtView, allowing free-text narrative data entry by CSS user

FUNCTIONAL 1.22 The system shall provide functionality to generate Progress Reports based on CSS user initiated data entry

FUNCTIONAL 1.23 The system shall generate a new electronic version of the Notice of Equipment Responsibility

FUNCTIONAL 1.24 The system shall generate a new electronic version of the Electronic Monitoring Termination/Extension form

FUNCTIONAL 2 Information Collection/Storage

FUNCTIONAL 2.1 The system shall display CourtView data for same respondent from prior DEL cases to include date of arrest (captured in Arrest Dt!Tm field Table: PTCGARRP, Field:

ARST DT

FUNCTIONAL 2.2 The system shall record the outcome for a respondent after arrest made by law enforcement (captured in Bond Release field in CourtView; Table: RELRESCD, Field: DSCR)

FUNCTIONAL 2.3 The system shall provide decision support based on the information from the DCPS Protocol. The DCPS Protocol is a formal methodology practiced by the DC Public Schools system , relative to school & student's interaction with CSS. Decision support refers to the ability to refer to a specific section within the Protocol to cite legal reasoning for the recommendations of the PO. An electronic copy of the DCPS Protocol will be housed within the new system, and the user can cite or highlight relevant statutes in their assessment/decision making process

FUNCTIONAL 2.4 The system shall display CourtView data for same respondent from prior DEL cases to include disposition, Table: DSPCD, Field:

DSCR

FUNCTIONAL 2.5 The system shall display CourtView data for same respondent from prior DEL cases to include custody order history (date, reason for issuance and outcome)

Page 4of9

Solicitation No.: DCSC-l l -RP-0027

Functional Tag Requirement Text Comments/Sources

FUNCTIONAL 2.6 The system shall record when a parenUguardian or custodian initiates a walk-in referral , whether or not they possess the required documentation necessary to go forward with processing, and the outcome of the walk-in visit

FUNCTIONAL 2.7 The system shall record and store copy of the receipt provided to the walk-in (which will document the CSS recommendation)

FUNCTIONAL 2.8 The system shall record when a youth has been offered diversion based on user (CSS PO or Deputy Clerk) initiated data entry

FUNCTIONAL 2.9 The system shall provide the ability to automate the process of faxing/emailing the CSS diversion referral packaQe

FUNCTIONAL2.10 The system shall automate the delivery of intent to petition truancy cases to referral sources (example: OAG, school , parent, CFSA, etc.) via email to a dedicated inbox or some other means of electronic data delivery; CSS to explore legal requirements and necessity of oriQinal copies

FUNCTIONAL 2.11 The system shall provide functionality to determine CSS unit assignment according to geographic location, program function , etc., based on CSS user initiated data entry

FUNCTIONAL 2.12 The system shall store information that is needed for status reports.(may include details of home visit, conditions of release reviewed, school visit, adjustment since previous appearance, recommendations submitted for supervision plan , additional services, i.e. mentoring, family counseling, grief therapy, drug education, family group conference, etc) Template/data entry screen to be created in order to generate status reports

FUNCTIONAL 2.13 The system shall collect and store the information currently on the paper version of the Case Management Form--new web based form to be created that calculates deadline/maximum time allotment for PO interaction w/Respondent to take place

Page 5of 9

Solicitation No.: DCSC-11-RP-0027

Functional Tag Requirement Text Comments/Sources

FUNCTIONAL 2.14 The system shall collect and store the information currently on the paper version of the Case Review Form. Docket codes thrown in CourtView will be used to populate new electronic version of Case Review Form, docket date/file date to be captured--new web based form to be created .

FUNCTIONAL 2.15 The system shall provide summary data from all scheduled events and event results as docketed in CourtView (as in Event Selection on CRTS 3025) , to be listed as "Involvement with the Court"

FUNCTIONAL2.16 The system shall provide functionality to tally & document Community Service Obligation, hours performed, status of compliance

FUNCTIONAL2.17 The system shall collect and store the information currently on the paper version of re-instatement of petition against respondent when Consent Decree condition not met--PO to be notified 45 days prior to the expiration of the probationary term. The expiration date is based on pre-determined time parameter, 45 days from the time of CSS user initiated data entry

FUNCTIONAL 2.18 The system shall keep running record of Domestic Relations case activities--more information needed for this item from CSS

FUNCTIONAL 2.19 The system shall collect and store the information currently on the paper version of the Domestic Relations Information sheet--soft copy of form needed

FUNCTIONAL 2.20 The system shall contain functionality to notify a PO that a Domestic Relations case has been assigned to them and that a letter has been sent to the necessary parties

FUNCTIONAL2.21 The system shall indicate whether a PO has established contact with parties for interview/home visit schedule

FUNCTIONAL 2.22 The system shall record information on home study, school visit for domestic relations cases (the date/time it was scheduled and the date/time it was completed)

Page 6of9

Solicitation No.: DCSC-l l-RP-0027

Functional Tag Requirement Text Comments/Sources

FUNCTIONAL 2.23 The system shall record serial number information from Electronic Monitoring Equipment and allow search functionality to display a history of respondents who had the device

FUNCTIONAL 2.24 The system shall record orders for assessment sent to CGC and provide an archive of past orders for the same respondent

FUNCTIONAL 2.25 The system shall provide historical data to list each time a respondent has visited the

CGC

FUNCTIONAL 3 Message Notification

FUNCTIONAL 3.1 The system shall store a record of three docketed loss of contact entries and when they occur in a 21 day period, it shall notify the PO & SPO

FUNCTIONAL 3.2 The system shall notify PO 45 days prior to the expiration of the probationary term. The expiration date is based on pre-determined time parameter, 45 days from the time of CSS user initiated data entry

FUNCTIONAL 3.3 The system shall notify CSS staff when a petition is available in CourtView (Docket Entry/Insert docket id: PET JUV)

FUNCTIONAL 3.4 The system shall notify CSS staff when a respondent has a JSF file present in CourtView (X-REF number will be used to perform search)

FUNCTIONAL 3.5 The system shall notify CSS staff when a PD 379 has been entered in CourtView Docket codes may need to be added in CV and added to a docket report group for data transfer

FUNCTIONAL 3.6 The system shall notify CSS Staff when PD 313 has been entered in CourtView Docket codes may need to be added in CV and added to a docket report group for data transfer

FUNCTIONAL 3.7 The system shall notify CSS staff when PD 163 has been entered in CourtView Docket codes may need to be added in CV and added to a docket report group for data transfer

Page 7of9

Solicitation No.: DCSC-l 1-RP-0027

Functional Tag Requirement Text Comments/Sources

FUNCTIONAL 3.8 The system shall notify CSS staff when a hearing has been scheduled for a respondent based on update to the event history screen--based on CourtView case-id search/match (CRTS3025)

FUNCTIONAL 3.9 The system shall notify CSS staff when a hearing date is approaching for a respondent, based on CourtView case-id search/match and predetermined time parameter to limit number of days in the future to look for scheduled events in CourtView (CRTS3025)

FUNCTIONAL 3.10 The system shall notify CSS staff when a Detention Order has been issued for a respondent (Docket Entry/Insert docket id :

ORDDET JUV)

FUNCTIONAL 3.11 PO shall be notified in advance of predetermined deadline to complete tasks outlined in Case Management Form

FUNCTIONAL 3.12 PO & SPO shall be notified once pre-petition custody order (received from OAG) is scanned into CV

FUNCTIONAL 3.13 PO & SPO shall be notified once a Custody Order is issued in a DEL case (Docket Entry/Insert docket id: CISSUED)

FUNCTIONAL 3.14 SPO shall be notified upon updates to the Supervision Type field (TABLE

:CASEPROB FIELD: PBTN_CD;

CRTS2006); alert to notify SPO designees at the different CSS locations

FUNCTIONAL 3.15 The system shall provide functionality to generate request for extension of probation to the Court--PO to be notified 45 days prior to the expiration of probationary term. **PO will send document to supervisor as email attachment; supervisor to monitor process.

The expiration date is based on pre-determined time parameter, 45 days from the time of CSS user initiated data entry

FUNCTIONAL 3.16 The system shall notify CGC staff when assessment or therapy has been ordered for a respondent

FUNCTIONAL 3.17 The system shall notify Probation Officers and JICC staff of upcoming due dates for reports to be submitted for Court

Page 8of9

Solicitation No.: DCSC- l l-RP-0027

FUNCTIONAL 4 Reports

FUNCTIONAL 4.1 The system shall generate home study report that can be saved, viewed (read-only copy) , and modified with a new filename at a later date

FUNCTIONAL 4.2 The system shall generate overnight transmittals to be emailed to CIC, CSS Director, intake I staff

FUNCTIONAL 4.3 The system shall notify the SPO & PO two business days after the assignment of referral processing has begun for a youth based on CSS user initiated data entry

FUNCTIONAL 4.4 The system shall notify the PO of record once the determination has been made that the youth is "Court Involved" based on review of matching XREF number via CourtView records search

FUNCTIONAL 4.5 The system shall notify the PO 30 days after a youth has been referred for diversion services based on CSS user initiated data entrv at the time of referral

FUNCTIONAL 4.6 The system shall provide a report to indicate the number of juveniles transported by DPU staff, per entries on DPU transportation log (Excel spreadsheet)

FUNCTIONAL 4. 7 The system shall provide monthly activity reports for DPU, to measure# of total participants, #actively monitored, #of new arrests, # stepped back, # of curfew checks (and of those, the# in compliance and the# in non-compliance)

FUNCTIONAL 4.8 The system shall provide a "Date submitted report", comprised of all reports/cases sent to Court (sorted by Judge, date due to JICC, date sent to JICC, unit assiQnment/SPO)

FUNCTIONAL 5 Interfaces

FUNCTIOANL 5.1 The system shall provide interface to CourtView for all DEL case information update (utilize case id)

FUNCTIONAL 5.2 The system shall provide interface to CourtView for JSF file update (utilize case-id)

Page 9of 9