RFI SEWP_Statement of Work_eDiscovery.pdf

Statement of Work eDiscovery Software

Office of General Counsel Litigation Department

1. Background

The U.S. Small Business Administration (SBA) was created in 1953 as an independent agency of the federal government to aid, counsel, assist and protect the interests of small business concerns, to preserve free competitive enterprise and to maintain and strengthen the overall economy of our nation. The SBA helps Americans start, build and grow businesses. Through an extensive network of field offices and partnerships with public and private organizations, SBA delivers its services to people throughout the United States, Puerto Rico, the U. S. Virgin Islands and Guam.

OGC’s litigation department represents the agency in affirmative and defensive litigation in federal court;

acts as legal advisor on FOIA, defend agency in HOA hearings and appeals – 8(a) suspensions and terminations, suspensions and debarments involving SBA’s financial programs.

OGC has a need for cloud-based eDiscovery solution for ten (10) users that allows staff to manage large volumes of electronic data in support of agency investigations and litigation. The software will also be used to search, retrieve and organize data in support of agency FOIA and Congressional Request.

2. Objectives

Procure a cloud-based eDiscovery solution to enhance the organization’s eDiscovery capabilities. This solution aims to streamline legal and investigative processes, improve data management, ensure compliance with relevant legal and regulatory standards, and provide a scalable and secure platform for handling eDiscovery needs.

3. Scope

The contractor will host, support, and maintain the eDiscovery solution throughout the contract period.

This includes ensuring the platform’s optimal performance, delivering ongoing technical support, and providing user training on the various features of the service. The eDiscovery solution should include the following:

3.1 Cloud-Based Platform

Fully hosted in the cloud.

3.2 Security and Compliance

Built-in security controls including data encryption, multi-factor authentication, and compliance with industry standards.

3.3 Comprehensive Tools

eDiscovery Integrated suite of tools for data collection, processing, review and analysis capabilities.

Advanced search functionalities including keyword, Boolean, and conceptual search.

Collaboration and Workflow Management User Collaboration: Supports collaborative document review and case management.

Automated Workflow: Automates routine tasks Case Management Tracks case progress, tasks, deadlines.

Production and Presentation Prepares documents and data for legal proceedings, including redaction and Bates numbering.

Facilitates the presentation of evidence in court or during legal reviews.

Audit and Tracking

Provides comprehensive audit logs to track user actions.

Maintains a clear and secure record of data handling and transfers.

Reporting Reports on how documents are being coded (e.g., relevant, privileged, confidential).

Reports on the amount of data ingested and processed.

Ability to create custom reports tailored to specific needs.

Analytics Tools for document review, including email threading, clustering and categorization.

Predictive coding to prioritize documents for review based on previous reviewer decisions.

Legal Hold Automated legal hold management.

Feature that tracks acknowledgments, reminders, and custodian interactions.

3.4 Administrative Users

Tools for three (3) administrative users to create, modify, delete accounts, and manage user roles and permissions.

4. Specific Tasks

4.1 Activation – Access granted for ten (10) end users to a fully operational eDiscovery solution configured to include the requirements identified in the SOW.

4.2 Administrative Account – Assign administrative rights to three (3) end users.

4.3 Support Services – Establish a dedicated support channel or helpdesk to address that provides on-going support to address user inquiries, and troubleshoot technical issues.

4.4 Training – Conduct web-based interactive training sessional to educate users on how to effectively navigate and use key features of the system.

The is a Brand Name or equal requirement.

The below table are the required product numbers:

Brand Name/Manufacturer: RelativityOne

Product No. / Item Description

SKU: R1_10CU

Description: RelativityOne Gov Concurrent Users (10 users) SKU: R1Rev_1TB Description: 1 TB of RelativityOner Review Data, includes 6,144 GB of staging

Table 1: Deliverables

Deliverable Title Task Reference

Frequency Medium/Format Recipient

Activation 4.1 Upon Award Email with details and access instructions

COR

Administrative Account 4.2 Upon Award Email with instructions

COR

Support Services 4.3 Ongoing Email or phone End Users Training 4.4 Within one week of award

Virtual End Users

5. Inspection and Acceptance

The government will review, for completeness, preliminary or draft deliverables submitted by the Contractor, and may return them to the Contractor for correction. Absence of comments by the government will not relieve the Contractor of the responsibility for complying with the requirements of this work statement. Final approval and acceptance of deliverables required herein shall be provided to the contractor in writing by the designated government official. The Contractor shall not construe any letter of acknowledgment of receipt as a waiver of review, or as an acknowledgment that a deliverable is in conformance with this work statement. Any approval given during preparation of a deliverable, or approval for shipment shall not guarantee the final acceptance of the completed deliverable.

6. Security

i. Physical Security The Contractor shall establish and comply with appropriate administrative, technical, and physical safeguards to protect all Government data, property, facilities, and personnel.

ii. Data All electronic data and documentation provided or made accessible by the Government, and all electronic data and documentation produced during performance of the services associated with this award are the property of, and are owned by, the Government.

The Contractor shall not disclose and must safeguard all data and personnel work products that are obtained or generated in the performance of this contract. The Contractor shall not access data or documentation that is not required in the performance of services awarded via this contract/task order, even if the data or documentation is available to contractor personnel. The Contractor shall immediately report any instance of non-compliance with this requirement to the Contracting Officer.

The government may authorize contractor access to controlled, sensitive, classified, or other government information for use in performance of this contract. The term “government information” includes information furnished by the government and information acquired or developed by the contractor in performance of the contract. The contractor shall provide immediate written notification the Contracting Officer if a breach of any of the requirements in this section occurs.

The contractor shall not publish or otherwise divulge government information, in whole or in part, in any manner or form, or authorize or permit others to do so, taking such measures as are necessary to restrict access to such information to only those employees needing the information to perform work required by the contract, i.e., on a “need to know” basis. The contractor is cautioned that its employees and subcontractors have no blanket authorization for access to government information based on their employment status.

Government data, including electronic data, shall not be removed from the Government facility without the express permission of the Contracting Officer or the Contracting Officer’s Representative.

Government data including documentation shall be surrendered to the Government upon contract completion and upon request. Government personnel, including government security personnel, have the express right to inspect documentation for any reason and at any time during the term of this award. The contractor shall ensure that direct and subcontract employees:

Only access information required to perform their tasks as specified in this contract, and do not access information that is not required to perform these tasks.

Ensure continuous government access to their work product in support of this contract.

Do not email government information to non-government email accounts.

Do not discuss government information with non-government personnel (including the contractor employee’s management).

Do not remove, or conspire to remove, government information out of a government facility or system, either physical and electronic, without written Contracting Officer or Contracting Officer Representative authorization.

Comply with non-disclosure agreements.

Protect the confidentiality of government information, and do not disclose government information to any unauthorized person.

iii. Facilities The services shall be performed from the contractor’s identified location.

iv. Property and Personnel The Contractor shall report threats to government property and personnel employed by or supporting the Government.

To help ensure the protection of the life and health of all persons, and to help prevent damage to property, the Contractor shall comply with all Federal, State, and local laws and regulations applicable to the work being performed under this contract. These laws are implemented or enforced by the Environmental Protection Agency, Occupational Safety and Health Administration (OSHA) and other regulatory/enforcement agencies at the Federal, State, and local levels.

The Contractor agrees to use only qualified, responsible, ethical, and capable people to perform the work. Contractor employees shall perform services at all times in a professional, ethical manner.

Unprofessional, unethical, or threatening conduct will not be tolerated. Contractor employees with knowledge of unprofessional, unethical, or threatening behavior or conduct by any person shall immediately report such behavior or conduct to the Contractor. The Contractor shall immediately report receipt of a report concerning such behavior or conduct to the Contracting Officer.

The contractor shall not use government time, or materials except for the express purpose of providing government support.

The Contractor shall, at its own expense, immediately remove employees who have displayed or are displaying or engaging in unprofessional, unethical, or threatening behavior or conduct. The Contracting Officer may require that the Contractor remove from the job at its own expense, employees who jeopardize or interfere with mission accomplishment, or endanger or threaten to endanger property, or whose continued employment under this contract is inconsistent with the interest of security.

v. Information Technology (IT) Security Requirements (see Attachment 2 – Cybersecurity Verbiage)

vi. Personnel Security Requirements Not applicable

7. Packaging, Packing, and Shipping

Not Applicable

8. Government Furnished Property/Equipment/Information

Not Applicable

9. Type of Contract

The Government anticipates award of a Firm Fixed Price type contract.

10. Period of Performance

The period of performance consists of a base period 12 months in duration.

Period Start Date End Date Base Period 09/07/24 09/06/25

11. Place of Performance

Not Applicable

12. Hours of Operation

The Contractor is responsible for providing technical support 24/7, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. The Contractor must maintain an adequate work force for the uninterrupted performance of all tasks defined within this work statement when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind the stability and continuity of the work force are essential.

13. Travel and Other Direct Costs (ODC)

Travel is not required in support of the requirements in this work statement.

14. Key Personnel

Not Applicable

15. Conflicts of Interest

No potential organizational conflicts of interest have been identified by the government. The contractor shall ensure that neither the contractor or any subcontractor is biased because of financial, contractual, organizational, or other interests which relate to the work under this contract. The contractor agrees it will make an immediate and full disclosure, in writing, to the Contracting Officer of any potential or actual organizational conflict of interest or the existence of any facts that may cause a reasonably prudent person to question the contractor's impartiality because of the appearance or existence of bias or an unfair competitive advantage. Such disclosure shall include a description of the actions the contractor has taken or proposes to take to avoid, neutralize, or mitigate any resulting conflict of interest.

16. Transition Plan

Not Applicable