Client Management System (CMS) Next Generation

Statement of Work (SOW) / Performance Work Statement (PWS)

To modernize the Pretrial Services Agency for the District of Columbia's (PSA) Client Management System (CMS) and fully align it with the Risk-Based Services (RBS) model over a five-year period (one base year and four option years).

This PWS covers Software Development and Software Integration services for the modernization of PSA's CMS. Key areas include:

• Architecture, data governance, interconnections, network and platform infrastructure.

• Legacy source code and system security.

• Development and integration with the existing Azure commercial infrastructure.

• Bridge development for backward compatibility.

• Phased deployment of new capabilities.

• Modernization will follow a human-centered design approach.

• Phase 1 (Base Year): Core Services and Drug Testing Specimen Collection (DTSC) functionality.

• Phase 2 (Option Year 1): Client Information (CI) and Criminal History (CH) functionality.

• Phase 3 (Option Year 2): Risk-Based Services (RBS) functionality.

• Phase 4 (Option Year 3): Treatment (TRT) functionality.

• Phase 5 (Option Year 4): Diagnostic and Release Information (DRI) functionality.

• System design optimized for user experience, accessibility, efficiency, and productivity.

• System architected for integration, performance, and scalability.

• Secure-by-design principles.

• Iterative and collaborative approach to artificial intelligence.

• Operationalization for data-driven decision making.

• Adherence to specific user experience (UX) requirements including consistency, seamless interactions, color usage, graphics, readable fonts, voice interfaces, smart forms, dashboards, customization, and reporting.

• Period: One base year with four option years.

• Place: Primarily contractor's site via remote connectivity. Functional testing at PSA's Headquarters in Washington, DC. Contractor personnel must work remotely within the continental United States during PSA's core business hours (8:30 AM - 5:00 PM Eastern Time).

• Project Management: Adherence to Project Management Institute (PMI) principles, including Agile Scrum methodology.

• Security: Compliance with federal statutes, policies, and guidance on information security, including NIST standards, FedRAMP, and Executive Orders. Includes vulnerability assessments, penetration testing, and security audits.

• Personnel: Key personnel requirements, background checks, and security screening.

• Confidentiality: Strict confidentiality of sensitive government information.

• Compliance: Adherence to Section 508 of the Rehabilitation Act and Executive Order 14173.

Form / Attachment / Pricing Sheet

This document outlines the "PRISM Functional Requirements" for the Pretrial Services Agency (PSA) for the District of Columbia. It details the functional business requirements for the Client Management System (CMS), specifically focusing on the PRISM and PRISMJ components.

The document is structured into several main sections, detailing various modules and their functionalities:

• Drug Testing Specimen Collection (DTSC): Covers finding clients, client profiles, lockup lists, drug testing procedures, and specimen handling.
• Client Information (CI) and Criminal History (CH): Details the capture and management of defendant demographics, identifiers, criminal history, and related information.
• Risk-Based Supervision Services (RBS): Outlines requirements for release orders, team assignments, case reviews, and dashboard alerts.
• Treatment (TRT): Describes functionalities for treatment registration, client sessions, group maintenance, and treatment placements.
• Diagnostic and Release Information (DRI): Covers diagnostic processing, interviews, and various reports like the Pretrial Services Report (PSR).
• Framework Functional Requirements: Includes requirements for Records Management, System Security, System Administration, and System Architecture.

This document serves as a detailed functional requirements specification. Bidders responding to opportunities related to the PRISM system or its components would need to understand these requirements to propose compliant solutions. It outlines the expected capabilities, data management, security protocols, and system architecture necessary for the PRISM system, providing a comprehensive view of the technical landscape for potential vendors.

Form / Attachment / Pricing Sheet

This document is Attachment B, a Past Performance Questionnaire. It is designed to collect feedback from evaluating organizations regarding a contractor's performance on a previous project. This information is considered SOURCE SELECTION SENSITIVE INFORMATION.

• To be completed by Contractor: Requires contractor's name and address, project name, contract number, contract date, period of performance, place of performance, completion date, contract value, type of contract, and a description of the project's key characteristics.
• To be completed by Evaluating Organization Representative: Requires the name and address of the evaluating organization, the evaluator's name and position, evaluator's phone number, and the months of performance monitored.
• Performance Assessment: Evaluators rate the contractor on various aspects using a code (EX=Exceptional, VG=Very Good, S=Satisfactory, MG=Marginal, US=Unsatisfactory, N/O=Not Observed). Categories include Quality of Products and Services, Overall Performance, Schedule, Technical Requirements, Cost Control, Subcontracting, Customer Satisfaction (routine and unexpected difficulties), and Likelihood of Repeat Business.
• Qualitative Feedback: Space is provided for listing the contractor's weak points, strong points, and other completed projects. It also asks about the average award fee earned on award fee contracts.

This questionnaire is a tool used by the government to evaluate a bidder's past performance. Bidders should be aware that their previous clients will be asked to complete this form. The responses directly impact the past performance evaluation factor in the source selection process. Understanding the questions asked can help contractors prepare to discuss their performance with past clients and ensure accurate information is provided.

Solicitation / RFP / RFQ

This solicitation is for "Client Management System (CMS) Next Generation - See Attachment A." The Pretrial Services Agency (PSA) for the District of Columbia is procuring these services. The PSA was established in 1967 and is recognized as a leader in the pretrial field, aiming to promote pretrial justice and enhance community safety.

• Software Development Services for the Framework and Drug Testing Specimen Collection (DTSC) functionality and Core Services (Base Year).

• Software Development Services for Client Information (CI) and Criminal History (CH) functionality (Option Year One).

• Software Development Services for Risk Based Supervision Services (RBS) functionality (Option Year Two).

• Software Development Services for Treatment functionality (Option Year Three).

• Software Development Services for Diagnostic and Release Information (DRI) functionality (Option Year Four).

• The PWS (Attachment A) will detail the specific requirements.

• Contract Type: Firm Fixed Price.

• Period of Performance: Base year begins 02/02/2026 and ends 01/31/2027. Option years extend through 01/31/2031.

• Estimated Value: Not explicitly stated, but the contract is incrementally funded.

• Offer Due Date: January 07, 2026, 01:00 PM EST.

• Proposals must be submitted electronically in three volumes: Technical Capabilities, Past Performance, and Price Proposal.

• Key deadlines: Questions due December 29, 2025, 1PM EST.

• Evaluation Factors (in order of importance): Technical Approach and Management Approach, Technical Expertise and Organizational Experience, Past Performance, and Price.

• Award will be made on a Lowest Price Technically Acceptable (firm-fixed price) basis.

• This acquisition is UNRESTRICTED.

• NAICS Code: 541511 (Small Business Size Standard).

• The solicitation includes FAR clauses 52.212-1, 52.212-4, 52.243-1, 52.232-22, and 52.232-18.

• A Quality Assurance Surveillance Plan (QASP) will be incorporated.

• All personnel require a Public Trust Security Clearance.

• Offerors must use the Invoice Processing Platform (IPP) for payment requests.

• Specific instructions regarding representations, certifications, and other statements of offerors are detailed in Section K.