Attachment_D_-_Demonstrations.docx

Attachment D – Demonstrations

Process:

1. Each offeror will have approximately 45 minutes to setup for their demo and 90 minutes to demonstrate their solution’s ability to meet the Government’s requirements for the probation and pretrial client case management solution. The offeror shall demonstrate the nine scenarios described on the following pages.

2. Offerors will be provided with a high-speed public internet connection (wired or wireless) at the Government’s facility located at One Columbus Circle NE, Washington, DC 20544. Access to the facility and demonstration room will be provided to the Offeror prior to the demonstration. On the day of the demonstration, the room will be available 45 minutes prior for setup.

3. The Offeror is expected to bring all required hardware to run the demonstration, no additional hardware (e.g., laptops, servers, etc.) will be available at the demonstration facility for Offeror’s use.

4. The Offeror is expected to indicate if the demonstration criteria was achieved by configuration, custom coding, integration of a third-party tool, or a combination of any of these three.

5. The Offeror shall be expected to do all live reconfigurations from within the demonstration room. There shall be no virtual audio participation allowed for Offeror support.

6. The Government will provide the necessary data sets, forms, and sample presentence reports (PSR’s) to conduct the demonstration scenarios.

7. The entire process will be monitored by the Government and on-site IT and AV administration support will be available.

8. There will be no discussions between the offeror and the Government during the course of the demonstration.

Scenario Actor Descriptions for Demonstration:

The scenario descriptions shall require the Offeror to demonstrate their solution’s functionality from the perspective of the actor’s listed below. This will assist the Government to gauge how easily user roles can be configured in the Offeror’s proposed solution. The actor descriptions below are for the purposes of this demonstration only.

• Officer: A user that can conduct, create, update, and track status of an investigation and supervision.

• Supervisor: A user that can assign and see status of all pending and assigned investigations and supervisions assigned to a particular officer, office, and district. Supervisors can search, edit and approve reports.

• Tenant Administrator: A user that can manage the user, SaaS service offering, operation of the Saas solution, including the ability to make configuration changes to the business logic, user experience preferences, SaaS access management via user administration control. There may be various levels of access (e.g., national vs. district, external vs. internal organizational users) that a particular tenant administrator has over another.

Scenario Summary:

The Offeror shall provide a demonstration of the following business and technical objectives using their software solution to demonstrate functionality. The demonstration is divided into nine scenarios. Each scenario will require the Offeror to provide one or more functional demonstrations.

Pretrial Interview/Investigation

1.1 Automate Data Entry Paper & Pen

Pretrial Bail Report

2.1 Content Edit

Retroactive Sentencing

4.1 Document Search

Scenario 1 and 2 - Pretrial Interview and Investigation: Automate Data Entry/Pretrial Bail Report Introduction: In the federal court system, a criminal case is initiated, and the probation and pretrial services (PPS) office is notified. A pretrial investigation/bail report is a required report which is used by the Judge to determine the defendant’s eligibility to be released on bail/bond while awaiting the criminal case to move through the court system.

Description: A Pretrial Investigation (Bail Investigation) is assigned to an officer. If the defendant is in custody, the officer will perform an interview with the defendant in a detention facility. An officer may need to perform and document the interview with only a paper form and pen; with a tablet or computer without internet access; or with a tablet or computer with internet access. The officer will then return to the office or workstation to complete the bail report for the court. The pretrial investigation process may be required to happen in less than an hour and often with multiple defendants being processed simultaneously. Currently, officers perform the interview and document the results on a paper form. They return to their office or workstation and manually enter the collected data into the system. The first objective is to reduce and eliminate duplicate data entry thus, streamlining the process using your solution. After conducting the interview, new information may become available. The second objective is to allow Officers the ability to edit the report to correct or add information. The content of the bail report is generally standard throughout our system; however, some districts need to customize the layouts and/or styles of the content.

Prior to the demonstration, the government will provide: pretrial interview (PS2) form and a sample bail report Offeror shall demonstrate:

1. Automate the entry of interview results into the pretrial investigation/bail report using data obtained via each of the three methods listed below (Provide PS2 Interview form and sample bail report).

1.1. Pen and paper

1.2. Tablet offline

1.3. Online with laptop

2. Demonstrate the results of the automation of the pretrial investigation/bail report.

2.1. Demonstrate the ability to edit the bail report when new information becomes available (officer).

2.2. Demonstrate the ability to change the bail report content layouts and/or styles (system administrator).

Scenario 3 - Presentence Investigation and Report-Visualization Introduction: The presentence report (PSR) is a comprehensive document serving several purposes. First, it is used to assist the sentencing court in determining the appropriate sentence. It also aids the Federal Bureau of Prisons in its inmate classification process. The United States Sentencing Commission uses the presentence report to obtain sentencing data necessary for policy considerations. The presentence report also facilitates the post-conviction supervision process.

Description: During the presentence investigation process which may last several months, the officer interviews the defendant and gathers biographical information. The information includes personal history, residential, employment, education and medical histories. During this process, record requests/verification forms are sent to various entities (e.g., law enforcement agencies, substance abuse providers, physicians, educational facilities, employers, etc.). The officer also interviews family members and social parties to corroborate the biographical information provided by the defendant. The PSR contains eight sections: a face sheet, the offense, criminal history, client characteristics and personal history, sentencing options, factors that may warrant departure, and factors that may warrant a sentence outside of the advisory guideline system. Judges have requested the ability to more easily visualize the defendant’s criminal history events and client characteristics/history to better understand the circumstances of the defendant’s life events. The objective is to provide a visualization of the defendant’s important / impacting life events using the proposed solution.

Prior to the demonstration, the government will provide: Sample PSR (scrubbed for PII).

Offeror shall demonstrate:

3. The ability to generate a visual representation (for example a chronological view) of the client’s criminal history and personal history contained in the PSR.

Scenario 4 - Retroactive Sentencing: Document Search and Automate Forms Introduction: Occasionally Congress or the U.S. Supreme Court will decide to change the sentencing requirements of certain statutes and/or sentencing guidelines and the changes are applied retroactively to offenders previously sentenced.

Description: When a client is sentenced but the statute or guideline amendment related to that sentence has changed, and the changes are made retroactively, then that client (and all other affected clients) need their original sentences reviewed to determine if their sentence should be changed (i.e., reduced). This results in a retroactive sentence. These determinations need to occur in a streamlined and expeditious manner. The objective is to demonstrate the Solution’s ability to identify qualifying PSR’s, identify an additional filter on the qualifying PSR’s, and auto populate required data from PSR into a resentencing form.

Prior to the demonstration, the government will provide: A collection sample PSRs (scrubbed of PII), the USSC guideline table, and the AO Resentencing Form.

Offeror shall demonstrate:

4. Search PSR documents and automate filing of resentencing memo form.

4.1. Search PSR documents and identify clients with a charge for Distribution of Cocaine, 21 USC 841(b)(1)(B).

4.2. Identify which of those PSR’s had a specific offense characteristic for, “If a dangerous weapon (including a firearm) was possessed, increase by 2 levels.” [Offense Conduct Section}

• The use of this offense characteristic has been removed from the guidelines and applied retroactively.

4.3. Provide a list of the affected clients, their new offense level, and new guideline range of imprisonment in an editable format.

4.4. For one affected client, automate required data from PSR document into a Resentencing Form.

4.5. Demonstrate a modification to this search. The government will provide an alternative workflow at the start of the demonstration.

Scenario 5 and 6 - Supervision Assignment:

Introduction: The equitable and strategic assignment of clients to officers requires supervisors to consider many factors. Some districts cover hundreds of counties and thousands of square miles, while others may cover small, highly populated areas like Chicago and New York City. Districts are creative in trying to identify factors and weighting of factors to make equitable and efficient assignment of cases.

Possible factors to consider:

a) Risk-Based Assignment (higher risk clients should be seen more often than low risk),

b) Distance from the office to a client’s address (Travel Time/Officer assigned to a geographical area),

c) Active special conditions of supervision that require more contacts and time (Sex Offender, Location Monitoring, and Mental Health) Description: Using the data set provided for (Supervisor) Officer #1, Officer #2, and new Officer #3, demonstrate how the Solution would re-assign their current caseloads for pretrial and post-conviction supervision clients based on the factors identified above and/or other factors you identify as relevant. Officer #3 was recently hired and trained and has been assigned to the Tuscaloosa Field Office. The purpose of the first set of objectives is to demonstrate how the Offeror utilizes User Management, Access Management, and Subscription Management (new officer being added). The purpose of the second set of objectives is to identify an equitable and strategic assignment of clients to officers (in the Tuscaloosa field office), provide schema/criteria for assignment, and provide visualization of assignments.

Prior to the demonstration, the government will provide: A data set of clients (scrubbed for PII) from Northern District of Alabama for the Tuscaloosa field office and officers (client id, name, Register #, primary address, Pretrial Risk Assessment-PTRA and Postconviction Risk Assessment-PCRA supervision level and violence category, special conditions of supervision, current assignment of clients to Supervisor Officer #1 and Officer #2), address of Tuscaloosa Federal Courthouse, map of counties covered by Tuscaloosa assignment of supervision storyboard.

Offeror shall demonstrate:

5. User Management, Access Management, and Subscription Management

5.1. Adding Officer #3 to the Tuscaloosa Field Office

5.2. Access Management (for Officer #1 supervisor, Officer #2, and Officer #3)

5.3. Demonstrate Subscription Management (possible groups or alerts: search teams, sex offender management, location monitoring management, office review teams, presentence report writers, pretrial investigators, positive drug test results)

6. Assign (Reassign) supervision of clients to Officer #1, Officer #2, and Officer #3 and display results in a useful manner for the purposes of assignment and reassignment:

6.1. Assign supervision based on the above identified factors and display using visualization capabilities.

6.2. Assign supervision based on other factors you identify as relevant and display using visualization capabilities.

Scenario 7 and 8 - Virtual Supervision:

Introduction: PPSO would like to use technology tools to assist officers and clients with achieving positive supervision outcomes. Recent technologies, such as virtual face-to-face contacts, appointment reminders, and GPS pinpoint (mobile ping) of location verification, have been shown to help achieve positive supervision outcomes.

Description: The objective is to demonstrate the Solution’s capability to allow a face-to-face personal contact with an officer and a client via a mobile device and demonstrate a check-in to a location with GPS verification.

The government has no additional documents or forms to provide for these two scenarios.

Offeror shall demonstrate:

7. Video conference via mobile device

7.1. Demonstrate the capability of your solution to conduct a video conference between an officer and a client via mobile devices (client smart phone and officer smart phone)

7.2. Demonstrate the capability of the system to record the video conference into the client record.

8. Mobile check-in with GPS verification

8.1. Demonstrate the capability for a client to check-in via a mobile device, at a required location (location of the demonstration), and “ping” the client’s geographic location for verification of attendance.

8.2. Demonstrate the capability of your solution to record the check-in time, date and GPS verification point into the client record.

Scenario 9 - District Integrations:

Introduction: District offices have created a variety of applications to assist their offices in completing their mission. An example of one of these applications is a tool created to assist officers while conducting field contacts. The application utilizes client demographics, client contact information (addresses and phone numbers), risk level, and document and image upload.

Description: The objective is to demonstrate the Solution’s capability for local applications to integrate with the Solution utilizing webservices/APIs.

9. Demonstrate the integration

9.1. Demonstrate how the Solution leveraging webservices/APIs

9.2. Demonstrate how a local application leveraging webservices/APIs

9.3. Demonstrate how data is exchanged or is synchronized between the application and the Solution