USCA24R0030 Amendment 0004.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

See Block 16C

4. REQUISITION/PURCHASE REQ. NO.

PRO240032

5. PROJECT NO. (If applicable)

PMDCODE

David C. Kelley, 202-502-1330 Procurement Management Division Administrative Office of the United States Courts One Columbus Circle, N.E.

Suite 3-250 Washington, DC 20544-0001

6. ISSUED BY CODE7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

USCA24R0030

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

04/29/2024

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended, is not extended, Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning ____copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return _______ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to correct the estimated ceiling value in Section B-2 Minimum Guarantee and Maximum Contract Limitation to correctly state $38,000,000.00. All other terms and conditions remain unchanged.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remain unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

USCA24R0030 /0004 - Page 1 of 98

CLIN NO. Supplies or Services Quantity Unit of Issue Unit Price Extended Amount

0001 Ordering Periods One to Seven (Firm Fixed Price)

Jury Management Web Based System Design, Development, Implementation, Operations and

Maintenance. Including travel, deliverables, and labor.

Original :

Change:

Total: 0

Year

Extended Description:This is an indefinite delivery/indefinite quantity (IDIQ) contract utilizing Firm Fixed Price (FFP) / Labor Hour (LH) / Time & Materials (T&M) task orders. Orders will be placed in accordance with the negotiated prices in Section J - Attachment 1 - Web-based JMS Price Tables.

The period of performance of this IDIQ is seven (7) years. This line item includes the minimum guarantee of $1,000.00.

Period of Performance:09/30/2024 - 09/29/2031

CLIN NO. Supplies or Services Quantity Unit of Issue Unit Price Extended Amount

1001 Clause 2-90C Six Month Option to Extend (Firm

Fixed Price) Jury Management Web Based

System Design, Development, Implementation, Operations and Maintenance. Including travel, deliverables, and labor.

Original :

Change:

Total: 0

Year

Extended Description:This is an indefinite delivery/indefinite quantity (IDIQ) contract utilizing Firm Fixed Price (FFP) / Labor Hour (LH) / Time & Materials (T&M) task orders. Orders will be placed in accordance with the negotiated prices in Section J - Attachment 1 - Web-based JMS Price Tables.

Period of Performance:09/30/2031 - 03/29/2032

B-2 Minimum Guarantee and Maximum Contract Limitation

This is an Indefinite Delivery/Indefinite Quantity (IDIQ) contract. The contractor will receive one minimum guarantee of $1,000.00 during the entire contract seven year ordering period.

The maximum limitations for orders are prescribed in Section I, Clause 4-10 Order Limitations. The estimated ceiling of this contract is $38,000,000.00. This value may be exceeded without a modification of the contract.

The Schedule of Items (Attachment 1 - Web-Based JMS Price Tables) is incorporated under Section J (List of Attachments). The estimates in Attachment 1 - Web Based JMS price tables are estimated values over the life of the contract and may either be less, or may exceed these quantities. There is no obligation that the maximum quantities will be fulfilled.

Section C - Descriptions/Specifications/Statement of Work

C-1 Statement of Work

Web Based Jury Management System Court Services Office

C.1 Background

USCA24R0030 /0004 - Page 2 of 98

Title 28 of the United States Code, 28 U.S.C. § 1863 et seq. (the Jury Selection and Service Act), the Guide to Judiciary Policy, Vol. 4, Ch. 3, and each federal district court’s statutorily required jury selection plan all estab-lish required procedures for the random selection, qualification, summoning, and compensation of petit and grand jurors in the federal courts. The Judiciary mails approximately 3,000,000 juror qualification question-naires and postcards, and 500,000 summons each year.

The Government (the Judiciary, the Administrative Office of the United States Courts (AO), and the federal dis-trict courts) currently utilizes a twenty (20) year-old, server based legacy system provided by the incumbent (Avenu) the performs the required functions.

The Government has used the current suite of products and services for over two decades and invested consider-able resources modifying the incumbent’s COTS jury software to support the diverse practices of 94 district courts and their divisional offices. The current internal JMS used only by court staff is based on legacy client/ server technology, however, it is the Government’s intention to move the JMS to a web-based system through this procurement. The Government requires a Contractor to provide a modified commercial-off-the-shelf (MCOTS) jury software solution to assist the courts with the selection, management, and tracking of jurors, as well as performing financial and statistical calculations including interfacing with our current financial manage-ment system, Momentum (or any future financial system that may be implemented during the performance of this contract). Under this contract, the contractor shall provide a MCOTS solution within 24 months of contract award. Once deployed, the contractor shall provide the operations and maintenance of the solution for the re-mainder of the IDIQ period. The Government will not accept a software solution that is not a MCOTS solution, because the project timeline cannot be delayed to accommodate development, testing, deployment, and imple-mentation of a fully custom system. The Contractor’s MCOTS software solution shall be on-prem, hosted on the Government’s Internet Data Centers (IDCs). The products and services requested include:

1. Web-Based JMS – An internal system used exclusively by court personnel to perform their jury management duties.

2. Online Public Access Website – A public website that allows jurors to conduct business with the courts on-line.

3. Interactive Voice Response (IVR) System – An inbound/outbound voice response system that must interface with the web-based JMS to allow jurors to call for information and that courts can use to send voice and text messages.

4. Proximity Technology Solution – A solution that jurors can use to automatically check-in and check-out at the courthouse using their mobile devices such as smartphones and tablets.

5. Support Services – This includes, but is not limited to, application software hotline support, software main-tenance, training, forms, software modifications, and software escrow services.

Products and services will be used by the 94 district courts and their divisional offices. The web-based Jury Management System (JMS), the Online Public Access Website, and Interactive Voice Response (IVR) system are used by all 94 district courts. The proximity technology solution is expected to be used by many, but not all courts.

C.2 Required Product Functions

The MCOTS product produced under this IDIQ shall include:

1. Web-Based JMS

2. Online Public Access Website (currently eJuror)

3. Interactive Voice Response (IVR) System (currently Appear Speech)

4. Proximity Technology Solution

5. Scanning Technology Solution (currently Scantron)

C.2.1 Interface Requirements for the Contractor

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1. The Government’s financial system JIFMS/Momentum (refer to Attachment 19: JIFMS-JMS Web Service Interface Requirements Specifications)

2. IVR System (refer to Attachment 11: Interactive Voice Response System Functions)

3. Scanning Technology (refer to Attachment 9: Scanning Technology Functions)

4. Forms (refer to Attachment 21: Current Forms Used by District Courts)

The Contractor shall provide prime support for the IVR application software such as hotline support, software maintenance, enhancements, etc. The actual IVR server hardware, as well as the operating system, shall be provided by the Government’s hosting facility.

C.2.2 Optional Use of Existing IVR System & Scanning Technology

Since all VoiceMetrix IVR software was developed for the Government, as well as the Scantron scanning soft-ware specific to the Judicial Conference-approved juror qualification questionnaire, the Contractor has the op-tion of using the existing VoiceMetrix IVR software and Scantron scanners. If the Contractor utilizes the exist-ing IVR vendor, VoiceMetrix, then the Contractor shall fill out CLINs 0005-3005 to 0005-3007 for IVR line upgrades. If the Contractor decides to use their own IVR vendor in replacement of VoiceMetrix, then the Con-tractor shall populate CLINs 0005-3001 to 0005-3004 and CLIN 0005-3008. Anytime during the life of this contract, the Government reserves the right to task the Contractor to upgrade IVR lines per CLINs 0005-3005 to 0005-3007. The scanner hardware the Government currently utilizes is the Scantron iNSIGHT 4ES scanner.

The scanner software the Government currently utilizes is the ScanTools® Prisma Advanced Recognition Char-acter software. The Contractor is not responsible for procuring the hardware, software, and maintenance for scanning technology. If the Contractor’s JMS solution requires a different scanner, the Contractor must notify the COR and CO at least 6 months in advance so that the Government has enough time to purchase those scan-ners and depot maintenance through a separate contract, as is currently done. If the Contractor decides to use another scanner instead of the existing Scantron scanners (refer to the Optional Use of Existing IVR System & Scanning Technology section below), it shall be realized on a separate contract and shall not be included in this contract. The scanning technology is required as a part of the JMS solution, but is priced separately on another contract vehicle.

The following attachments consist of the detailed requirements:

1. For the VoiceMetrix IVR software, refer to Attachment 11: Interactive Voice Response System Functions.

2. For the scanning technology, refer to Attachment 9: Scanning Technology Functions.

3. For the forms, refer to Attachment 21: Current Forms Used by District Courts.

C.3 Planning

The Contractor shall provide the following:

1. Project Plan

The project plan shall address the Contractor’s methodology and associated timeframes to modify its COTS product to fully meet all requirements as identified in the Traceability Matrix (refer to Attachment 5: Web- Based JMS Traceability Matrix). The project plan shall outline the execution strategy for completing the project within the scope, time, and budget constraints and demonstrate an understanding of the project’s complexity, feasibility of completing the work within the specified requirements, and the ability to manage resources effect-ively. The project plan shall include all the details outlined in Attachment 24.

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Refer to Attachment 24: Deliverables for further information. Specifically, the ‘Project Plan’ subsection of the ‘Planning & Development Deliverables’ section of Attachment 24.

2. Staffing Plan

The offeror shall provide a written plan demonstrating how they plan to provide sufficient staffing to develop, execute, support, and sustain their MCOTS solution to provide a web-based Jury Management System required in this SOW and the Task Order One SOW. The staffing plan shall outline the personnel required for the project, including roles, responsibilities, qualifications, and resource allocation. The staffing plan shall include all the details outlined in Attachment 24.

Refer to Attachment 24: Deliverables for further information. Specifically, the ‘Staffing Plan’ subsection of the ‘Planning & Development Deliverables’ section of Attachment 24.

3. System Security Plan

The offeror’s system security plan shall outline the security architecture, risk mitigation strategies, access con-trols, data encryption, incident response procedures, and security testing methodologies required to support their wed-based JMS solution. The Contractor shall provide a strategy to develop a System Security Plan (SSP) to ensure the integrity of Jury Management System (JMS) source code and any data received for analysis. The Contractor shall include a narrative for assessing, testing, and inspecting its security measures and controls both prior to award and during the life of the contract. The system security plan shall include all the details outlined in Attachment 24.

Refer to Attachment 24: Deliverables for further information. Specifically, the ‘System Security Plan’ subsec-tion of the ‘Security Deliverables’ section of Attachment 24.

4. Deployment Plan

The deployment plan outlines the systematic approach and procedures for the installation, configuration, testing, and rollout of the Contractor’s final MCOTS product into the Government’s production environment. The de-ployment plan shall include all the details outlined in Attachment 24.

Project Kickoff Meeting

All stakeholders shall meet for a project kickoff meeting within five (5) days after contract award. This meeting shall establish the project scope, timeline, communication channels, roles & responsibilities. It also includes the change management approach, communication plan, COOP overview, and security awareness. After this meet-ing, the following deliverables shall be due:

1. Change Management Plan (including the Risk Management Plan)

2. Deployment Plan

3. Development Environment Setup

4. Product Roadmap

5. Project Plan

6. Requirements Analysis Document (RAD)

7. Staffing Plan

8. System Security Plan

Refer to Attachment 24: Deliverables for further information on the deliverables outlined in this section.

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C.4 Development

All MCOTS software, including any ancillary software such as IVR (Interactive Voice Response Application), licensed under this contract shall be indefinite, unlimited-use licenses, per court, for the applicable judicial dis-trict (valid for all locations in a judicial district). The Contractor shall be required to support the installation of the jury products in the technical environment identified in Attachment 22: Web-Based JMS Architecture, without exception. The Government does not intend to purchase additional software or hardware outside of the identified technical environment within this contract with the exception of the items identified in C.2.2 for the

IVR.

Furthermore, the Government must not compromise essential business functions because of the system upgrade.

The proposed solution shall offer at least the same functionalities as the legacy system. All deliverables, includ-ing working software and training materials, must adhere to 508 compliance standards.

The Government requires a fully operational web-based JMS application to be developed, tested, and accepted by the Government in no more than three (3) release candidates within two (2) years of contract award.

Project Schedule

Upon award, over three (3) months, the Contractor’s submitted development schedule shall be combined with the Government’s application, security, installation, and documentation testing and acceptance requirements to develop an integrated master schedule (IMS). The Contractor shall be responsible for maintaining the develop-ment and integrated master schedule in Microsoft Project or similar project management software. The Govern-ment expects delivered products to be secure and the Contractor shall be required to correct all security findings at their expense (refer to Section C.17 Security of this solicitation for further information). Throughout the life of the project, the Contractor shall be required to send monthly progress status reports to the Government.

Refer to Attachment 24: Deliverables for further information. Specifically, the ‘Planning & Development Deliv-erables’ section of Attachment 24.

Project Schedule Adjustments

In the event of any modifications to the project schedule, including milestones and deadlines, the Government shall work with the Contractor to evaluate the impact and propose necessary adjustments to maintain the project's overall timeline.

This section outlines the process for managing changes to the timeline and milestones of the master schedule. It acknowledges that changes in scope, requirements, or unforeseen circumstances may necessitate adjustments to the project schedule. The key aspects of project schedule adjustments include:

1. Change Identification: The Contractor shall promptly identify and communicate any changes that could po-tentially impact the project schedule. This includes changes in scope, requirements, dependencies, resource availability, or external factors that may affect the project timeline.

2. Change Impact Assessment: The Contractor, in collaboration with the Government, shall assess the impact of the proposed change on the project schedule. This assessment will consider factors such as the nature and complexity of the change, its dependencies on other tasks or deliverables, resource requirements, and potential risks or constraints associated with the change.

3. Schedule Analysis: The Contractor shall analyze the current project schedule to determine the potential ef-fects of the proposed change. This analysis will consider the interdependencies between tasks, critical path activities, and any available slack or buffer time. The Contractor shall identify the tasks that may be affected by the change and assess the overall timeline impact.

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4. Stakeholder Consultation: The Government and the Contractor shall engage in discussions to understand the implications of the proposed change on the project schedule. This consultation process will involve relevant stakeholders, including project managers, key team members, and other parties who may be impacted by the schedule adjustments.

5. Schedule Adjustment Options: Based on the change impact assessment and stakeholder consultation, the Contractor shall propose options for adjusting the project schedule. These options may include shifting task dur-ations, resequencing activities, reallocating resources, or revising dependencies.

6. Schedule Approval and Documentation: Once the schedule adjustment options are proposed, the Govern-ment will review and approve the preferred option. The approved adjustments will be documented in writing, clearly outlining the revised project timeline, updated milestones, and any associated changes to the task order or project plan. This documentation serves as a reference point for all stakeholders and ensures a shared under-standing of the adjusted schedule.

7. Communication and Reporting: Upon approval of the schedule adjustments, the Contractor shall communic-ate the revised timeline to all relevant stakeholders. This includes notifying team members, updating project documentation, and providing regular status updates on the progress against the adjusted schedule. Timely and transparent communication helps maintain alignment and manage expectations throughout the project.

8. Monitoring and Control: The Contractor shall continuously monitor the project progress against the adjusted schedule, identifying any deviations or potential risks. The Contractor shall conduct regular project status re-views and milestone assessments to ensure that the project remains on track and that any further adjustments can be made as needed.

During the development process, the Contractor shall have access to Government staff to provide any clarifica-tions or additional information required to successfully meet the requirements. In addition, the release candidate will undergo application regression and security testing, as part of the acceptance process, the release candidate will undergo application regression and security testing. The Contractor shall address issues identified during testing that do not meet requirements. Payment for a release candidate is contingent upon successful Govern-ment testing or retesting to verify application functions and security fixes.

Requirements Analysis

Refer to Attachment 24: Deliverables for further information. Specifically, the ‘Planning & Development Deliv-erables’ section of Attachment 24.

Testing Phase

Refer to Attachment 24: Deliverables for further information. Specifically, the ‘Testing Deliverables’ subsec-tion of the ‘Planning & Development Deliverables’ section of Attachment 24.

C.5 Technical Environment

Throughout the development phase, the Government shall convene regular virtual meetings with the Contractor, the Government's Remote Hosting team, and the Government's Enterprise Operations Center (EOC) team.

These meetings shall focus on ensuring compatibility with the Government’s existing systems, alignment with security protocols, and optimized performance within the Government's infrastructure. This collaborative ap-proach shall minimize both Government and Contractor infrastructure support calls by proactively addressing integration challenges early on. Additionally, the final product shall incorporate multi-factor authentication to further enhance security and streamline user access, allowing the Government to focus on core application func-tionalities.

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Refer to Attachment 24: Deliverables for further information. Specifically, the ‘Planning & Development Deliv-erables’ section of Attachment 24.

The Contractor shall be required to support interfaces to scanning technologies (currently Scantron) – refer to Attachment 9: Scanning Technology Functions, the Government’s financial system (currently JIFMS/ Momentum) – refer to Attachment 19: JIFMS-JMS Web Service Interface Requirements Specifications, and in-teractive voice response (IVR) system (currently Appear Speech) – refer to Attachment 11: Interactive Voice Response System Functions.

The Contractor's MCOTS solution shall replace the current JMS that is installed in every district court. Addi-tionally, all of the interfaces to other systems shall be via webservices or application programming interface (API). The Contractor shall clearly define the infrastructure details on which the MCOTS will run. The Govern-ment shall determine if the infrastructure is part of the AO-approved software list. If it is not, the Contractor shall work with the Government to procure the necessary software and minimize any delays. It is imperative that any proposed modifications to the system undergo thorough scrutiny to assess their necessity, feasibility, and potential implications on cost and operational efficiency. The Contracting Officer’s Representative (COR) shall oversee and give final approval to ensure that any modifications align with the Government's mission, reg-ulatory requirements, and budgetary constraints while minimizing disruption to ongoing operations.

Refer to Attachment 22: Web-Based JMS Architecture for this section.

C.6 Business Requirements

This section of the SOW outlines the system's key business requirements, including a composite of user stories that are representative, but not wholly exhaustive. The Contractor and COR shall work together to ensure that the amount of user stories does not grow enough to cause a delay in the completion of the system. The Contract-or shall delineate their approach for gathering any additional necessary user stories, beyond the existing set, within their development plan. Furthermore, the Contractor shall emphasize efficiencies in their proposed solu-tion's capabilities, showcasing potential improvements in functionality, such as minimizing the number of clicks required to accomplish tasks.

The system’s key business requirements are organized by management group based on the tasks required by a court’s jury staff (end users). These groups include, but are not limited to, pool, panel, attendance, and scanning technology. The Contractor shall refer to the corresponding attachments for greater detail, to determine the AO specific requirements.

Attachment 13: Glossary of Terms should be reviewed to ensure a shared understanding of common jury man-agement terms such as one-step court, two-step court, randomness, and participant number. Section C and con-tract attachments represent the entire requirement that shall be met by the offeror.

C.7 Jury Management System High-Level Business Requirements

The web-based JMS is used exclusively by court staff to select, manage, and track jurors and is represented by four management groups:

1. Pool (refer to sections C.7.1 to C.7.1.7)

2. Panel (refer to sections C.7.2 to C.7.2.3)

3. Attendance (refer to sections C.7.3 to C.7.3.2)

4. Scanning Technology (refer to sections C.7.4 to C.7.4.7)

The management groups’ functions clarify business requirements without specifying software design, allowing potential integration of management groups. The web-based JMS shall support use and viewing on desktop computers, mobile devices, and tablets. In addition, end users must be able to select the following various op-tions for printing or exporting reports, documents, or data, and must have the ability to choose any network

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1. Printed output

2. On-screen HTML rendering

3. Downloadable/printable PDF

4. Exportable data in CSV and/or text file

5. Email (specific print outputs, such as letters)

During key stages of the jury selection process, prospective jurors must be chosen using a demonstrably random method to address potential jury challenges. The Contractor's solution within the web-based JMS must ensure genuine randomness during selection, capable of withstanding legal scrutiny in a court of law. The following processes require random selection:

- For two-step courts, selecting persons to receive a juror qualification questionnaire or, for one-step courts, both a juror qualification questionnaire and a summons.

- For two-step courts, selecting persons for reporting jury pool.

- Creating panels for voir dire.

- Any substitution or replacement functions by zip code.

The process by which the Contractor’s MCOTS solution shall fulfill the random selection of names for popula-tion into the master jury wheel shall be part of the core functionality of the application and shall not require cus-tomization to be compatible with the Government’s requirements. The Government shall not be financially re-sponsible for additional modifications to the solution to make it compliant with this requirement. The Contract-or’s existing base COTS product must perform this certified (i.e., NIST) randomness requirement without addi-tional modifications to the Government’s MCOTS solution. The Contractor is not responsible for wheel build-ing.

C.7.1 Pool Management Business Requirements

The term “pool” refers to a group of randomly selected potential jurors who are summoned for jury service either for a specific day or “on call”. When potential jurors arrive at the court and are scanned into attendance, they are randomly selected onto a voir dire. Courts follow either a one-step or two-step process for selecting pool members: one-step courts select pool members directly from the master list, while two-step courts select them from the qualified wheel. The software must support both one-step and two-step jury operations. Pools can be designated as regular, special (e.g., grand jury, death penalty cases), or on call (with no specific reporting date). The high-level pool business processing requirements are grouped into the functions as defined in sec-tions C.7.1.1 to C.7.1.7.

C.7.1.1 Pool Qualifying Business Functions

The Contractor shall provide a solution that gives users the ability to perform the following actions:

1. For one-step courts, print a qualified juror list.

2. For two-step courts, print a qualified juror wheel.

3. Count the total number of qualified jury participants.

4. Generate a current wheel status report.

5. Edit source records as needed.

Refer to Attachment 6: Pool Functions – Web-Based Jury Management System Requirements for detailed in-formation. Specifically, the relevant section can be found in the ‘Qualify’ subsection of the ‘Pool Functions’ section outlined in Attachment 6.

C.7.1.2 Pool Management Business Functions

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The user shall have the capability to perform the following actions for juror pools:

1. Create a new pool.

2. Add members to an existing pool.

3. Reassign pool members.

4. Transfer pool members.

5. Change jurisdiction.

6. Change pool type.

7. Change attendance date.

8. Complete service.

9. Auto defer by pool.

10. Deferral maintenance.

11. Delete a pool.

12. Generate a pool status graph.

13. Generate pool status by month.

14. Archive a pool (archiving a pool is necessary to prevent the pool from appearing in the list of current active pools. This function is performed only when all activity on a pool has completed).

15. Assign an exit survey to a pool.

Refer to Attachment 6: Pool Functions – Web-Based Jury Management System Requirements for detailed in-formation. Specifically, the relevant section can be found in the ‘Pool’ subsection of the ‘Pool Functions’ sec-tion outlined in Attachment 6.

C.7.1.3 Pool Management Business Reports

The user shall have the capability to generate the following reports:

1. Pool Selection List

2. Pool Sequence List

3. Status

4. Available Pool Members Report

5. Pool Available by Date

6. Pool Available Report with Events

7. Excuse List

8. Excuse Denied Report

9. Deferred Count Summary

10. Deferred Report by Pool

11. Non-Responded

12. Substituted Non-Responded Summons Report

13. On-Call Report

14. Summary

15. Non-Citizen Report

16. Supplemental Questionnaire: Non-Responded

17. Check Status by Pool

18. Check Status by Date

19. Check Status for Attendance by Pool

20. Check Status for Attendance by Date

21. Remarks – Judge Review: The Remarks - Judge Review report's purpose is to allow judges to review re-marks entered either through the web-based JMS or the Online Public Access Website. This report is populated by remarks made by court staff for excuses, partial excuses, and postponements of pool members as well as the remarks that were entered by the juror when selecting the excuse, partial excuse, and postpone only. In the Gov-ernment's current JMS, remarks that have not been marked "Excluded" do not display on this report and Re-marks entered through the Online Public Access Website that resulted in a request being an automatic excuse or postponement are automatically excluded on this report.

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22. Summons

23. Re-Print Mailing List/Summons

24. Document Preparation

25. Certificate of Appreciation

26. Disqualified Letters

27. Excuse Letters

28. Partial Excusal Letters

29. Excuse Denied Letters

30. Deferred Letters

31. FTA Letters

32. Non-Responded Letters

33. Notice to Appear

34. Labels

35. Completed Letters

36. Bioform

37. Disqualification Report

38. Quality Control Report

39. Unprocessed Records Report

Refer to Attachment 6: Pool Functions – Web-Based Jury Management System Requirements for detailed in-formation. Specifically, the relevant section can be found in the ‘Reports’ subsection of the ‘Pool Functions’ section outlined in Attachment 6.

C.7.1.4 Edit Individual Jury Participant Records

The Contractor’s solution shall provide capability for editing a participant's record which is a two-part process.

First, the user must retrieve the participant's information by conducting a search for the record. Once the record is retrieved, specific fields within the record may be updated. Additionally, other records can be accessed and updated from the Edit Records menu option. The user must have the capability to perform the following actions for editing participant records:

1. Edit participant.

2. Enter Bioform information.

3. Enter responded summons.

4. Enter excused/disqualified.

5. Substitute undeliverable summons.

6. Substitute non-responded summons.

7. Enter supplemental questionnaire receipts.

8. Collect miles.

9. Review miles.

Refer to Attachment 6: Pool Functions – Web-Based Jury Management System Requirements for detailed in-formation. Specifically, the relevant section can be found in the ‘Edit’ subsection of the ‘Pool Functions’ sec-tion outlined in Attachment 6.

C.7.1.5 Online Public Access Juror Management

This requirement encompasses a public website enabling the public to conduct jury-related activities with the court online. The Contractor’s web-based JMS solution shall allow court users to oversee participant forms and manage requests submitted online by performing the following actions:

1. Disqualification Requests

2. Excusal Requests

3. Name/Address Change Review

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4. Partial Excuse Requests

5. Postponement Requests

6. Qualified Review

7. Qualified with Remarks Review

8. Questionnaire Snapshots

9. Name/Address Change Review

Refer to Attachment 6: Pool Functions – Web-Based Jury Management System Requirements for detailed in-formation. Specifically, the relevant section can be found in the ‘Online Public Access Juror Management’ sub-section of the ‘Pool Functions’ section outlined in Attachment 6.

C.7.1.6 Image and File Management

The system shall provide end users the capability to manage participant documents, images, and files within the web-based JMS. This includes the following:

1. Data File Upload

2. Re-Print Batch Summary

3. Qualification Review

4. Qualification Review – List

5. Qualified with Remarks

6. Qualified with Remarks – List

7. View Images and Files

8. Print Images

Refer to Attachment 6: Pool Functions – Web-Based Jury Management System Requirements for detailed in-formation. Specifically, the relevant section can be found in the ‘Images and Files’ subsection of the ‘Pool Functions’ section outlined in Attachment 6.

C.7.1.7 Point to Point Mileage Collection

The system shall provide end users the capability to calculate the round-trip mileage for participants that have attendance using the distance from the participant’s home to their assigned court. End users must also be able to review the miles collected and recalculate the mileage as needed. The system shall lookup point-to-point mileage from a reliable mileage calculator provider. In addition, the system shall support tracking keys, so us-age may be ascertained by each court.

Refer to Attachment 6: Pool Functions – Web-Based Jury Management System Requirements for detailed in-formation. Specifically, the relevant section can be found in the ‘Collect Miles’ part of the ‘Edit’ subsection of the ‘Pool Functions’ section outlined in Attachment 6.

C.7.2 Panel Management Business Functions

The panel management function within the web-based JMS shall oversee event creation, as well as event, panel, and juror maintenance. To initiate the process, an event (such as a trial or grand jury trial) shall be created be-fore a panel can be assembled for voir dire. Once the event is created and attendance is recorded, the panel for the event is established. Each event shall be assigned a unique identifier within the system.

The MCOTS solution’s panel function shall randomly select individuals for voir dire either from attendance or from specific pools. After the panel is created, various reports and lists shall be generated for the judge and oth-er relevant parties associated with the event. These documents shall be utilized for marking selected jurors, al-ternates, and those who will not be used, as well as for administrative purposes.

Following voir dire, the next step is empanelment. Selected individuals are designated as either jurors or altern-

USCA24R0030 /0004 - Page 12 of 98 ates, while the remaining candidates are returned to the pool.

C.7.2.1 Panel Management Event Maintenance

The Contractor’s MCOTS solution shall provide the user with the capability to create and update events in the web-based JMS as well as generate detail and summary reports for the event. This includes, but is not limited to, the following reports:

1. Event Detail Report

2. Event Summary Report

Refer to Attachment 7: Panel Functions – Web-Based Jury Management System Requirements for detailed in-formation. Specifically, the relevant section can be found in the ‘Event Maintenance’ subsection of the ‘Event’ section outlined in Attachment 7.

C.7.2.2 Panel Management Panel Maintenance

After the event has been created and attendance has been taken, the Contractor’s MCOTS solution shall provide the user with the capability to create a panel. This includes the ability to generate the following forms and re-ports:

1. Jury Package (Panel Selection Report)

2. Seating Plan

3. Judge’s List

4. Attorney’s List

5. Bioform

6. Seat Assignment

7. Jury List

8. Jury Seating Plan

Refer to Attachment 7: Panel Functions – Web-Based Jury Management System Requirements for detailed in-formation. Specifically, the relevant information can be found in the ‘Panel Maintenance’ section of Attachment 7.

C.7.2.3 Panel Management Business Reports

The Contractor’s MCOTS solution shall provide the user with the capability to generate the following reports:

1. Jury Package

2. Panel Summary Report

3. Panel Detail Report

4. Pre-Attendance Panel List – Detail

5. Pre-Attendance Panel List – Summary

6. Transaction Form

7. Panel Ballot

Refer to Attachment 7: Panel Functions – Web-Based Jury Management System Requirements for detailed in-formation. Specifically, the relevant information can be found in the ‘Reports’ section of Attachment 7.

C.7.3 Attendance Management Business Functions

The Contractor’s MCOTS solution shall provide users the ability to manage attendance. The Contractor’s MCOTS solution shall include the key components of attendance management shown below:

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1. Attendance Date: This date is assigned to pool members, panel members, and jurors. It serves as the refer-ence point for verifying attendance and tracking failures to appear within the web-based JMS. The report date and attendance date are initially the same unless the pool is designated as “on call”. In such cases, the next re-port date remains blank and is assigned later in the process. The attendance date can be adjusted by updating the next report date for pool or panel members, as well as for jurors within an event.

2. Daily Attendance: This involves recording persons into the system (using handheld scanners, barcode read-ers, or manual entry) when they physically arrive at the court on their assigned date. Attendance confirmation typically occurs on the following day or at the end of the reporting day. This step generates a permanent attend-ance record, with an accompanying audit report.

3. Jury Attendance: This function is specific to jurors and is taken when a jury is empaneled and for any sub-sequent days jurors are required to report to court. This function combines both attendance and confirmation for jurors and results in the creation of an audit report.

These processes ensure accurate tracking of attendance within the web-based JMS, facilitating effective man-agement of pool, panel, and juror attendance records.

C.7.3.1 Attendance Business Functions

The attendance function within the web-based JMS shall be utilized to monitor daily attendance and related ex-penses for individuals in pool, panel, or juror status. Both jury administrators and the court’s finance department rely on this function to track and audit expenses, utilizing attendance and finance reports generated within the system.

Refer to Attachment 8: Attendance Functions – Web-Based Jury Management System Requirements for detailed information. Specifically, the relevant section can be found in the ‘Attendance’ subsection of the ‘Attendance Functions’ outlined in Attachment 8.

Additionally, it's imperative to highlight that integration with the Government's financial management system, Momentum, is a mandatory requirement for the web-based JMS.

C.7.3.2 Attendance Management Business Reports

The Contractor’s MCOTS solution shall provide the user with the capability to generate the following reports:

1. Persons Attending

2. Failure to Appear (FTA) List

3. Jury Attendance

4. Pre-Payment Audit Report

5. Reprint Audit Report

6. Returned Payment Notification Report

7. Attendance Letter

8. Pre-Confirmed Attendance Letter

9. Juror Sub-Voucher

10. Reprint Juror Sub-Voucher

11. Unconfirmed Attendance Report

12. Outstanding Attendance Report – Summary

13. Outstanding Attendance Report – Detail

14. Cost Assessment Bill – by Event

15. Cost Assessment Bill – by Pool

16. 1099 Report

Refer to Attachment 8: Attendance Functions – Web-Based Jury Management System Requirements for detailed

USCA24R0030 /0004 - Page 14 of 98 information. Specifically, the relevant section can be found in the ‘Reports’ subsection of the ‘Attendance Func-tions’ outlined in Attachment 8.

C.7.4 Scanning Technology Functions

The scanning function and application perform optical character recognition (OCR) and optical mark recogni-tion (OMR) on various documents such as juror qualification questionnaires, juror information forms (JIFs), summonses, and supplemental questionnaire forms, as well as ad hoc documents. OCR and OMR technology shall be used to process these forms and documents. Upon the successful completion of this upload, the web-based JMS database shall be updated with the scanned information.

If the scanners and their operating software require replacement in order to be compatible with the web-based JMS, then they shall be procured by the Government separately for hardware maintenance (depot repair), soft-ware maintenance, and hotline support. The scanning application interface, which processes forms and uploads document images and data to the server file system, shall be customized for each application software using the scanner and is installed on the scanner workstation. In order for the scanner to be operational, the scanner soft-ware must be installed on the same workstation as the web-based JMS application. The Contractor is respons-ible for coordinating between the scanner vendor and the Government, as well as developing and supporting a customized scanning application specific to their jury software that can process forms and upload data and im-ages.

For samples of current forms used by the Government, refer to Attachment 21: Current Forms Used by District Courts. Detailed information on all functions the Contractor’s scanning solution software must provide can be found in Attachment 9: Scanning Technology Functions – Web-Based Jury Management System Requirements.

This includes coordinating any form modifications between the scanner vendor and the Government.

In the event of form changes requiring adjustments to the web-based JMS and/or the scanning software, a firm-fixed price task order will be negotiated between the Government and the Contractor.

C.7.4.1 Scanning Configuration and Set Up

The scanner hardware associated software will be set up by Government personnel at each site location with the assistance of the Contractor and/or the selected vendor providing scanning technology. The Government prefers any assistance provided by the Contractor and/or selected scanning vendor to be conducted virtually.

Refer to Attachment 9: Scanning Technology Functions – Web-Based Jury Management System Requirements for detailed information. Specifically, the relevant section can be found in the ‘Configuration and Set Up’ subsection of the ‘Scanning Functions’ outlined in Attachment 9.

C.7.4.2 Scan Form Preparation

Several forms are available for courts to use for sending qualification questionnaires to jurors. The questions and other information on the forms mimic the screens in the Online Public Access Website. Data is extracted from the web-based JMS database and is printed on the pre-formatted juror forms.

Refer to Attachment 9: Scanning Technology Functions – Web-Based Jury Management System Requirements for detailed information. Specifically, the relevant information can be found in the ‘Scan Form Preparation’ section of Attachment 9.

C.7.4.3 Scan Form Processing

After the forms are returned to the court, users usually process them in “batches” or groups of similar docu-ments to streamline the form processing. This involves several steps before the web-based JMS database is up-dated with the scanned data.

USCA24R0030 /0004 - Page 15 of 98

Refer to Attachment 9: Scanning Technology Functions – Web-Based Jury Management System Requirements for detailed information. Specifically, the relevant information can be found in the ‘Scan Form Processing’ section of Attachment 9.

C.7.4.4 Data Capture

The scanner reads the responses provided on the forms and determines whether participants are qualified for jury service.

Refer to Attachment 9: Scanning Technology Functions – Web-Based Jury Management System Requirements for detailed information. Specifically, the relevant information can be found in the ‘Data Capture’ section of Attachment 9.

C.7.4.5 Data Upload

After scanning forms or documents, the data needs to be uploaded to the web-based JMS database. The system automatically generates scanned batch and questionnaire batch reports, which the user must be able to access.

Additionally, users must be able to review scanned records using a qualification review editor.

Refer to Attachment 9: Scanning Technology Functions – Web-Based Jury Management System Requirements for detailed information. Specifically, the relevant information can be found in the ‘Data Upload’ section of Attachment 9.

C.7.4.6 View Scanned Images

All scanned documents must have their images saved. The user must have the capability to view these images collectively using an editor.

Refer to Attachment 9: Scanning Technology Functions – Web-Based Jury Management System Requirements for detailed information. Specifically, the relevant information can be found in the ‘View Scanned Images’ section of Attachment 9.

C.7.4.7 Additional Scanning Requirements

The Government requires the following additional scanning functionality:

1. The system shall automatically maximize the viewing window of a scanned image, so the form is fully view-able.

2. The system shall allow the user to choose to scan a juror qualification questionnaire and the attachment (ad hoc document) together.

3. The system shall enable the user to select and upload multiple text files at one time.

4. The system shall remove the field for enter ad hoc document type from the screen at the data upload stage and add it to the same screen when entering the participant number at the scanning stage.

5. The system shall allow the scanner to flag a juror's address changes for review and updating.

6. The system shall modify the juror qualification questionnaire and juror information form to include a check-box for the juror to mark if he or she has an address change.

7. Once a user logs into the system, the system shall show an unprocessed records window based on the num-ber of unprocessed records within the user’s selected division.

Refer to Attachment 9: Scanning Technology Functions – Web-Based Jury Management System Requirements for detailed information. Specifically, the relevant information can be found in the ‘Additional Requirements’ section of Attachment 9.

USCA24R0030 /0004 - Page 16 of 98

C.7.5 Online Public Access Juror Management Business Functions

The Online Public Access Website (currently eJuror) serves as an external-facing platform for jurors to interact with the court. Primarily, jurors utilize this website to complete their juror qualification questionnaire or juror information form (JIF). The website shall enable jurors to request excuses, postpone their jury service, request partial excuses, or complete other jury-related forms. Additionally, jurors shall be able to print attendance let-ters, update personal information, and check their current juror status from the website.

Sections C.7.5.1 to C.7.5.14 outline the key requirements for the website. The Contractor shall provide a replic-able process to ensure the website…