DLA 2023.04 Addendum I-Final 12.21.23.pdf

STATE OF FLORIDA

DEPARTMENT OF LEGAL AFFAIRS

OFFICE OF THE ATTORNEY GENERAL

REQUEST FOR PROPOSAL

DLA-2023.04

LEGAL MATTER MANAGEMENT SYSTEM

ADDENDUM NO. I

Questions and Answers

December 21, 2023

Contained herein are the responses to the questions submitted to the Department of Legal Affairs, Office of the Attorney General (OAG) regarding ITN 2023.04 Legal Matter Management System. This Addendum amends the ITN. In the event of a conflict between previously released information and the information contained in this Addendum, the information herein will control. The information included in this Addendum is incorporated and made part of this solicitation.

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3), FLORIDA STATUTES, OR

FAILURE TO FILE A BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING

A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES.

Note: This Addendum No. I does not need to be returned with the Reply.

The OAG has received the following questions from the contractor community and answers are provided in the following table.

For purposes of this Addendum, attachments referenced herein are located at the following link:

_https://drive.google.com/drive/folders/1eCJQu68AdaFQGh7MEL3AfPGcY7e3IycJ?usp=sharing

# QUESTION ANSWER

1. For pricing purposes, how many users are part of the

Statewide Prosecution Office?

100-120.

2. For pricing purposes do you want pricing for all 1,300 users?

Yes.

3. How many Notes/Domino databases does the department utilize?

42 applications are used for legal case matter management.

4. Can the data be exported into a MS SQL database? Yes.

5. Can more information be provided as to the table/field layouts to help determine a level of effort to migrate data?

Yes, see Attachments FY 2018-2019 Schedule IV-B.pdf and

ITMP Phase II Deliverables at the link provided above.

6. Does the current Notes/Domino databases connect to

OnBase or are documents/files stored in Notes?

Both activities are active.

7. Is the current OnBase solution on premise? Yes, the OnBase solution is an 'On Prem' solution hosted in our

Azure Government Cloud environment.

https://drive.google.com/drive/folders/1eCJQu68AdaFQGh7MEL3AfPGcY7e3IycJ?usp=sharing

8. What types of files/content are stored in OnBase? Documents, video, audio, etc.

9. Do all business units use OnBase including the

Statewide Prosecution Office?

Yes, but each business unit uses OnBase differently for their particular business needs.

10. If our solution provides a fully functional document management system is there a need to integrate with

OnBase?

The OAG prefers OnBase as the document repository but will evaluate the merits of solutions that incorporate their own fully functional document management system.

11. How many business units are there? Do users cross over multiple business units?

There are 18 business units. Yes, some users cross over multiple business units.

12. "Whether companies from Outside USA can apply for this?

(like, from India or Canada)

Yes, but all vendors must comply with the Federal CJIS policy, which in general requires all work to be performed within the

United States and all individuals to be CJIS compliant with a criminal justice level II background check.

13. Whether we need to come over there for meetings? Yes, there will be the need for onsite meetings, but there can also be some remote meetings as well.

14. Can we perform the tasks (related to RFP) outside

USA?

(like, from India or Canada)

No.

15. Can we submit the proposals via email? No, see Section 5.2., of the ITN.

16. How many users will be involved in the initial department deployment? There is one user license for each person with login credentials.

2-3 users for the Office of Statewide Prosecution.

17. Approximately how many users will be in each department deployment on average?

The number of users will depend on the proposed solution and each business unit’s specific needs.

19. How many internal users will need to be trained on the use of the system?

See Section 4.1 of the ITN.

20. How much data needs to be imported, e.g. 800 gb? We estimate approximately 3.4 Terabytes of data to be migrated.

21. Approximately how many different workflows do you anticipate for the system for each department/total?

It depends on the proposed solution and the business needs of each business unit.

22. Approximately how many interfaces with other software programs, outside the ones listed in the ITN, do you anticipate?

We don't anticipate any not listed in the ITN, but there is a possibility that one or more may be required in the future.

23. Can you supply architectural configuration diagrams of the current HCL Notes Domino system including version?

See Attachment, OAG HCL Server State 112923.pdf at the link provided above.

24. Can you supply architectural configuration diagrams of current OAG Hyland OnBase ECM including version?

Yes, see Answer to Question #23.

25. Can you supply architectural configuration diagrams of current COTS SQL application including versions of different components?

See Attachment, OnBase sample server layout. Pdf at the link provided above.

26. Do business units need to collaborate on matters amongst each other or are they completely segregated?

If there is overlap between business units, please provide a list of shared components.

Most business units work entirely within their own Matter

Management solutions, but occasionally there may be some overlap. This primarily involves visibility into another unit's matters, but generally not editing or shared case tracking.

27. What is the OAG web platform built on? Drupal.

28. 4.5.4 - Can you clarify the required features of the

Microsoft 365 integration?

We primarily are interested in Outlook integration, including calendar and email functionality, but also integration with the suite of applications including MS Word and Excel. Other integrations not mentioned will certainly be considered.

29. 4.5.7 - Please describe desired phone log functionality and integration?

Currently, this is a manually entered process. The OAG is currently using an Avaya VOIP system for telephone but is not integrated. If a solution is available to integrate with the current phone platform the agency will consider that solution.

30. 4.5.7 - Do you require calls be made from the software itself in order to track or are users required to input phone call data? For the first option, what are the phone system specifications?

No requirement to make calls from within the solution.

31. 4.5.7 - For mail logs, does this include only emails into/from the system?

This is to track both postal and electronic correspondence both sent and received.

32. 4.5.25 - Does the system require user configuration of new data formats for loading?

For the end user, no. However, the OAG will need the ability to configure data elements for data import or export.

33. 4.5.29 - Are deletions required or allowed to be recoverable for a defined time period?

Deletions should be kept for 48 hours prior to permanent removal. All deletions are expected to be recorded in an audit log.

34. 4.5.72 - Is there a target availability SLA? Our target availability of the solution is 99.9% during normal business hours of 0700-1800 (7:00 a.m. to 6:00 p.m.) EST.

35. 4.5.100 - Is there a defined rough order of magnitude on the stated scale?

Today it is probably within a single order of magnitude but as technology and data sizes evolve one could expect the scale to grow significantly.

36. 4.5.21 In order to host the software on OAG premises, what are the specifications?

See Section 4.5.21, of the ITN.

37. Do you require a stand-alone calendar or an integrated one? What systems are currently used for calendaring/ scheduling and what are the integration specifications?

The preference is for an integrated calendar with our O365 environment, but are open to other options. Current calendars include Outlook and the Notes internal case calendar.

Integration specifications would likely depend on the solution proposed and are therefore undefinable at this time.

38. Are all 1300 users internal to OAG or are you providing outside counsel/ legal consultants users credentials? If the later, do you want to be able to distinguish between the users and have special sets of rules for external non OAG employees?

We generally do not provide outside entities with access to our systems.

39. Are the 18 departments identified required to report to

OAG or are they stand alone units?

Yes, they are all part of OAG.

40. Are there current standard forms being utilized? If there a collection, please provide number of approved forms per division?

Most forms such as notices, hearings, and orders are not currently integrated within our Notes applications. We don't have a method to provide a count for the agency. The OAG expects any proposed solution would allow for form creation if a business unit chooses to leverage that functionality.

41. If the software generative AI is capable of providing updated forms, would you still require a repository for

“old” forms as well as maintenance and update?

Yes, for any forms or documents, the State of Florida has a duty to retain for public records retention purposes.

42. What is the desired conflicts check model implemented with provider, data volume and hosting specifications?

The OAG cannot provide an answer to this due to the question being unclear.

43. 4.5.35 Provide list of track phases required divided by business unit?

We do not have a list of track phases at this time. The method for

'track phases' or other proposed implementation plans can be determined in negotiations.

44. Provide list of business units in order of implementation priority?

Except for the Office of Statewide Prosecution Services, the remaining business units order of implementation have not been determined.

45. 4.5.37 Provide list of jurisdictions divided by business unit?

In general, the OAG has statewide jurisdiction in all business units, primarily State, but also Federal for some business units.

46. 4.5.38 What is the current contact repository, describe data sets and map per business unit?

Some units, such as the Office of Statewide Prosecution Services and Child Support, have a contact table, but for most of the other business units, Notes stores the contact information for parties in each case. We are unable to provide a data set and map by business unit within the time constraints of the response window.

47. 4.5.45 Is billing feature required for internal users as well as external such as for outside counsel and legal consultants?

Internal users will be the only entities recording time.

48. 4.5.45 For internal users, do you intend for login to capture “clock in”, breaks, holidays and “clock out” as an HR function or as a function of how much time was spent on each task/item/matter?

The primary goal for legal timekeeping is to record what the user has spent time on, including billable and non-billable activities.

It is not expected to perform the functions of our HR timekeeping requirements which is handled by a separate system.

49. 4.5.72 Do you have internal systems for tolerance and disaster recovery capabilities? If so, what are the specifications required for on premises solution to be incorporated?

If deployed on the OAG's on prem/Azure Government Cloud platform, then the tolerance and disaster recovery would be a function of the OAG's systems. We would work with the proposed solution to ensure tolerance and disaster recovery goals are met. SaaS solutions would need to provide an understanding of their fault tolerance and disaster recovery.

50. What is the budget for this project? There is not an established budget for this project.

51. Will the OAG accept an electronic response rather than an original and 8 (eight) copies?

No, See Section 5.2. of this ITN.

52. Will you extend the due date? No.

53. For cloud solutions does the OAG have a preferred cloud environment such as AWS GovCloud or

Microsoft Azure Government Cloud?

We prefer Microsoft Azure Government Cloud but will consider any Florida CJIS compliant cloud provider.

54. Have you evaluated or viewed any vendor's products?

If yes, please provide details.

No.

55. Have you evaluated or viewed any vendor's products?

If yes, please provide details.

See Answer to Question #54.

56. Will preference be given to browser-based applications?

No.

57. Are solutions that utilize VDI technology (Citrix, RDP, VMware View) acceptable?

Yes.

58. Will any users be accessing the system via VPN? If yes, please provide technical requirements.

Yes. The OAG currently uses a VPN that provides both tunnelling and RDP capability.

59. 4.4.3 states: Migration from in-house HCL

Notes/Domino/Domino solutions (i.e., Case

Management System) to commercially available, supported, and configurable solutions, including migration and conversion of existing data; What sample data, record layouts, chema, ERD, etc. is available for analysis and pricing?

Yes, see Answer to Question #5.

60. 4.4.4 States: Upgrades to support applications needed by the business units; How does this apply to the

Matter Management System?

If other integrated products (such as O365 and OnBase) create incompatibilities due to an upgrade, then the OAG expects the

Matter Management System to be updated to resolve the issue.

61. 4.5.3 states: Investigative case management features and tool integration; What are the desired investigative case management features?

The OAG is unable to answer the question due to it being unclear.

62. 4.5.17 states: Allow for secure transmission (incoming and outgoing) of files, documents, pictures, audios, videos, that can handle large data files, have access controls and activity logs; How is secure transmission done now?

This is accomplished using encrypted methods including SFTP, HTTPS transport and other industry standard secured transmission protocols.

63. 4.5.40 states: Have full data conversion, bridging, testing, data reconciliation activities and migration from prior systems to new one;

The OAG is unable to answer this question due to it being unclear.

64. 4.5.18 states: Be able to accommodate up to 1,300 users, depending on the license model used, at multiple office sites throughout the State and be compatible with the following – Windows 10, and Operating

System of MS Windows Servers in current OAG IT environment; How are remote offices connected to main office? Are there any branch servers? Are any offices running local?

Remote offices are connected via the State WAN known as

MFN2. There are branch servers located at some locations, but we prefer a solution that does not require branch servers.

65. What are the functional and technical requirements for integration with OAG Hyland OnBase Enterprise

Content Management System?

The OAG does not know the functional and technical requirements for integrating with Hyland.

66. 4.5.40 states: Have full data conversion, bridging, testing, data reconciliation activities and migration from prior systems to new one; How many data sources are to be converted? For each provide an ERD.

Does data to be migrated contain any automation?

We do not have an ERD for each system at this time.

67. What are the steps to process the billing invoice? Invoices based on contractual deliverables are to be submitted to the Contract Manager for review and approval.

68. Does the OAG wish to integrate with accounting? If so, what software system is currently used and what are the functional and technical requirements?

There is no anticipated integration with the State of Florida accounting system. There may be integration with the accounting data which is stored in SQL if there is the capability to store costs associated with a legal matter within the solution.

69. Will any consultant be assisting with product selection or implementation? If a consultant is involved, please identify them. If assisting with the implementation, what systems have they had experience with in the past?

For solution selection, no. For implementation, yes. OAG has a dedicated Project Manager for this effort, in addition to other project management and business analysis assets.

70. 4.5.64 states: Allow for multiple formats for billing

(i.e., export to Excel or create PDF); Please provide details on all billing formats desired. Does the OAG have a need for LEDES (Legal Electronic Data

Exchange Standard) formatting?

If the solution includes time keeping, the expectation is to allow for both Excel and PDF formats. We do not have a need for

LEDES.

71. 4.5.77 states: Integrate or interface with other external software solutions, e.g., Microsoft Office products;

What are all of the desired integrations? For each provide functional and technical requirements.

See Answers to Question Numbers 28, 37, and 65. Additionally, the Citizen Services Intake solution is being built in Dynamics

365 and will likely feed information into the Legal Matter

Management Solution.

72. 4.5.100 states: Ability to scale to size voluminous

Medicaid claims data, E-Discovery productions, or other voluminous document productions in response to investigative subpoenas or search warrants; How do you envision the LMMS to provide value in E-

Discovery production as opposed to OnBase?

We don't expect OnBase to provide eDiscovery production. We do use NUIX in-house for our eDiscovery needs.

73. What is being used for file room/records management to track physical paper-based files? Is the desire to replace or integrate with it?

The current solution varies from business unit to business unit as to how they track physical paper files. The desire is to replace it.

74. Does the OAG wish to create and maintain court rules internally or to use a third-party service?

No.

75. Is legal hold functionality a requirement? Yes.

76. Will you allow addendums to the agreement that addresses specifically COTS SaaS subscriptions and accompanying terms?

See Section 3.1 of the ITN. However, the OAG will review any proposed SaaS subscription agreements during the negotiation phase to ensure compliance with Florida law.

77. Multiple times you ask for integration with Hyland onbase. What specifically does that mean? What type of integration? How do you want the services to integrate? Does having multiple systems create a point of failure?

You must have a developed API (or similar) tool or mechanism to integrate with the product.

78. How many fields do you want to track for cases? It varies from business unit to business unit, but as many as is deemed necessary to accomplish the units business requirements.

78a. What fields are you using today? See Answer to Question #5.

78b. What do you wish you had? The OAG is unable to answer due to the question being unclear.

79. What type of integration do you want with M365? See Answer to Question #28.

80. What level of security on your files? Least privileged.

80a. How many layers of encryption? It depends on the proposed solution being offered.

80b. What standard is required? The OAG is unable to answer due to the question being unclear.

80c. Does the encryption need to be fully entropic? Where needed, yes, depending on the proposed solution.

81. By collaborate in real time, do you mean coediting documents?

The collaboration request is more referencing the ability for multiple people to work within the Matter Management System on the same matter at the same time.

82. What type of reports do you need to have? Standard, regulatory, add-hoc, etc.

83. What level of ethical walls do you need? If this is a question pertaining to user permissions and access to certain data/matters etc., then the level necessary by the business unit to accomplish the business needs of that unit.

84. What are your API requirements? For integration with other known products such as O365 and

Onbase, then whatever is necessary for the proposed solution to integrate. For other third-party data exchange needs, then an understanding of the solution's API to craft data integration with others.

85. What standards for fault tolerance and disaster recovery are required?

See Answer to Question #49.

86. What access controls are you looking for? See section 4.5.44., of the ITN.

87. What E-discovery platform are you using? NUIX

88. Which one does the Agency leverage? Adobe Sign and DocuSign.

88a. How many forms are you looking to automate? The number of forms required is based on the need for each business unit.

90. Are the workflows currently defined? No.

91. If so, can they be shared? See Answer to Question #90.

91a. How important is integration with AI? The OAG will consider the proposed benefits of AI integration in proposed solutions.

92. Signing off on project and starting on 5/8/24 then 1st

Go Live for Office of Statewide Prosecution being on

8/12/24. How big is that group?

Approximately 100-120 users.

93. Do they have a breakdown of users and number of within each of their business units?

No.

94. What MFA system are you using? Microsoft MFA.

95. Medicaid claims data and eDiscovery productions...explain this. Are they anticipating a huge influx of storage from time to time?

There can be large data sets such as Quest and LapCorp billing data from time to time. It may be that the data would be housed outside of the matter management system, but would have to be directly referenced and accessible from within the system.

96. Which one does the Agency leverage? Adobe Sign and DocuSign.

97. Document Management - How many documents / storage are we anticipating bringing into the new system? (# of documents and GBs or TBs)

There are 19.5 million records in 42 HCL Notes applications utilized for legal case matter management. This equates to 3.4

TB of data as it exists in the HCL Notes applications.

98. Is the source data coming from Windows folder shares?

Some are stored in Notes, some are in OnBase, and some are in file shares.

99. Any other integrations besides those not mentioned?

Litera / Workshare? Intapp?

No.

100. How many internal trainers do you have (if any)? 2.

101. Is your Help Desk in-house or outsourced? In-house.

101a. How many members are on your Help Desk? 12.

101b. If outsource, who is the vendor? See Answer to Question #101.

102. Please detail the number of estimated end users by business unit:

We are unable to provide an estimated number of end users as it depends on the proposed solution and the specific needs of each business unit.

102a. Office of Statewide Prosecution See Answer to Question #102.

102b. Administrative Services See Answer to Question #102.

102c. Information Technology See Answer to Question #102.

102d. Citizen Services See Answer to Question #102.

102e. Victim Services See Answer to Question #102.

102f. Medicaid Fraud Control See Answer to Question #102.

102g. Criminal/Capital Appeals See Answer to Question #102.

102h. Civil Litigation See Answer to Question #102.

102i. Civil Legal Services See Answer to Question #102.

102j. Litigation Services See Answer to Question #102.

102k. Criminal Justice Programs See Answer to Question #102.

102l. Inspector General See Answer to Question #102.

102m. Solicitor General See Answer to Question #102.

102n. Public Records See Answer to Question #102.

102o. Antitrust See Answer to Question #102.

102p. Lemon Law See Answer to Question #102.

102q. Civil Rights and Consumer Protection See Answer to Question #102.

102r. Florida Elections Commission See Answer to Question #102.

103. Please list all physical office locations. Daytona Beach, Fort Lauderdale, Fort Myers, Jacksonville, Miami, Orlando, Pensacola, St. Petersburg, Tallahassee, Tampa, West Palm Beach.

104. How many training rooms and/or conference rooms are available in each office location?

Tallahassee-15

Daytona Beach-1

Jacksonville-1

Fort Lauderdale-2

Fort Myers-1

Miami-1

Orlando-2

St. Petersburg-1

Tampa-2

West Palm Beach-1

105. How many seats are in each training/conference room? The estimated number of seats in each training or conference room are as follows:

Tallahassee-

#G19 (8-10)

#G64 (30)

#105 (8-10)

#138 (20

#434 (15)

#435 (10)

#442 (8-10)

#532 (8-10)

Daytona Beach-

#510 (25)

#541 (8-10)

Jacksonville-

#311 (8-10)

#405L (15)

#409B (8-10)

#409N (8-10)

Fort Lauderdale-

#1006 (8-10)

#1009 (8-10)

#1027 (10)

#1031 (8-10)

Fort Myers-

#200B (8-10)

#216J (8-10)

Miami-

#903A (10)

#905M (10-12)

#907M (10)

#910 (10-12)

Orlando-

#650J (8-10)

#650I (8-10)

#1005 (10)

#1026 (10)

St. Petersburg-

#602 (25)

Tampa-

#103 (10)

#113 (8-10)

#206 (10)

#265 (8-10)

#368 (12)

West Palm Beach-

#931 (10)

#990 (8-10)

106. Does each training room have a projection screen? No, there are not projection screens but audio-visual conferencing equipment is available.

107. Describe your current work environment. Specifically, does your workforce work on a hybrid schedule? Are people mandated to be in the office full-time? Please specify the assumed users or percentages by business unit (if not consistent organization-wide). Example:

100% onsite, 100% virtual, 50/50% hybrid (hybrid defined as consistent mix of onsite and virtual days)

Most employees work onsite but a few do work remotely. We are unable to provide an estimate or exact numbers.

107a. Office of Statewide Prosecution See Answer to Question #107.

107b. Administrative Services See Answer to Question #107.

107c. Information Technology See Answer to Question #107.

107d. Citizen Services See Answer to Question #107.

107e. Victim Services See Answer to Question #107.

107f. Medicaid Fraud Control See Answer to Question #107.

107g. Criminal/Capital Appeals See Answer to Question #107.

107h. Civil Litigation See Answer to Question #107.

107i. Civil Legal Services See Answer to Question #107.

107j. Litigation Services See Answer to Question #107.

107k. Criminal Justice Programs See Answer to Question #107.

107l. Inspector General See Answer to Question #107.

107m. Solicitor General See Answer to Question #107.

107n. Public Records See Answer to Question #107.

107o. Antitrust See Answer to Question #107.

107p. Lemon Law See Answer to Question #107.

107q. Civil Rights and Consumer Protection See Answer to Question #107.

107r. Florida Elections Commission See Answer to Question #107.

108. New Hires: Approximately how many new hires/new joiners do you anticipate on a weekly basis?

The Department is unable to answer due to the question being unclear.

109. Which software do you use internally for web-conferencing? (Microsoft Teams, Zoom)

Microsoft Teams.

110. Do you have an internal Learning Management System

(LMS)?

Yes.

110a. If yes, which LMS? getBridge LMS

110b. If yes, does the LMS have scheduling capabilities for scheduling training sessions?

Yes, we have the ability to schedule in-person training sessions and enroll learners.

110c. If no LMS available, how do you currently schedule training sessions?

See, Answer to Question #110.

111. Do you have a dedicated full-time Project Manager who will be assigned to lead this Project internally?

Yes.

112. Mandatory CJIS Security Awareness Training:

Approximately how long does this training take to complete?

Two hours.