Attachment 1--Statement of Work - 02-11-25.docx

Attachment 1—Statement of Work Statement of Work Computer Assisted Legal Research Services

(c) To support its mission and conduct its work, DOE GC is seeking to procure commercially available computer assisted legal research services (CALR) to obtain access to legal and other databases at a reasonable cost. DOE GC seeks access to up-to-date and comprehensive legal, legislative, news, and public records information and seeks the necessary training, help desk, and support services required to use these databases and system.

(1) DOE GC CALR users require unlimited access to the Core Databases and Sources on a per user flat-rate basis (see Section C.5).

(2) A limited number of DOE GC CALR users require unlimited access to the Ancillary Databases and Sources on a per user basis (see Section C.5).

(b) CALR users shall be able to access the Contractor's online database system using existing DOE equipment and telecommunications capabilities. The primary access method to the Contractor’s system will be via the Internet. Most users will access the Internet through the DOE intranet firewall. Internet access will be using a standard Internet browser (which may change over time). Microsoft Edge is the current primary browser, but others such as Firefox, Chrome, or Safari may also be in use. All browser access must use 128-bit or better encryption for all traffic, including the logon and the research session; access via a HTTPS URL may be required for an encrypted logon. Access must be Section 508 compatible. Some users will have access at work or from other locations, including their residence; others will utilize mobile devices such as smart phones and tablets.

The system shall provide reasonable assistance in the customization (e.g. macros) of the in-use assistive software technology for disabled users, including specialized materials for the sight-disadvantaged, physically disabled, and hearing-impaired users.

C.4 System Capabilities C.4.1 Search and Retrieval Functionality

(a) The system shall provide full text search and retrieval functionality that is appropriate for accessing court decisions, statutes, regulations, and other types of documents specified in Section C.5. Although many of the required functions are not subject-matter specific, others, such as citator functions, are appropriate only for legal research systems.

(b) The Contractor must offer all commercially available interfaces (e.g., classic menu-driven, single search box [“Google-like”]), wireless handheld device optimized, etc.).

(c) The Contractor must offer support, as commercially available, for mobile devices as outlined in Section C.7.

(d) The Contractor should offer Artificial Intelligence (AI)-powered tools to assist with legal research, document summarizations, and preliminary drafting.

C.4.1.1 Database Selection

(a) The Contractor’s system shall provide access to the databases specified in Section C.5 through a menu selection or filtering process. Similar databases must be available in various useful combinations. For instance, opinions of the Supreme Court of the United States might be available as an individual database and as part of a combined database of Federal District Court, Federal Circuit Court, and Federal Supreme Court opinions.

(b) A DOE GC user must be able to select databases at initial login and easily switch to new databases during a research session.

C.4.1.2 Retrieving Documents by Citation Many of the databases specified in Section C.5 are made up of documents, each with one or more standard forms of citation (e.g., 480 U.S. 102, Revenue Ruling 88-1; 100 F.3d 198; 321 U.S. App. D.C. 394; 5 U.S.C. § 552; 28 C.F.R. § 16.1). For such databases, the system shall allow the user to select directly a document for browsing and/or retrieval by specifying the document:

(1) According to the citation form prescribed in the current edition of The Bluebook: A Uniform System of Citation; or

(2) In the case of a document whose citation form is not prescribed in The Bluebook, according to another standard form of citation; or,

(3) According to any additional or different citation form required or recognized by the relevant court or jurisdiction.

C.4.1.3 Searching The system shall provide the following minimum set of database search facilities:

C.4.1.4 Browsing The system shall provide the following minimum set of document browsing facilities:

The system shall provide a facility by which legal topics or propositions are organized. This facility shall allow users to view and browse other similar or related legal materials within a respective legal topic or proposition and to navigate between different topics or legal propositions.

C.4.1.7 Printing, Downloading and Emailing The Contractor’s system shall provide printing, downloading, and emailing facilities. The Contractor shall provide unlimited printing, downloading, and emailing of retrieved documents at no additional charge for each user’s included databases, including all available PDF formats, subject to copyright and licensing restrictions in the final contract. Downloading and emailing formats shall include, at a minimum, formatted word processing (Microsoft Word), PDF, and ASCII text. HTML is desirable, but not mandatory.

C.4.1.8 Automatic Search and Retrieval The Contractor shall provide, at no additional charge, the ability to program a query against selected databases which will run automatically at intervals, including, at a minimum, once a day. The user programming the query will be notified online or via email of search results. The notification shall be fully viewable and functional on any authorized computing device (e.g., standalone, laptop, phone, tablet). Functionality may be limited by device capability.

C.4.1.9 Folders Offerors shall provide users the ability to create folders, notes and highlights in documents.

C.4.1.10 Tools The Contractor shall offer analytics, current awareness tools, expert witness resources, attorney and judicial profiles and statistics, and transcript tools (e.g., real time reader). The Contract should offer Artificial Intelligence (AI)-powered tools to assist with legal research, document summarizations, and preliminary drafting.

“Available” is defined as the system allowing DOE GC CALR users to log on and fully access and use the contracted-for system capabilities.

“Downtime” is defined as that period of time when the system is not fully available to DOE GC CALR users due to malfunctions, maintenance, updates, or limitations in the Contractors equipment, software, or telecommunications connections.

(b) The Offeror shall take due care to limit all downtime, avoid system interruptions during the weekday business hours (8 AM to 9 PM ET), and coordinate all extended downtime with the Government (designated COR or CO).

C.5 Databases C.5.1 Core Databases and Sources The Contractor shall provide unlimited access to full-text search and retrieval for all of the databases and sources shown in Appendix A--Core Databases and Sources.

C.5.2 Ancillary Databases and Sources The Contractor shall state whether they can provide unlimited access to the databases and sources shown in Appendix B--Ancillary Databases and Sources for a limited number of DOE GC CALR users. While all users will have access to the Core Databases and Sources, not all users will have access to the Ancillary Databases and Sources. The CO or COR will designate which users shall have access to the Ancillary Databases and Sources.

C.5.3 Database Maintenance & Updates The Contractor shall regularly maintain the accuracy and currency of all database files consistent with industry standards. All database corrections and updates shall be made available to DOE GC CALR users at the same time they are made available to the Contractor's commercial users.

The Contractor shall provide a means for DOE GC, through the CO or COR, to request the integration of new or additional databases under the agreement.

C.6 Documentation C.6.1 Databases The Contractor shall provide documentation on use of the database retrieval service, e.g., manuals, reference guides, and database descriptions. Contractor shall provide DOE GC one complete set of documentation, as well as subsequent updates, at no additional charge. Documentation may be provided in electronic format; however, hard copy shall be provided if requested by end user.

C.7 Support Services & Contract Management The Contractor shall provide the following support services and contract management activities at no additional charge.

C.7.1 Training C.7.1.1 General

· The Contractor shall designate a Training Coordinator who will maintain a list of course offerings, qualified and authorized trainers, and coordinate live-virtual trainings as requested by the Government.

· All instructors provided by the Contractor shall be experienced with the system and CALR services and products furnished under this contract, and the training shall be geared to the Contractor's products and services and not to basic concepts.

· The Contractor shall provide each user with all appropriate course material (e.g., manuals, text material, and course outlines) necessary for the specific training in electronic format.

· All training material must be Section 508 compatible.

· The Contractor shall provide responses to frequently asked questions, including ‘always-current’ instructions for account creation, information about ancillary content, regional Contractor representative contact information, product training resources (both onsite and online), ‘Quick Start Guides,’ and other Contractor account administrative tools.

C.7.1.2 On Demand Trainings

· The Contractor shall provide on-demand recorded trainings on the Contractor’s system capabilities and databases. These trainings shall include, but not be limited to subjects like system access, search and retrieval functionality (basic and advanced), Artificial Intelligence (AI)-assisted research tools, database selection, analytics, case precedents, citators, folders, legal topic organization, printing, downloading, and emailing.

C.7.1.3 Live-Virtual Trainings & Refresher Courses

· The Contractor shall also provide a limited number of live-virtual trainings for DOE CALR users, upon request, on subjects including, but not limited to, advanced searches, Artificial Intelligence (AI)-assisted research tools, etc.

· The Contractor shall provide refresher trainings on subjects including, but not limited to, new access methods and procedures, new/additional database information, and enhancements to search and retrieval functions.

· All live-virtual trainings on CALR services shall be recorded and made available to GC CALR users. Contractor shall host the audio, visual, and other files of archived trainings until the end of the contract and make the archived recordings available to GC CALR users upon request.

· All trainings shall be coordinated through the DOE CO and/or COR. The specific dates, times, and any location for the refresher training course presentations shall be mutually agreed upon by the CO and/or COR and the Contractor.

· The Contractor shall coordinate with the CO and COR as to acceptable online tools and protocols (e.g., Microsoft Teams, Zoom, Webex, etc.) to ensure full functionality and connectivity with DOE network infrastructure.

C.7.2 User Support & Technical Assistance The Contractor shall provide 24/7 support and troubleshooting assistance to DOE GC users at no additional cost to the DOE. Contractor personnel shall be readily available by toll-free telephone or by web interface (e.g., chat feature) to provide timely technical assistance.

C.7.3 Contract Management C.7.3.1 General The Contractor shall continually ensure the quality, reliability, accuracy and availability of databases, software, search and retrieval systems, products, and services provided under this Contract.

C.7.3.2 Reports The Government may, from time to time, require reports from the Contractor regarding CALR usage information and statistics, information on the Contractor’s system, or other matters related to the contract. The COR will request these reports from the Contractor as needed.

C.7.3.3 User ID Management The Contractor shall maintain DOE user identifications (IDs). Requests to add and delete users will be initiated by the CO and/or COR. Individual user IDs will normally be issued within one business day of receipt of the COR or CO request.

Appendix A -- Core Databases and Sources

Appendix B -- Ancillary Databases and Sources