Statement of Work (SOW) FY26 Law Manager Licenses and Software Support Agreement.docx

STATEMENT OF WORK

CONTRACTOR MAINTENANCE SUPPORT SERVICES FOR THE

UNITED STATES COAST GUARD

OFFICE OF LEGAL POLICY AND PROGRAM DEVELOPMENT (USCG-LPD)

STATEMENT OF WORK

PERFORMANCE WORK STATEMENT

FOR

LAW MANAGER LICENSE & SUPPORT

1.0 General.

1.1 BACKGROUND

The mission of the United States Coast Guard (USCG) Office of Legal Policy and Program Development (USCG-LPD) is to deliver high-quality legal advice and support to the people who carry out the varied functions of the Coast Guard to ensure their missions, operations and activities can be achieved within the spirit, as well as the letter, of the law. The Judge Advocate General uses Law Manager to support its efforts in carrying out the mission of the Coast Guard.

The United States Coast Guard’s Office of Legal Policy and Program Development (USCG-LPD) located at Coast Guard Headquarters in Washington, DC, USCG-LPD is responsible for developing requirements for software enhancements, authorizing implementation guides, testing application compatibility with new operating systems and providing training to various staff in the Coast Guard Legal Program.

The Office of Chief Counsel in the USCG is responsible for legal services. These services include advice and legal work in practice areas such as military justice, defensive and affirmative claims, legislation, procurement, legal assistance, regulations, law enforcement, as well as other types of legal assistance.

1.2 SCOPE

The Law Manager Application is used so attorneys, support personnel, and their supervisors can effectively manage their workload. It serves as a repository for all key information relating to cases and matters across all legal practice areas. Law Manager is managed by the Legal Policy and Program Management (USCG-LPD) It functionalities for all legal practice areas include: a database to track pertinent information for all involved parties and entities (e.g., witnesses, counsel, judges, courts, experts, plaintiffs, defendants.); docketing and reminder capabilities; financial estimates and reporting for USCG-LPD; and integration with document management systems and/or rudimentary document assembly functionality.

1.3 OBJECTIVE

The purpose of this acquisition is to obtain support services, maintenance support, and upgrades to the Law Manager application. We need a Contractor to provide service support to the application to ensure it performs and functions properly.

1.4 APPLICABLE DOCUMENTS

N/A

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE: TECHNICAL SKILLS

The Contractor shall be responsible for providing system support for the Law Manager software to approximately 300+ Coast Guard Legal Program personnel located in the Office of Chief Counsel, Coast Guard Headquarters, ten District legal offices, several base legal offices, the office of Physical Disability Evaluations, and their clients.

2.1.1 SOFTWARE UPGRADES

The Contractor shall provide software upgrades to the Law Manager software and ensure continued product security, support, and functionality during and following all upgrades. Software upgrades shall include but are not limited to the Law Manager software and its tool sets.

2.1.2 INSTALLATION OF SOFTWARE UPGRADES

The Contractor shall also be responsible for assisting in the installation of software upgrades and assisting in upgrades to database environment, software, and tools, and other software used to support the development and maintenance of the Law Manager software.

2.1.3 MAINTENANCE

Under the annual maintenance agreement, the Contractor must ensure that the Law Manager system continues to function as designed with no errors. Examples of the annual maintenance support provided by Law Manager include delivery of modified production code, documentation, procedures, and products.

2.1.4 ENHANCEMENTS

The Contractor shall incorporate enhancements as required.

2.1.5 MODIFICATIONS TO COR REQUIREMNTS

The Contractor shall ensure that all software application modifications satisfy the requirements as specified in writing by the COR.

2.2 TASK TWO: CONFORMANCE ACCEPTENCE TEST

The Contractor shall provide a functional test document fully stating the testing standards to be used to test samples, listed in Reference 8.5, Table 1, that have been verified for compliance with any or all of the requirements of the system. This test document shall provide test scripts to be run using mock data for adding, updating, finding and deleting records.

2.2.1 VERIFICATION ALTERNATIVES

Prior to testing, the Contractor shall propose in writing to the KO and the COR alternative test methods, techniques, or equipment, including the application of statistical process control, tool control, or cost effective sampling procedures.

2.2.2 BASIS FOR ACCEPTENCE

The Contractor test samples shall meet all test and verification criteria. Upon completion of modifications to a module, the Contractor shall test the module and send copies of verified test results to COR and KO. See SOW 8.0.

2.3 OPTIONAL TASKS

2.3.1 REPORT WRITING TOOL

The Government will have the option to buy a report writing tool that is supported by and compatible with the Law Manager Application.

2.3.2 SPECIFIC MODIFICATIONS

The Government will have the option to buy up to 1000 hours of Contractor provided support services to accomplish Coast Guard specific modifications to the software via separate micro-purchase or Purchase Order.

3.0 CONTRACTOR PERSONNEL

It is the responsibility of the contractor to propose qualified contractor personnel to perform all requirements specified in the SOW. Education, experience or other qualifications is for contractor to determine.

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this statement of work. All Contractor employees supporting this statement of work must meet all requirements by law to work in the United States.

3.1.1 CONFLICT OF INTEREST

The Contractor shall not employ any person who is an employee of the United States Government if that employment would, or would appear to cause a conflict of interest.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday (normal business hours, M-F). If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.3 KEY PERSONNEL

Before replacing any individual designated as Key by the Government, the Contractor must notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes must possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. At a minimum, the Contractor personnel designated as Key for this requirement is the Project Manager. Note: The Government may designate additional Contractor personnel as Key at the time of award.

3.4 PROJECT MANAGER

The Contractor must provide a Project Manager who must be responsible for all Contractor work performed under this SOW. The Project Manager must be a single point of contact for the Contracting Officer and the COR. <It is anticipated that the Project Manager must be one of the senior level employees provided by the Contractor for this work effort.*> The name of the Project Manager, and the name(s) of any alternate(s) who must act for the Contractor in the absence of the Project Manager, must be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate must have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates must be able to read, write, speak and understand English. Additionally, the Contractor must not replace the Project Manager without notifying the government prior to doing so.

3.4.1 The Project Manager, must be available to the COR via telephone between the hours of 0800 and 1600 EST, Monday through Friday (except Federal holidays), and must respond to a request for discussion or resolution of technical problems within 24 hours of notification.

3.5 EMPLOYEE IDENTIFICATION

N/A

3.6 EMPLOYEE CONDUCT

The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States, the Department of Homeland Security, or the U.S. Coast Guard.

3.7 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

N/A

4.0 OTHER APPLICABLE CONDITIONS

To clarify the system structure: Law Manager contains six tabs through which users may enter or search information: Entity, Matter, Military Justice, Physical Disability, Regulations, and Claims/Litigation. Entity pertains to people and/or units within USCG. Matter refers to matters for legal assistance and general matters. Military Justice refers to issues concerning military justice such as courts martial. Physical Disability Evaluations System refers to issues concerning applications for disability benefits. Claims and litigation refers to any claims for or against USCG.

Each of these tabs are a different way to view the same information. For example, a search of an entity may turn up a matter, a military justice proceeding, or a regulation, because an individual or attorney may be associated with those three matters. All users who search may see that a matter exists with a certain case number or party name; however, only individuals authorized to view files my view the file.

Legal Program personnel can access Law Manager in one of two ways, a web application or as an installed application. The majority of the users use the installed application since it is faster and friendlier for bulk data entry. Reservists and users who do not have access to the Coast Guard Data Network mainly use the web application. There are a few regular Law Manager users who prefer the web interface as well.

In addition, managers within the Legal Program use Law Manger to compile workload information to assist with planning, budgeting and resource allocation. For local office/division managers, reports are available through a set of custom queries and reports, and an ad hoc report generator to assist in any data calls required. Law Manager also records data for management analysis at Coast Guard Headquarters.

4.1 SECURITY

The requirements office anticipates the following:

Contractor access to unclassified, but Security Sensitive Information may be required under this statement of work. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination.

4.2 PERIOD OF PERFORMANCE

The period of performance for this statement of work is one (1) year from the date of award with Four (4) Option Year Options.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facility unless otherwise required.

4.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0800 and 1600 EST, Monday through Friday (except Federal holidays).

4.5 TRAVEL

No travel is required by the Contractor to perform this work.

4.6 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer and the COR NLT 5 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held via Microsoft Teams (teleconference).

4.7 PROJECT PLAN

The Contractor must provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, must include: (a) list of work to be performed; (b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and (e) how quality of service (project) will be maintained throughout life of contract. The Contractor must provide a final Project Plan to the COR not later than 5 business days after the Post Award Conference.

4.8 BUSINESS CONTINUITY PLAN

The Contractor must prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP must be due 30 business days after the date of award, and will be updated on an annual basis. The BCP must document Contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism. The BCP, at a minimum, must include the following:

· A description of the Contractor’s emergency management procedures and policy

· A description of how the Contractor will account for their employees during an emergency

· How the Contractor will communicate with the Government during emergencies

· A list of primary and alternate Contractor points of contact, each with primary and alternate:

· Telephone numbers

· E-mail addresses

4.9 PROGRESS REPORTS

N/A

4.10 PROGRESS MEETINGS

N/A

4.11 GENERAL REPORT REQUIREMENTS

N/A

4.12 INTELLECTUAL PROPERTY

N/A

4.13 PROTECTION OF INFORMATION

Contractor access to information protected under the Privacy Act is required under this SOW. Contractor employees must safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

-and-

Contractor access to proprietary information is required under this SOW. Contractor employees must safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information. The Contractor must ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

4.14 SECTION 508 COMPLIANCE

Section 508 of the Rehabilitation Act (classified to 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendixes A, C & D, and available at https://www.ecfr.gov/current/title-36/chapter-XI/part-1194. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards. ICT includes IT and other equipment.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05-001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

4.14.1 SECTION 508 REQUIREMENTS FOR TECHNOLOGY PRODUCTS

Applicability to Information and Communications Technology (ICT): Maintain Software Applicable Exception: Fundamental Alteration

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

The Contractor must use Government furnished information, data and documents only for the performance of work under this contract, and must be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period. The Contractor must not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this statement of work.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have 05 business days to review deliverables and make comments. The Contractor must have 10 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 REFERENCES

8.1 COMDTINST M5500.11(series) Security Manual

8.2 COMDTINST M5500.13(series) Automated Information Systems Security Manual

8.3 Public Law 100-235 The Computer Security Act of 1987

8.4 Non-Disclosure Agreement (NDA)

8.5 VERIFIED TEST RESULTS:

Table 1: Verification Cross-Reference Table

Matter Notebook

Add records to the main section

Add records to each binder tab

Search Matter notebook

Search Tabs

Modify records in the main section

Modify records in each binder tab.

Delete records in the main section

Delete records in the binder section

Entity Notebook

Add records to the main section

Add records to each binder tab

Search Matter notebook

Search Tabs

Modify records in the main section

Modify records in each binder tab.

Delete records in the main section

Delete records in the binder section

Military Justice Notebook

Add records to the main section

Add records to each binder tab

Search main section

Search Tabs

Modify records in the main section

Modify records in each binder tab.

Verify the Speedy Trial Clock field calculates correctly upon changes to the Charges and Calendar tabs.

Delete records in the main section

Delete records in the binder section

Central Cell Notebook

Add records to the main section

Add records to each binder tab

Search main section

Search Tabs

Modify records in the main section

Modify records in each binder tab.

Delete records in the main section

Delete records in the binder section

Regulations Notebook

Add records to the main section

Add records to each binder tab

Search Matter notebook

Search Tabs

Modify records in the main section

Modify records in each binder tab.

Delete records in the main section

Delete records in the binder section

PDES Notebook

Add records to the main section

Verify New User form opens upon creating a new client in a PDES Matter and new user is created correctly.

Add records to each binder tab

Search PDES notebook Main section

Search Tabs

Modify records in the main section

Modify records in each binder tab.

Delete records in the main section

Delete records in the binder section

Calendar Notebook

Search Calendar notebook Main section

Search Calendar notebook Tabs

Time Entry Notebook

Search Time Entry notebook Main section

Search Time Entry notebook Tabs

Reports

Verify every notebook has access to the Notebook Reporter

Check each option in the notebook report wizard is working correctly

Verify grouping

Verify total is subtotaling and grand totaling correctly.

Username and Password

Log Time

System Requirements

Compatibility

Mandatory Field Control

Access

Default Values

Restricted Access

Help System

Manuals

Training

Maintenance

Technical support

Software Upgrades

9.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items noted as “COR Checkpoints” are deliverables or events that must be reviewed and approved by the COR prior to proceeding to next deliverable or event in this SOW.

DraftProject Plan due at Post Award Conference

NLT five (5) business days after completion of each module test

LAST UPDATED: 05/14/2026 PAGE 8/17