Questions and Answers for DCSC-24-RFI-2 Legal Case and Document Management System.pdf

QUESTIONS & ANSWERS

RFI No. DCSC-24-RFI-2

LEGAL CASE AND DOCUMENT MANAGEMENT SYSTEM

1. Whether companies from Outside USA can apply for this (like, from India or Canada)?

Answer: No. See also Answer to Question No. 3.

2. Whether we need to come over there for meetings?

Answer: It is unlikely that in-person meetings would be required. But note that OGC’s desired services include on-site (in person), post-implementation support and training.

3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

Answer: Responses to the RFI can be prepared anywhere. However, all services must be performed in the USA.

4. Can we submit the proposals via email?

Answer: Responses to the RFI must be submitted in electronic PDF format via email with the required subject line as stated on page 1 of the RFI. Proposals are not required. See Answers to

Question Nos. 22 and 28.

5. Is there any data or existing case information that needs to be converted to the new case management system?

Answer: OGC has existing electronic files that will require migration. See RFI section VII

(p. 5).

6. Do you currently use a document management system to store documents related to cases? If so would you require us to migrate those documents to the new system?

Answer: OGC does not currently use document management software.

7. What current/future systems would you like to integrate with the selected case management system other than those listed in the RFI?

Answer: See RFI sections VI and VII (p. 5) for non-exhaustive lists.

8. Please clarify the number of users who will need access to the system?

Answer: At least 6, but up to 10. See RFI section II (p. 3).

9. Do you have current case handling processes that you would like to build into the system?

Answer: Yes.

10. For accessing Document Management Software, how many users will need full rights (upload, edit cases) and how many will need read-only rights (only view the cases or participate in workflow process)?

Answer: The exact number or nature of user rights is unknown at this time and may depend on your system’s capabilities. See RFI section II (p. 3).

11. Is DCCS’s preference more towards Cloud based Document Management System or On-Premises

Document Management System?

Answer: Cloud based is strongly preferred. The proposed Cloud solution should include redundancy and high availability.

12. Do you have a budget already available for this project? If yes, what is the maximum budget you are planning to spend on this project?

Answer: The Courts cannot share this information.

13. Has OGC seen demonstrations of any Document Management System? If yes, what is the name of the solution and vendor which provided the demonstration?

Answer: The Courts cannot share this information.

14. Is there any expected timeframe within which you would like this system to go-live?

Answer: By December 31, 2024.

15. What is the size and quantity of the files that need to be scanned? Please provide approximate quantity next to the below given sizes:

Answer: OGC’s files are digitized.

16. Can we pick up all the documents in a single trip?

Answer: See Answer to Question No. 15.

17. What is the level of preparation required? (Removal of fasteners, staples, post-it’s, etc.)

18. What level of reassembly is required? (Do we need to apply fasteners, post-it’s and rearrange the documents in the same order after scanning?)

19. Do we need to scan B&W or Color? If color, then what % of documents are color?

20. What is the expected output format?

21. What are the indexing criteria? (How many fields do we need to index for each file?)

Answer: An unlimited number of fields is strongly preferred. See RFI section IV(j) (p. 4).

Examples of indexing criteria or fields may include but are not limited to: case number; case type; court; parties; client; division; stakeholders; attorneys; confidentiality/ sensitivity level;

contact information; case status; settlement status; multiple date fields (such as open, due, and close dates, fiscal year, quarter, etc.); priority; links to relevant websites or online sources; notes.

22. Can you please provide a pricing format to enable us to give you pricing as per your requirement, or shall we prepare it ourselves?

Answer: Pricing information may be presented in any format.

23. Page 3, Section III(g) states “Interface with widely used office applications to promote efficiency.” Can you please tell us which specific applications the OGC would like to interface with?

Answer: See RFI sections IV(c) (p.3), IV (e) (p. 4), and V(d) (p. 4); sections VI – VIII (pp. 5-6).

24. Page 4, Section IV(e) states "Compatible with Citrix Virtual Desktop Infrastructure". Can you please [describe] how you would like the proposed software to work with Citrix Virtual Desktop

Infrastructure?

Answer: If the proposed solution includes any plug-ins or client software / hardware components to be installed, they should be compatible with Courts Citrix Virtual Desktop Interface environment.

25. Page 3, Section IV(h) notes ShareFile; if our proposed system eliminates the need for ShareFile, would that be ok?

Answer: Yes. RFI sections IV(h) (p. 4) and VI (p.5) have been updated accordingly.

26. Page 4, Section IV(o) - Section 508 compliance. Are there specific portions of section 508 or types of accessibility that your office is particularly concerned with?

Answer: Standard 508 ADA compliance.

27. Do you wish to have data converted from your systems? Or are you looking for interface with the noted databases?

Answer: See Answers to Question Nos. 5 and 6.

28. Is there any specific format that we should use to submit the response to the DCSC-24-RFI? Page count, type of desired information?

Answer: Responses must be submitted in electronic PDF format. See RFI page 1. There are no other submission requirements. See also Answer to Question No. 22.

As explained on page 2 of the RFI, the D.C. Courts seeks information on a cloud-hosted, highly configurable commercial-off-the-shelf (“COTS”) Legal Case and Document Management

System, including whether your company could provide installation, implementation, post-implementation support, end user training, maintenance, and end user support services, as described in the RFI.

29. Would OGC consider an alternative platform like Salesforce FedRAMP High provided at no additional cost?

Answer: Yes, we will consider those platforms.

30. Can you please share how many users will interact with the system?

Answer: See Answer to Question No. 8.

31. What are the general contract terms, Base year + 4 Option years?

Answer: This is unknown at this time.

32. Is mobile accessibility a requirement?

Answer: This is not a requirement. However, prospective vendors should describe any such capability. See RFI section VII (p. 5).

33. Would DCCS also be interested in tracking time on the cases and matters from the same systems?

Answer: See Answer to Question No. 32.

34. Will the system be interconnected with other external legal/investigative systems?

Answer: This is not a requirement. However, prospective vendors should describe whether their system can interconnect with outside counsel or systems for eDiscovery, contract management, etc. See RFI section VII (p. 5).

35. Is there any existing document management system in place at the DCCS?

Answer: See Answer to Question No. 6.

36. How many users will be trained in the system, and what access level they need?

Answer: See Answers to Question Nos. 8 and 10.

37. Would DCCS IT be the system administrator, or would you like the vendor to assist with the system management?

Answer: See RFI section VIII(b)-(c) (p. 6), section X(c), (e) (pp. 7-8).

38. Would the DCCS be open for a live demonstration of the system?

Answer: Yes.