Courtroom Presentation Software Draft SOW.pdf

STATEMENT OF WORK

COURTROOM PRESENTATION SOFTWARE

FOR FEDERAL DEFENDER ORGANIZATIONS

1.0 INTRODUCTION AND BACKGROUND

The Sixth Amendment to the United States Constitution guarantees an accused person the right to legal representation before a court of law. Congressional passage of the Criminal Justice Act (CJA) of 1964 authorized payment of hourly rates for professional services and reimbursement of expenses for court-appointed private attorneys to represent individuals deemed financially eligible under the CJA in federal criminal and related civil proceedings. The CJA also authorized payments to court reporters, experts, and investigative services incurred in the defense of the individuals deemed to be financially eligible under the CJA. The CJA was amended in 1970 to authorize federal public and community defender organizations as additional options for providing defense services in those districts with at least 200 CJA appointments annually. The Defender Services Office (DSO) has responsibility within the Administrative Office of the U.S.

Courts (AO) for the administration and support of the Defender Services Program.

Title 18 United States Code § 3006A requires each district court to provide a plan that states how that court shall furnish representation to any person financially unable to obtain adequate representation. Defendants who have been designated financially eligible under the CJA can be represented by any of the following, depending upon the district involved:

• A federal public defender organization (FPDO), consisting of salaried federal employees that provide representational services under the CJA. Each FPDO has a budget for staff, equipment, software, hiring of experts and other representational needs.

• A community defender organization (CDO), a non-profit entity that receives a federal grant to provide defense services to eligible persons in federal criminal cases. Like the FPDO budgets, each CDO grant provides funds needed for staff, equipment, etc.

• Collectively, FPDOs and CDOs are referred to as Federal Defender Organizations (FDOs).

• A CJA panel attorney, a private lawyer who is part of an approved panel of attorneys within a district who accept CJA appointments. CJA panel attorneys are compensated for their time worked and reimbursed for authorized defense-related expenses through the Defender Services appropriation. For authorized expenses above a certain low threshold, CJA panel attorneys must get approval from a judge to hire experts, purchase software or equipment, and for other expenses.

The National Litigation Support Team (NLST), a program office within DSO, focuses on providing e-discovery and litigation support assistance to the Defender Services Program. This contract falls under the NLST.

DSO seeks to obtain 750 licenses of a Courtroom Presentation Software for use by FDO offices and CJA panel attorneys. This software will allow end-users to organize and present case materials, including large multi-page documents and multimedia files, during federal criminal trials and hearings. This requires software with the ability to import, organize, and display data from multiple sources and in various formats during different phases of litigation. Users need the ability to create on-the-fly enlargements, highlights, and other annotations on displayed items, with support for showing multiple items at the same time. In addition, the software must function without internet access, as presentations often occur in locations without connectivity.

The courtroom Presentation Software shall be a commercial off-the-shelf (COTS) program that displays digital exhibits and electronic files, provided through discovery or obtained from third party investigation. This software must be able to handle files regardless of format, language, or volume. This solution is essential for FDO offices and CJA panel attorneys who need to present case-related materials to judges, jurors, and witnesses in courtrooms, similar to what the Department of Justice attorneys can do with their software.

2.0 Purpose

The objective of this SOW is to procure a software solution that allows FDO offices and CJA panel attorneys to organize and present case materials, including large multi-page documents and multimedia files, during federal criminal trials and hearings.

3.0 Scope

The vendor shall provide a commercial off-the-shelf (COTS) installable on-premises courtroom presentation software solution that is fully functional offline, which means all features shall be available without internet connectivity. Furthermore, the Courtroom Presentation Software shall provide the ability for defense teams to create folders and categorize documents to be presented within them. It is important for installation, administration and software use during presentation to be uncomplicated. It is also important that the software includes access to software upgrades, patches and bug fixes to keep the platform fully functional.

The software solution shall adhere to ISO 9241-11 Guidance on Usability. Usability is defined as the extent to which the Courtroom Presentation Software can be used by specified users to complete specified business functions effectively (import, display and annotate common image and multimedia formats) and efficiently (few resources expended to achieve effectiveness); and specified users are satisfied with using the system.

The software solution should be scalable and have the capacity to display, save and maintain backups of presentations over multiple years to satisfy future requirements as needed.

The vendor shall provide maintenance for the solution, which shall include technical support, patches and fixes, and upgrades to current versions of the software.

The vendor shall configure the software solution according to the requirements included in this document. The vendor shall provide user manuals, training guides, and on-demand computer-based end-user training.

Specific details regarding training and all other deliverables are included in Section 4.0 of this

SOW.

3.0 Requirements

3.1 System Requirements

The Contractor shall provide a commercial off-the-shelf (COTS) on-premises software solution that meets all the requirements described below (these are the minimum requirements for the required solution):

1. An installable on-premises software solution that supports organization and presentation of case materials, including large multi-page documents and multimedia files, during federal criminal trials and hearings.

2. The software solution shall include easy, intuitive navigation.

3. The software solution shall adhere to ISO 9241-11 Guidance on Usability.

4. The software solution must be available to end users 24/7.

5. The Contractor shall establish and maintain Technical Support for the software that is available to all users.

6. The Software shall have the ability to create presentations containing digital files and other electronically stored information (ESI).

7. The Software shall not limit the number of presentations a user is allowed to create.

8. The Software shall not limit the number of items that can be added to a presentation.

9. The Software shall be installable and operable on a laptop computer with the following minimum specifications:

a. Microsoft Windows 10 64-bit Operating System.

b. 16 GB System RAM.

c. CPU with an Intel i5 processor.

10. The software solution should be scalable and have the capacity to display, save and maintain backups of presentations over multiple years to satisfy future requirements as needed.

11. The Software shall not limit the number of computers in which it can be installed on.

12. The Software shall allow end-users to activate available licenses.

13. The Software shall allow the DSO to deactivate a license and assign it to another user.

14. After an initial license activation, the Software shall be operable without the need for an internet connection.

15. The Software shall be capable of importing and displaying the following electronic image formats:

a. Adobe Portable Document Format version 1.3 or higher single page and multi-page variants (.PDF) files between 1 MB and 500 MB in size each.

b. Tagged Image File Format (.TIF and .TIFF) files between 1 MB and 50 MB in size each.

c. Windows Bitmap (.BMP) files between 1 MB and 50 MB in size each.

d. CompuServe Graphics Interchange (.GIF) files between 1 MB and 50 MB in size each.

e. Joint Picture Experts Group (.JPG and .JPEG) files between 1 MB and 50 MB in size each.

f. Portable Network Graphics (.PNG) files between 1 MB and 50 MB in size each.

16. The Software shall be capable of importing and displaying an Adobe Portable Document Format (.PDF) image file that was created from a High Efficiency Image File Format (.HEIC) image file between 1 MB and 50 MB in size, where the PDF file has the same resolution and similar file size to that of the original HEIC file.

17. The Software shall be capable of importing multiple image files as part of a batch process.

18. The Software shall be capable of displaying multiple image files in different areas of the presentation screen concurrently.

19. For multi-page image files, the software shall be capable of displaying two or more pages of a multi-page image file on the presentation screen concurrently.

20. The Software shall include the ability to create and display the following user created annotation layers on an image item:

a. Highlights

b. Arrows

c. Ellipses

d. Lines

21. The Software shall be capable of importing, displaying and playing with sound the following electronic multimedia formats:

a. Motion Picture Experts Group (.MPG and .MP4) files between 1 MB and 10 GB in size each.

b. Audio Video Interleave/Microsoft DV-AVI Video (.AVI) files between 1 MB and 10 GB in size each.

c. Apple QuickTime (.MOV) files between 1 MB and 10 GB in size each.

d. Microsoft Windows Media Video (.WMV) files between 1 MB and 10 GB in size each.

e. MPEG Audio Layer-3 (.MP3) files between 1 MB and 10 GB in size each.

f. Wave Form Audio File (.WAV) files between 1 MB and 1 GB in size each.

g. MPEG-4 Audio (.M4A) files between 1 MB and 1 GB in size each.

22. The Software shall be capable of importing multiple multimedia files as part of a batch process.

23. For multimedia files, the Software shall be capable of displaying and playing multiple items in different areas of the presentation screen concurrently.

24. The Software shall include the ability to create and display the following user created annotation layers on a multimedia item:

a. Arrows

b. Ellipses

25. The Software shall be capable of displaying an image item while also displaying and playing a multimedia item in different areas of the presentation screen concurrently.

26. The Software shall include the ability to create and display user selected magnified callouts on portions of an image or a multimedia item.

27. The Software shall allow users to group subsets of images and multimedia items into custom folders within the program.

28. The Software shall have the ability to save and create backups of presentation.

29. The Software shall have the ability to create image screenshots of items on display within a presentation which include any user created annotations and magnified callouts and allow users to save the image screenshots to files locations that are outside of the software program.

30. The Software shall have the ability to create clipped excerpts of multimedia items and allow users to save the clips to files locations that are outside of the software program.

31. The Software shall allow the item identifier to be displayed on the presentation screen.

32. The Software shall allow users to create and add additional identifiers (such as descriptions, exhibit numbers and bates numbers) to image and multimedia items.

33. The Software shall allow users to export a list of items within a presentation, or user selected subsets of items, that includes the item name and any created additional identifiers (such as descriptions, exhibit numbers and bates numbers).

3.2 Upgrades & Maintenance

1. The Contractor shall provide maintenance for the solution, which shall include technical support, patches and fixes.

2. The contractor shall provide any updates or new releases to the software solution. If the contractor has any new updates and releases to the software solution, please provide advanced notification (30 days) to allow for the AOUSC to assess if it impacts processes and needs. The COR will respond within five (5) days to accept or not accept the update or release. The AOUSC has Judiciary specific policies and procedures, which may not be the same as other Government agencies. The system shall be maintainable and have the capability to receive standard upgrades. Upgrades shall include corrections, improvements, security enhancements, or adaptation to the software to accommodate functional specifications and technology. Upgrades shall not cause disruption to using the tool.

3.3 Training

1. The Contractor shall provide user manuals, administrator manuals and training guides for the software in digital form. These manuals shall be kept up to date throughout the lifecycle of the resultant contract.

2. The Contractor shall provide on-demand computer-based training for all end users in as many sessions as is needed and requested. All users shall be given access to online training resources.

3. Administrators shall receive comprehensive training during the initial contract period.

Comprehensive training for administrators shall also be available concurrent with new releases of the software solution and during each contract option period.

3.4 Technical Support & Maintenance

1. The Contractor shall provide the standard technical support, which may include support being provided via telephone, email, and/or a customer-facing website.

2. The Contractor shall provide U.S. based technical support from 7:00AM to 8:00PM Eastern Time Monday-Friday, except for federal holidays and weekends.

3. The Contractor shall provide ongoing technical support services including troubleshooting, response(s), and resolutions. The contractor shall provide a response pending notification within 24-hours of receipt and a solution in accordance with the service level agreement.

4. The Contractor shall provide their service level agreement for technical product support, which will outline response times and resolutions for various types of technical issues.

3.5 User Licenses

1. The Contractor shall provide 750 user licenses with the option to increase up to an additional 250 user licenses per year, if necessary.

4.0 Deliverables

The contractor shall submit electronic copies of deliverables to the COR and other government staff, as necessary, via email unless notified otherwise. All deliverables submitted in electronic format shall be free of any known computer virus or defects. If a virus or defect is found, the deliverable will not be accepted. The replacement file shall be provided within two (2) business days after notification of the presence of a defect/virus.

Deliverable No.

Deliverable Due Description

1 Kick Off Meeting 5 days after contract award

Work with COR for attendees and set up meeting with agenda to include SOW specifics

2 Delivery of software By period of Provide the required number of licenses performance start date for each contract year software licenses in accordance with Section 3.0 of the SOW

3 Ongoing Software Support and Maintenance

Ongoing Provide notification prior to changes to the solution

4 User manuals, administrator manuals and training guides

Ongoing Provide user manuals, administrator manuals, and training guides in digital format, which shall be kept up to date based on software upgrades as needed

5 On-demand computer-based training

Ongoing Provide on-demand computer-based training for all end users in as many sessions as is needed and requested

All deliverables shall be subject to inspection and approval of the COR. Deliverables will be inspected and accepted based on the quality review measures listed below.

The following quality review measures will be applied to each written deliverable received from the contractor:

1. Accuracy – Work products shall be accurate in presentation, format, technical content, and style.

2. Clarity – Work products shall be clear and concise, technical terms shall be used, as appropriate – all deliverables shall be easy to understand and be relevant to the supporting narrative.

3. Consistency to requirements – Work products must satisfy the requirements of the work requests and specifications.

4. Timeliness – Work products shall be submitted in accordance with scheduled milestones/dates.

5. Ease of Use – Reports and other products shall be well organized, logically presented, and convenient to use.