Amd 0002 Attachment A Questions _Responses 9594CS24Q0050.pdf

Amendment 0002 – 9594CS24Q0050 – Legal Case Management Solution Attachment A - Questions and Responses

Question #1: Would the agency be willing to sponsor us for FedRAMP? We have a fully built mature legal case management platform that is a great fit but we are not FedRAMP certified. We are more than willing to get certified but it would help tremendously to have a sponsor.

Response: We would not be able to act as a sponsor for FEDRamp certification. Since we are a small agency, we do not have the resources available to assist with FEDRamp certification.

Question #2: We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

Response: Solicitation section L.9 provides the information regarding whether there is an incumbent performer.

Question #2: C.3.1.1 – Could you define your recovery point objective and recovery time objective in the case of failure?

Response: See Amendment 0002, changes to solicitation section C.3.1.1.

Question #3: C.3.1.6.2 – Matter Management – Can you please describe the capabilities desired in this functionality?

Response: See Amendment 0002, changes to solicitation section C.3.1.1.

Question #4: C.3.1.6.2 – Matter Management – If no to the above, do the following functionalities satisfy this requirement for CSOSA? Our system provides a centralized workflow management system where teams managing cases/matters can easily track their progress, make modifications to investigations, create approval task and processes, and streamline task management. Users are able to report on matters and cases at the matter/case level and at the system level. Users have customizable dashboards which provide information on matters/cases, and notifications. Users can also use advanced templates configured to be pre-populated with information from designated fields in CMTS to generate reports and plans.

Response: See Amendment 0002 which provides additional information in solicitation section C.3.1.6.2 in response to Question #3. Regarding whether the information provided in the question is acceptable, while it appears to be acceptable, this cannot be determined until the specific solution is submitted and the evaluation of the submitted solution is conducted.

Question #5: C.3.1.6.2 – Matter Management – If no to the above, we recommend adding space in Attachment J-6 for offerors to describe their solution’s functionalities.

Response: Attachment J-6 (newly numbered as Attachment J-2 per Amendment 0002) is provided as a Word document and can be altered to add whatever space the Quoter determines is needed to describe any information about the solution quoted.

Question #6: C.3.1.6.3 – Document Management – Can you please describe the capabilities desired in this functionality?

Response: See Amendment 0002, changes to solicitation section C.3.1.6.3.

9594CS24Q0050

Questions & Responses

Question #7: C.3.1.6.3 – Document Management – If no to the above, do the following functionalities satisfy this requirement for CSOSA? Our system provides users the capability to easily and securely store, search, retrieve, track and dispose of records. Users can also create e-signable PDF documents. The system has integrations with Microsoft Word to allow users to edit in Word, save new versions, and check documents out. Versions can also be tracked to ensure each change to a document is chronicled within the system.

Response: See response provided in Question #6. Regarding whether the above functionality meets with our requirements, while it appears to reflect our requirements, this cannot be determined until the specific solution is submitted and the evaluation of the submitted solution is conducted.

Question #8: C.3.1.6.3 – Document Management – If no to the above, we recommend adding space in Attachment J-6 for offerors to describe their solution’s functionalities.

Response: Attachment J-6 (newly numbered as Attachment J-2 per Amendment 0002) is provided as a Word document and can be altered to add whatever space the Quoter determines is needed to describe any information about the solution quoted.

Question #9: C.3.1.6.5 – Calendaring and scheduling functions – Our solution does not have an integrated calendar function. Is an integrated calendar a requirement for this functionality?

Response: This is a key requirement. This function does not have to integrate with Outlook, but users need a viewable calendar of tasks and due dates for scheduling purposes. See Amendment 0002, changes to solicitation section C.3.1.6.5.

Question #10: C.3.1.6.5 – Calendaring and scheduling functions – Our solution gives users the ability to create calendar events in a .ics format and download these to be added to their calendar. Will this suffice?

Response: CSOSA requires a calendar that updates in real time without needing to save and upload files in ICS format. The solution can provide their own calendar function or integrate with Outlook.

See Amendment 0002, changes to solicitation section C.3.1.6.5.

Question #11: C.3.1.6.9 – Ability to drag and drop files to create a new task – By ‘drag and drop’, is it meant that users can drag and drop files into the system to upload them into the system?

Response: Yes, this is correct. See Amendment 0002, changes to solicitation section C.3.1.6.9.

Question #12: C.3.1.6.9 – Ability to drag and drop files to create a new task – Is the requirement for a user to be able to have a new task automatically created when the file is drag and dropped into the system, or that a users can create a new task (manually) when a file is drag and dropped into the system?

Response: Yes. See Amendment 0002, changes to solicitation section C.3.1.6.9.

Question #13: C.3.1.6.12 – Collaborative/multiuser document editing in real time – Our solution does not provide the functionality to allow multiple users to edit a document in real time. Will CSOSA consider a solution without this functionality?

Response: No. This is a requirement.

Question #14: C.3.1.6.14 – In the last block of Attachment J 6, the contractor is directed to list the specific reports and capabilities. Our system contains more than 30 canned reports and ad-hoc reporting capabilities. Are we to add descriptions for the ten of these reports we believe are most relevant?

Response: This is up to the Contractor to decide how many they want to list. If the report title explains the content of the report adequately this would suffice.

Question #15: C.3.1.6.15 – Will the requests described in this functionality be tied to cases/matters?

Response: Yes, the portal should allow a submission that OGC can then convert to a case or matter.

See Amendment 0002, change to solicitation section C.3.1.6.15.

Question #16: C.3.1.6.15 – Will CSOSA consider responses without this functionality?

Response: No

Question #17: C.3.2.6 – Is the 9am-9pm EDT help desk support for the software being procured or the cloud server where data is stored?

Response: Helpdesk Support is for our end user community. Since this is a SaaS product we are procuring, the Contractor is responsible for maintaining the software and servers and responding to user requests within the timeframe outlined. See Amendment 0002, change to solicitation section C.3.2.6 which identifies revised helpdesk hours and identifies a requirement for an emergency contact after normal business hours to accommodate CSOSA working hours.

Question #18: C.3.2.6 – Our support staff is available on business days (Monday to Friday, excluding federal holidays) during the hours of 8:00 am to 5:00 pm EST. Emergency after-hours support will also be available within commercially reasonable maintenance and support timeframes by our on-call staff. Would this suffice?

Maintenance and support timeframe

Operations Impact Type

Mission- Essential

Work Stopped

Mission- Essential

Work Impaired

Mission- Non-

Essential Work

Stopped

Mission Non- Essential

Work Impaired

Other Mission - Relevant Support

Request

Response Acknowledgement

Window 60 Minutes 120 Minutes 240 Minutes 1 Day 1 Day

Response: Staff work hours are 8:00am until 6:30pm. If they are unable to perform work, they must be able to contact someone to resolve the issue. See Amendment 0002, change to solicitation section C.3.2.6.

Question #19: C.3.3 – “Will complete any required configuration needed to optimize the solution no later than 21 days from date of award.” – We recommend requiring configurations to be completed within 60 days. We are committed to a quick onboarding and configuration process, but this process will depend on CSOSA's team providing information and input in a timely manner. If CSOSA's team does not act in a timely manner configurations would not be able to be completed within 21 days making the contractor in breach of this requirement.

Response: See Amendment 0002, change to solicitation section C.3.3.

Question #20: C.3.3 – “Within 5 days of award, will identify to the COR upon award, in writing, the specific configuration required to optimize the solution. ”--We recommend requiring the identification of specific configurations needed to optimize the solution to be completed within 30 days. We are committed to a quick onboarding and configuration process, but this process will depend on CSOSA’s team providing information and input in a timely manner. If CSOSA’s team does not act in a timely manner configurations would not be able to be completed within 5 days making the contractor in breach of this requirement.

Response: We are looking for a mature Legal Case Management solution. Therefore, configuration should be at a minimum. See Amendment 0002, change to solicitation section C.3.3, for additional information regarding what is needed by the time specified.

Question #21: C.3.4.1 – Does CSOSA desire the on-site trainings to be at their headquarters? If so, please confirm the location where the on-site trainings will be held.

Response: See Amendment 0002, change to solicitation section C.3.4.1.

Question #22: C.3.5.1 – Will an SME be available to assist with data mapping/validation?

Response: Yes.

Question #23: C.3.5.1 – Does the 715 meg listed for the SQL DB include the size of files associated with the historic data?

Response: See Amendment 0002, change to solicitation section C.3.5.1.

Question #24: C.3.5.1 – What type of documents associated with historic cases need to be migrated (video files, audio files, Word docs, PDFs, etc.)?

Response: See Amendment 0002, change to solicitation section C.3.5.1.

Question #25: C.4 – As data migration is dependent upon the contractor being able to access the data to be migrated, we recommend adding “all data to be migrated will be available to the contractor within 7 days of the date of award.”

Response: See Amendment 0002, change to solicitation section C.3.5.3.

Question #26: H.1.2 – CSOSA Background Checks – To confirm, Attachment J-1, J-2, and J-3 are not to be submitted with our response, but after a contractor has been awarded this contract, correct?

Response: See Amendment 0002 which removes solicitation section H.1 in its entirety. Since the proposed solution must be FedRamp authorized, there is no need for CSOSA background checks or any security clearance.

Question #27: H.2 – Is J-4 to be submitted with our response, or by the contractor after they are awarded the contract?

Response: See Amendment 0002, revision to solicitation section H.2 (newly numbered as section H.1 per Amendment 0002).

Question #28: L.4.3.3 – “The submission for this factor shall include the same web link provided under Factor 1 above that enables CSOSA to demonstrate the quoted system” – In section L.4.3.2 offerors are directed to either submit a web-link for a test environment or a recorded demonstration. If an offeror submits a recorded demonstration can this be the basis on which to review L.4.3.3?

Response: See Amendment 0001, revision to section L.4.3.3.

Question #29: Preferred Functionalities: We recommend separating the MS Office 365 programs (Outlook, Word, Excel, and Sharepoint) so offerors can respond to their integration with each program.

Response: See Amendment 0002, revised Attachment J-6 (newly numbered as Attachment J-2 per Amendment 0002).

Question #30: RFP Document: Attachment J-6, Reference: c.3.1.6.1. How many external users of the system do you anticipate will access the system monthly?

Response: There are no users external to CSOSA. Only OGC Staff will access the main application.

There are roughly 800 agency employees that would need access to the portal to submit an OGC request at any time. See Amendment 0002, revised solicitation section C.3.1.6.15.

Question #31: RFP Document: Attachment J-6, Reference: Preferred Functionality (2). What is the ideal process flow for integrating with Westlaw and LexisNexis?

Response: Each solution should identify its process flow for integrating with Westlaw and LexisNexis. The only requirement in the solicitation Attachment J-6 (newly numbered as Attachment J-2 per Amendment 0002) is integration is preferred.

Question #32: RFP Document: Attachment J-6, Reference: General. How many unique case types will need to be created?

Response: The solution should have existing legal case types included. Any legal case types not included should be minimal.

Question #33: RFP Document: Attachment J-6, Reference: General, how many processes will need to be codified in the system?

Response: CSOSA is looking for an established Legal Case Management solution that has multiple workflows, multiple timelines, and multiple deadlines configured. Remaining configuration should be minimal.

Question #34: RFP Document: Attachment J-6, Reference: General. What external systems does the solution need to integrate with? Do you have a preferred middleware for integration?

Response: Active Directory and Office365 apps. Dual authentication may require an authentication app or other source. This would be based upon the Contractor’s setup for the proposed solution.

Question #35: RFP Document: Attachment J-6, Reference: c.3.5. How many tables and records per table need to be migrated from each data source? How many are reference or lookup tables vs tables that store unique record information (i.e., case information)?

Response: See solicitation section C.3.5 and additional information provided via Amendment 0002.

Question #36: RFP Document: Attachment J-6, Reference: c.3.5. Will we have all the needed access to technical and business resources that understand the legacy data systems? Is there a documented data dictionary for those systems?

Response: The is no data dictionary since this was a previous contracted solution/system. Access to the front-end of the current solution/system will be provided if required.

Question #37: RFP Document: Attachment J-6, Reference: c.3.5. Who will be responsible for extracting data from the legacy system?

Response: As stated in solicitation section C.3.5.1, the Contractor is responsible for data extraction;

CSOSA will work with the Contractor to understand and extract the data.

Question #38: RFP Document: Attachment J-6, Reference: c.3.5. Is the client responsible for data quality assurance of system data?

Response: If data is visible/operable in the current system, it is expected that when migrated to the new solution/system this will still be the case.

Question #39: RFP Document: Attachment J-6, Reference: c.3.5. Who is responsible for remediation of data quality issues?

Response: If data is visible/operable in the current system, the Contractor has the responsibility to migrate the data accurately to the new solution/system, unless the data issue already exists in the legacy system.

Question #40: RFP Document: Attachment J-6, Reference: c.3.1.6 (5). Can you please provide additional information about the calendaring and scheduling functions that would make this a winning bid?

Response: The information included in the solicitation section C provides CSOSA’s requirements for calendaring and scheduling.

Question #41: RFP Document: Attachment J-6, Reference: c.3.1.6 (7). Is there a subset of features that you would want available through a mobile application or is the expectation that all features would be available?

Response: The mobile app should allow for the end users to perform as many of the functionalities as that of the desktop solution. See Amendment 0002, change to solicitation section C.3.1.6.7.

Question #42: RFP Document: Attachment J-6, Reference: c.3.1.6 (7). Does the mobile application need to provide offline capabilities?

Response: No, since this is a SAS product we will be dependent on the Contractor’s website, so we do not expect an offline mobile application to be provided.

Question #43: General. What are the biggest pain points of the current solution?

Response: CSOSA has had separate systems for the “official record” recording of matters; a separate system associated with tasks recording; separate system (share drive) for document and drafting of same. CSOSA requires all these functions to be included in one solution.

Question #44: General. Would you consider a three-week extension on the proposal due date?

Response: No.

Question #45: Has CSOSA seen demonstrations of any Legal Case Management solutions? If so, what product demonstrations has CSOSA seen?

Response: Over the past several years, CSOSA has conducted market research and has received responses to issued Requests for Information. All the information submitted and researched has been reviewed.

Question #46: In Attachment J-6 in Section C.3.3, the requirement is to “complete any required configuration needed to optimize the solution no later than 21 days from date of award.” Since CSOSA has not provided specific workflows it uses, does “required configuration” simply refer to the requirements listed in C.3.1 through C.3.2? Please confirm if this is the correct interpretation of the “required configuration.”

Response: CSOSA is looking for an established Legal Case Management solution. The workflows should already be established. See Amendment 0002, change to section C.3.3 for clarifying configuration information.

Question #47: In Section C.3.5 to assist contractors, would CSOSA consider providing the data dictionary of the data sources being converted into the new solution?

Response: CSOSA does not have a data dictionary to provide. The Contractor will need to work with CSOSA to map the solution-based fields to CSOSA’s current system.

Question #48: Are you looking for customized solutions that can be built from scratch? or you are looking for an existing product that can be customized?

Response: CSOSA is looking for an established Legal Case Management solution.