SOW.docx

Statement of Work for Electronic Law Libraries

INTRODUCTION

The Federal Bureau of Prisons (BOP) operates Electronic Law Libraries (ELLs) to allow its inmates to conduct legal research. At present, all BOP institutions with ELLs are using legal research software on the Trust Fund Limited Inmate Computer System (TRULINCS) network, which is a closed network accessible to staff and inmates.

The purpose of this procurement is to acquire Legal Research software (under a single enterprise license) to maintain and operate ELLs in BOP locations nationwide. The BOP has locations throughout the United States and manages an inmate population of approximately 155,000. The BOP intends to make a single contract award for an initial base period plus one 12-month option year period, with an Option to Extend Services FAR 52.217-8. All requirements for the ELLs must meet the minimum specifications of this Statement of Work. The BOP will place the award with the contractor that can provide the best value to the Government.

Any software acquired under this procurement must be built or customized for the ELL/TRULINCS environment, which is designed to be restrictive. Many standard network functions are disabled or work in a unique way (examples: no "save" function, no "search all," no cut and paste, no Internet connectivity). Additional functionality that goes beyond the requirements in this SOW must operate in the restricted TRULINCS environment detailed below.

SCOPE OF REQUIREMENTS

Software Data Content Prior written approval must be obtained from the Contracting Officer before any changes to content or functionality can be implemented by the contractor.

Contractor must have quality control procedures/system in place to detect and correct problems with content data such as out-of-datedness, missing data/content, or errors contained in data.

ELL contents are updated monthly and updated resources or most recently available at the time of delivery.

The BOP may periodically require that content be added or deleted; for instance, removing materials that contain PII such as Social Security Number (SSN) or Date of Birth (DOB). This may require an additional unscheduled deliverable (within 24 hours) of a completely new monthly data update drive.

Contractor must provide a representative sample of all content in the restricted functionality mode (as identified below under the section entitled, "Software Functional Requirements") for approval and testing.

Contractor must provide an estimate of the data file size of the entire content requested so that BOP can ensure that the TRULINCS network has adequate storage/processing power.

If any of the resources listed below can be provided in Spanish-language or other languages, that will be considered when determining best value. Please note TRULINCS restrictions below as special characters are not supported by the system.

Contractor shall provide documentation of proof of ownership/access to the required content listed below in sections a., b., c., d., and e.

Requested software and data contents shall include:

a. Case Law

Case law resources should include both current and historical cases. Personally Identifiable Information (PII) such as SSN or DOB must be removed from all cases. All sealed cases must be removed before the next update. Must include all cases made available by the following courts.

U.S. Supreme Court Cases U.S. Court of Appeals Cases U.S. District Court Cases District of Columbia Courts Cases Decisions from the Military Courts

b. Rules

All Rules shall be current.

Federal Court Rules Local Federal District Court Rules District of Columbia Court Rules Federal Rules of Criminal Procedures Military Rules of Procedure Military Criminal Procedure Immigration Criminal Procedure

c. Statutes

Statutes shall include both current and historical statutes.

District of Columbia Code Annotated United States Code

· Statutes-At-Large

· Popular Names Table

· Table of Abbreviations United States Constitution

d. Free Publications

The contractor provides the following free publications that are downloadable from the Internet and must be able to integrate these publicly available materials into the data contents offered. All publications must be fully searchable on ELL.

BOP Policy Documents (BOP will provide to the contractor as electronic media) Code of Federal Regulations (current issues) U.S. Sentencing Guidelines Manual (current and all back issues) U.S. Parole Commission Rules and Procedures Manual (current edition)

Manual for Court-Martial, 2012 (or latest available edition) Criminal Practice Institute Practice Manual (current edition) Prisoners' Assistance Directory (current edition).

The contractor shall provide the complete collections of the following decisions:

Administrative Decisions:

Administrative Appeals Office, US Citizenship, and Immigration Services Precedent Decisions of:

Administrative Appeals Office, Board of immigration Appeals (BIA) Immigration and Naturalization Service (INS) Decisions:

Executive Office for Immigration Review, US Dept. of Justice DOJ Legal Opinions:

Office of Legal Counsel (OLC), US Dept. of Justice

e. Other Materials

The contractor shall provide the most recent edition of the resources listed below unless otherwise noted:

Case/Statute Citation Verification Compilation of Criminal Forms (used in pretrial, trial, and post-trial Federal courts. Shall be updated annually.)

Court Addresses (Only a list of names of the courts and their addresses organized by judicial districts. Must not include judges or staff names, telephone numbers, or email addresses. Shall be updated annually.)

Habeas Corpus Law, Federal Law Dictionary (Current within the last five years) Legal Encyclopedia (At least updated annually) Rights of Prisoners Legal Research Guide Bureau of National Affairs (BNA) Criminal Law Reporter (sole source published by BNA)

Installation, Maintenance, Support & Licensing

· Contractor must assist with the maintenance and support of software.

Software Functional Requirements

The software must satisfy our technical requirements for the installation of ELLs and be compatible with the Trust Fund TRULINCS environment. The ELL Contractor will provide software on a portable hard drive that is USB 2.0/3.0 compatible with the Trust Fund vendor for installation. The ELL contractor will be notified 30 days in advance of any Trust Fund vendor change. ELL software must be delivered to the Trust Fund vendor in a secure manner by the eighth day of each month.

The TRULINCS contractor will return the portable hard drive to the ELL Contractor within three months of the drive being removed from production.

Prior notice to the Contracting Officer's Representative (COR) and prior written approval from the Contracting Officer must be obtained before any changes to the software, including changes to the platform, can be implemented.

The contractor must provide a representative sample of all content in the restricted functionality mode identified below for approval and testing.

The software shall:

· Run on the Trust Fund TRULINCS Windows client network.

· Run on centralized servers (Trust Fund TRULINCS terminal services servers). The installation must support an MSI based setup, support quiet mode and support parameters that can be sent to the MSI to affect its installation. We must be able to run the entire installation in a quiet mode, without prompts, dialogs, message boxes, and (most importantly) no user input.

· Support printing to a default printer without the printer selection box. All output will be captured by a custom printer so delivering the print can be done by independent setup.

· Have a search engine that permits users to search for data by multiple variables, including key words, personal or corporate names, jurisdictions, and date.

· Contain a feature that allows the user to highlight text for the purpose of printing.

· Have an independent magnifier for the visually impaired. Features that provide ease of use for the novice user are highly recommended.

· Support Server 2022 (and later releases) terminal services. ***

· Support Server 2022 (and later releases) R2 remote desktop services. ***

· *** This should be no less than Windows Server 2022

The software must have the following restrictions:

· The TRULINCS environment allows restricted user input from a standard ANSI 109 keyboard for the purpose of conducting research and printing. Therefore, the software must not rely on or allow use of a reference system or program short-cut/hot key combinations (i.e., CTRL+C); Function keys (i.e., Fl Help); mouse click (i.e., Right click for menu); keyboard commands (i.e., CTRL, Microsoft, Alt); etc.

· TRULINCS does not allow Internet connectivity.

· Each session is a generic login; therefore, no history of previous sessions/searches is maintained and users are not permitted to save settings/restore defaults.

· TRULINCS does not allow user to save/store any data/text.

· All software functionalities must be performed within the application and not require or allow the launching of other applications such as Acrobat, Notepad, WordPad, Microsoft Word, Internet Explorer, Windows Explorer, etc.; for software to function or print documents.

· The software must not allow users to perform global searches (no “Search All” feature).

Software Security Requirements

· No log-in features - must have direct access to all data.

· Must not have feature that automatically shuts down access to data after a specific date.

· Must allow a lock down functionality that does not provide dialogue boxes to browse the file system.

Hardware Compatibility

As stated above, the software will run on centralized servers (Trust Fund TRULINCS terminal services servers) and must not be deployed at workstations.

Additionally, the contractor must provide the COR with one or more copies of the software on a portable hard drive that runs on an individual workstation. Within three months of receipt, the COR will return hard drives back to Contractor received in Washington, DC office.

The software should be compatible with the following minimum hardware specifications:

· High Speed processor, Pentium (R)-based 133 MHZ or faster or equivalent.

· Four times or faster DVD drive; USB port, and USB drive that is identified as a "shared" drive so that more than one person can access it at a time.

· 72 GB disk space.

· Minimum 512 MB memory.

· 256 colors or more, 800x600 minimum resolution.

· Contractor must provide network (Trust Fund) vendor with three types of technical support: (I) onsite, (2) telephone, and (3) written technical instructions/manual for integration of the Contractor's software with the Trust Fund vendor's software on centralized servers.

· Contractor will be responsible for 'any software malfunctioning requiring repair/replacements within 24 hours.

· Contractor must provide BOP the quality control plan that detects and corrects problems with content data such as out-of-datedness, missing data/content, or errors contained in data.

· Contractors must provide technical support via telephone or email within same day of contact.

· If needed, Contractor shall be available for on-site visits for technical support. Any travel expenses incurred by vendor for technical support must be reimbursed in accordance with Federal Travel Regulations. A separate task order will be issued for any on-site travel required.

· Contractors must provide calendars and reports described as follows:

· Calendar provided for base year and each option year indicating the date when data is (1) pulled, (2) shipped, and (3) to be delivered.

· Weekly Issues Report listing the current open/pending/tabled issues. Once issues are resolved, they are removed from the list.

· Monthly Update Report. With the release of each month's updated drive, provide list of only the data content that has been updated, including monthly, quarterly, bi annually, and annually updated data content.

Licensing

An enterprise license for the agency is required.

Training

Training materials/manuals are provided as part of the ELL content.

· Contractors must provide text only tutorial or other integrated system training features to guide the user through steps for searching the software data. This tutorial cannot include any video, pop-ups, etc.

· Contractor must provide an electronic copy of a user manual with copyright release permission to reproduce copies as needed for users.

· Contractor must update training materials as necessary to incorporate changes in functionality and other changes.

· Training materials should be available at the eighth grade reading comprehension level and in plain language.

· Training materials should be available in both English and Spanish languages.

· All training materials and customer service/reference support must be customized for the restricted functionality mode as identified in the above section under "Software Functional Requirements."

· Contractor must provide customer service/reference support for content and usability inquiries via telephone and email within same day of contact.

· Contractor must provide personnel to conduct training-for-trainers onsite at selected BOP locations throughout the country. Training materials must be designed in consultation with the COR and BOP staff. Contractor must provide training manuals and training video for all BOP locations.

Deliverables include:

· DVD - a training video to show how to use the legal research software.

· Provide four hundred copies of a double-sided print manual (in both English and Spanish)

· delivered to the COR. This manual must have copyright release permission so that BOP can reproduce to make copies as needed.

· Provide laminated ½ page or I page print Quick Reference Guide that can be reproduced to make copies as needed. The Quick Reference Guide should include how to access the software, navigating, viewing, and retrieving the content, various search queries, and print options.

If needed, Contractor shall be available for on-site visits for training. Any travel expenses incurred by vendor for training must be pre-approved for reimbursed in accordance with Federal Travel Regulations. A separate task order will be issued for any on-site travel required.

ROLL OUT PLAN FOR IMPLEMENTATION

The software will not be installed at all BOP locations at one time. Instead, we will run the incumbent's software concurrently as we phase in the new contractor's software in three phases:

Phase I The new contractor's software will be installed on one server covering approximately 40 BOP locations for approximately 30 days. Concurrently, the other two servers covering approximately 82 BOP locations will continue to run the incumbent's software.

Phase 2 The new contractor's software will be installed on a second server covering approximately 40 BOP locations for approximately 30 days. Concurrently, server one covering approximately 40 BOP locations will also continue to run the new contractor's software for approximately 60 days. And the third server, covering approximately 40 BOP locations, will continue to run the incumbent's software.

Phase 3 The new contractor's software will be installed on the third server and all three servers covering all 122 BOP locations will be running the new contractor's software.

PAYMENT AND INVOICING

The BOP intends to make a single award of a firm fixed-price contract. All invoices must be prepared in accordance with FAR clause 52.212-4 (g). Invoices are sent to the address provided in Block 18a of the SF-1449 Solicitation/Contract/Order for Commercial Items form.

Payments are made by Electronic Funds Transfer in accordance with the Prompt Payment Act. The contractor must be registered in the System for Award Management Database and must keep all information updated.