DOJ PARDON CMS Modernization MR

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Contract Opportunity

Department of Justice (DOJ), Office of the Pardon Attorney (PARDON)

DISCLAIMER:

THIS NOTICE IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A REQUEST FOR PROPOSAL OR QUOTE. IT DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL DESCRIPTION IS STRICTLY VOLUNTARY.

02/20/2025 Update: Due to delays in gathering answers to Questions submitted and posting of Q&As, the response date for this RFI is being extended. Further updates will continue to be posted via amendments to this RFI. Thank you.

INTRODUCTION

Responses to this RFI may be used to formulate final requirements and/or to identify qualified vendors capable of meeting those requirements. The description below outlines preliminary requirements envisioned for a modern executive clemency management application. The information gathered may also be used to formulate acquisition strategies for competitive solicitations.

1. PURPOSE

PARDON is issuing this Request for Information (RFI) for planning purposes only to seek industry perspectives on technical solutions and any optimal innovative approaches that best meet Information Technology (IT) product and/or service solutions objectives, potential costs and answers to specific questions. PARDON seeks a strong industry partnership to deliver superior application or solution that support our efforts to modernize our existing case management capabilities.

PARDON intends to efficiently engage industry early in the acquisition planning process and foster innovation IT service solutions. This request will allow PARDON and Industry respondents to collaboratively discuss and co-create solutions in support of advance acquisition planning for market research purposes. This outreach effort is also meant to encourage a “Show Me, Don’t Tell Me” Demonstration Approach – allowing Industry the option for sharing evidence-based IT products and/or services solutions applicable to the PARDON-specific requirements outlined in this RFI.

This RFI is to:

• Inform vendors about PARDON’s executive clemency management requirements


• Gather feedback and recommendations from industry experts.


• Identify potential solutions and technologies.


• Foster open communication with industry whenever necessary, practicable, and appropriate to encourage competition and partnerships.

2. BACKGROUND

The Office of the Pardon Attorney is entrusted with the responsibility of administering the executive clemency process, in accordance with longstanding federal regulations codified at 28 C.F.R. §§ 0.35, 0.36, and 1.1 – 1.11. The Office receives, reviews, and investigates applications for executive clemency and provides advice and recommendations to the President. The Office is led by the Pardon Attorney, a career senior executive, and is supported by approximately 40 attorney and non-attorney staff. The Office is nonpolitical and operates under the general oversight of the Deputy Attorney General. For over 130 years, Presidents have relied on the Office to support the exercise of the constitutional clemency power by providing neutral advice and expertise. The Office also prepares the documents the President signs when granting clemency and notifies applicants when the President has made a decision to grant or deny clemency. More information about PARDON is available at https://www.justice.gov/pardon.

PARDON’s Electronic Clemency Records Database (ECRD) serves as the primary record-keeping repository for presidential clemency applications and clemency related correspondence and records. All documents pertaining to a clemency petition ultimately used by the Department and the President to make a final disposition in each case are housed in ECRD. Information is retrieved using a petitioner’s government issued identifiers, such as name and social security number (SSN).

ECRD is also used to maintain subject matter data collections. Access to subject matter data collections can be restricted to selected PARDON team members. A modern clemency management system to replace their existing application with a Low Code No Code application which covers a wide range of customer relationship management and case management functionality from simple workflows to updating align with newly revised clemency forms (.pdf and online) with reporting/dashboard requirements. The solution must maintain existing workflows and provide the following functionality including:

3. PARDON (IT) Requirements/Projects Highlights.

A. PARDON Case Management High Level Requirements: In addition to the ECRD system currently used, any new application must also:

• Deliver superior and continuously improve customer experience with help desk services.


• Improve performance, strengthen information security, increase IT agility, while maintaining compliance and decreasing risk.


• Leverage data (i.e., on performance, trends, and incidents) to proactively address emerging issues and continuously enhance the customer experience.


• Support content management and discovery


• Facilitate continuous innovation that improves services and maximizes value; streamlines processes, institutionalizes procedures, and leverages a shared infrastructure.

4. RFI RESPONSE and QUESTIONS

Vendors who wish to be considered for participation should review the RFI and submit any follow up questions to sakura.higa@usdoj.gov no later than 5:00 PM (Eastern) on 05 February 2025.

Responses to requirement-related questions will be addressed by program officials.

The Government may combine all questions and answers in a consolidated document with an updated posting by 27 February 2025. Company/submitter names will not be identified in response(s).

5. RESPONSE GUIDELINES

Information provided in response to this RFI must be submitted in accordance with the following instructions:

1. Portable document format (PDF) or Microsoft Word


2. Calibri 12-point-font size, 8½ x 11-inch pages


3. Responses are due by 21 February 2025 at 12:00 PM EST.


4. Responses shall be submitted via email. Emails cannot exceed 10mb


5. Subject line of the Email shall include this Notice Number JMDPSS-250123 - Firm Name.


6. If your response contains proprietary information, place notice of Proprietary Information after the Notice Number.

No marketing materials are allowed as part of this Notice.

It is the respondent’s responsibility to verify that the Department received and can view the email.

6. CONTRACTOR QUALIFICATIONS

This RFI is open to solution providers and solution integrators of Customer Relationship Management (CRM) or Case Management System (CMS) Solutions. PARDON is requesting input from potential providers that meets or exceeds the specifications of the below contemplated requirement.

The Government would like to know which firms can provide integrated Software as a Service (SaaS) solutions for this contemplated requirement by identifying themselves and responding to this RFI.

Interested parties are requested to respond to this RFI by submitting the following:

A. Corporate Information

• Contractor Legal/DBA Name:


• Address and Website:


• DUNS Number:


• Cage Code:


• Facility Clearance (if applicable):


• Applicable NAICS Codes:


• Company Size or Socio-Economic Designation (as applicable):


• Number of years in business


• Points of Contact (Two per company allowable for participation. Please include Name, Email, and Phone Number)


• List of Existing Government Ordering Vehicle(s). (example: GSA Schedule and GWACs):


• Company’s IT solutions areas of interests or expertise relevant to PARDON requirements outlined in the RFI.


• Company’s Capability Statement limited to three (3) pages (soft copy attached to RFI response)

B. Completed Self-Assessment Matrix - SEE Attachment PARDON Case Management High Level Requirements

C. White Paper.

White paper should be in Microsoft Word compatible format. Responses shall be limited to 5 pages. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. All information received marked Proprietary will be handled in accordance with 41 USC 2101- 2107. Please be advised that all submissions become Government property and will not be returned. All submissions shall be unclassified.

D. Recommended strategy for contract type/structure. For example: What level of task specificity connects best to a vendor’s pricing strategy and how that would be reflected on invoices?

E. Evidence to show that your company can provide the requested services and/or products required (i.e. technical ability, personnel, and experience). Information provided shall be succinct and related to the requested information in this RFI. Any other assumptions, comments, concerns, and/or questions relating to the contemplated services, such as:

(1) Proposed Staffing and Budget. The Department envisions that this would be a project that would require a cross-functional team of product designers, user experience designers, and developers to prototype, implement, and test over time. Please provide a rough order of magnitude (ROM) for estimating purposes and proposed labor categories to deliver the solution.

(2) Readiness checks of what business and technical preparation must be in place before the offices would be ready to use the recommended tools.

7. AFTER RESPONSES ARE SUBMITTED

A confirmation email will be sent to the Vendor’s Primary and Secondary POCs to acknowledge receipt. Additional events to support further industry discussion about responses will be provided directly to these POCs.

8. INDUSTRY DISCUSSIONS

PARDON representatives may or may not choose to meet with potential offerors. Such discussions would only be intended to get further clarification of potential capability to meet the requirements, especially any development and certification risks.

Attachments/Links