DLA 2023.04 Legal Case Management System ITN.pdf

TITLE PAGE

INVITATION TO NEGOTIATE (ITN)

ITN No. DLA-2023.04

LEGAL MATTER MANAGEMENT SYSTEM

State of Florida Department of Legal Affairs

Office of the Attorney General

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Phone Number: ( ) Fax Number: ( )

E-Mail Address:

Federal Employer Identification Number (FEIN):

BY AFFIXING MY SIGNATURE ON THIS REPLY, I HEREBY STATE THAT I HAVE READ THE

ENTIRE ITN TERMS, CONDITIONS, PROVISIONS, SPECIFICATIONS AND ALL ITS

ATTACHMENTS, INCLUDING THE REFERENCED PUR 1000 AND PUR 1001. I hereby certify that my company, its employees, and its principals agree to abide by all the terms, conditions, provisions, and specifications during the competitive solicitation and any resulting Contract, including those contained in the Standard Contract.

Signature of Authorized Representative:

Printed (Typed) Name and Title:

*An authorized representative is an officer of the respondent’s organization who has legal authority to bind the respondent’s organization to the provisions of the Reply. This usually is the President, Chairman of the Board or owner of the entity, Document establishing delegated authority must be included with the Reply if signed by someone other than the authorized representative.

TABLE OF CONTENTS

SECTION 1. PURPOSE AND GENERAL INFORMATION

1.1. Purpose

1.2. Definitions

1.3. PUR 1001 – General Instructions to Respondents

1.4. Procurement Officer and Restriction on Communications

1.5. Schedule of Events

1.6. Accessibility for Disabled Persons

1.7. Questions

SECTION 2. SPECIAL CONDITIONS

2.1. Responsive and Responsible Determination (Mandatory Requirements)

2.2. Costs of Developing and Submitting Response: Ownership

2.3. Addenda

2.4. Legal Requirements

2.5. Identical Scoring of Responses

2.6. Conflict of Interest and Disclosure

2.7. Modifications and Withdrawal of Reply

2.8. Reply Tenure

2.9. Non-Exclusive Rights

2.10. Contract Formation

2.11. Registered to do Business in the State

2.12. Minimum Qualifications and Experience

2.13. Subcontractors

2.14. Confidential or Exempt Materials

2.15. Attorney Fees

SECTION 3. CONTRACT CONTENT

3.1 Standard Contract Terms

3.2 Initial Contract Term

3.3 Contract Renewal

3.4 Performance Measures

3.5 Financial Consequences

3.6 Silence of Specifications

SECTION 4. SCOPE OF WORK

4.1 Background

4.2 Questions Being Explored

4.3 Facts Demonstrating Need

4.4 Specific Goals

4.5 LMMS Solution Minimum Requirements

4.6 Minimum Training Requirements

4.7 Minimum Reporting Requirements: Prepare weekly status reports specifying the progress of each deliverable, percentage of deliverable completed, tasks performed, change requests pending, and any known issues, concerns, or risks to the project

SECTION 5. INSTRUCTIONS FOR PREPARING ITN SUBMITTAL

5.1 Reply

5.2 Copies of Replies

5.3 Reply Delivery (MANDATORY REQUIREMENT)

5.4 Withdrawal of Technical Reply

5.5 Signed Title Page (MANDATORY REQUIREMENT)

5.6 Reply Contents

SECTION 6. EVALUATION OF TECHNICAL REPLY, PRICING AND

NEGOTIATIONS

6.1 Evaluation Criteria of Technical Replies

6.2 Evaluation of Technical Reply

6.3 Review of Price/Rate Sheet

6.4 Concurrent Negotiations and Process

6.5 Other OAG Rights During Negotiations

6.6 Intent to Award

6.7 BAFO Instructions and Requirements

6.8 Contract Award

6.9 Protests

ATTACHMENT A

STANDARD CONTRACT

ATTACHMENT B

Price / Rate Sheet

ATTACHMENT C

Business Reference Form

ATTACHMENT D

Confidentiality Provisions

ATTACHMENT E

Attestation of No Conflict (PUR 7662)

ATTACHMENT F

Drug -Free Work Place Certification

SECTION 1. PURPOSE AND GENERAL INFORMATION

1.1. Purpose

The purpose of this Invitation to Negotiate (ITN) is to seek competitive, responsive responses on behalf of the State of Florida, Department of Legal Affairs, Office of the Attorney General, hereafter referred to as the OAG, from Respondents able to provide a customizable Legal Matter Management System.

Respondents interested in submitting a Response must comply with all the terms and conditions described in the ITN.

1.2. Definitions

In addition to the definitions in the PUR1000 and PUR1001, the following definitions also apply to this ITN. In the event of a conflict between the below definitions and the PUR1000 or PUR1001, the following definitions will control.

BEST AND FINAL

OFFER

A document created after negotiations with selected Respondents and used by the OAG at the end of the negotiation process.

COMMERCIAL

OFF THE SHELF

Packaged solutions which are then adapted to satisfy the needs of the OAG, rather than the commissioning of custom-made solutions.

CONTRACT The formal written agreement or Purchase Order that will be entered into between the OAG and the Contractor.

CONTRACTOR The successful Respondent awarded a contract from the OAG in accordance with the terms of this ITN.

CRIMINAL

JUSTICE

INFORMATION

SYSTEM

The FBI’s system that provides a range of state of-the-art tools and services to law enforcement used by the OAG in several bureaus, national security and intelligence community partners, and the general public. The Criminal Justice Information System (CJIS) Security Policy is available for review at: https://le.fbi.gov/cjis-division/cjis-security-policy-resource-center

ENTERPRISE

CONTENT

MANAGEMENT

An umbrella term covering document management, web content management, search, collaboration, records management, digital asset management, workflow management, capture and scanning.

LEGAL MATTER

MANAGEMENT

SYSTEM

A software or web-based application that streamlines legal workflows, optimize document management, calendaring and scheduling, case research, time tracking, billing, and invoicing, and communication and collaboration, among other benefits within a law firm.

LETTER OF

AUTHORIZATION

A document where one person, typically the responsible party, gives consent to another for specific actions or activities.

MINOR

IRREGULARITY

As used in the context of this solicitation, indicates a variation from the ITN terms and conditions which does not affect the price of the Reply, or give the Respondent an advantage or benefit not enjoyed by all other Respondents, or does not adversely impact the interests of the OAG.

PROCUREMENT

OFFICER

Sole point of contact during the ITN process, specified in Section 1.4.

RESPONDENT Any firm or person who submit(s) a reply to the OAG in response to this https://le.fbi.gov/cjis-division/cjis-security-policy-resource-center

ITN.

REPLY A complete written response for this ITN submitted by the Respondent.

SOFTWARE AS A

SERVICE

It is a way of using software applications over the internet, without installing or maintaining them on your device.

STATE State, as used in this ITN, is synonymous with state of Florida and its various agencies and other governmental subdivisions.

SUBCONTRACTOR An entity or a person other than an employee of a Respondent who performs any services required by the Contract for compensation, upon OAG approval.

VENDOR

INFORMATION

PORTAL

The system which allows all state agencies to advertise solicitations on MyFlorida.com, hosted by the Department of Management Services, found at https://vendor.myfloridamarketplace.com/. It also permits registered Vendors to receive automatic email notification of solicitation advertisements, addendums to solicitation, and exceptional purchases.

1.3. PUR 1001 – General Instructions to Respondents

The State of Florida General Instructions to Respondents (PUR 1001), located at https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_R espondents.pdf) is hereby referenced and incorporated in its entirety into this ITN. This is a downloadable document at the above hyperlink. Respondents should download and save this document to their computer for further review. Respondents to this solicitation are encouraged to carefully review all materials contained herein and prepare their Replies accordingly. There is no need to return this document to the OAG. To the extent any terms contained in this ITN conflict with the terms of the PUR 1001, this ITN controls.

1.4. Procurement Officer and Restriction on Communications

Pursuant to section 287.057(25), Florida Statutes, Respondents to this solicitation, or persons acting on their behalf, may not contact, between the date of release of this ITN and the end of the 72-hour period following the OAG’s posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents.

Violation of this provision may be grounds for rejecting a Reply.

The named Procurement Officer below is the sole point of contact for the OAG. Requests for clarification, except for scheduled conferences and meetings with the OAG's negotiating team, should be identified by placing the ITN Number in the subject line of all emails and directed to:

Amy Marshall Bureau of General Services Office of the Attorney General 107 West Gaines Street, Collins Building Tallahassee, Florida 32301

(850) 414-3415 Email: Amy.Marshall@myfloridalegal.com http://dms.myflorida.com/index.php/content/download/2934/11780/version/6/file/1001.pdf http://dms.myflorida.com/index.php/content/download/2934/11780/version/6/file/1001.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf mailto:Amy.Marshall@myfloridalegal.com

1.5. Schedule of Events

The following time schedule will be strictly adhered to in all actions relative to the ITN, unless modified by the OAG by addendum to this ITN and posted on the Vendor Information Portal (VIP). No liability to the OAG will result from such deviations. All required Respondent actions must be completed by the date and time in the schedule.

EVENT LOCATION DATE/TIME

ITN Released/Posted https://vendor.myfloridamarketplace.com/ November 21, 2023 Written Questions Submittal Deadline

Email them to the Procurement Officer at:

Amy.Marshall@myfloridalegal.com December 6, 2023

Anticipated posting of Answers to written Questions https://vendor.myfloridamarketplace.com/ December 19, 2023

Replies Due and Opened* The Office of the Attorney General Bureau of General Services, Purchasing Collins Building 107 W. Gaines Street Tallahassee, Florida, 32301

Replies should be addressed to the Procurement Officer, Amy Marshall, as specified in Section 1.6.

All timely proposals will be opened at:

Collins Building Room 226 107 W. Gaines Street Tallahassee, Florida, 32301 Time of Opening: 2:30 p.m.

January 23, 2024 2:30 p.m.

Anticipated start date of negotiations

Week of March 11, 2024 – March 15, Anticipated Intent to Award Posted https://vendor.myfloridamarketplace.com/ April 16, 2024

Anticipated Contract Start Date

May 8, 2024

All Respondents are hereby notified that the meetings noted with an asterisk above (*) are public meetings open to the public and may be electronically recorded by any member of the audience. Although the public is invited, no comments or questions will be taken from Respondents or other members of the public.

https://vendor.myfloridamarketplace.com/ mailto:Amy.Marshall@myfloridalegal.com

1.6. Accessibility for Disabled Persons

If a special accommodation is needed, please advise the Procurement Officer, named in Section 1.4, no later than five working days prior to the event for which the accommodation may be needed.

1.7. Questions

This provision takes precedence of General Instruction #5 in PUR 1001.

All questions regarding the content of this ITN must be received in writing by email to the Procurement Officer identified in Section 1.4, above, within the time indicated in Section l.5, Schedule of Events.

Verbal questions or those submitted after the date specified in the Schedule of Events will not be addressed.

Answers to questions submitted in accordance with the ITN Schedule of Events will be posted on the VIP. Respondents are asked to use the following format when submitting questions:

CONTRACTOR NAME

ITN DLA-2023.04

QUESTION OAG’S ANSWER

SECTION 2. SPECIAL CONDITIONS

2.1. Responsive and Responsible Determination (Mandatory Requirements)

Respondents must complete and submit the following mandatory information or documentation as part of their Reply. Any Reply which does not meet these requirements or contain this information will be deemed non-responsive.

2.1.1 Replies must be received at the location and date and time specified in Section 1.5, Schedule of

Events.

2.1.2 The Title Page must be signed and returned with the Technical Reply.

2.2. Costs of Developing and Submitting Response: Ownership

Neither the OAG nor the state of Florida is liable for any of the costs incurred by a Respondent in preparing and submitting a Reply. All Replies become the property of the OAG upon receipt and will not be returned to the Respondents once opened. The OAG will have the right to use any ideas or adaptations of ideas contained in any Reply received in response to this ITN. Selection or rejection of the Reply will not affect this right.

2.3. Addenda

All addenda to this ITN will be posted on the VIP. A Respondent may be required to sign an addendum acknowledgement. It is the Respondent’s responsibility to monitor the VIP for any solicitation notifications and addendums.

2.4. Legal Requirements

Applicable provisions of all federal, state, county, and local laws and administrative procedures, regulations, or rules will govern the development, submittal and evaluation of all Replies received in response to the ITN and will govern any claims and disputes which may arise between persons submitting a Response hereto and the OAG. Lack of knowledge of the law or applicable procedures, regulations, or rules by any Respondent will not constitute a cognizable defense against their effect.

2.5. Identical Scoring of Responses

In the event of tied scoring from two or more Respondents, the OAG will determine the order of award in accordance with the law, including giving due weight to preferences set forth in Chapter 287, Florida Statutes. Respondents may execute and return Drug Free Workplace Certification, Attachment F, to be considered in the event of identical scoring or exact tie. If the application of the preferences in Chapter 287, Florida Statutes fail to resolve the identical bids, the OAG will determine the award by a means of random selection (e.g., a coin toss or drawing of numbers).

2.6. Conflict of Interest and Disclosure

The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. Respondents must disclose with their Replies whether any officer, director, employee, or agent is also an officer or an employee of the OAG, the State of Florida, or any of its agencies, whether executive, judicial, or legislative. All Respondents must disclose the name of any state officer or employee who owns, directly or indirectly, an interest of five percent or more in the Respondent's firm or any of its branches or affiliates. All Respondents must also disclose the name of any employee, agent, lobbyist, previous employee of the OAG, or other person, who has received or will receive compensation of any kind, in seeking to influence the actions of the OAG in connection with this procurement.

2.7. Modifications and Withdrawal of Reply

A Respondent may modify or withdraw its Reply at any time prior to the submittal deadline, as specified in Section 1.5. Schedule of Events, by submitting a request to the Procurement Officer. Requests for modification or withdrawal of a submitted Reply must be in writing and signed by an authorized signatory of the Respondent. Upon receipt and acceptance of such a request, the entire Reply will be returned to the Respondent and will not be considered unless resubmitted by the Reply due date and time. The Respondent is responsible for the content and accuracy of its Reply.

2.8. Reply Tenure

The OAG intends to make an award within 180 calendar days after the date of the opening, during which period Replies are considered firm and cannot be withdrawn. If an award is not made within 180 calendar days, not including days the solicitation is stopped due to bid protests, the Reply will remain firm until the OAG enters into a Contract or the OAG receives from the Respondent written notice that the Reply is withdrawn. All Replies are binding for 180 calendar days following the Reply opening date.

2.9. Non-Exclusive Rights

The right to provide the commodities and services which will be granted under the Contract is not exclusive. The OAG reserves the right to contract for and purchase commodities and services from as many firms as it deems necessary without infringing upon or terminating the Contract.

2.10. Contract Formation

The Contract between the OAG and the Contractor will consist of the OAG Standard Contract (Attachment XXX, hereto), this ITN, any addenda to this ITN, the Contractor's reply, the Request for Best and Final Offer (BAFO), and the Contractor’s BAFO. In the event of a conflict in language among any of the documents referenced herein, the provisions and requirements of the Contract will control. No Contract is considered formed between Respondents and the OAG until the Contract is fully executed.

The OAG is not liable for any work performed before the Contract is executed. Any documents or information submitted by the Contractor after the submittal and acceptance of its BAFO will not be incorporated into the Contract.

2.11. Registered to do Business in the State

All limited liability companies, corporations, corporations not for profit, and partnerships seeking to do business with the State must be registered with the Florida Department of State in accordance with the provisions of Chapters 605, 607, 617, and 620, Florida Statutes, respectively, prior to Contract execution.

The OAG retains the right to ask for verification of compliance before Contract execution. Failure of the selected Respondent to have appropriate registration may result in withdrawal of Contract award.

2.12. Minimum Qualifications and Experience

Respondent must have a minimum of five years’ of continuous experience in the creation, development, installation and implementation of a LMMS similar in size and scope to those requested in this solicitation. The OAG reserves the right to contact all references submitted on Attachment C, Business Reference Form provided during this solicitation to verify the Respondent’s experience. Supporting documentation must include at a minimum the following and be submitted with Respondent’s Reply:

2.12.1 Company or Agency name

2.12.2 Address

2.12.3 City, State, Zip Code

2.12.4 Contact Name, Phone Number, and Email Address

2.12.5 General Description of Work Performed (related to the scope of this solicitation)

2.12.6 Service Dates (Beginning and End Dates)

2.13. Subcontractors

Respondent may enter into written subcontracts. Anticipated subcontract agreements known at the time of Reply submission must be identified in the Reply. If a subcontract has been identified at the time of Reply submission, a copy of the proposed subcontract must be submitted with the Reply. No subcontract that the Respondent enters into with respect to performance under that agreement will in any way relieve the Respondent of any responsibility for performance of its contractual responsibilities with the OAG.

The OAG reserves the right to request and review information in conjunction with its determination regarding a subcontract request during the solicitation and the term of the resulting contract.

2.14. Confidential or Exempt Materials

Notwithstanding any provisions to the contrary, public records must be made available pursuant to Chapter 119, Florida Statutes, the Public Records Act. If a Respondent considers any portion of its Reply to be confidential, exempt, trade secret, or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, the Respondent must segregate and clearly mark those portions it deems exempt as “CONFIDENTIAL.”

Simultaneously, the Respondent will provide the OAG with a separate redacted paper and electronic copy of its Reply and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy must contain the solicitation name, number and the name of the Respondent on the cover and must be clearly titled

“REDACTED COPY.”

The redacted copy must be provided to the Department at the same time the Respondent submits its Reply and must only exclude or redact those exact portions which are claimed confidential, proprietary, or trade secret. The Respondent will be responsible for defending its determination that the redacted portions of its Reply are confidential, trade secret, or otherwise not subject to disclosure. The OAG is not responsible for information not properly redacted by the Respondent.

The Respondent will protect, defend, and indemnify the OAG for claims, costs, fines, and attorney's fees arising from or relating to its designation of any portion of its Replay marked as "CONFIDENTIAL."

2.15. Attorney Fees

In the event of a dispute prior to or post award, each party responding to this solicitation is responsible for its own attorneys’ fees, except as otherwise provided by law.

SECTION 3. CONTRACT CONTENT

3.1 Standard Contract Terms

Respondents must become familiar with the Standard Contract, Attachment XXX, which contains administrative, financial, and non-programmatic terms and conditions mandated by federal and state law and, administrative code rules. The terms and conditions contained in the Standard Contract are non-negotiable and will not be altered.

3.2 Initial Contract Term

It is anticipated that the Contract will be in effect for an initial five-year period, beginning on May 8, 2024, or the Contract execution date, whichever is later, and will end on April 7, 2029, unless renewed by the parties. The Contract resulting from this ITN, and any subsequent renewal, is contingent upon the availability of funds.

3.3 Contract Renewal

The Contact may be renewed. Renewals may be made on a yearly basis for no more than three years beyond the initial contract term, or for the term of the original contract, whichever is longer. Renewals are subject to the mutual agreement of the parties, must be in writing, and are subject to the terms and conditions set forth in the initial contract as amended. Renewals are contingent upon satisfactory performance by the Contractor as determined by the OAG and availability of funds.

3.4 Performance Measures

Pursuant to section 287.058(1), Florida Statutes, the Contract must include performance measures that specify the required minimum acceptance level of service to be performed. These will be established during the Negotiation Phase and will be based on the final determination of tasks and deliverables presented in the Respondent’s BAFO.

3.5 Financial Consequences

Pursuant to section 287.058 (1)(h), Florida Statutes, the Contract must include financial consequences that will apply if the Contractor fails to perform in accordance with the Contract terms. The financial consequences will be established during the Negotiation Phase and will be based on the final determination of the performance measures and the Contract amount specified in the Respondent’s

BAFO.

3.6 Silence of Specifications

The apparent silence of specifications set forth in the ITN and contract to any details, or the omission by Respondent of a detailed description, concerning any point, will be regarded as meaning that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be used. All interpretations of the ITN will be made based on this statement.

SECTION 4. SCOPE OF WORK

4.1 Background

The OAG assists the Attorney General in her role as the state of Florida’s constitutionally designated “Chief Legal Officer,” when the Attorney General is called upon to represent the state and its officials in legal actions which affect the state’s interests.

The OAG is seeking a LMMS that includes attorney and legal support time tracking and billing to replace most existing business applications housed primarily in HCL Notes/Domino, except for the Office of Statewide Prosecution which uses a COTS SQL Application. The business applications are mission critical systems supporting the backbone of the OAG business functions. The Respondent’s proposed LMMS can be a COTS, a Software as a Service (SaaS) or a custom-built solution. The LMMS procured will be required to support agency-wide usage of approximately 1,300 users.

The LMMS will be expected to eliminate dependency on outdated software, introduce modern software and industry standard practices and procedures, leverage out-of-the-box functionality, and substantially reduce the need for customization, greatly reduce manual or redundant processes, and increase reporting efficiency. The solution must include interfacing with the OAG’s web platform and Hyland Software OnBase Enterprise Content Management (ECM) system.

The OAG Modernization Program is intended to support the following major business units:

Administrative Services, Information Technology, Citizen Services, Victim Services, Medicaid Fraud Control, Criminal/Capital Appeals, Civil Litigation, Civil Legal Services, Litigation Services, Criminal Justice Programs, Office of Statewide Prosecution, Inspector General, Solicitor General, Public Records, Antitrust, Lemon Law, Civil Rights and Consumer Protection and the Florida Elections Commission.

Additional information related to these business units are located at www.myfloridalegal.com and www.fec.state.fl.us.

The OAG anticipates the Office of Statewide Prosecution being the first business unit phased into the LMMS with their go-live date occurring no later than August 12, 2024.

4.2 Questions Being Explored

The OAG is seeking a solution to the following questions being explored in this section:

4.2.1 How will a new LMMS impact the OAG organizationally?

4.2.2 How will the LMMS increase efficiency for staff and reporting?

4.2.3 How will the LMMS ingest matter related to accounting data to improve billing and analysis?

4.2.4 How can the OAG decrease the timeframe of end-user acceptance and maximize the use of new features?

4.3 Facts Demonstrating Need

The OAG’s current environment consists of Microsoft 2016 and newer servers, and Microsoft SQL Servers 2019 and newer. The OAG also uses Microsoft Azure GCC for cloud-based resources. The OAG runs Microsoft Office 365 on its desktop workstations, using Windows 10.

The OAG uses HCL Notes v. 12 for general applications and Hyland OnBase for document management.

Through this procurement, the OAG seeks to obtain a secure, robust, and customizable LMMS from the Contractor that can integrate and work seamlessly with OnBase, the OAG’s current enterprise content management solution, assist in the coordination, scheduling and tracking resources for all legal matters handled by the OAG, including managing cases, documents, contacts, and email, and accommodate approximately 1300 end users.

file://OAGNT52.oag.state.fl.us/USERDATA/Users/PURCHASE/Procurement/SOLICITATIONS/2023-2024/DLA%202023.04%20ITN%20Legal%20Case%20Management%20System/DRAFTS/Agency%20Wide%20Procurement/www.myfloridalegal.com%20 http://www.fec.state.fl.us/

4.4 Specific Goals

The goals of this ITN are to establish a Contract that accomplish the following:

4.4.1 Implementation of a modern LMMS which will dramatically improve the speed at which documents are produced and approved;

4.4.2 Provide attorney and legal support time keeping and billing;

4.4.3 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;

4.4.4 Upgrades to support applications needed by the business units;

4.4.5 Integration to the OAG Hyland OnBase Enterprise Content Management;

4.4.6 Increased mobility options for OAG employees;

4.4.7 A hybrid data storage solution that allows for both cloud technology and controlled data storage;

4.5 LMMS Solution Minimum Requirements

4.5.1 Customizable menus and fields to track data for all types of cases;

4.5.2 Multiple views, including case summary views, like cross-references to related cases and management views;

4.5.3 Investigative case management features and tool integration;

4.5.4 Integration into Microsoft Office 365;

4.5.5 Comprehensive matter management including matter-centric organization of files and folders;

4.5.6 File security, including file and folder change alerts and audit trails and file, folder, and user permission management along with private files functionality;

4.5.7 Ability to create phone logs, mail logs, to-do’s, reminders, and alerts with automatic notifications;

4.5.8 Document management component to include built-in extensive document creation and form assembly, automation plus document text searching;

4.5.9 Integrate and work seamlessly with Hyland Software OnBase;

4.5.10 Ability to collaborate in real time with team members who receive up to date information and share access, as needed;

4.5.11 Automated task scheduling and delegation, along with user management and assignment tracking;

4.5.12 Comprehensive contact management, including current and past interactions, with easy access to contacts for open and closed cases;

4.5.13 Conflict management;

4.5.14 Extensive reporting capability;

4.5.15 Can configure and tailor unique case screens per business units;

4.5.16 Able to create unique folders for paperless case files and have access controls;

4.5.17 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;

4.5.18 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;

4.5.19 Have defined workflow processes with tracking functions, both for users as well as discrete sections of the office;

4.5.20 Possess the capability to reassign tasks as requested from users;

4.5.21 Able to run on premises or be cloud based. If on premises, it must be capable of running on a

Microsoft SQL Server back-end , and on a Microsoft O/S environment;

4.5.22 Accessible via a secure web browser, or other access method that will meet the FDLE Criminal

Justice Information System (CJIS) standards located at http://www.fdle.state.fl.us/NCJA-CSP- Compliance/Documents/CJIS-Security-Policy-(1).aspx;

4.5.23 Allow each business unit to have its own secure file area within the LMMS;

4.5.24 Have address validation and review with pre-population of field capabilities;

4.5.25 Allow the import and export of data in delimited text files, MS Excel, and other standard data formats;

4.5.26 Provide a range of query and report options, including ad-hoc, custom and user-defined reports

(online and web enabled);

4.5.27 Able to produce email reminders prior to the deadline date and allow flexible scheduling for those reminders;

4.5.28 Capable of generating and supporting an unlimited number of case/matters;

4.5.29 All deletions from the system must be safeguarded by requiring user confirmation and administrator approval as a pre-requisite to such deletions and allow for deletions to be made by those with administrator status, from the LMMS.

4.5.30 Have case/matter number assignment that will be capable of either automatic or manual operation;

4.5.31 Have an alpha and numeric naming convention for each case/matter entered into the system and include a business unit identifier;

4.5.32 Have case/matter lookup functionality through tables by name, client, case number or assigned attorney;

4.5.33 Have full text search capability of case/matter information;

4.5.34 Can perform cross business units searches of case/matter information by name, client, case number or assigned attorney;

4.5.35 Have the ability to track various phases in the life of a case/matter;

4.5.36 Have the ability to document final disposition of the case/matter; as defined by the OAG;

4.5.37 Have the ability to customize screens and document/form assembly in order to handle cases/matters in multiple jurisdictions;

4.5.38 Can input and handle multiple plaintiffs and defendants with an option for intervenors or third parties for a single case/matter;

4.5.39 Have Automatic and Integrated OCR and Scanner Integration;

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

4.5.41 Execute User Acceptance Testing (UAT), configuration, development of role based end-to-end test cases;

4.5.42 Define business user roles (i.e., admin support, paralegal, junior attorney, senior attorney, bureau chief, division director) that will be used to assign security permissions and access and the development of role-based test cases;

4.5.43 Provide support coverage for all users;

4.5.44 Integrate with OAG processes concerning multi-factor authentication and Active Directory functions;

4.5.45 Provide the capability to do legal time tracking through an application widely used in the legal profession by law firms of similar size and complexity;

4.5.46 Provide the ability to capture time for a task tied to a case or legal matter which includes the AG http://www.fdle.state.fl.us/NCJA-CSP-Compliance/Documents/CJIS-Security-Policy-(1).aspx http://www.fdle.state.fl.us/NCJA-CSP-Compliance/Documents/CJIS-Security-Policy-(1).aspx number, the pre-defined task lists customized by business unit, the person that worked the task, and any notes associated with the time entry for the task, Employee Name, Billing Code, Business Unit, Date of Task, Type (Practice (billable time), Administrative (non-billable time), Leave (non-billable time consisting of annual, sick, or administrative), Hours Validation between 0.10 and 24 for practice time and between 0.25 and 8 for leave time;

4.5.47 Provide the capability to designate levels of access with varying permissions for modification of time entries;

4.5.48 Permit the ability for time entries to be created by any user;

4.5.49 Allow for the designation for several co-existing time entry access cut off dates based on the employee’s designated permission levels;

4.5.50 Capable of searching all time tracking fields and allow for the ability for the creation of pre-defined and ad hoc reports;

4.5.51 Employ defined data standards (e.g., consistent data schema, data elements, data class, field lengths, data tables, and naming conventions);

4.5.52 Include a timer utility that tracks when a time entry task starts and ends based on clicking the timer utility. The preferred timer utility may have multiple interfaces such as: browser based;

desktop widget; widgets available to mobile devices;

4.5.53 Include functionality for an assigned supervisor or management level access employees to review and modify time tasks as needed for their business unit;

4.5.54 Provide the billing party with the ability to view all their time entries;

4.5.55 Provide the available total billable hours, total hours billed by practice time, administrative time, and leave (annual, sick, and administrative) for a defined timeframe;

4.5.56 Display completed tasks in a calendar and list format;

4.5.57 Allow for entry of multiple time entries on a single screen (i.e., multiple dates, tasks, or case/matter numbers);

4.5.58 Include functionality to ensure time tracking details and billing information are entered into an opened time tracking form;

4.5.59 Ability to review time/time entries by employee, unit, date, contract, board, archived time, case/matter number, Letter of Authorization (LOA) or Risk Code number;

4.5.60 Allow a user to print a time entry worksheet by employee, unit, date, contract, board, case/matter number or LOA;

4.5.61 Retrieve from the case record automatically the insurer information which includes the claims adjuster – including the adjuster’s contact information – and the claim number;

4.5.62 Must have an attorney hourly rate table. The table should provide the option for multiple hourly rates, an effective date for each entry and allow the management of the table by an application administrator;

4.5.63 Must create an invoice for billing that allows the business unit to create the hierarchical designation of fields of data. The preparation of some invoices, for example Risk Management, require charges listed by the claim’s adjusters, then the claim number with the case details, followed by each time entry by title.

4.5.64 Allow for multiple formats for billing (i.e., export to Excel or create PDF);

4.5.65 Allow for reporting on any data captured (i.e., case/matter number, contract, LOA);

4.5.66 Include a status of records to allow for setting to “Billed”. This should be accomplished by a

User task for Billing Administrators only;

4.5.67 Allow the OAG to create and modify a table of defined job classification titles with associated rates;

4.5.68 Include the ability to email a billing question as a link to a billing party or other User that has access to the solution;

4.5.69 Exclude an entry marked as “Non-Billing” from the billing process;

4.5.70 May be hosted on premise or in a cloud environment whose data center resides in the

Continental United States;

4.5.71 Allow the import and export of data via an Application Programming Interface (API), RESTful

API webservice or other standard formats;

4.5.72 Have fault tolerance and disaster recovery capability;

4.5.73 Time entry capture preference is to record time using a desktop widget (i.e. stopwatch) and use a web based browser interface to view and edit time entries in a full screen environment;

4.5.74 Employ a data model that enforces referential integrity;

4.5.75 Include administrative tools for configuring the system (e.g., adding functionality, modifying existing functionality, modifying configurable settings);

4.5.76 Provide data security regarding electronic privacy and regulations;

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

4.5.78 Allow an administrator to configure time entry constraints and allow modifications;

4.5.79 Integrates with Adobe Acrobat;

4.5.80 Support statistical analysis and system/usage performance;

4.5.81 Generate reports based on user-defined parameters;

4.5.82 Provide approved end users with the appropriate access to modify report queries on-line;

4.5.83 Include ad-hoc reporting capability including percentage calculations with definable metrics, automated email notifications to designated levels of access to include defined reporting metrics, and summary data for evaluation purposes;

4.5.84 Include standard report configuration and save capabilities;

4.5.85 Capture administrator defined change events to facilitate the generation of activity audit trails;

4.5.86 Allow the OAG IT Division to manage access for a User in the OAG Active Directory to assign credentials and permissions;

4.5.87 Provide secure access to retrieve reports;

4.5.88 Support the latest encryption standards for the transmission of data;

4.5.89 Identify Users by User ID;

4.5.90 Allow User security profiles to be created;

4.5.91 Limit a User's access to reports based on the User's security profile;

4.5.92 Have access controls;

4.5.93 Provide a mechanism for recording and viewing system errors and warnings;

4.5.94 Provide a mechanism to notify the system administrator when definable performance and storage thresholds are exceeded;

4.5.95 Allow for maintenance and support activities to be carried out while the application and supporting systems are running, active and online (i.e., "hot" backup procedures);

4.5.96 Include tools for monitoring and reporting capacity and performance for all system components;

4.5.97 Provide Help Desk support at a minimum 8:00 AM to 5:00 PM EST, Monday through Friday with a maximum response time of 4 hours;

4.5.98 Ability to seal cases from different users from those who do not have permission to view certain cases;

4.5.99 Meet the United States Department of Health and Human Services – Office of Inspector

General, Performance Standards for State Medicaid Fraud Control Units, specifically Performances Standards 1, 5, 7, 8, 11, and 12, located at https://www.federalregister.gov/documents/2012/06/01/2012-13332/revision-of-performance-standards-for-state-medicaid-fraud-control-units, as revised;

https://www.federalregister.gov/documents/2012/06/01/2012-13332/revision-of-performance-standards-for-state-medicaid-fraud-control-units https://www.federalregister.gov/documents/2012/06/01/2012-13332/revision-of-performance-standards-for-state-medicaid-fraud-control-units

4.5.100Ability to scale to size voluminous Medicaid claims data, E-Discovery productions, or other voluminous document productions in response to investigative subpoenas or search warrants;

and

4.5.101Ability to link voluminous information into separate shared file spaces rather than being entered into electronic case files or OnBase.

4.6 Minimum Training Requirements

4.6.1 Provide annual training to all LMMS users;

4.6.2 Provide options for training to be held onsite or online.

4.6.3 Provide initial advanced training to at least three users from each business unit selected by the OAG;

4.6.4 Provide initial on-boarding training for all LMMS users that will include an overview of the LMMS including, but not limited to, application usage, screens, functions, capabilities, workflow, terminology, access and user defined fields;

4.6.5 Provide on-going training for new users as they come onboard, or those users that may need a “refresher” on limited use items and/or items that are only run on an infrequent basis (yearly processes, audit logs, and system modifications);

4.6.6 Provide additional training for the Case Management System Administrator Team.

This training will include, at a minimum, all system customization capabilities, system documents generation and management rules-based customization, report writing, user access and controls, managing tables, updating configuration settings and application system maintenance; and

4.6.7 Indicate the recommended amount of time for System Administrator Team training, as well as the recommended levels of initial, user technical system training.

4.7 Minimum Reporting Requirements: Prepare weekly status reports specifying the progress of each deliverable, percentage of deliverable completed, tasks performed, change requests pending, and any known issues, concerns, or risks to the project.

SECTION 5. INSTRUCTIONS FOR PREPARING ITN SUBMITTAL

5.1 Reply

The Reply must be submitted in a sealed envelope or box and labeled REPLY, ITN No. DLA-2023.04, Legal Matter Management System. Attachments C, D, E, F and G must be included in the envelope or box. Each ITN Reply must be typed. Each ITN Reply should be submitted with Respondent's name and page number on each page. RESPONDENTS MUST NOT EMBED DOCUMENTS IN THE REPLY.

5.2 Copies of Replies

Respondents must submit an ORIGINAL AND EIGHT COPIES of their Technical Reply to the OAG no later than the date and time listed in Section 1.5, Schedule of Events. The Reply should contain an electronic version of the Technical Reply in a single Adobe.PDF document file format on portable media.

Refer to Section 2.14, Confidential or Exempt Materials, for information on redacting confidential information, if applicable.

5.3 Reply Delivery (MANDATORY REQUIREMENT)

It is the Respondent's responsibility to ensure that its Reply is delivered to the OAG by the specified time and date to the office identified in Section 1.5, Calendar of Events. If the Reply, for any reason, is not received timely, it will be declared non-responsive and not scored nor considered for award. Unsealed or unsigned ITN Reply Packages transmitted electronically, facsimile transmission or other means are not acceptable and will be declared non-responsive and not be scored. Replies to this ITN may not be altered after the submission due date and time.

5.4 Withdrawal of Technical Reply

A written request to withdraw an ITN Response Package to the ITN, signed by the Respondent, may be considered if received by the OAG within 72 hours after the Response opening date and time as specified in Section 1.5. A request received in accordance with this provision may be granted by the OAG upon proof of impossibility of performance based upon an obvious error on the part of the Respondent.

5.5 Signed Title Page (MANDATORY REQUIREMENT)

Each ITN Reply (see Title Page) must contain the company name and F.E.I.N. or social security number and the original signature of an authorized representative of the Respondent. Each ITN Reply must be typed. Each ITN Reply should be submitted with Respondent's name and page number on each page.

Unsigned Replies are not acceptable and will be found non-responsive.

5.6 Reply Contents

The objective of the Reply is to demonstrate the Respondent’s ability and readiness to successfully deliver a technical solution in accordance with Section 4, Scope of Work of the ITN. Failure to organize a reply in the suggested manner may result in the inability to locate provided information.

To assist the OAG in reviewing Replies, Respondents are encouraged to use the below format and headings. Failure to use this format may result in information being overlooked and negatively impact the Respondent’s score.

Table of Contents

TAB 1 Mandatory Requirements (see section 2.1)

TAB 2 Executive Summary (see section 5.6.2) TAB 3 Respondent/Subcontractor Experience & Qualifications (see section 5.6.3) TAB 4 Project Staffing (see section 5.6.4) TAB 5 Project Approach and Methodology (see section 5.6.5) TAB 6 Project Reporting (see section 5.6.6) TAB 7 Quality Assurance (see section 5.6.7) TAB 8 References (see section 5.6.8) TAB 9 Proposed LMMS Solution (see section 5.6.9) TAB 10 System Requirements (see section 5.6.10) TAB 11 Project Training (see section 5.6.11)

TAB 12 Transmittal Cover Letter (see section 5.6.12) TAB 13 Attestation of No-Conflict (see section 5.6.13) TAB 14 Drug Free Workplace form (see section 5.6.14) TAB 15 Price Page (see section 5.6.15)

5.6.1 Tab 1 Signed Title Page (Mandatory Requirement)

The Title Page (Page 1 of the ITN) must be signed and returned with the Reply. Failure to return a properly executed Title Page will render the Reply non-responsive.

5.6.2 Tab 2 Executive Summary

The Respondent should include an Executive Summary no longer than three single sided pages in length, that demonstrates the Respondents overall understanding of the project and summarize the significant features of the Respondent’s LMMS.

5.6.3 Tab 3 Respondent and Subcontractors Experience and Qualifications

The Respondent should describe its qualification for, and experience in providing services similar in nature to those described in this ITN as well as any proposed subcontractor’s experience and qualifications, as specified in Sections 2.13 and 2.14.

5.6.4 Tab 4 Project Staffing

The Respondent should describe its ability to provide project staffing levels necessary to meet the requirements specified in this ITN by describing the qualifications and experience of its proposed project staff members, including subcontractor staff members. The Respondent will provide:

5.6.1.1 Names, and titles for all staff members to be involved in this project;

5.6.1.2 Name of the proposed project manager and contract manager;

5.6.1.3 Description of the adequacy of the Respondent’s proposed key staff members and staffing member levels, including resumes of each key staff member to be assigned to the project;

5.6.1.4 Respondent’s proposed plan for ensuring its project manager, contract manager and key project staff members are available as needed throughout the entire contract period.

5.6.5 Tab 5 Project Approach and Methodology

The purpose of this section is to identify the methods and tools that will be used to govern, manage, track, and ensure the success of this project as well as the key project staff members and provide the OAG with sufficient information to evaluate the management approach, and relevant training and experience of the staff members.

The Respondent should describe its ability and proposed approach to ensuring a smooth and timely implementation of the proposed LMMS solution. Include a description of the Respondent’s experience in managing projects with a constrained budget. Provide a description of the project management methodology and include the following:

5.6.5.1 Organizational chart for the project;

5.6.5.2 Organizational chart should identify all project personnel by job title and their responsibilities; and

5.6.5.3 Organizational chart should include each staff person’s name and e-mail address.

5.6.6 Tab 6 Project Reporting

The Respondent should describe its approach to ensuring all deliverables will be met and all work is performed in a timely manner. The Respondent should indicate which project staff members should be responsible for completing reports and what type of oversight or review should be conducted by project management staff members. Respondent should explain how the weekly reporting requirement referenced in Section 4.7 will also be met. Project Deliverables are listed in Sections 4.5 through 4.7.

5.6.7 Tab 7 Quality Assurance

The Respondent should describe its approach to ongoing quality assurance, including, at a minimum, the following:

5.6.7.1 Respondent’s existing or proposed internal quality control policies;

5.6.7.2 Respondent’s service levels for system availability and customer service;

5.6.7.3 Project staff members and their quality assurance responsibilities;

5.6.7.4 A detailed description of how the Respondent’s existing or proposed quality assurance system will conduct quality assessment and internal review of work performed by employees;

5.6.7.5 A description of the process for resolving problems as they arise, with a time frame for…