DCSC-26-RFP-60 Legal Case Document Mgmt System.Post.33026.pdf

DISTRICT OF COLUMBIA COURTS

SOLICITATION, OFFER AND AWARD

FOR SUPPLIES, OR SERVICES

ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: March 30, 2026

ADMINISTRATIVE SERVICES DIVISION

PROCUREMENT AND CONTRACTS BRANCH OPENING DATE: March 30, 2026

510 4th STREET, NW, 3RD FLOOR OPENING TIME: 10:00am EST

WASHINGTON, D.C. 20001

CLOSING DATE: April 24, 2026

SOLICITATION NUMBER: DCSC-26-RFP-60 CLOSING TIME: 11:00am EST

OFFER/BID FOR: Legal Case and Document Management System MARKET TYPE: OPEN

SOLICITATION TYPE: RFP

TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE (X) SEC. DESCRIPTION PAGE

X A Solicitation/Offer/Award Form 1 X H Special Contract Requirements 20 X B Price/Cost for Supplies or Services 4 X I Contract Clauses 22 X C Description/Specs/Work Statement 5 X J List of Attachments 30

D Packaging & Marking X K Representations & Certifications 31 X E Inspection & Acceptance 13 X L Instructions/Conditions/Notices to Offerors 34 X F Deliverables & Performance 14 X M Evaluation Factors for Award 44 X G Contract Administration Data 16

A.1 OFFER (TO BE COMPLETED BY OFFEROR) Note: In sealed bidding, the terms Offer/Offeror mean Bid/Bidder.

The undersigned offers and agrees that, with respect to all terms and conditions accepted by the Courts under

Section A.2 AWARD below, this Offer and the provisions of this Solicitation will constitute a Binding Contract.

Name:

Website:

Street Address:

City, State:

Zip Code:

Area Code &

Telephone Number:

OFFEROR Name and title of Person Authorized to Sign Offer: (Type or Print)

Signature

(Seal)

Date:

Impress

Corporate

Seal

Corporate (Seal)

(Secretary) (Attest)

A.2 AWARD (TO BE COMPLETED BY THE DISTRICT OF COLUMBIA COURTS)

Contract No.:

Award

Amount:

Contract Period: Award Date:

Accepted as to the following items:

FOR THE DISTRICT OF COLUMBIA COURTS:

By CONTRACTING OFFICER

Name:

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A.3 REQUIRED SUPPLIES OR SERVICES

The District of Columbia Courts, on behalf of the Office of the General Counsel, seeks a qualified vendor to provide a cloud-hosted, configurable commercial-off-the-shelf

(“COTS”) Legal Case and Document Management System, including necessary software, licenses, warranties, and related services to include installation, document migration, implementation, on-site post-implementation support and training, and maintenance and support as specified in Section C (Description/Specifications/Work

Statement).

PLEASE NOTE: A COURT CASE MANAGEMENT SYSTEM IS NOT WITHIN

THE SCOPE OF THIS PROCUREMENT OR ANY RESULTING CONTRACT.

A.4 OPEN MARKET

This solicitation is issued on an unrestricted/open market basis.

A.5 CONTRACT AWARD

The Courts anticipates the award of a single firm-fixed price contract for a base year and 4 option years to the responsible offeror whose offer conforms to the solicitation and will be most advantageous to the Courts, considering price and other evaluation factors. See Sections L and M. The Courts anticipate making an immediate award as deemed required.

A.6 SAM REGISTRATION

In order to receive a contract award, the prospective contractor/offeror must be registered through the Federal System For Award Management (SAM) at https://www.sam.gov. SAM.gov is an official U.S. government website. There is no cost to use SAM. You can use SAM.gov for FREE to:

• Register to do business with the U.S. government.

• Update or renew your entity registration.

• Check status of an entity registration.

• Search for entity registration and exclusion records.

A.7 COMMUNICATIONS AND QUESTIONS FROM OFFERORS

All written communications regarding this solicitation should be submitted by email to

Ms. Grace Alao, Senior Contract Specialist, at grace.alao@dccsystem.gov. See Section

L.4.

Questions from prospective contractors/offerors must be submitted no later than

11:00 a.m. EST on April 13, 2026. The Courts will not consider any questions received after that time.

mailto:grace.alao@dccsystem.gov

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No pre-proposal conference is planned.

A.8 SOLICITATION AMENDMENTS

The Courts will post all amendments, addenda, and responses to offeror questions on the D.C. Courts website https://www.dccourts.gov/dc-courts/solicitations. Oral explanations or instructions given by Courts officials or staff before the award of the contract will not be binding.

NOTE: Offeror may acknowledge solicitation amendments and addenda in the table below or on the addendum itself, or both. See Section L.6.

Table A.8

OFFEROR HEREBY ACKNOWLEDGES RECEIPT OF SOLICITATION

AMENDMENTS OR ADDENDA ON THE FOLLOWING DATES:

Amendment No. Signature Date Amendment No. Signature Date

END OF SECTION A

https://www.dccourts.gov/dc-courts/solicitations

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SECTION B - PRICE/COST FOR SUPPLIES OR SERVICES

***OFFERORS MUST FOLLOW THE INSTRUCTIONS AT SECTION L.13 (PRICE PROPOSAL CONTENT AND FORMAT) FOR

COMPLETING THE PRICE/COST SCHEDULE BELOW, WHICH SHALL BECOME A PART OF THE AWARDED CONTRACT. THE

CONTRACT TERM IS A BASE YEAR WITH FOUR OPTION YEARS, SUBJECT TO THE AVAILABILITY OF APPROPRIATED FUNDS.***

B.1 CONTRACT TYPE

This is a firm-fixed price contract.

B.2 PRICE/COST SCHEDULE

BASE YEAR

CLIN No. Description Unit Price Total Price

0001 Software Licenses, Documentation, and Warranties $ $

0002 Maintenance and Support $ $

0003 On-site Post-Implementation Support and End User Training $ $

0004 Installation, Document Migration, and Implementation $ $

Total Price $

OPTION YEAR 1

CLIN No. Description Unit Price Total Price

1001 Software Licenses, Documentation, and Warranties $ $

1002 Maintenance and Support $ $

Total Price $

OPTION YEAR 2

CLIN No. Description Unit Price Total Price

2001 Software Licenses, Documentation, and Warranties $ $

2002 Maintenance and Support $ $

Total Price $

OPTION YEAR 3

CLIN No. Description Unit Price Total Price

3001 Software Licenses, Documentation, and Warranties $ $

3002 Maintenance and Support $ $

Total Price $

OPTION YEAR 4

CLIN No. Description Unit Price Total Price

4001 Software Licenses, Documentation, and Warranties $ $

4002 Maintenance and Support $ $

Total Price $

TOTAL PRICE ALL PERIODS $

NOTE TO OFFERORS: ONLY price CLIN 0002 (Maintenance and Support) if it is

NOT included as part of the software license (CLIN 0001).

END OF SECTION B

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SECTION C – DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

C.1 Scope of Work

The Contractor must provide a cloud-hosted, configurable commercial-off-the-shelf

(“COTS”) Legal Case and Document Management System, including necessary software, licenses, and warranties (“System”) to the District of Columbia Courts (“D.C.

Courts” or “Courts”). The Contractor must also provide related services, to include installation, document migration, implementation, on-site post-implementation support and on-site end user training. In addition, the Contractor must provide ongoing high quality maintenance and end user support.

PLEASE NOTE: A COURT CASE MANAGEMENT SYSTEM IS NOT WITHIN

THE SCOPE OF THIS CONTRACT.

C.2 Overview of District of Columbia Court System (DCCS)

The D.C. Courts is the judicial branch of the District of Columbia and comprises three entities: the District of Columbia Court of Appeals, the Superior Court of the District of

Columbia, and the District of Columbia Court System (“DCCS”). DCCS includes the

Executive Office and administrative offices that support both courts. The D.C. Courts is a fully unified large urban court system with over 95 judicial officers and approximately 1,200 employees. As Washington, D.C. is a city that also functions as a state, the D.C. Courts provide city and state-level services. The Courts also receive funding directly from the Federal government.

DCCS provides business support services, including but not limited to capital projects, budget and finance, procurement and contracts, administrative services, human resources, training, planning, research and development, court reporting, information technology, and legal counsel through the Office of the General Counsel.

C.3 The Office of the General Counsel (OGC)

OGC provides a broad spectrum of legal advisory services to the D.C. Courts such as legislative drafting and analysis; contract, lease, inter-agency agreements, and grant reviews; interpretation and drafting of orders, policies, and agreements; and supporting records management, data release, and compliance protocols. OGC manages and supports the rulemaking process, drafting proposed and final amendments, public notices, memoranda, correspondence, and promulgation orders. OGC advises management on employment, grievance, and disciplinary matters. OGC represents the

Courts before administrative tribunals and disciplinary hearings and serves as in-house counsel in litigation and other matters in which the Courts have an institutional interest, including managing eDiscovery. OGC attorneys serve as legal advisors to Courts’ leadership and management, and Boards of Judges. OGC attorneys also serve on

Courts’ ad hoc and standing committees. The General Counsel serves as the D.C.

Courts’ Ethics Officer and chairs the Courts’ Legal Advisory Council.

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OGC is currently comprised of six (6) staff members: the General Counsel, three

Associate General Counsels, a Paralegal Specialist, and an Administrative Assistant.

All six staff members require software licenses, access to the System, user training, and user support. The Courts may require up to 10 (ten) software licenses in future option years.

OGC source documents and files include approximately 1.2 TB of confidential, privileged, and litigation sensitive materials comprised of approximately 390,000 files saved across 10,000 folders on an NTFS network drive. There is no legacy legal or document management system. The vast majority are PDF and MS Word files but other file types may include Excel, MP4, and VTT. These include approximately 22,000

PDF files of recently digitized paper files, which are in OCR format and generally indexed by topic and titles of the former paper folders. Document scanning is not required under this Contract.

C.4 Objectives

OGC seeks to modernize its operations and gain business and legal process efficiencies.

OGC’s objectives are that the System achieve the following:

(a) Provide electronic law practice management functionality to support operational needs, including contract and eDiscovery management.

(b) Satisfy core document and case management requirements with minimal customization.

(c) Automate workflows and business processes using information technology and artificial intelligence (AI) to the maximum extent possible.

(d) Utilize AI unstructured document extraction and automation.

(e) Promote document version control with highly secure, accurate, and reliable recordkeeping.

(f) Enhance case tracking.

(g) Data analytics and reporting capabilities.

(h) File migration.

(i) Migrate and organize files and documents and reduce redundancy.

(j) Interface with widely used office applications to promote efficiency.

(k) Promote intuitive, user friendly, and accessible technology with easy user navigation and a modern look and quality.

C.5 System Requirements and User Needs

No. Description Type

Document management with a centralized database, native document management, and searchable repository.

Functional

Case management with streamlined, real time matter intake, opening, closure, and matter type tracking.

Functional

Litigation hold tracking with electronic reminders and ability to confirm receipt, e-sign, and record recipient response.

Functional

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Task and calendar management capabilities with automatic alerts for case tracking and monitoring.

Functional

Contract management tool or function, including tracking and providing reminders of deadlines for procurements, contracts, and other agreements.

Functional

Generative AI capability, including but not limited to automated workflow, intelligent scanning, data verification, data analysis capabilities, legal research, document review, audit trails, data encryption, and GDPR (General Data Protection Regulations) compliance.

Functional eDiscovery, including but not limited to comprehensive data source support, custodian management, data filtering and de-duplication, metadata extraction and analysis, secure storage and preservation, automated review features (redaction and applying legal holds).

Functional

8 File sharing, including securely sharing confidential legal files. Functional

Robust search capability, including search by document profile fields and within document text in MS Word, Excel, PDF, HTML, and other widely-used file format types.

Functional

Capture/import email, documents, attachments, transcripts, video or audio recordings (including voicemail) and other file types.

Functional

Secure, role-based access to case/document profiles and documents (e.g., edit, view only, create or save as new version, delete, etc.).

Functional

Accessibility and mobility for easy access anywhere with a secured environment.

Functional

13 OCR and redaction capability. Functional

14 Ability to generate template documents. Functional

15 Compatible with Citrix Virtual Desktop Infrastructure (VDI). Technical

Multiple or unlimited number of document profile fields and categories, including a case notes field(s).

Technical

17 Single sign-on. Technical

Web-based solution compatible with the latest versions of

Microsoft Edge, Chrome, Firefox, and Safari.

Technical

Real time user response rate for searching, accessing, saving, and uploading and downloading files, including large files.

Technical

20 Near real time response rate for generating reports. Technical

Disaster Recovery, including immediate access to backup files and documents.

Technical

22 Section 508 compliance (29 U.S.C. §794d). Technical

Create user templates and pre-populated profiles for recurring case or file types.

User Need

24 Mobile accessibility. User Need

25 Assign matters, tasks, and documents to one or more users. User Need

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Track matter history, outside counsel, clients, contact information, and similar information.

User Need

27 View and print files/documents directly from the System. User Need

28 Open files in native application. User Need

29 Save multiple document versions. User Need

Generate, format, print and export reports, including in MS

Excel and Word format.

User Need

Assign one or more security profiles to files such as confidential, privileged, or attorney work product, and limit user access accordingly.

User Need

32 Track document history. User Need

33 Document version control. User Need

34 Built-in help functions. User Need

35 MS Word. Compatibility

36 MS Excel. Compatibility

MS Outlook for matter files, including MS Outlook add-in

(Click-button) option to save emails, attachments, and contact information.

Compatibility

MS Outlook Calendar, including alerts, deadlines, reminders to one or more users, and ability to link contacts and automatically launch Outlook.

Compatibility

39 MS SharePoint. Compatibility

40 Adobe Acrobat Pro DC. Compatibility

41 Citrix ShareFile. Compatibility

42 Box.com. Compatibility

Security features to prevent the Contractor, including contractor and subcontractor staff, from accessing, copying, or downloading sensitive and confidential files, documents, document profiles records, and other information and materials.

Security

44 Comply with NIST-800-53 r5/800-37 r2 security controls. Security

45 FedRAMP authorized Cloud Service Provider. Security

Require user authentication using single sign on with Microsoft

Entra ID (formerly Azure Active Directory) or Microsoft Active

Directory.

Security

Support of the configuration of rules for user passwords including frequency of changes, length, character requirements, etc.

Security

Lock user accounts after a defined number of failed password attempts.

Security

49 Secure user information through password encryption. Security

Allow the assignment of roles and permissions to users and groups of users.

Security

Assign users and user groups permissions to access confidential data and documents.

Security

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Allow users to be assigned to multiple roles and resolve access to data accordingly.

Security

53 Define permission levels for access to all system components. Security

54 Assign confidentiality to case data and documents. Security

Prohibit reports containing full social security numbers (SSN) from being generated without SSNs being masked.

Security

56 Encrypt all data at rest and in transit. Security

57 Ensure system has MFA (Multi-Factor Authentication) enabled. Security

58 As built documentation. Security

C.6 DCCS Enterprise IT Environment

(a) The following table provides a non-exhaustive overview of the DCCS’s enterprise technology environment.

Type Current Environment, Software, and Hardware

Data Center Server / Storage Platforms

HPE Synergy 12000 Frame (blade servers), NetApp storage (NAS and SAN) Cluster Data ONTAP Version 9.15.1P6 storage

Operating Systems Windows 2012, 2016, 2019, 2022 and higher Standard and Data Center Edition Client –Windows 11

End User Platforms Dell Workstations, peripherals

Client Operating System

MS Windows 11

Cloud Platform Microsoft Azure FedRAMP Government and Azure Commercial

Network Equipment TCP/IP, CISCO routers and switches

Internet Browsers MS Edge version 105 (and newer), Chrome version 105 (and newer), Firefox version 105, and iOS version 15.6 (and newer)

Authentication Active Directory Federation Services, Azure AD, MS Authenticator, DUO Security

Development Environment

J2EE, Oracle Apex, MS Power Apps, Azure Kubernetes and Container Services, MS .Net for API interfaces

Databases Oracle 12c, 19c (and newer), MS-SQL 2012, MS SQL Server 2022 (and newer), Azure SQL Managed Instances, MyQL

Data Warehousing and Business

Intelligence

Oracle OBIEE 12c, Oracle ODI 12c, Microsoft PowerBI

Application Server Oracle Web Logic 14c (and newer), Apache Tomcat, JBoss, Azure wildfly

Project Lifecycle

Management Microsoft Azure GitHub, MS SharePoint

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(b) The Contractor must provide cloud-managed services, e.g., migration, configuration, optimization, security, and maintenance of their application hosted in a government cloud service provider.

(c) The Contractor is responsible for supporting the infrastructure to run the application hosted in their cloud service provider’s government cloud. This must include, at minimum, regular maintenance, security patching, updating infrastructure components necessary to run the application, and conducting performance monitoring and system health checks.

C.7 Required Services

(a) Project Management. The Contractor must assign a Project Manager responsible for the successful delivery, installation, and implementation of the System and post-implementation support and training. The Project

Manager must maintain regular communication and contact with the

Contracting Officer’s Technical Representative (“COTR”) throughout the entire process, including post-implementation support and training. The

Project Manager and all contractor resources must understand OGC’s objectives (see Section C.4) and be experienced in installing and implementing legal case and document management systems.

(b) Kickoff Meeting. The Contractor must conduct a project initiation/kick-off meeting with the COTR and OGC staff to understand OGC’s objectives and expectations for the System and to outline the steps and deliverables.

(d) Installation and Implementation. The Contractor must install and implement the system and cooperate fully with the Courts’ Information Technology (“IT”)

Division throughout the System installation and implementation process. The IT

Division is responsible for all aspects of business process automation, information systems management, network operations, security auditing, as well as desktop and peripheral support.

(e) Document Migration. The Contractor must migrate existing files into the new

System, including but not limited to:

(i) document coding, including identification of specific information of the source documents and creating a data/document code profile.

(ii) identification and deletion of duplicates files.

(iii) development of an overall strategy for electronic records management

Security Network Access Control, Palo Alto Firewall, Global Protect VPN, MS Defender for Endpoint, Symantec for Servers

Load balancer Citrix NetScaler VPX version 11 (and newer)

Mobile devices Dell, Apple, and other laptops/tablets; Apple and Android phones, Apple iPad

MS Office M365

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(uniform naming conventions).

(f) On-site post-Implementation Support and Training. The Contractor must provide five (5) consecutive days of on-site, post-implementation support and in-person, facilitated end user training on the System, including how to migrate, import, and maintain documents on the System. A virtual training must be provided for future new users. The Contractor must provide administrator training as requested.

(g) Maintenance and End User Support. The Contractor must provide a Service

Level Agreement (SLA) to include high quality maintenance and end user support following system implementation and throughout the duration of the contract term. This must include, at minimum:

(i) Built-in system help functions.

(ii) Searchable knowledge base.

(iii) Telephone numbers, email contact information, and online chat features.

(iv) Tier 1 and Tier 2 end user support, including for all in-scope requirements, capabilities, modules, functionality, and services. This shall include a phone-based help desk Mondays through Saturdays from 8:00 AM to 6:00 PM Eastern Time.

(v) Written documentation on releases, system updates, enhancements, software patches, and corrections to software bugs.

(vi) Full cooperation with the Courts’ IT Division.

END OF SECTION C

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SECTION D - PACKAGING AND MARKING

THIS PAGE IS INTENTIONALLY LEFT BLANK.

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SECTION E - INSPECTION AND ACCEPTANCE

E.1 Inspection of Services

(a) “Services” as used in this clause includes all services provided under this Contract, including, but not limited to, project management, installation, implementation, document migration, on-site post-implementation support, on-site user training, maintenance, end user support, and all other work performed under Section C

(Description/Specifications/Work Statement).

(b) The Contractor must provide and maintain documentation of all services provided under this Contract. Complete records of all services performed by the Contractor must be maintained and made available to the Courts during contract performance and for as long afterwards as the Contract requires.

(c) The Courts have the right to review and test all services called for by the contract to the extent practicable during the term of the Contract. The Courts may perform reviews and system and integration tests in a manner that will not unduly delay the work.

(d) If any services do not conform to the contract requirements, the Courts may require the Contractor to perform these services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by performance, the Courts may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements and reduce the contract price to reflect value of services performed.

(e) If the Contractor fails to promptly perform the services again or take the necessary action to ensure future performance in conformity to contract requirements, the

Courts may (1) by contract or otherwise, perform the services and charge the

Contractor any cost incurred by the Courts that is directly related to the performance of such services, or (2) terminate the Contract for default.

END OF SECTION E

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SECTION F - DELIVERABLES AND PERFORMANCE

F.1 Contract Period of Performance

The term of the Contract is twelve (12) months from date of award of the contract.

F.2 Option to Extend the Term of the Contract

The Courts may extend the term of this Contract for up to four (4) optional one-year periods, or a fraction or multiple fractions thereof, at the sole discretion of the Courts and subject to the availability of appropriated funds. If the Courts exercise an option, the extended contract will be considered to include this option provision. The exercise of any option under this contract is contingent on the appropriation of funds for the respective option period. However, the availability of funds does not obligate the Courts to exercise this option year.

F.3 Additional Licenses

The Courts may require up to 10 (ten) software licenses in future option years at the unit price offered for that year.

F.4 Deliverables

All deliverables shall be in a form and manner acceptable to the Courts. The Contractor must complete the tasks and provide to the Contracting Officer’s Technical Representative (COTR) the deliverables specified below within the designated and/or agreed upon time frames:

Table 3(a)

CLIN No. Deliverable Deadline

(from date of award or notice to proceed)

Software Licenses, Documentation, Warranties 14 calendar days

Project Initiation / Kick-off Meeting 21 calendar days

System Installation, Document

Migration, and Implementation

TO BE SCHEDULED

On-site Post-Implementation Support and End User Training

0002 Maintenance and End User Support Upon complete and accurate delivery of post-implementation support and training.

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F.1 Location of Performance

The Contractor’s services shall be performed in the Courts’ facilities and at such other places as are mutually agreed to by the Contractor and the Courts.

END OF SECTION F

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SECTION G - CONTRACT ADMINISTRATION DATA

G.1 Payment/Invoices

(a) The Courts will make invoice payments under the terms and conditions specified in the contract. The Contractor will be compensated upon completion and acceptance of the work as specified in the contract. Payments shall be considered as being made on the day a check is dated or the date of an electronic funds transfer. The Contractor shall be compensated as set forth below.

(b) All invoices and payment request must be submitted electronically through the U.S.

Department of the Treasury’s Invoice Processing Platform (IPP) System using the

“Bill to Agency” of Interior Business Center-FMD. The IPP website address is https://www.ipp.gov. In addition, it is the vendors’ (contractors’) responsibility to be

System for Awards Management (SAM) registered and in IPP. The vendors

(contractors) must be SAM registered in order to register in IPP. The SAM website address is https://www.sam.gov.

(c) After contract and purchase order award, in order to receive payment, the Contractor must use the IPP website to register, access, and use IPP for submitting all invoice requests for payment(s). Assistance with enrollment can be obtained by contacting the

IPP Production Helpdesk via email at IPPCustomerSupport@fiscal.treasury.gov or by phone (866) 973-3131.

(d) Payment request means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, at a minimum, the Contractors’ electronic invoice shall include the following information:

(i) Name and address of the Contractor;

(ii) Purchase Order number;

(iii) Invoice date;

(iv) Invoice number;

(v) Name of the Contracting Officer Technical Representative (COTR);

(vi) COTR’s email address; and

(vii) Description, quality, unit of measure, and extended price of the services or supplies actually rendered.

(e) Once the electronic invoice has been submitted through IPP, no later than 2 business days from the electronic submission, the Contractor must email and/or mail to the

COTR a copy of the electronic invoice along with all the required supporting documentation as stated in the contract.

(f) The COTR shall review each electronic invoice for certification of receipt of satisfactory services prior to authorization of payment.

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G.2 Final Invoice

(a) The Contractor must submit final electronic invoice (s) within thirty (30) days after the expiration of this contract. On a final invoice where the payment amount is subject to contract settlement actions, acceptance shall be deemed to have occurred on the effective date of the contract settlement.

(b) The Contractor must complete and submit the District of Columbia Courts Release of

Claims form (Attachment J.8) as well as provide a copy of the final electronic invoice to the COTR.

G.3 Tax Exemption

The Courts are exempt from taxation pursuant to D.C. Code § 47-2005(1).

G.4 Prompt Payment Act

The Courts will pay interest (late charge) on each electronically receipted and approved invoice pursuant to the Prompt Payment Act, 31 U.S.C. § 3901 et seq.

G.5 Payment

Payment to the Contractor for services satisfactorily performed shall be made by the

Courts once the Contractor’s certified invoice has been approved by the Contracting

Officer’s Technical Representative (COTR), or in the case of a dispute, subject to final determination by the Contracting Officer. Payment shall be made according to the following schedule:

Table G.5

CLIN Deliverable Percent

Payment Comments

Software Licenses, Documentation, Warranties

100% Upon complete and accurate delivery of all software items.

System Installation, Document Migration, and

Implementation.

100% Upon complete and accurate performance of services.

On-site Post-

Implementation Support and End User Training

100% Upon complete and accurate delivery of End User

Training.

Maintenance and End

User Support 25%

Quarterly payments for maintenance and end user support to begin upon complete and accurate performance of post-implementation support and training.

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G.6 Audits.

At any time or times before final payment and three (3) years thereafter, the Contracting

Officer may have the Contractor’s invoices or vouchers and statements of costs audited.

Any payment may be reduced by amounts found by the Contracting Officer not to constitute allowable costs as adjusted for prior overpayment or underpayment. In the event that all payments have been made to the Contractor by the Courts and a discrepancy of overpayment is found, the Courts shall be reimbursed for said overpayment within thirty

(30) days after written notification.

G.7 Contracting Officer (CO)

The District of Columbia Superior Court Contracting Officer who has the appropriate contracting authority is the only Courts official authorized to contractually bind the

Courts through signing contract documents. The name and contact information of the

Contracting Officer is:

Darlene D. Reynolds

Procurement and Contracts Branch Manager

Administrative Services Division

District of Columbia Courts

510 4th Street, NW, Third Floor

Washington, D.C. 20001

G.8 Authorized Changes by the Contracting Officer

(a) The CO is the only person authorized to approve changes in any of the requirements of this contract.

(b) The Contractor shall not comply with any order, directive or request that changes or modifies the requirements of this contract, unless issued in writing and signed by the

CO.

(c) In the event the Contractor effects any change at the instruction or request of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any cost increase incurred as a result thereof.

G.9 Contracting Officer’s Technical Representative (COTR)

(a) The COTR is responsible for general administration of the contract and advising the

CO as to the Contractor’s compliance or noncompliance with the contract. The COTR has the responsibility of ensuring the work conforms to the requirements of the contract and such other responsibilities and authorities as may be specified in the contract. These include:

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(i) Keeping the CO fully informed of any technical or contractual difficulties encountered during the performance period and advising the CO of any potential problem areas under the contract;

(ii) Coordinating site entry for Contractor personnel, if applicable;

(iii) Reviewing invoices for completed work and recommending approval by the

CO if the Contractor’s costs are consistent with the negotiated amounts and progress is satisfactory and commensurate with the rate of expenditure;

(iv) Reviewing and approving invoices for deliverables to ensure receipt of goods and services. This includes the timely processing of invoices and vouchers in accordance with the Courts payment provisions; and

(v) Maintaining a file that includes all contract correspondence, modifications, records of inspections (site, data, equipment) and invoice or vouchers.

(b) The name and contact information of the COTR is:

Sherri Evans Harris, General Counsel District of Columbia Courts 410 E Street, NW, Suite C-620 Washington, DC 20001 202-879-1627 officegeneralcounsel@dccsystem.gov

(c) The COTR shall NOT have the authority to:

(i) Award, agree to, or sign any contract, delivery order or task order. Only the

CO shall make contractual agreements, commitments, or modifications;

(ii) Grant deviations from or waive any of the terms and conditions of the contract;

(iii) Increase the dollar limit of the contract or authorize work beyond the dollar limit of the contract;

(iv) Authorize the expenditure of funds by the Contractor;

(v) Change the period of performance; or

(vi) Authorize the use of Courts property, except as specified under the contract.

(d) The Contractor shall be fully responsible for any changes not authorized in advance, in writing, by the CO; may be denied compensation or other relief for any additional work performed that is not so authorized; and may also be required, at no additional cost to the Courts, to take all corrective action necessitated by reason of the unauthorized changes.

END OF SECTION G

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SECTION H - SPECIAL CONTRACTS REQUIREMENTS

H.1 Publicity

The Contractor must at all times obtain the prior written approval from the CO before it, any of its officers, agents, employees, or subcontractors, either during or after expiration or termination of the Contract, make any statement, or issue any material, for publication through any medium of communication, bearing on the work performed or data collected under this Contract.

H.2 Disclosure of Information

(a) Any information made available by the District of Columbia Courts shall be used only for the purposes of carrying out the provisions of this Contract and shall not be divulged nor made known in any manner to any person except as may be necessary in the performance of the Contract.

(b) In performance of this Contract, the Contractor agrees to assume responsibility for protection of the confidentiality of Courts records and that all work shall be performed under the supervision of the Contractor or the Contractor’s responsible employees.

(c) Each officer or employee of the Contractor to whom information may be available or disclosed shall be notified in writing by the Contractor that information disclosed to such officer or employee can be used only for a purpose and to the extent authorized herein, and that further disclosure of any such information, by any means, for a purpose or to an extent unauthorized herein, may subject the offender to criminal sanctions.

(d) No information regarding the Contractor’s performance of the Contract shall be disclosed by the Contractor to anyone other than the District of Columbia Courts officials unless written approval is obtained in advance from the Contracting Officer.

H.3 Contractor Personnel and Project Staff

(a) The Courts will conduct reference and background checks on the Contractor’s project staff, including staff involved in the installation, document migration, implementation, and training.

(b) Because of the sensitivity and confidentiality of OGC records, all contractor personnel must obtain a security clearance as designated by the Contracting Officer in accordance with DCCS security policies and procedures. The Courts will notify the Contractor of all such requirements as soon as practicable.

(c) The Courts reserves the right to reject the Contractor’s staff as a result of such reference and background checks.

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(d) Only the Contractor’s personnel stated in its proposal shall be directed to report to the

Courts for duty under this contract, unless otherwise approved by the Courts. The

Contractor agrees to use its best effort to minimize personnel changes during performance of installation, document migration, implementation, post-implementation support, and user training (i.e., performance of CLINs 0002 and 0003).

(e) The Contractor shall ensure that none of its personnel enter a prohibited area not authorized for access by the COTR. All breaches of security on the job site by the

Contractor’s personnel shall be immediately reported to the COTR.

(f) The Contractor’s personnel shall not remove Courts’ documents from the premises.

H.4 Courts’ Responsibilities

(a) The Courts’ staff will work with the Contractor to address any questions and concerns.

(b) The Courts’ staff will provide the necessary level of access to the Courts’ systems.

END OF SECTION H

Solicitation No.: DCSC-26-RFP-60, Legal Case & Document Management System Page 22 of 46

SECTION I - CONTRACT CLAUSES

I.1 Applicability of General Provisions Applicable to the D.C. Courts Contracts

The General Provisions Applicable to D.C. Courts Contracts (Attachment J.1) are applicable to the contract.

I.2 Contracts that Cross Fiscal Years

Continuation of this contract beyond the current fiscal year is contingent upon the future availability of appropriated funds.

I.3 Confidentiality of Information

The Contractor must keep all information relating to any employee or customer of the

Courts in absolute confidence and must not use the information in connection with any other matters; nor shall it disclose any such information to any other person, firm or corporation, in accordance with the Courts and federal laws governing the confidentiality of records.

I.4 Day and Time

Day means calendar days. Time means Eastern Standard Time (EST) and, if stated in a number of days, will include Saturdays, Sundays, and holidays, unless otherwise stated herein.

24/7/365 means 24 hours, 7 days per week, 365 days per year.

I.5 Rights In Data

(a) The term Data, as used herein, means recorded information, regardless of form or the media on which it may be recorded. The term includes technical data and computer software. The term does not include information incidental to contract administration, such as financial, administrative, cost or pricing, or management information.

(b) The term Technical Data, as used herein, means recorded information, regardless of form or characteristic, of a scientific or technical nature. It may, for example, document research, experimental, developmental or engineering work, or be usable or used to define a design or process or to procure, produce, support, maintain, or operate material. The data may be graphic or pictorial delineations in media such as drawings or photographs, text in specifications or related performance or design type documents or computer printouts. Examples of technical data include research and engineering data, engineering drawings and associated lists, specifications, standards, process sheets, manuals, technical reports, catalog item identifications, and related information, and computer software documentation. Technical data does not include computer software or financial, administrative, cost and pricing, and management data or other information incidental to contract administration.

Solicitation No.: DCSC-26-RFP-60, Legal Case & Document Management System Page 23 of 46

(c) The term Computer Software, as used herein means computer programs and computer databases. Computer Programs, as used herein means a series of instructions or statements in a form acceptable to a computer, designed to cause the computer to execute an operation or operations. “Computer Programs” include operating systems, assemblers, compilers, interpreters, data management systems, utility programs, sort merge programs, and automated data processing equipment maintenance diagnostic programs, as well as applications programs such as payroll, inventory control and engineering analysis programs. Computer programs may be either machine-dependent or machine-independent and may be general purpose in nature or designed to satisfy the requirements of a particular user.

(d) The term Computer Databases, as used herein, means a collection of data in a form capable of being processed and operated on by a computer.

(e) All data first produced in the performance of this Contract shall be the sole property of the Courts. The Contractor hereby acknowledges that all data, including, without limitation, computer program codes, produced by Contractor for the Courts under this Contract, are works made for hire and are the sole property of the Courts; but, to the extent any such data may not, by operation of law, be works made for hire, Contractor hereby transfers and assigns to the Courts the ownership of copyright in such works, whether published or unpublished. The Contractor agrees to give the

Courts all assistance reasonably necessary to perfect such rights including, but not limited to, the works and supporting documentation and the execution of any instrument required to register copyrights. The Contractor agrees not to assert any rights in common law or in equity in such data. The Contractor shall not publish or reproduce such data in whole or in part or in any manner or form, or authorize others to do so, without written consent of the Courts until such time as the Courts may have released such data to the public.

(f) The Courts will have restricted rights in data, including computer software and all accompanying documentation, manuals and instructional materials, listed or described in a license or agreement made a part of this contract, which the parties have agreed will be furnished with restricted rights, provided however, notwithstanding any contrary provision in any such license or agreement, such restricted rights shall include, as a minimum the right to:

(i) Use the computer software and all accompanying documentation and manuals or instructional materials with the computer for which or with which it was acquired, including use at any Courts installation to which the computer may be transferred by the Courts;

(ii) Use the computer software and all accompanying documentation and manuals or instructional materials with a backup computer if the computer for which or with which it was acquired is inoperative;

(iii) Copy computer programs for safekeeping (archives) or backup purposes; and

Solicitation No.: DCSC-26-RFP-60, Legal Case & Document Management System Page 24 of 46 modify the computer software and all accompanying documentation and manuals or instructional materials, or combine it with other software, subject to the provision that the modified portions shall remain subject to these restrictions.

(g) The restricted rights set forth in Section I(f) are of no effect unless:

(i) the data is marked by the Contractor with the following legend:

RESTRICTED RIGHTS LEGEND

Use, duplication, or disclosure is subject to restrictions stated in Contract

No. with ; and

(Insert Contractor’s Name)

(ii) If the data is computer software, the related computer software documentation includes a prominent statement of the restrictions applicable to the computer software. The Contractor may not place any legend on the computer software indicating restrictions on the Courts’ rights in such software unless the restrictions are set forth in a license or agreement made a part of the contract prior to the delivery date of the software. Failure of the Contractor to apply a restricted rights legend to such computer software shall relieve the Courts of liability with respect to such unmarked software.

(h) In addition to the rights granted in Section I.5(f) above, the Contractor hereby grants to the Courts a nonexclusive, paid-up license throughout the world, of the same scope as restricted rights set forth in Section I.5(f) above, under any copyright owned by the Contractor, in any work of authorship prepared for or acquired by the

Courts under this contract. Unless written approval of the Contracting Officer is obtained, the Contractor shall not include in technical data or computer software prepared for or acquired by the Courts under this contract any works of authorship in which copyright is not owned by the Contractor without acquiring for the Courts any rights necessary to perfect a copyright license of the scope specified in the first sentence of this paragraph.

(i) Whenever any data, including computer software, are to be obtained from a subcontractor under this contract, the Contractor shall use this clause, I.5, Rights in

Data, in the subcontract, without alteration, and no other clause shall be used to enlarge or diminish the Courts’ or the Contractor’s rights in that subcontractor data or computer software which is required for the Courts.

(j) For all computer software furnished to the Courts with the rights specified in Section

I.5(e), the Contractor shall furnish to the Courts, a copy of the source code with such rights of the scope specified in Section I.5(e). For all computer software furnished to the

Courts with the restricted rights specified in Section I.5(f), the Courts, if the Contractor, Solicitation No.: DCSC-26-RFP-60, Legal Case & Document Management System Page 25 of 46 either directly or through a successor or affiliate shall cease to provide the maintenance or warranty services provided the Courts under this contract or any paid-up maintenance agreement, or if Contractor should be declared bankrupt or insolvent by a court of competent jurisdiction, shall have the right to obtain, for its own and sole use only, a single copy of the then current version of the source code supplied under this contract, and a single copy of the documentation associated therewith, upon payment to the person in control of the source code the reasonable cost of making each copy.

(k) The Contractor shall indemnify and save and hold harmless the Courts, its officers, agents and employees acting within the scope of their official duties against any liability, including costs and expenses, (i) for violation of proprietary rights, copyrights, or rights of privacy, arising out of the publication, translation, reproduction, delivery, performance, use or disposition of any data furnished under this contract, or (ii) based upon any data furnished under this contract, or based upon libelous or other unlawful matter contained in such data.

(l) Nothing contained in this clause shall imply a license to the Courts under any patent, or be construed as affecting the scope of any license or other right otherwise granted to the Courts under any patent.

(m) Sections I(f) – I(h) and I(k) – (l) above are not applicable to material furnished to the Contractor by the Courts and incorporated in the work furnished under the

Contract, provided that such incorporated material is identified by the Contractor at the time of delivery of such work.

I.6 Other Contractors

The Contractor must not commit or permit any act that will interfere with the performance of work by another Courts contractor or by any Courts employee.

I.7 Subcontracts

None of the Contractor’s work or services hereunder may be subcontracted by the

Contractor without the prior, written consent of the Contracting Officer. Any work or service so subcontracted shall be performed pursuant to a subcontract agreement which the

Courts shall have the rights to review and approve prior to its execution. Notwithstanding any such subcontractor approved by the Court, the Contractor shall remain liable to the

Courts for all contractors’ work and services required hereunder. In no event shall subcontractors located or performing service for Contractor outside of the

United States have access to Court documents and/or data or otherwise provide services to the Customer that involves or requires access to Court documents and/or data.

I.8 Disputes

Any dispute arising under or out of this contract is subject to the provisions of Chapter 8

Solicitation No.: DCSC-26-RFP-60, Legal Case & Document Management System Page 26 of 46

(Protests, Disputes and Claims) of the Procurement Guidelines of the District of

Columbia Courts, which is available at https://www.dccourts.gov/dc-courts/solicitations.

I.9 Laws and Regulations

All applicable laws, Courts rules, procurement guidelines and regulations shall apply to the contract throughout, and they will be considered to be included in the contract the same as though herein written out in full.

I.10 Conflict of Interests

(a) The Contractor shall not take any action, which creates a conflict of interest or the appearance of a conflict of interest relating to the matters under this contract.