Discovery & Docketing System

Opportunity Summary
INTRODUCTION:

The State of Oregon ("State"), acting by and through the Department of Administrative Services, Procurement Services ("DASPS"), on behalf of the Oregon Public Utility Commission ("OPUC" or "Agency"), is issuing this Request for Proposal ("RFP") to replace the Agency's legacy docketing and eDiscovery applications with a new Dockets and Discovery Solution (the "Solution") providing integrated, secure and enterprise-class content, customer and case management capabilities for Agency and its customers.

Agency is soliciting proposals to replace a twenty (20) year old custom-built docketing program ("Biz Apps") and a third-party discovery system with a supported and secure solution that integrates with various other programs, handles a wider range of documents, is easier to upgrade and increases overall efficiency for the Agency and its customers. Services will include, but may not be limited to: project management, requirements

validation and analysis, data conversion and migration, testing, training, implementation and ongoing software maintenance and support. Agency expects the successful Proposer to also provide risk mitigation and change management.

Per section 3.1.1 of the RFP, in order to qualify for this Proposer must have completed at least three (3) successful implementations of projects with similar size, scope, and/or complexity as the Solution sought in this RFP, with one (1) of those being completed within the past three (3) years. Proposers who do not meet this minimum qualification will not be considered a Responsive Proposer.

The proposed Solution may be either:
- Category 1: Software as a Service ("SaaS") or Vendor Hosted: A configurable cloud SaaS or vendor hosted Solution. SaaS refers to a subscription-based licensing and software delivery model in which the vendor bears all responsibility for supporting the Solution, including hardware and software. This is the preferred delivery model for related State systems to support strategic goals associated with sustainability. Solution proposals involving software hosted centrally by the Proposer that are not subscription based may also be considered.
- Category 2: Commercial off-the Shelf ("COTS") Software hosted by Agency: Non-cloud, commercially available and configurable software hosted at the Agency's premises. OPUC is currently migrating it's on premise data center infrastructure to the Microsoft Azure Government Cloud. Proposed COTS software must meet related technical requirements to successfully operate in this environment.

Agency is seeking Solution proposals that include software that has been successfully implemented for similar customers, is highly configurable and meets all mandatory requirements. For either software delivery model (Category 1 or 2), Agency will consider Solutions with a customization level representing 20% or less of the overall functionality (see section 3.3.5 for further details of the customization requirement).

PURPOSE:

The purpose of this RFP is to solicit responses for a vendor to provide a Solution to modernize Agency's docket management and discovery processes to provide an improved customer experience for all stakeholders through implementation of sustainable technology solutions. Agency's goal is to replace the BizApps, eDockets, eFiling, and Huddle with a Dockets and Discovery Solution providing integrated, secure and enterprise-class content, customer and case management capabilities.

The Agency envisions the Solution will address several challenges in the current environment, including but not limited to:
- Multiple applications required for stakeholders to participate in official proceedings before the Commission - these applications include a custom-built legacy "BizApps" docketing system and contact and company information management system, a related public facing eDockets system allowing the public to view filings, service lists, and schedules of proceedings, and a third-party service for eDiscovery.
- A Filing Center that is email based, which limits file size and file type for processing into the legacy docketing system
- Inability of stakeholders to manage their own contact information - must be submitted in filings and then managed by OPUC Filing Center personnel
- Inability of BizApps docketing to handle confidential or protected information, which must be submitted physically by mail or delivery service and uploaded to eDiscovery third-party solution for stakeholder more immediate access (providing same information in multiple formats in multiple systems). The Agency information used in the system may contain data classified as Level 3 Information and Proposer's proposed solution must be able to provide the appropriate level of protection for Level 3 Information.
- Inability of Filing Center to handle voluminous documents which must be otherwise filed using physical versions slowing down Commissioner access to documents
- Legacy systems are no longer supported by Microsoft causing limitations to integration of new versions of software
- Lack of integrated records management system for the third-party solution for eDiscovery causing OPUC employees to import information into another system.
- Third-party solution for e-discovery is difficult to customize and configure to agency's needs.

Agency is requesting full support from the Proposer in the implementation of the chosen Solution. The Proposer shall provide all software licensing, configuration, documentation, training, technical support, project management and organizational change leadership skills necessary to implement the Solution as outlined in this RFP.

The Dockets and Discovery System Project Team includes the Agency Project Manager, Project Sponsor, various team members and external stakeholders. The successful Proposer will work closely with project team members to ensure the success of the Project. Project requirements are further detailed in the Scope of Work (section 2.4).