CRFQ OOT2500000017 Bid Documents.pdf

This is a Request for Quotation (RFQ) issued by the West Virginia Purchasing Division on behalf of the West Virginia Office of Technology for Cybersecurity e-Discovery Software as a Service (OT25112). The RFQ seeks to establish a contract for cloud-based e-Discovery software that will facilitate keyword searching, document review, privilege report creation, data tagging and redaction in legal proceedings. The solicitation was issued on February 6, 2025, with questions due by February 18, 2025 at 3:00 PM, and bids due February 26, 2025 at 1:30 PM. The initial contract term is one year with three optional one-year renewal periods. The contract includes mandatory requirements for system capabilities including two-factor authentication, 256-bit encryption, unlimited user seats, and support for at least 50 concurrent cases with one million documents each.

The pricing structure is based on a per-gigabyte monthly fee, with vendors required to submit pricing for both the initial term and optional renewal years. The contract requires $1,000,000 in Commercial General Liability insurance and $1,000,000 in Cyber Liability insurance. The West Virginia Office of Technology currently provides services to approximately 25,000 computers and 20,000 network users across 210 entities, with funding derived from a fee-for-services model. Vendors must comply with IRS 1075 requirements and provide a Software as a Service Addendum prior to award. The contract will be awarded to the lowest priced vendor meeting all mandatory requirements.