PARDON RFI QA - DOJ Responses.xlsx
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- DOJ PARDON CMS Modernization MR Federal contract opportunity
- Solicitation number
- JMDPSS-250123
About this file
This document is a Request for Information (RFI) from the Department of Justice's Office of the Pardon Attorney (PARDON) seeking industry perspectives on modernizing their Electronic Clemency Records Database (ECRD) case management system. The agency is looking for a Commercial Off-the-Shelf (COTS) Software-as-a-Service (SaaS) solution that can support clemency application processing, document management, workflow automation, and reporting capabilities, with key requirements including integration with DOJ systems, role-based security, and FedRAMP compliance.
The RFI requests vendors to submit responses by April 14, 2025, including corporate information, a self-assessment matrix, a 5-page white paper, and evidence of technical capabilities. The current system, maintained by Leidos, manages approximately 170,000 case files with 40 active users, and processes around 4,500 clemency applications annually. PARDON seeks a modern solution that can improve performance, strengthen information security, support content management, and facilitate continuous innovation in their clemency case management processes.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| JMDPSS-250123 RFI-PARDON-Vendor Outreach-CMS.docx | DOCX document | |
| Att 2 - DOJ PARDON RFI QAs Form.xlsx | XLSX spreadsheet | |
| Att1 - PARDON CMS - High Level Requirements.xlsx | XLSX spreadsheet |
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EISS QAs
| Question No. | RFI Section | RFI Section Description | Ref Location | Question | Comment | DOJ Answer |
| 1 | 2 | 2 - Background | Paragraph 2 | Is there a current Incumbent? | PARDON currently has a maintenance contract with Leidos | |
| 2 | 2 | 2 - Background | Paragraph 2 | If so, who is the incumbent? | PARDON currently has a maintenance contract with Leidos | |
| 3 | 2 | 2 - Background | Paragraph 2 | What is the incumbent team size? | Current size may be misleading due to the age of our current system. | |
| 4 | 2 | 2 - Background | Paragraph 2 | What technology is PARDON currently using to host/develop ECRD? | ECRD is currently hosted using Leidos Intranet Quorum Version 4.2 - 1017 Rev.08.09 | |
| 5 | 2 | 2 - Background | Paragraph 2 | Can the government provide an number of users that would use this application? | Our existing system has approximately 40 active users | |
| 6 | 2 | 2 - Background | Paragraph 3 | If this effort requires data migration, could the government provide an estimate volume of data records that need to be migrated? | There are currently approximately 170,000 case files | |
| 7 | 2 | 2 - Background | Paragraph 3 | What technology is PARDON using to support reporting and dashboards? | Our existing dashboard are external to our current system and supported using PowerBI, PowerAutomate, and some ETL processes. | |
| 8 | 2 | 2 - Background | Paragraph 3 | Can the government provide an estimated number of reports and dashboards ECRD currently utilizes? | There are no internal dashboards and numerous reports. While PARDON will have standard reports, what we are interested in is a user-friendly reporting tool that will support the creation of reports as requirements are elaborated | |
| 9 | 2 | 2. Background | p. 2 | Please confirm we can offer and schedule technology demonstrations with any of PARDON's management or staff as long as there are no charges to the government or cost burden on any existing contracts. | Yes | |
| 10 | 2 | All documents pertaining to a clemency petition ultimately used by the Department and the President to make a final disposition in each case are housed in ECRD. | Background | How many clemency cases are currently stored in the ECRD? | Approximately over 170,000 cases are stored in the ECRD | |
| 11 | 2 | All documents pertaining to a clemency petition ultimately used by the Department and the President to make a final disposition in each case are housed in ECRD. | Background | Was the current Electronic Clemency Records Database (ECRD) developed in-house? What technology base or IT application was used to develop the ECRD? What versions of the ECRD database and other components of the system? | ECRD is currently hosted using Leidos Intranet Quorum Version 4.2 - 1017 Rev.08.09 | |
| 12 | 2 | Background | 2 | Can PARDON provide an overview of the existing Electronic Clemency Records Database (ECRD) system and its architecture? | Our existing dashboard are external to our current system and supported using PowerBI, PowerAutomate, and some ETL processes. | |
| 13 | 2 | Background | 2 | What are the main challenges with the current ERCD system? | PARDON is looking for a modern, robust solution to maintain all artifacts, support more analytical capabilities, integrated records retention capabilities. We also want a platform that supports easier integration with our existing office automation platform | |
| 14 | 2 | Background | 2 | If this is a modernization, what are you using today and where are the documents and the case data today? | Existing Clemency System Summary |
The Electronic Clemency Records Database (ECRD) serves as the primary record-keeping repository for presidential clemency applications, clemency related correspondence and clemency records. All documents pertaining to a clemency petition ultimately used by the Department and the President to make a final disposition in each case are housed in ECRD. Information in identifiable form, such as name, social security number (SSN), and other government issued identifiers is collected, maintained, or disseminated by ECRD of individuals who are the subject of the application. Additionally, ECRD maintains subject matter data collections related to clemency and pardon investigations and activities.
ECRD was established and maintained to effectuate the duties assigned by the President, pursuant to the power granted to the President under the United States Constitution, Article II, section 2. The procedures and processes are regularly reviewed and revised by PARDON management and the Office of the Deputy Attorney General. The procedures are flexible to adhere to special interest projects at the request of the Deputy Attorney General, Attorney General or President.
Location The ECRD system resides in the DOJ Azure-East IaaS and General Support System (GSS) enterprise environment. ECRD is deployed on MS Windows 2016 servers running Oracle Relational Database Management System.
Data Classification The data contained within ECRD is Controlled Unclassified Information (CUI) and no party should make classified information or data available. The information system has a moderate security categorization.
All ECRD users maintain active background investigations to support the level of access they have to the ECRD and other incoming data. Additionally, ECRD leverages role-based user ids to further restrict access to data maintained in the system.
| 15 | 2 | Background | 2 | What sources do you receive the most amount of data from? Do you want to integrate and automatically receive data from those sources? | We receive the most data from applicants. We routinely request supporting documentation from FBI, BOP and USAOs and IRS (but very limited from IRS). We would like to explore options for integrating the data and document inputs from these sources to minimize or eliminate the need to manually upload information by PARDON staff. | |
| 16 | 2 | Background | 2 | Do you hold CUI or PII or any classified data? | Yes, will hold CUI, PII and classified data | |
| 17 | 2 | Background | 2 | Can PARDON provide an overview of the existing Electronic Clemency Records Database (ECRD) system and its architecture? | There are currently approximately 170,000 case files | |
| 18 | 2 | PARDON’s Electronic Clemency Records Database (ECRD) serves as the primary record-keeping repository for presidential clemency applications and clemency related correspondence and records. | Background | How many clemency applications does the Office of the Pardon Attorney process each year? How much data is stored in the current ECRD system? | Office of Pardon receives approximately 4,500 applications a year in the past 10 years | |
| 19 | 2 | The Office receives, reviews, and investigates applications for executive clemency and provides advice and recommendations to the President. | Background | Can you please describe what the investigation process workflow is? | Here are the high level stages for clemency processing. Cases can move between stages until a determination is rendered in stage 7. | |
| 1. | Create Clemency File | |||||
| a. | Ingesting clemency application | |||||
| b. | Scanning and parsing specific answers on application | |||||
| c. | Reconciling with BOP database – extracting data attributes | |||||
| d. | Reconciling with FBI database – extracting data attributes | |||||
| e. | Uploading data attributes to case management system | |||||
| 2. | Prepare Advice | |||||
| 3. | Pardon Attorney Review | |||||
| 4. | Team Lead Review | |||||
| 5. | Packet Creation | |||||
| a. | Assembling document packet | |||||
| 6. | ODAG Review | |||||
| 7. | White House Review | |||||
| 20 | 2 | Vendor Outreach Doc, Section 2, paragraph 2 | Page 2 | The Background section mentions the current Electronic Clemency Records Database (ECRD) system. Can you tell us what platform the current system is built on? | ECRD is currently hosted using Leidos Intranet Quorum Version 4.2 - 1017 Rev.08.09 | |
| 21 | 2 | Vendor Outreach Doc, Section 2, paragraph 3 | Page 2 | The Background section says the ECRD is used to maintain a 'Subject Matter data collection'. Can you provide additional detail or description of typical subject matter data? | Subject matters are data that pertains to the same issue regardless of the actual issue. Such as Drug Trafficing, Drug Possession, Domestic Violence… | |
| 22 | 2 | Background | 2 | What are the main challenges with the current ERCD system? | It's an old system. | |
| 23 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Can you provide insight into the expected number of users and any specific role functionalities that need to be accommodated? | ECRD currently has approximately 40 active case managers/users |
Future User Base may be larger
| 24 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Outside of M365, are there specific third-party systems or existing government databases the new solution must integrate with? | Future solutions should accommodate direct data via portal or other resource by Internal DOJ partners such as the FBI, BOP and US Attorneys |
| 25 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Does PARDON require a bidirectional sync between the new system and another application? If so, is PARDON aware of an open API connector available for the system? | No, PARDON does not anticipate bidrectional synchronization with other systems. |
| 26 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | What volume of data do you anticipate migrating to the new system, and are there any specific data migration requirements or concerns? | PARDON anticipates migrating all open and closed records that haven't reached their retention endpoint. This is appoximate size is 700 GB |
| 27 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Can PARDON provide the number of endpoints and number of fields that are syncing? | No, PARDON does not anticipate bidrectional synchronization with other systems. |
| 28 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Are there any additional compliance standards beyond general DOJ and federal requirements that the new ECRD solution needs to meet? | None at this time. But these standards evolve over time |
| 29 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | What additional features or functionalities might be desired as the new ERCD system scales? | New features and requirements will be progressively elaborated |
| 30 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Are there any budget guidelines or constraints that we should be aware of when structuring a response? | No |
| 31 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Can you provide insight into the expected number of users and any specific role functionalities that need to be accommodated? | Not at this time |
| 32 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Outside of M365, are there specific third-party systems or existing government databases the new solution must integrate with? | The new system should be compatiblee with Okta; |
| 33 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Does PARDON require a bidirectional sync between the new system and another application? If so, is PARDON aware of an open API connector available for the system? | No, not at this time |
| 34 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | What volume of data do you anticipate migrating to the new system, and are there any specific data migration requirements or concerns? | We anticipate migrating all records that have not reach the end of life in accordance with our retention schedule. We anticpate that to be approximately 170,000 case files |
| 35 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Can PARDON provide the number of endpoints and number of fields that are syncing? | No, PARDON does not anticipate bidrectional synchronization with other systems. |
| 36 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Are there any additional compliance standards beyond general DOJ and federal requirements that the new ECRD solution needs to meet? | Not at this time |
| 37 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | What additional features or functionalities might be desired as the new ERCD system scales? | Vendor is free to propose functionality that believe may be relevant to clemency processing |
| 38 | 3 | PARDON (IT) Requirements/Projects Highlights | 3A | Are there any budget guidelines or constraints that we should be aware of when structuring a response? | Not at this time |
| 39 | 3 | Section 3, Item A, bullet point #4 | Page 2 | Outlines a requirement to ‘support content management and discovery’. Can you define ‘discovery’ for the purposes of this application? Is it used to refer to common legal ‘e-discovery’ capabilities or simply discovering and adding new documents to the repository or something altogether different? If e-discovery, are you looking to integrate with existing e-discovery tools in use (i.e., like Relativity, for example) or provide native e-discovery capabilities within the new platform itself? | eDiscovery, as well as broad based queries |
| 40 | 3 | Section 3, Item A, bullet point #4 | Page 2 | Support content management'. Is there a current content management solution in use today that supports the current case management platform? | ECRD is currently hosted using Leidos Intranet Quorum Version 4.2 - 1017 Rev.08.09 |
| 41 | 3 | Vendor Outreach Doc, Section 3, bullet point #3 | Page 2 | Outlines a requirement to ‘proactively address emerging issues’. Can you provide additional detail on the types of issues this requirement refers to, i.e., are these bottlenecks in the clemency process? Complaints by internal users or applicants? Or some other type of issue? | Not at this time |
| 42 | 3 | Vendor Outreach Doc, Section 3, Item A, bullet point #2 | Page 2 | States a goal to 'improve performance'. Are there desired SLA's for improved performance for the new system that you can provide? | Not at this time |
| 43 | 3 | Vendor Outreach Doc, Section 3, Paragraph 1 | Page 2 | Section 3, Item A, has a line that says, 'Pardon Case Management High Level Requirements' that contains a hyperlinkto a Sharepoint doc that we cannot access. We assume that is a link to the ‘High Level Requirements’ .XLS supplied as part of the RFI? Please confirm. | Your assumption is correct |
| 44 | 5 | 5. RESPONSE GUIDELINES | page 3 | This section says the RFI response is due 21 February at 12 p.m. EST. However, the SAM.gov page lists the response date as 24 February at 5 p.m. EST. Will the government please confirm the correct date? | RFI response date will be extended and posted when answers to questions are posted. |
| 45 | 5 | 5. RESPONSE GUIDELINES | page 3 | This section states that the response must use Calibri 12-point font. Will the government consider allowing a smaller font (e.g., Calibri 10 pt.) for items such as headers, footers, tables, graphics, calllout boxes, and captions? | Yes, you may use 10 pt font for graphics, headers, footers, etc. |
| 46 | 5 | 5. RESPONSE GUIDELINES | G | What is deemed to be "marketing materials" that are excluded from responses, please? | Please only include "marketing materials" that are responsive or related to PARDON high level requirements. The vendor should user their discretion for this determination. |
| 47 | 5 | Response Guidelines | 5 | How does PARDON want the submission package for the RFI formatted? | See Question and Response to Question #52 |
| 48 | 5 | RFI NOTICE - Section 5 - Response Guidelines | JMDPSS-250123+RFI-PARDON-Vendor+Outreach-CMS | Can you clarify the response deadline? Bullet point No. C. indicates that "Responses are due by 21 February 2025 at 12:00 PM EST." However, the SAM.gov notice indicates that the response date is: " Feb 24, 2025 05:00 pm EST" | Responses are due by April 14, 2025 |
| 49 | 5 | RFI Response and Questions | page 4 | Could the Government please clarify whether the Offeror should submit the White Paper separately from the Capability Statement? | See Question and Response to Question #52 |
| 50 | 5 | RFI Response and Questions | page 4 | Could the government kindly clarify the instructions for the white paper? Specifically, are subsections D and E intended to be part of the white paper response? | See Question and Response to Question #52 |
| 51 | 6 | 6 | C | Is the 5 page Whitepaper where all non-spreadsheet responses are expected (e.g. information responding to A, D, E1, E2 and any other relevant quals information) or is the government expecting multiple documents one for each subsection of Section 6? | See Question and Response to Question #52 |
| 52 | 6 | 6. CONTRACTOR QUALIFICATIONS | pages 3-4 | Our understanding is that the RFI response should include the following four parts: |
1. Company Information
2. Completed Self-Assessment Matrix
3. Capability Statement
4. White Paper Can the government please confirm that this understanding is correct? Yes that is correct. Sheet 1 of the self assessment matrix; White Paper should include
D. Recommended strategy for contract type/structure.
E. Evidence to show that your company can provide the requested services and/or products required (i.e. technical ability, personnel, and experience).
(1) Proposed Staffing and Budget. The Department envisions that this would be a project that would require a cross-functional team of product designers, user experience designers, and developers to prototype, implement, and test over time. Please provide a rough order of magnitude (ROM) for estimating purposes and proposed labor categories to deliver the solution.
(2) Readiness checks of what business and technical preparation must be in place before the offices would be ready to use the recommended tools.
| 53 | 6 | 6. CONTRACTOR QUALIFICATIONS | pages 3-5 | Would the government please clarify what information is to be included in which response documents? Should Item C (White Paper) include responses to Item D (Recommended strategy for contract type/structure) and Item E (Evidence to show that your company can provide the requested services and/or products required)? | See Question and Response to Question #52 |
| 54 | 6 | 6. CONTRACTOR QUALIFICATIONS | pages 3-5 | This section provides these instructions for Item E: |
Evidence to show that your company can provide the requested services and/or products required (i.e. technical ability, personnel, and experience). Information provided shall be succinct and related to the requested information in this RFI. Any other assumptions, comments, concerns, and/or questions relating to the contemplated services, such as:
1) Proposed Staffing and Budget. The Department envisions that this would be a project that would require a cross-functional team of product designers, user experience designers, and developers to prototype, implement, and test over time. Please provide a rough order of magnitude (ROM) for estimating purposes and proposed labor categories to deliver the solution.
2) Readiness checks of what business and technical preparation must be in place before the offices would be ready to use the recommended tools.
| If the White Paper is to include information about our technical ability, personnel, and experience, what information should be included in the Capability Statement? | The White Paper and Section E should be electronic clemency specific. | |||||
| 55 | 6 | 6. CONTRACTOR QUALIFICATIONS | page 4 | This section states that the Capability Statement is limited to 3 pages and the White Paper is limited to 5 pages. Will the government please consider excluding from the page count any front matter intended to help evaluators (e.g., table of contents, acronym list, cover page)? | Yes, the table of contents, acronym list and cover page are not included in the page count. | |
| 56 | 6 | 6. CONTRACTOR QUALIFICATIONS | A, B, C, D, and E | Is it the Sponsor's intent for each of A, B, C, D, and E to be separate documents that are part of the same solicitation package? | See Question and Response to Question #52 | |
| 57 | 6 | 6. CONTRACTOR QUALIFICATIONS | A. Corporate Information | Is it the Sponsor's intent for responses to 6A to include the table formatted as is, or may responders format the fields differently to save space and for layout purposes? An example is that "Company’s Capability Statement limited to three (3) pages (soft copy attached to RFI response)" may contain better formatted and more information if not within the table structure. | See Question and Response to Question #52 | |
| 58 | 6 | 6. CONTRACTOR QUALIFICATIONS | B. Self-Assessment Matrix | The link to the PARDON Case Management High Level Requirements matrix is not available to all. May a soft copy of the matrix template please be shared? | The matrix link to ‘High Level Requirements’ is the .XLS that was supplied as part of the RFI. | |
| 59 | 6 | 6. CONTRACTOR QUALIFICATIONS | E | In which document should the vendor response provide evidence to show that your company can provide the requested services and/or products? | Requirements Matrix, Corporate Summary and White Paper | |
| 60 | 6 | 6. CONTRACTOR QUALIFICATIONS | ||||
| Section B. Self-Assessment Matrix - PARDON Case Management High Level Requirements | PARDON Case Management High Level Requirements has two spreadsheets. |
- What is difference between Sheet1 and Sheet2 ? There is no clear description on how to fill in Sheet2 for Column1 and Column2.
| - Can we provide reference in excel sheet and elaborate our input in a word document for COTS feature and extra cost ? (Note: we are not sure of the excel cell limit) | Please just complete Sheet 1 | ||
| 61 | 6 | 6. CONTRACTOR QUALIFICATIONS | |
| Section B. Self-Assessment Matrix - PARDON Case Management High Level Requirements | PARDON Case Management High Level Requirements has COTS Feature and Extra Cost on two Sheets(1&2) for all rows, we can provide high level cost estimation for shared feature header level not at a granular task level. |
- Can we provide cost estimation at a shared feature header level (not a granular level)?
| Please elaborate on how to fill in extra cost value with an example. | That will be fine | ||
| 62 | 6 | 6. CONTRACTOR QUALIFICATIONS | |
| Section C. White Paper | Should the whitepaper list only Pardon related work? | ||
| Can we list out any boarder range of solutions like Digital transformation, AI, Modernization, CRM/Case management work, etc.,? | Please list any work that you think may be realistically leveraged to meet the requirements outlined | ||
| 63 | 6 | 6. CONTRACTOR QUALIFICATIONS | |
| Section B. Self-Assessment Matrix - PARDON Case Management High Level Requirements | PARDON Case Management High Level Requirements has two spreadsheets. |
- What is difference between Sheet1 and Sheet2 ? There is no clear description on how to fill in Sheet2 for Column1 and Column2.
| - Can we provide reference in excel sheet and elaborate our input in a word document for COTS feature and extra cost ? (Note: we are not sure of the excel cell limit) | Please disregard all information in Sheet 2. Vendors need only respond to requirements on Sheet 1 | ||
| 64 | 6 | 6. CONTRACTOR QUALIFICATIONS | |
| Section B. Self-Assessment Matrix - PARDON Case Management High Level Requirements | PARDON Case Management High Level Requirements has COTS Feature and Extra Cost on two Sheets(1&2) for all rows, we can provide high level cost estimation for shared feature header level not at a granular task level. |
- Can we provide cost estimation at a shared feature header level (not a granular level)?
| Please elaborate on how to fill in extra cost value with an example. | Please disregard all information in Sheet 2. Vendors need only respond to requirements on Sheet 1 | |||||
| 65 | 6 | 6. CONTRACTOR QUALIFICATIONS | ||||
| Section C. White Paper | Should the whitepaper list only Pardon related work? | |||||
| Can we list out any boarder range of solutions like Digital transformation, AI, Modernization, CRM/Case management work, etc.,? | Please only include information that is responsive or related to PARDON high level requirements. The vendor should user their discretion for this determination. | |||||
| 66 | 6 | CONTRACTOR QUALIFICATIONS | Informations to be submitted | Could you please confirm the exact number of files to be submitted along with their corresponding names, as per the submission requirements | See Question and Response to Question #52 | |
| 67 | 6 | CONTRACTOR QUALIFICATIONS | Informations to be submitted | To ensure we align with your vision, could you clarify whether you are seeking a Commercial Off-The-Shelf (COTS) solution that can be configured to meet your needs, or if you are open to a custom-built platform tailored specifically to PARDON’s workflows | PARDON would prefer a COTS solution that can be tailored and integrated. Custom development initiatives are not pereferred | |
| 68 | 6 | CONTRACTOR QUALIFICATIONS | Informations to be submitted | Could you specify the existing technology , if possible? | ECRD is currently hosted using Leidos Intranet Quorum Version 4.2 - 1017 Rev.08.09 | |
| 69 | 6 | CONTRACTOR QUALIFICATIONS | Informations to be submitted | Do you prefer an on-premises, cloud, or hybrid deployment model? | ||
| What is your preferred hosting environment (Microsoft Azure, AWS, Google Cloud, etc.)? | PARDON would prefer a SaaS (no real preference for the hosting environment as long as it meets the FedRAMP criteria | |||||
| 70 | 6 | Contractor Qualifications | A. Corporate Information |
B. Self-Assessment Matrix
| C. White Paper | Can the Government clarify the specific documents they are asking for in response to this RFI? We believe the Government is asking for a 5 page White Paper to outline the Solution, a 3 page Capabilities Statement that outlines vendor's capabilities, experience/past performance, and personnel, and a response to the Technical Requirements document. | See Question and Response to Question #52 | ||
| 71 | 6 | Contractor Qualifications | A. Corporate Information |
C. White Paper D. Contract Type/Structure E. Evidence Does the Government wish the below requested information to be provided as part of the 5 page white paper, the 3 page Capability Statement, or a separate response document?:
| D. | Recommended strategy for contract type/structure. For example: What level of task specificity connects best to a vendor’s pricing strategy and how would that be reflected on invoices? | |||||||
| E. | Evidence to show that your company can provide the requested services and/or products required (i.e. technical ability, personnel, and experience). Information provided shall be succinct and related to the requested information in this RFI. Any other assumptions, comments, concerns, and/or questions relating to the contemplated services, such as: | |||||||
| 1) | Proposed Staffing and Budget. The Department envisions that this would be a project that would require a cross-functional team of product designers, user experience designers, and developers to prototype, implement, and test over time. Please provide a rough order of magnitude (ROM) for estimating purposes and proposed labor categories to deliver the solution. | |||||||
| 2) | Readiness checks of what business and technical preparation must be in place before the offices would be ready to use the recommended tools. | |||||||
| See Question and Response to Question #52 | ||||||||
| 72 | 6 | Contractor Qualifications | 6.E.2 | What does PARDON refer to when referring to "Business and Technical preparation must be in place before the offices would be ready to use the recommended tools."? Are you requiring a list of minimum specifications to run the Case Management solution on DoJ hardware? Would training with the solution qualify as business preparation? | PARDON prefers a SaaS solution. Vendor should describe typical business preparation requirements (such as training) | |||
| 73 | 6 | Contractor Qualifications | 6 | Is PARDON requiring a capabilities statement in addition to the White Paper to address fields A, B, D, and E? What would be the page limit for the capabilities statement? | See Question and Response to Question #52 | |||
| 74 | 6 | Contractor Qualifications, | ||||||
| C. White Paper. | Page 4 | Can the DOJ please clarify what the white paper for this submission should cover? | See Question and Response to Question #52 | |||||
| 75 | 6 | Corporate Information | 6A | Can you confirm the Company Capabality Statement (Max 3 Pages) is separate of the 5 page response limit? If so, should it be submitted as separate attachment? | See Question and Response to Question #52 | |||
| 76 | 6 | Corporate Information | 6A | Can you confirm the Company Capabality Statement (Max 3 Pages) is separate of the 5 page response limit? If so, should it be submitted as separate attachment? | See Question and Response to Question #52 | |||
| 77 | 6 | JMDPSS-250123+RFI-PARDON-Vendor+Outreach-CMS | 6. Contractor Qualifications | Should contractors submit items A through E as a single document or multiple documents? Are items D and E part of the 5 page white paper or separate? | See Question and Response to Question #52 | |||
| 78 | 6 | Vendor Outreach Doc, Section 6, Items A,B, C, D & E | Page 5 | This section mentions both a capabilities statement (3 pages max) and a whitepaper (5 pages max). Can you confirm those are separate documents of a vendor's response and so total page count for both of those portions of the requested response can total 8 pages? Also, Item D requests recommended strategies for contract type structure and Item E asks for technical ability, personnel and experience as well as proposed staffing and budget and readiness check information--is all of this to be fitted into the 3, 5 (or combined) 8 pages of the capabilities statement and whitepaper or separate individual documents altogether (and what are the page max for those docs?) May we suggested just an overall response (in addition to the completing the RM Matrix spreadsheet) that is inclusive of capabilities, whitepaper, tech ability, personnel, experience staffing, budget etc that is some appropriate max amount of pages? | See Question and Response to Question #52 | |||
| 79 | 6 | Vendor Outreach Doc, Section 6, paragraph 3 | Page 3 | This paragraph states a desire for an 'integrated software as a solution'. Does the government have a preferred cloud vendor platform for hosting this solution? | No | |||
| 80 | 7 | After Responses Are Submitted/Industry Discussions | 7, 8 | What is the anticipated timeline for feedback after RFI submissions? | This is the final feedback response being posted on March 17, 2025. | |||
| 81 | 7 | After Responses Are Submitted/Industry Discussions | 7, 8 | What is the anticipated timeline for feedback after RFI submissions? | Because our system has been in a maintenance state for a number of year size is not relevant | |||
| 82 | Att 1 | PARDON (IT) Requirements/Projects Highlights | PARDON Case Management High Level Requirements | Does the new clemency management system need to integrate with White House systems or other external agencies (e.g., DoD)? If so, what specific data or workflows need to be shared? | Currently ECRD is not integrated with external systems due to security concerns. PARDON is open to exploring future integration options that meet the security requirements. | |||
| 83 | Att 1 | PARDON (IT) Requirements/Projects Highlights | PARDON Case Management High Level Requirements | Are there any existing APIs or data exchange protocols in place for integration with external systems, or would this need to be developed as part of the solution? | Yes, we currently integrate with the FBI's NDEX (NDEX is internal to the DOJ); Data pulls only. | |||
| 84 | Att 1 | PARDON (IT) Requirements/Projects Highlights | PARDON Case Management High Level Requirements | Are there any specific DOJ agencies or components (e.g., FBI, BOP, IRS) that the new system needs to integrate with? If so, what are the data exchange requirements? | We routinely work with the FBI, BOP and OUSAs many of these systems have independent modernization efforts scheduled or undeway. Communication methods should include industry standard communication formats | |||
| 85 | Att 1 | Att1 - Pardon CMS - High Level Requirements | Are there limitations on use of 3rd party service providers like AWS or online transcription and translation services? | Services must be available in GCC High Cloud | ||||
| 86 | Att 1 | Att1 - Pardon CMS - High Level Requirements | B25 | What is the use case for audio(wav) transcription? | Voicemails can be maintained in ECRD; | |||
| 87 | Att 1 | Att1 - Pardon CMS - High Level Requirements | B25 | What is the use case for html translation? Is this about making a multilingual website or about translating documents or something else? | Translating documents | |||
| 88 | Att 1 | Att1 - Pardon CMS - High Level Requirements | B37 | How are users interacting with word documents for this requirement? | Editing emails and form letters to applicants and their repre | |||
| 89 | Att 1 | Att1 PARDON CMS High Level Requirements | Sheet 1 - Row 4-26 | How many external integrations and data sources does ECRD currently connect to? | ECRD currently integrations include 1 FBI resource | |||
| 90 | Att 1 | Att1 PARDON CMS High Level Requirements | Sheet 1 - Row 25 | Can the government provide additional context on the transcription and translation services? | PARDON must process phone call. We are looking for capabilities that at a minimum transcribe, translate and summarize voicemail .wav files and transmit text version and .wav file to PARDON's incoming mailbox. E | |||
| 91 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 1 | Ingestion, Line 7 | Ability to perform Optical Character Recognition (OCR)/Zone OCR of multiple Clemency Forms - Does the OCR of multiple clemency forms also require the matching of specific formatting / styling of the original source form, or just the collection of the information? | Just the collection of the information in text format | |||
| 92 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 1 | Ingestion, Line 18 | Ability to accept XML tagged input - Will the XML data need to be copied or duplicated? What needs to be done with the XML tagged input data? | The XML tagged input is currently used to populate predefined data fields | |||
| 93 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 1 | Ingestion, Line 19 | Ability to ingest correspondence/data input files from DOJ Components - What file format are DOJ Components, and is the system going to be directly interfacing with the source of the agencies, or are they going to be manually/electronically entered into the solution to be ingested? | The format of these submission varies from text, pdf, word data. We would prefer that a new system would support ingestion via portal at a minimum but would be open to more innovative approaches | |||
| 94 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 1 | Ingestion, Line 25 | Ability to perform transcription and translation services (.wav, html) - are the transcription / translation services going to need to be converted to text or audio format? | audio files will need to be translated and converted to text at a minimum, perhaps summarized. | |||
| 95 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 1 | Processing, Line 32 | Correspondence referencing multiple cases - the ability to memorialize correspondence on multiple casefiles from the same inbox item - Can you clarify the term “memorialize correspondence on multiple case files”? Is this a question about the ability to store data? | associate a single correspondence document on multiple case files; what would be you approach to maintain the relationship and minimize storage requirements. | |||
| 96 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 1 | Processing, Line 33 | Support Correspondence Templates - What kind of support is required? Do the templates require exact sizing and formatting/layout? Do the templates require a specific input/output formatting? | Form letters and emails, specific formatting may be required. | |||
| 97 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 1 | Processing, Line 37 | Robust Document Management (Word) - Word is specified in this question, is Word the only approved document/file type? | No but it is the product all users are trained to use. | |||
| 98 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 1 | Processing, Line 55 / Line 56 | Enterprise Processing - It is unclear what is meant by this? What needs to be done (processed) or what functions are required with eDiscovery/Legal Holds? Will the system require a direct integration or connection with the system housing eDiscovery/Legal Holds data? | Please provide information on how your application integrates/supports eDiscovery use cases and Legal Hold use cases. | |||
| 99 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 1 | Processing, Line 70 | Data Visualization - Geospatial, Word Cloud, other - What kind of data visualization is required? Is this in reference to reporting and graphs? If so, will the system be required to integrate with a third party reporting system (such as Crystal Reports or Business Objects?) | Pardon would like to have business intellegent dashboarding capabilities that include the presentation of locational intelligence for cases as well as demographics. A variety of charting and graphing options is also reuquried. | |||
| 100 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 1 | Other, Line 88 | Annual Estimated Cost for 50 named users - Is this how many total users are expected to access the system, or is this question to ask how much it would cost to add 50 named users? If not, what is the estimated total of named users? | This is the standard unit of measure PARDON is requesting our named users count is fluctuates between 50 and 65 annually | |||
| 101 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 2 | Column A | What is the meaning of the numbers in Column A? (In Rows: 4, 21, 23, 24, 28, 31, 51, 56)? | Please disregard all information in Sheet 2. Vendors need only respond to requirements on Sheet 1 | |||
| 102 | Att 1 | Att1+-+PARDON+CMS+-+High+Level+Requirements, Sheet 2 | Column E and F | What is the meaning of the acronyms in Column E and Column F (DES, JOR, KIR) (In Rows: 4, 21, 23, 32, 35, 46, 51, 56)? | Please disregard all information in Sheet 2. Vendors need only respond to requirements on Sheet 1 | |||
| 103 | Att 1 | Attachment 1 | row 59 & 60 | Can the the government please identify additional requirements or portions of FOIA and e-signature processes that the solution is expected to perform? | Please provide informaiton on how your solution would perform or integrate FOIA and e-signature processes | |||
| 104 | Att 1 | High Level Requirements | Other | What is the required interoperability between the proposed solution and with other government agency applications to include IRS, white house, etc… | No but it is the product all users are trained to use. | |||
| 105 | Att 1 | High Level Requirements | Security | How will external users access the Pardon application? | ECRD is currently only accessible to named users with assigned accounts; PARDON is open to access proposals that maintain security of data. | |||
| 106 | Att 1 | High Level Requirements | Security | Would there be a need for external users to register with the DOJ tenant before accessing the Pardon portal or should this be accessible outside the DOJ tenant? | ECRD is currently only accessible to named users with assigned accounts; PARDON is open to access proposals that maintain security of data. | |||
| 107 | Att 1 | High Level Requirements | Ingestion | What specific data source types are you looking to ingest from BOP Data Files/Reports (e.g., APIs, databases, flat files, streaming data)? | Should be able to seamlessly injest multiple data source types such as but not liited to API integrations, flat files, JSON and XML | |||
| 108 | Att 1 | High Level Requirements | Ingestion | What specific data source types are you looking to ingest from FBI - APACS Reports (e.g., APIs, databases, flat files, streaming data)? | Should be able to seamlessly injest multiple data source types such as but not liited to API integrations, flat files, JSON and XML | |||
| 109 | Att 1 | High Level Requirements | Ingestion | What specific data source types are you looking to ingest from Tax - IRS Reports (e.g., APIs, databases, flat files, streaming data)? | Should be able to seamlessly injest multiple data source types such as but not liited to API integrations, flat files, JSON and XML | |||
| 110 | Att 1 | High Level Requirements | Ingestion | What specific data source types are you looking to ingest from COURTS - Court Documentation (e.g., APIs, databases, flat files, streaming data)? | Should be able to seamlessly injest multiple data source types such as but not liited to API integrations, flat files, JSON and XML | |||
| 111 | Att 1 | High Level Requirements | Ingestion | Are there any specific file formats or form templates used for the clemency data received via email? | Should be able to seamlessly injest multiple data source types such as but not liited to API integrations, flat files, JSON and XML | |||
| 112 | Att 1 | High Level Requirements | Ingestion | What is your definition of "real-time" in the context of data ingestion? Is there a specific latency requirement? | Please use industry standards. Vendor should describe approach and product capabilities | |||
| 113 | Att 1 | High Level Requirements | Ingestion | What specific data cleaning processes do you require (e.g., deduplication, normalization, validation)? | Vendor should describe data cleaning approach and product capabilities | |||
| 114 | Att 1 | High Level Requirements | Ingestion | What is the expected volume of data to be ingested? (e.g., how many applications are received in a year, average page count of supplemental documentation per application, etc.) | Application and supplemental document ingestion varies greatly among applicants. | |||
| 115 | Att 1 | High Level Requirements | Ingestion | How long do you need to retain the ingested data? | Ingested data is maintained in accordance with established record retention schedule. | |||
| 116 | Att 1 | High Level Requirements | Ingestion | What security measures do you require for data storage and access (e.g., encryption, access controls)? | Role based security is required and access to collections of data have additional restrictions | |||
| 117 | Att 1 | High Level Requirements | Processing | What are the specific requirements for the e-signature? For example, do you need a basic e-signature, or are there legal or compliance standards we need to meet? | Vendor should describe e-signature product capabilities | |||
| 118 | Att 1 | High Level Requirements | Processing | Could you please clarify the specific FOIA requirements that we need to adhere to for record management? | Vendor should describe FOIA product capabilities | |||
| 119 | Att 1 | High Level Requirements | Processing | Could you please elaborate on what you mean by 'Robust Document Management (Word)'? What specific features or functionalities are you looking for? | Features include document storage, version conrol, backup recovery, compliance and retention. | |||
| 120 | Att 1 | High Level Requirements | Maintenance | Is 24/7 help desk support from the vendor required for this application? | Vendor should describe help desk options offerings | |||
| 121 | Att 1 | High Level Requirements | Maintenance | What are the expected response times for each tier of helpdesk support? | Vendor should describe help desk options offerings | |||
| 122 | Att 1 | High Level Requirements | Maintenance | What existing systems or tools do you have for incident management? Will the vendor need to integrate with these, or will they need to provide a new solution? | Vendor should describe incident management offerings | |||
| 123 | Att 1 | High Level Requirements | Security | What authentication methods are required for API access (e.g., OAuth, API keys)? Are there specific security protocols we need to follow? | The authenication method currently used by DOJ - Okta Single Sign-On(SSO). | |||
| 124 | Att 1 | High Level Requirements | Security | How often do you expect automated security scans to be conducted? Should they be performed on every build, regularly scheduled intervals, or based on specific triggers? | Vendor should describe security compliance offerings | |||
| 125 | Att 1 | High Level Requirements | Security | What reporting requirements do you have for the results of the security scans? | Vendor should describe security compliance offerings | |||
| 126 | Att 1 | High Level Requirements Spreadsheet | Entire doc | This Excel workbook contains two different sheets (Sheet 1 & Sheet 2). Are we to complete both sheets or one or the other? | Please disregard all information in Sheet 2. Vendors need only respond to requirements on Sheet 1 | |||
| 127 | Att 1 | High Level requirements Spreadsheet | Entire doc | Sheet 1 has various requirements in bold and others not bolded. Are we to read into that the bold requirements are of a higher priority? Or should somehow be responded to differently? | Bold Requirements indicate our attempt to categorize requirements. | |||
| 128 | Att 1 | High Level Requirements Spreadsheet | Entire doc | The Requirements has Column C: COTS Feature and Column D: Extra cost. Can we provide a short description in Column C regarding how our platform meets the requirements or are these columns intended to have only a Yes/No answer? | Yes or No please | |||
| 129 | Att 1 | IT Requirements | 3 | Would you like this to be deployed in DOJ's Azure Tenant or provided as a fully managed SaaS application? | Vendor should provide SaaS solution offerings | |||
| 130 | Att 1 | Maintenance | Row 62 | What is your current helpdesk model and how many monthly tickets do you have? How many FTE's do you have supporting your helpdesk? | PARDON does not have dedicated helpdesk resources to support ECRD. We share helpdesk with other IQ users. We purchase adhoc technical support hours to address ECRD specific issues. | |||
| 131 | Att 1 | PARDON (IT) Requirements/Projects Highights | PARDON Case Management High Level Requirements | Are there any specific data formats or structures in the ECRD system that must be supported during migration? | Industry standard formats should be supported | |||
| 132 | Att 1 | PARDON (IT) Requirements/Projects Highights | PARDON Case Management High Level Requirements | Is FedRAMP High compliance required for the new system, particularly if integration with external systems (e.g., White House, DoD) is needed? | The new system will need to comply with the FedRAMP requirements for DOJ cloud applications | |||
| 133 | Att 1 | PARDON (IT) Requirements/Projects Highlights | PARDON Case Management High Level Requirements | What is the expected scope of data migration from the existing ECRD system to the new solution? Should all historical data be migrated, or only active cases? | Data migration will include all active cases and closed cases that have not reached the end of their retention period. | |||
| 134 | Att 1 | PARDON (IT) Requirements/Projects Highlights | PARDON Case Management High Level Requirements | How many user ( Internal and External users) are expected to access the system, and what are the primary roles (e.g., case managers, reviewers, administrators)? | ECRD currently has approximately 40 active case managers/users |
Future User Base may be larger
| 135 | Att 1 | PARDON (IT) Requirements/Projects Highlights | PARDON Case Management High Level Requirements | Are there any specific access control requirements (e.g., restricting access to sensitive cases) that must be supported? | Yes, Role based security is required and access to collections of data have additional restrictions | |
| 136 | Att 1 | PARDON (IT) Requirements/Projects Highlights | PARDON Case Management High Level Requirements | Should the new system be designed to scale for future growth (e.g., increased case volume, additional user roles)? If so, what are the anticipated scaling requirements? | Scalability is desired. Growth Trends | |
| 137 | Att 1 | PARDON (IT) Requirements/Projects Highlights | Ingestion Section | Ingestion Section - Can the Office of the Pardon Attorney share more detail regarding reports and/ or files for DOJ Components (B19), BOP (B20), FBI (B21), TAX (B22), USA (B23), COURTS (B24)? | Not at this time | |
| 138 | Att 1 | PARDON (IT) Requirements/Projects Highlights | B37 | Can the Office of the Pardon Attorney provide additional context by what they mean with robust document management (Word)? | PARDON requires comprehensive document editing capabilities | |
| 139 | Att 1 | PARDON (IT) Requirements/Projects Highlights | B56 | What e-Discovery solution/ system is utilized at the Office of the Pardon Attorney? | PARDON leverages DOJs e-Discovery solution | |
| 140 | Att 1 | PARDON (IT) Requirements/Projects Highlights | B60 | Does the Office of the Pardon Attorney currently use a e-signature tool? If yes, which one(s)? | PARDON uses Adobe e-signature | |
| 141 | Att 1 | PARDON CMS - High Level Requirements | (Sheet1, A5-A8, A19-A23) | What specific challenges do you currently face in integrating data from various sources (e.g., BOP, FBI, IRS, USA offices, courts) into your clemency case workflow, and how do you envision addressing data incompatibility, real-time synchronization, and data quality issues? | Understanding existing data integration pain points helps tailor Appian's solution to PARDON's specific needs, ensuring seamless data flow and improved case management efficiency. | Data from external sources must be manually entered. PARDON would like solutions that allow information providers to load data via a portal or other process directly to minimize PARDON's need to manually upload. |
| 142 | Att 1 | PARDON CMS - High Level Requirements | (Sheet1, A5-A8) | How does the Department of Justice currently track and manage clemency cases? Are there any existing case management systems in place? | Understanding the current system helps identify gaps and transition requirements. | PARDON currently has an existing Electronic Clemency Records Database System which is our system of records for Clemency submissions. All case related activities is maintained in this system (applications, emails,letters,certificates, phone calls, recommendations and reports). |
| 143 | Att 1 | PARDON CMS - High Level Requirements | (Sheet1, A34-A36) | What are the specific workflow stages for clemency cases, from initial application to final decision, and how do you envision automating these processes? | Clarifies the desired automation and helps tailor the solution to PARDON's specific workflow. | See Response to Question #19 |
| 144 | Att 1 | PARDON CMS - High Level Requirements | (Sheet1, A6, A19-A23) | Can you elaborate on the external user requirements for the system, such as applicants or other government agencies that may need access? | Ensures the system can accommodate all necessary user types and integrations. | Future solutions should accommodate direct data via portal or other resource by Internal DOJ partners such as the FBI, BOP and US Attorneys |
| 145 | Att 1 | PARDON CMS - High Level Requirements | (Sheet1, A28-A32) | How do you currently handle document management for clemency applications and related correspondence? | Identifies current pain points and desired improvements in document handling. | See Response to Question #19 which provides high level Clemency processing steps. Documents and correspondence are tracked using ECRD form and customized correspondence (letters and emails). |
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