Amendment A05 ATTACHMENT B-Post.pdf

ATTACHMENT B

Item No. 1: Section B.2 Price/Cost Schedule is amended as follows:

BASE YEAR

CLIN No. Description Unit Price Total Price

0001 Software Licenses, Documentation, and Warranties $ $

0002 Maintenance and Support $ $

0003 Installation, Document Migration, and Implementation $ $

0004 On-site Post-Implementation Support and End User Training $ $

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 $

Item No. 2: Table 3(a) at Section F.4 is deleted, redesignated as Table F.4, and replaced with the following new table:

Table F.4

CLIN No. Deliverable Deadline

(from date of award or notice to proceed)

Software Licenses, Documentation, Warranties 14 calendar days

Project Initiation 21 calendar days

Agreed-upon System Installation, Implementation, and Document

Migration Plan

TO BE SCHEDULED

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.

Item No. 3: Table G.5 at Section G.5 is deleted and replaced with the following new table:

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

50%

Upon approval of the Contractor’s proposed plan for

System Installation, Implementation, and Document

Migration.

50% 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.

Item No. 4: Section H is amended by inserting the following new provision:

H.5 District of Columbia Courts Data

District of Columbia Courts (DCC) Data acquired or generated by the Contractor in performance of this Contract remains the sole property of the DCC. The Contractor must maintain, deliver, and dispose of DCC Data in its possession or control in accordance with these provisions, the Procurement Guidelines of the District of Columbia Courts, and all applicable laws and regulations. The Contractor must also allow DCC to inspect, copy, and audit DCC Data upon written request.

The Contractor must—without charge and without any conditions or contingencies whatsoever, including but not limited to the payment of any fees or amounts due to

Contractor or the settlement of any debts or claim—securely deliver all DCC Data upon request and upon contract termination or expiration in the delivery format and methods directed the Contracting Officer. Following DCC’s confirmation of successful data delivery and return, the Contractor must securely delete or otherwise dispose of all DCC

Data and submit a certification attesting to the same.

Item No. 5: Section L, Tab A, section (vii) is amended as follows:

(vii) A list, including descriptions, of all legal actions and litigation within the past 7 years (including pending actions and litigation) against the Offeror resulting from its performance of: (a) a government contract and (b) an IT contract (government or commercial) for the required or proposed software, systems, or services.

Item No. 6: Section L, Tab B, sections (ii) to (vi) are amended as follows:

(ii) System Requirements and User Needs. How the Offeror’s System will meet each requirement and user need specified in Section C, including but not limited to interfacing and compatibility with the Courts’s Enterprise IT Environment, applications identified in Sections C.5.35 - .42, and eDiscovery platforms.

(iii) Security Requirements. How the Offeror’s proposed Software, System, services, and project personnel will meet each security requirement specified in Section C, to include a description of the type and extent of access that Offeror’s personnel will need to existing files and data.

(iv) Document Migration. The Offeror’s proposed approach to migrating existing files into the new System as described in Section C, including document coding;

extracting information from source documents and file folder structure; creating code profile; and identifying and deleting duplicates files. The Offeror must also describe their proposed approach to developing an overall strategy for electronic records management including but not limited to policies, procedures, and taxonomy

(uniform naming conventions).

(v) Disaster Recovery Plan. The Offeror’s disaster recovery/business continuity plan, including timelines for restoration and recovery. Attach a copy of the plan to your proposal. If you do not have a disaster recovery plan, please describe any alternative solution your company has to offer.

(vi) System Documentation. The system documentation, including electronic system administration manuals and application guides, that the Offeror would provide, and sample materials or excerpts, if possible.

(vii) Training. Describe the training plan that meets the needs of the Courts and the proposed System, including training approach and timeline; available web-based, on-demand training materials; available training courses/content role/user type and functional area; sample materials for trainees, including a step-by-step procedure manuals with actual solution images or screenshots.

Item No. 7: Section L, Tab D, section (i) is amended as follows:

(i) Past Performance Evaluation Form. A past performance evaluation form

(Attachment J.8) for each project/contract identified in Section L.11.Tab C. The forms will be used to query prior and/or current customers regarding the Offeror’s performance, customer service, and related factors. It is the offeror’s responsibility to ensure that each evaluation form is thoroughly completed, including required remarks and comments, signed by the evaluator, and submitted directly to the

Contract Specialist.

Item No. 8: SECTION C – DESCRIPTION / SPECIFICATIONS / WORK STATEMENT is deleted and replaced as follows:

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.

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 MSG, Excel, PPT, VTT, MP4, TIF, JPG, and HTML. 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

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 support for core eDiscovery functions such as identification and management of custodians; issuance, tracking, modification, and release of legal holds; document organization, search, filtering, tagging, categorization, and basic review workflows; metadata extraction and preservation; auditable tracking of document activity sufficient to support evidentiary integrity; secure storage and preservation of information; basic redaction capabilities; and litigation-ready export, interface, and/or compatibility with third-party eDiscovery platforms for advanced review, analytics, and production.

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

Numerous 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

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

Comply with both NIST-800-53 r5 and NIST-800-37 r2 security controls, moderate impact level.

Security

Active FedRAMP Moderate Authorization (ATO or P-ATO)

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

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.

(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 that has an active FedRAMP Moderate Authorization

(Authorization to Operate (ATO) or Provisional Authorization to Operate (P-ATO)).

The Contractor must maintain the Cloud in a U.S.-based data center, preferably located on the East Coast.

(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.

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

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

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) Project Initiation. The Contractor’s project initiation process must include the following:

(i) Kickoff. A kick-off meeting between OGC and the Contractor’s Project

Manager and Project Staff;

(ii) Business Review. At least 1 but up to 3 business review meetings as requested by the COTR with OGC staff to understand OGC’s objectives and expectations for the System and to outline the steps and deliverables;

and

(iii) Installation, Implementation, and Document Migration Plan. No later than 2 weeks after completion of business review meeting(s), the

Contractor must submit a proposed plan for System Installation, Implementation, and Document Migration to the COTR for approval.

(c) 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.

(d) 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 including but not limited to policies, procedures, and taxonomy (uniform naming conventions).

(e) 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.

(f) 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