RFB 2017-17 eDiscovery Implementation.pdf

STATE OF WISCONSIN

DEPARTMENT OF JUSTICE

Bureau of Budget and Finance

PO BOX 7857

17 West Main St., 8th Floor Madison, WI 53703

Request for Bids No. DOJ-2017-17

Implementation of eDiscovery Solution

Bids Due:

April 21, 2017, 2:00 p.m. CT

REQUEST FOR BIDS No. DOJ-2017-17 IMPLEMENTATION OF eDISCOVERY SOLUTION

TABLE OF CONTENTS

RFB Sections: Page

Section 1: General RFB Information and Instructions 2 Section 2: Project Scope and Contract Requirements 8 Section 5: Proposal Submission Requirements 10

RFB Exhibits: Separate Files

Exhibit A Scope of Work Exhibit B Software and Technical Requirements Exhibit C Standard Terms and Conditions (RFB/RFB) DOA-3054

Exhibit D Supplemental Standard Terms and Conditions for Procurements for Services DOA-

Exhibit E Contract for Services (Includes Pricing and Payment Schedule and Non-disclosure Agreement)

Bid Submittal Response: (Separate files or Vendor supplied forms)

Notice of Intent to Respond

RFB Required Submittal Response Forms:

1. RFB Signature Page

2. Vendor Information

3. Vendor References

4. Wisconsin Cooperative Purchasing Service (DOA-3333)

5. Designation of Confidential and Proprietary Information (DOA-3027)

6. RFB Receipt and Submittal Checklist

Bid Price

Bidder Compliance with Qualifications, Experience and Scope of Work Requirements http://vendornet.state.wi.us/vendornet/doaforms/doa-3054.doc http://vendornet.state.wi.us/vendornet/doaforms/doa-3681.doc

SIGNATURE PAGE – RETURN WITH YOUR PROPOSAL

REQUEST FOR BIDS

No. DOJ-2017-17

THIS IS NOT AN ORDER

Bid envelope shall be sealed and plainly marked in lower corner with due date and Request for Proposal number 2017-07. Late bids shall be rejected.

Proposals shall be date and time stamped by the soliciting purchasing office on or before the date and time that the proposal is due. Proposals dated and time stamped in another office shall be rejected. Receipt of a proposal by the mail system does not constitute receipt of a proposal by the purchasing office. Any proposal which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Proposals shall be submitted separately, i.e., not included with sample packages or other bids. Proposal openings are public unless otherwise specified. Records shall be available for public inspection after issuance of the notice of intent to award or the award of the contract. Bidder shall contact person named below for an appointment to view the proposal record. Proposals shall be firm for acceptance for sixty (60) days from date of proposal opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award.

Proposals shall be sealed and addressed to:

Wisconsin Department of Justice Attn: Monette McGuire Bureau of Budget and Finance 17 West Main St., 8th Floor Madison, WI 53703

Fax and e-mail proposals are not accepted Bidder to complete this section:

BIDDER (Name and Address)

DUE DATE: Proposals shall be received and time stamped no later than:

April 21, 2017, 2:00 p.m. CT Issue Date:

April 5, 2017 Name (Contacts for further information)

Monette McGuire Phone

608-266-2609

Email mcguiresa@doj.state.wi.us

DESCRIPTION

Implementation of eDiscovery Solution

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. bidder shall be certified by the Wisconsin Department of Administration. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E. Wilson St., 6th Floor, Madison, WI 53703, (608) 261-2510. Does Not Apply to Printing Proposals.

We claim Wisconsin certified disabled veteran-owned business preference. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED disabled veteran-owned business. bidder shall be certified by the Wisconsin Department of Administration. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E. Wilson St., 6th Floor, Madison, WI 53703, (608) 261-2510. Does Not Apply to Printing Proposals.

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process shall be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our proposal were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.

Yes No Unknown

In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We shall comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.

Name of Authorized Company Representative (Type or Print)

Title

Phone: ( ) Signature of Above

Date Fax: ( )

E-mail

This form can be made available in accessible formats upon request to qualified individuals with disabilities.

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SECTION 1: GENERAL RFB INFORMATION AND INSTRUCTIONS

1.1 Introduction and Purpose of the RFB

The State of Wisconsin, Department of Justice (DOJ) Purchasing Office, on behalf of the Division of Legal Services (DLS) and Bureau of Computing services (BCS) is soliciting bids from qualified contractors to deploy and implement the Ringtail eDiscovery software solution published by FTI Technology. The software and software support and maintenance will be acquired by DOJ separately through the State of Wisconsin Software Contract, 505ENT-M16-VARSOFTWARE-00, Value Added Reseller (VAR) Software, Support and Maintenance.

The Ringtail software solution will be used by the Division of Legal Services to process, review, analyze and produce and prepare for trial large volumes of documents and records in an efficient and organized manner.

The purpose of this document is to set forth the requirements and procedures for interested parties to prepare and submit a bid for the services described in this RFB. This RFB includes introductory information, describes the required scope of work and resulting contractual terms and sets forth the vendor’s submittal response requirements.

The DOJ intends to use the results of this process to contract with a vendor who will provide deployment, implementation and consulting services that will be based upon milestones and phases that will include but not be limited to:

• Planning and project management

• Technical implementation guidance and support

• Business use and workflow development and validation

• Training (Administration and end-user)

• Design and documentation development

• Knowledge transfer

1.2 Request for Bid Calendar

These dates are for planning purposes. They represent the DOJ’s desired schedule for executing the events of this RFB and contract process. Any revision to the Due Date for submission of bids will be made by addendum. All other dates marked with an “*” may be adjusted without formal notice, as needs and circumstances dictate.

Date RFB Activity

April 5, 2017 Release of RFB

April 13, 2017 First round of written questions are due

April 14, 2017 *Responses to Written Questions will be posted on VendorNet

April 21, 2017 DEADLINE FOR SUBMISSION OF PROPOSALS

Week of May 1st Vendor Interviews, if required

Week of May 8th *Notice of Intent to Award

May 2017 *Anticipated Award Date

June 2017 *Anticipated Contract Start Date

1.3 Point of Contact

The purchasing agent identified on the cover page is the sole point of contact for the State from the date of the release of the RFB through the selection of the successful vendor.

All communications relating to this RFB must be directed to the designated Purchasing contact for this RFB.

All bidders, proposers, protestors or individuals acting on their behalf shall not persuade or influence any State https://vendornet.wi.gov/Contract.aspx?Id=71107b48-212a-e611-8964-40a8f0ad9999

IMPLEMENTATION OF eDISCOVERY SOLUTION Page 3 of 12 agents, employees or any member of the relevant selection team, for or against a specific cause related to a pending solicitation, unless otherwise directed by the Purchasing Agent.

1.4 Inquiries and Clarification of Specifications

Bidders shall immediately notify the designated purchasing agent of any questions, exceptions, clarification of any ambiguity, error, conflict, discrepancy omission or other deficiency or additions they have concerning the RFB document. Submit all questions and requests for clarifications in writing via; mail, fax or email, on or before the due date specified for questions in the RFB to the designated purchasing agent responsible for the procurement process of this RFB.

1.5 Bidder Responsibility

1.5.1. Bidders shall carefully examine the RFB and Contract, correlate their observations with the RFB scope of services and requirements, and exercise their own judgment as to the nature and scope of the work required. If applicable, bidders should visit the applicable departments’ websites as well as physical site locations to become familiar with local conditions that may affect cost, progress, performance or furnishing of the work. Failure to do so will in no way relieve the successful contractor from the necessity of providing, without additional cost to the DOJ, all necessary services that may be required to carry out the full intent of the resulting contract.

1.5.2. This RFB shall serve as the basis for and/or shall become part of the resulting agreement. No plea of ignorance of conditions or difficulties that exist or may hereafter arise in the execution of the work under this contract as a result of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the bidder to carry out the intent and fulfill the requirements of the contract.

1.5.3. Before the award of any contract, DOJ shall be satisfied that the bidder understands the full scope of the work, is properly qualified and has sufficient qualified resources to carry out the obligations of the contract and complete the work described in this RFB. DOJ may make such investigations as it deems necessary to determine the ability of the bidder to perform the work, and the bidder shall furnish to the DOJ all such information and data for this purpose, as DOJ may request.

1.6 Notices/Addenda/Official Communication

Only written communications will be binding upon DOJ. During the solicitation process for this RFB, all official communication between the DOJ and bidders will be made via written communication and/or as applicable, as notices on the proposal distribution website, www.vendornet.state.wi.us. DOJ will post such notices, which may include, but not be limited to, addenda, responses to questions, clarifications, revisions or modifications to administrative or performance requirements, before the proposal due date. It shall be the responsibility of bidders to regularly monitor VendorNet for any such postings. Failure to retrieve such addenda or communications and include any appropriate provisions in your response, may result in your proposal being disqualified.

1.7 State of Wisconsin Terms and Conditions

Bidders must review the following Exhibits prior to submission of your bid:

a) Exhibit A - Scope of Work

b) Exhibit B – Software and Technical Requirements

c) Exhibit C - Standard Terms and Conditions (RFB/RFB) DOA-3054 (10/05)

d) Exhibit D - Supplemental Standard Terms and Conditions for Procurements for Services DOA-3681

(01/01)

e) Exhibit E - Contract for Services (Include Schedules for Pricing and Payment Terms, NDA)

These terms and conditions represent the minimum requirements for submission of bids and shall govern this RFB and subsequent award. The terms contained in these documents shall serve as the basis of the contract resulting from this RFB. By submitting a bid, bidders affirm their willingness to enter into a contract containing these terms. Bidders must accept these terms and conditions or submit point-by-point exceptions along with http://www.vendornet.state.wi.us/ http://vendornet.state.wi.us/vendornet/doaforms/doa-3054.doc

IMPLEMENTATION OF eDISCOVERY SOLUTION Page 4 of 12 proposed alternative or additional language for each point, including any contractor contracts. Submission of any standard contractor contracts as a substitute for language in the terms and conditions is not a sufficient response to this requirement and may result in rejection of the bidder's proposal. The State reserves the right to negotiate contractual terms and conditions other than those in the State of Wisconsin Contract when it is in the best interest of the State to do so.

1.8 Binding Offer

A proposal submitted in response to this RFB shall constitute a binding offer. Acknowledgement of this condition shall be indicated, on the “Request for Proposal Signature Page,” by the signature of the bidder or an officer of the bidder who is legally authorized to execute contractual obligations. By submitting a bid, the bidder affirms his/her acceptance of the terms and conditions of this RFB, including its attachments and exhibits, without exception, deletion or qualification, and without making its offer contingent, unless otherwise clearly stated in his/her response.

1.9 Offer for Acceptance

All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for a minimum of 180 days starting on the due date for proposals. The State may request bidders to hold their offer firm for a longer period of time.

1.10 Contract Integration

Parts or all of the contents in this Request for Proposal, the proposal responses as accepted by the DOJ, written communications and any additional terms agreed to in writing by the parties, may be integrated into the resulting contract, which shall be executed in accordance with the terms, conditions and specifications of this RFB. The contract shall consist of any or all of the documents below as will be stated in the final agreement.

The hierarchy of documents in descending order for resolution is as follows:

a. Official Purchase Order and/or final signed Contract for Purchase of Services including any attachments or amendments

b. Bidder response as accepted by the DOJ

c. Applicable Request for Bid, amendments/attachments

d. State of Wisconsin standard terms and conditions

1.11 Withdrawal or Revision of Proposals

A bidder may, without prejudice, withdraw a proposal submitted prior to the date and time specified for receipt of bids by requesting such withdrawal in writing from the RFB purchasing agent before the due time and date for submission of bids. Telephone requests for withdrawal shall not be accepted. After the due date of submission of bids, no proposal may be withdrawn by the bidder for a period of 180 days or as otherwise specified or provided by law. If a previously submitted proposal is withdrawn before the RFB due date and time, the bidder may submit another proposal at any time up to the RFB due date and time.

1.12 Acceptance/Rejection of Proposals

1.12.1. The State reserves the right to accept or reject any or all bids submitted, in whole or in part, and to waive any informalities or technicalities, which at the State's discretion is determined to be in the best interests of the State. Further, the State makes no representations that a contract will be awarded to any bidder responding to this request.

1.12.2. The State reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.13 Incurring Costs

This request for bids does not commit the State to award a contract, pay any costs incurred in preparation of bids, submission of samples for testing or to procure or contract for services or equipment.

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1.14 Material and Non-material Variances

The State reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the State, it is in the State’s best interest to do so. Nonmaterial variances include minor informalities that do not affect responsiveness, that are merely a matter of form or format, that do not change the relative standing or otherwise prejudice other vendors, that do not change the meaning or scope of the RFB, or that do not reflect a material change in the specifications and/or services. In the event the State waives or permits cure of nonmaterial variances, such waiver or cure will not modify the RFB requirements or excuse the vendor from full compliance with RFB specifications or other contract requirements if the vendor is awarded the contract.

The determination of materiality is in the sole discretion of the State.

1.15 Bid Acceptance and Review

1.15.1. Bid Opening. To account for building security policies and procedures, bidders should notify the

Purchasing Agent identified on the signature page of this bid if they intend to be present at the bid opening. If bidders are present, bids may be opened at the due date and time at the bid submittal location specified on the first page of this RFB.

1.15.2. Bid Acceptance. Bids which do not comply with instructions or are unable to comply with specifications contained in this RFB may be rejected by the State. The State retains the right to accept or reject any or all bids, or accept or reject any part of a bid deemed to be in the best interest of the State. The State shall be the sole judge as to compliance with the instructions contained in this RFB.

1.15.3. Bid Review. Bids will be reviewed for completeness and compliance with all specified RFB requirements. This review may include requesting copies of licenses, and/or reports on the contractor's operations, conducting site visits, and reviewing results of past awards to the contractor by the State of Wisconsin or other government entities. Incomplete bids may be determined nonresponsive and disqualified. To be considered complete, bids shall be signed, dated and shall include all required submittals listed in the RFB Receipt and Submittal checklist. In the event that all bidders do not meet one or more of the requirements, the State reserves the right to continue the review of the bids that most closely meet the requirements of this RFB. If no bidder is able to comply with a given specification, condition of bid or provide a specific item, the State reserves the right to delete that specification, condition of bid or item. The DOJ reserves the right to accept or reject any and all bids in whole or in part.

1.15.4. Minority Business Enterprise. Bids from certified Minority Business Enterprises may be provided up to a five percent (5%) bid preference in accordance with Wis. Stats. s. 16.75(3m).

The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing 5% of its total purchasing dollars with certified minority businesses.

Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The contracting agency is committed to the promotion of minority business in the state's purchasing program.

The State of Wisconsin policy provides that minority-owned business enterprises certified by the Wisconsin Department of Commerce, Bureau of Minority Business Development should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to minority-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises.

1.15.5. Award. The State shall award on the basis of the lowest cost for service, as deemed to be in the best interest of the State. The State reserves the right to award multiple contracts or award the contract as whole, whichever is deemed in the best interest of the State.

1.15.6. Notification of Intent to Award. Any contractors who respond to this RFB, with a bid, will be notified in writing of the State's intent to award the contract(s) as a result of this RFB. After notification of the intent to award is made, and under the supervision of Bureau staff, copies of bids will be available for public inspection

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1.15.7. Protests

a. The protest process applies only to those solicitations for contractual services that result in a contract greater than $50,000. Notices of intent to protest and protests must be specific and identify the Wisconsin State Statutes and Wisconsin Administrative Code provisions that are alleged to have been violated. Any protest of this DOJ solicitation or of any intent to award issued as a result of this RFP process, must be made as provided by the Wisconsin Administrative Code and the State Procurement Manual.

b. The Notice of Intent to Protest must be filed with the individual listed below, and received no later than five (5) business days after the Notice of Intent to Award is issued.

c. The actual Protest also must be filed with the individual listed below, and must be received within ten (10) business days after the Notice of Intent to Award is issued.

Bonnie Cyganek Administrator, Division of Management Services Wisconsin Department of Justice 17 West Main Street P.O. Box 7857 Madison, WI 53707-7857

d. All properly filed protests will be reviewed and the DOJ Attorney General will issue a decision regarding the protest. The decision of the DOJ Attorney General may then be appealed to the Secretary of the Department of Administration within five (5) working days of its issuance, with a copy of such appeal filed with the DOJ, provided that the appeal alleges a violation of a statute or a provision of a Wisconsin Administrative Code.

1.15.8. Appeals

a. The decision of the head of the Procuring Agency may be appealed to the Secretary of the Department of Administration, in writing, within five (5) business days of the Procuring Agency’s issuance of its written Protest decision.

b. A copy of the Appeal must also be filed with the Procuring Agency. The Appeal must be as specific as possible, setting forth the basis for each alleged statutory or administrative code provision alleged to have been violated.

Appeals must be sent to:

Secretary’s Office Wisconsin Department of Administration P.O. Box 7864 101 E Wilson Street, 10th Floor Madison, WI 53703-7864

1.16 Designation of Proprietary Information

1.16.1. Bidders are hereby notified that all information submitted in response to this RFB may be made available for public inspection according to public records laws of the State of Wisconsin or other applicable public record laws. Therefore, bidders are encouraged to refrain from submitting information that cannot be open for public inspection. However, if bidders must include information deemed confidential and proprietary by the bidder, bidder must comply with these instructions:

a. Any information to be considered confidential or proprietary must clearly be stated on the attached

DOA-3027 (R01/98) “Designation of Confidential and Proprietary Information” form.

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b. Provide specific information related to the claim for confidential and proprietary information including: RFB section, page number, topic and specific claw that supports claim.

c. Submit any information to be considered confidential or proprietary separately from the rest of the proposal.

d. When practical, request determination on the restricted use or inspection of data contained within a proposal, from the State Purchasing Agent prior to submission of the proposal itself.

1.16.2. Prices always become public information when bids/proposals are opened or when negotiations have been completed and the contract has been awarded and therefore cannot be kept confidential. Other information usually cannot be kept confidential unless it involves a trade secret as defined in S.134.90(1)(c), Wis. Stats. Proposals marked confidential or proprietary in its entirety shall be rejected.

1.17 Cooperative Purchasing

Common purchasing practices in government include cooperative or “piggyback” purchasing among various state agencies, units of government or municipalities. (Under Wisconsin Statutes, a municipality is defined as a county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district or any other public or quasi‐public corporation, officer, board or other body having the authority to award public contracts.)

The use of the awarded contract by other governmental units shall be optional. Sales to the above governmental units by the bidder shall be optional.

Bidders must indicate on the proposal page whether or not, they agree to this provision. If bidders choose to extend prices offered on this proposal to other governmental units, any resulting contract is solely between the supplier and the third party unit of government. The State shall not be responsible for any problems which may arise between other units of government and the bidder as a result of any sales and/or purchases made.

Agreement to this provision will not be considered criteria for award under this solicitation.

1.18 Reasonable Accommodations

The Department will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations at the proposal opening, contact the Purchasing agent designated for this RFB.

1.19 News Releases and Promotional Materials

News releases pertaining to the RFB or to the acceptance, rejection, or evaluation of bids shall not be made without the prior written approval of the State.

Contractor agrees to not use promotional or marketing material which states expressly or by fair implication that the State endorses either the contractor or any sponsor of such material.

1.20 VendorNet Registration

VendorNet is the State of Wisconsin’s proposal information and notification service which is FREE and available to all businesses and organizations that want to sell to the state. Anyone may access VendorNet on the internet at https://vendornet.wi.gov/ to get information on state purchasing practices and policies and goods and services that the State buys. Only contractors registered with VendorNet will receive future official notices and have the ability to search for and access current bids for designated services or commodities.

https://vendornet.wi.gov/

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SECTION 2: PROJECT SCOPE AND CONTRACT REQUIREMENTS

2.1 Organization Background

The Wisconsin Department of Justice Division of Legal Services (DLS) provides legal representation and advice to the Governor, Legislature, other state officers and state agencies. DLS consists of units organized on the substantive areas of law that maximize the advantages of specialization. Each unit is managed by a supervising attorney. The Division consists of following units: Civil Litigation, Consumer Protection and Antitrust, Criminal Appeals, Criminal Litigation, and Environmental Protection.

The Division of Legal Services processes a large number of eDiscovery requests and handles cases with substantial document review needs annually. Such cases are expected to significantly increase over time along with the courts’ insistence that the State comply with obligations to provide eDiscovery responses in the efficient and organized manner inherent to eDiscovery solution outputs.

To ensure that DLS can meet these obligations, DLS selected the Ringtail eDiscovery software published by FTI Technology as the solution that will enhance DLS’ capabilities to search, collect, identify, process, analyze, organizing, preserve and produce documents (records and non-records) in response to internal or external request or investigation.

2.2 Business Objectives

The objective of this RFB project is to contract with a qualified vendor who will complete the implementation of the Ringtail eDiscovery solution that supports DOJ’s business goals and objectives for eDiscovery.

The scope of services shall consist of the implementation of the FTI Ringtail Software solution in a manner that provides the DOJ with all the functionality and business processes to utilize the eDiscovery solution to the fullest.

The Scope of Work contemplated for this implementation will include the following phases, milestones and tasks as defined in Exhibit A, Scope of Work:

• Contract and Project Management

• Plan

• Build, Design and Install

• Train

• Test and Deployment

• System Acceptance

2.3 eDiscovery System Information

The eDiscovery Software and Technical requirements (Exhibit B), provides a description of the system structure and major system components essential to its implementation. Software and Technical Requirement.

2.4 Scope of Work

The services and deliverables (the Project) to be completed for the successful implementation of the Ringtail eDiscovery solution are defined in Exhibit A, Scope of Work (SOW). This SOW includes:

• System Overview

• Assumptions and constraints,

• Implementation Management

• Contract Administration and Project Management and

• Descriptions of Phases tied to Milestones, Tasks and Deliverables

2.5 Project Timeline

The expected implementation start date is June 2017 or upon full execution of the contract, whichever is later.

DOJ anticipates the system to be fully implemented within six months of contract start date.

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2.6 Contract Term

This Contract shall commence upon execution by both parties, unless another “Effective Date” is specified elsewhere in this Contract and shall be effective for six months from start of Contract, during which period, all performance as described in this Contract shall be fully completed to the satisfaction of the DOJ.

2.7 Contract Parts

For the duration of the contract term, the DOJ anticipates to execute a Master Contract for the installation and implementation of professional consulting services that will include appropriate schedules for Pricing and Payment terms, Scope of Work, Non-disclosure Agreement.

The awarded Bidder will also be provided with access to related contract documents that will have been executed between DOJ and FTI Technology for the purchase of the Subscription License and Maintenance and Technical Support.

2.8 Pricing and Payment Terms

2.8.1. The Pricing and Payment Schedule (attached to the sample Master Contract), shall serve as the basis for accepting deliverables and sets forth the process for making payments. Payments shall not be made until the product and/or service is determined to meet all specifications, requirements and deliverables and has been accepted by DOJ.

2.8.2. The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.

2.8.3. Invoices presented for payment shall be submitted in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing.

2.8.4. A good faith dispute creates an exception to prompt payment.

2.9 Contractor Compliance with Qualifications, Experience and Scope of Work Requirements

The selected contractor shall have the organizational capabilities, qualifications and experience requirements necessary to successfully complete the Scope of Work contemplated in this RFB.

Bidders shall indicate their compliance with requirements in Required RFB Submittals, Bidder Compliance with Qualifications, Experience and Scope of Work Requirements.

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SECTION 3: PROPOSAL SUBMISSION REQUIREMENTS

3.1 Submitting a Bid

3.1.1. Submit your bids by the deadline to:

Monette McGuire Wisconsin Department of Justice Bureau of Budget and Finance 17 West Main Street – 8th Floor PO Box 7857 Madison, WI 53707-7857

3.1.2. All bids must be packaged, sealed in a box or envelope and clearly marked with the following information on the outside of the package:

Vendor's Name and Address Request for Bid Number: DOJ 2017-17 Request for Bid Title: Implementation of eDiscovery Solution Due Date: April 21, 2017 2:00PM CST

3.1.3. All bids must be received at the above location no later than the due date. Receipt of a Bid by the State mail system does not constitute receipt of a Bid by the DOJ Purchasing Office.

3.1.4. Hand Delivered Bids. The Department of Justice located at 17 West Main Street in Madison has building security policies and procedures. There is a security checkpoint at the first floor lobby. Security personnel will date stamp hand-delivered bids and call the appropriate procurement agent. Bids stamped by the DOJ security guard will count as received at the time of the stamp.

3.1.5. Faxed bid responses will not be accepted

3.1.6. Unless directed to do so, bidder shall not direct the reader to a website or any other source outside of the applicable RFB section as part of its response to the requirement or question unless it is a map, diagram or schematic included in another section within the RFB.

3.2 Bid Response Format

3.2.1. Submit the correct number of copies per table below.

Required RFB Forms: One (1) Original + one (1) Copy (Hardcopy)

Electronic Copy: One (1) copy

3.2.2. Hardcopy bids typed and securely bound on 8.5 by 11-inch paper. The content of the mailed bids shall be identical in all regards to the original electronic-copy submitted.

3.2.3. Electronic bid in a PDF format stored on a common media (CD, DVD, or flash drive), identical in content and sequence to hardcopy bids submitted. Unless specifically noted, acceptable formats include Microsoft Word, Microsoft Excel, or PDF.

3.2.4. The response to the RFB shall be complete and comprehensive but succinct. Elaborate bids, such as those including expensive artwork, beyond that sufficient to present a complete and effective bid, are not necessary or desired. Unnecessary samples, attachments or documents not specifically asked for should not be submitted.

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3.2.5. Bidders are encouraged to submit bids using environmentally preferable guidelines, such as: printing double-sided on recycled paper, using products such as folders, binders, paper clips, discs, envelopes, boxes, etc. that contain recycled content, minimizing or eliminating the use of non-recyclable or non-reusable materials contained in binders, plastic report covers, plastic dividers, vinyl sleeves and GBC binding.

3.2.6. Bids must be organized with headings and subheadings in the order provided in Section 3.3 below, Required Information and Content of Bids. Each heading and subheading should be separated by tabs or otherwise clearly marked. Complete the RFB Receipt and Submittal Checklist to record all submittals.

3.3 Required Information and Content of Bids

3.3.1. Required RFB Forms

Please include only the required submittals specified below. Do not submit another copy of this RFB with your proposal.

Table of Contents

Outline in sequential order the major sections of your bid.

Required RFB Forms

1. RFB Signature Page Submit certification with the legal name of the Bidder and signature of the person(s) legally authorized to bind the Bidder to a contract.

2. Vendor Information Provide business identification and contact information required in the form.

3. Vendor References Provide a minimum of 2 references.

Provide a minimum of two (2) references using the form provided in the Submittals section. References shall be past or current organizations and/or clients for whom the Bidder has done or is currently providing Ringtail implementation services stated in this RFB in the last three (3) years.

Provide contact information and a brief description of the project, dates, locations, results and assignment that was the basis for the business relationship.

The Bidder must have at least one satisfied reference in order to be considered for award.

4. Wisconsin Cooperative Purchasing Service (DOA-

3333 - RO3/2004)

State whether you agree to extend the resulting contract terms and pricing to other public agencies.

5. Designation of Confidential and Proprietary Information (DOA-3027)

Refer to Section 1.16. Use this form to designate any portions of your proposal as confidential or proprietary.

6. Receipt Forms and Submittal Checklist.

Acknowledge and initial parts of RFB received and submitted.

Bid Price

a. Bid Price Sheet. Use Bid Price Sheet, to submit your bid price. It is the sole responsibility of the bidder to ensure that all mathematical calculations are correct and that the total bid accurately reflects costs.

b. Period of Acceptance. All prices, costs, and conditions outlined in the bid shall remain fixed and valid for acceptance for a minimum of 120 days starting on the due date for bids.

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Compliance with Qualification and Experience Requirements

The Qualification and Experience Requirements Section specifies the minimum acceptable requirements in order for a Bidder to be considered for award.Bidders shall indicate compliance with each requirement. Bidders shall meet all qualification and experience requirements in order for their bid to be considered for award.

Compliance with Scope of Work Requirements

The Scope of Work is intended to serve as performance and quality indicators and acceptance will be based on bidder’s compliance with the phases, milestones, tasks and deliverables described in the SOW. Deviations and/or modifications to the specifications or scope of work made as agreed upon by DOJ may be considered if they are deemed to meet the intent of the specification, goal and/or procurement. The DOJ shall be the sole judge as to whether the intent of the specification, goal and/or procurement is met or not.

In the event that no bidder is able to meet a specific mandatory requirement, the DOJ reserves the right to continue the review of bids and to select the bid that most closely meets the requirements specified in this RFB.