Legal Services Document, Email, File and Matter Management System

14 July 2023 Legal Services Document, Email, File and Matter Management System MD Anderson is seeking to procure an off-the-shelf legal document, email, file, and matter management system that stores, shares, and organizes documents, emails, electronic files, and matters. 14 July 2023 Released 6/21/2023 4:00 PM CDT Type Request for Proposal Open 6/21/2023 4:01 PM CDT Number AIS-CK-01361-RFP Close 7/24/2023 4:00 PM CDT Currency US Dollar 14 July 2023 Contacts Rosio Bolanos RBolanos@mdanderson.org Phone +1 713-745-4908 14 July 2023 Commodity Codes Commodity Code Description 43230000 Software 43232202 Document management software 43232804 Administration software 43233700 System management software 14 July 202314 July 202314 July 202314 July 202314 July 202314 July 202314 July 202314 July 2023 mailto:RBolanos@mdanderson.org Scope of Work MD Anderson is seeking to

procure an off-the-shelf legal document, email, file, and matter management system that stores, shares, and organizes documents, emails, electronic files, and matters to facilitate: (1) streamlined communication, filing and collaboration across teams within Legal Services; (2) more efficient use of time; and (3) alignment with remote work strategy. With a consolidated solution, Legal Services personnel should be able to manage and integrate multiple tasks and functions, such as assigning roles and different access levels to different users, document version control, creating electronic file records and then assigning documents, emails, etc., to those files, and customizing workgroups, categories and subcategories and email notifications. The System should be a document, email, file and matter management platform that provides an enterprise license or allows for no fewer than 150 users. Only off-the-shelf solutions will be considered for further evaluation. Proposals that do not meet this requirement will not be eligible to proceed to the next phase of the RFP selection process. Pre-submittal Conference A Pre-Submittal Conference will be held on Thu 6/29/2023 from 2:30 PM to 3:30 PM (CST). Attendance at this meeting is highly recommended, but not required. An RSVP is not required to attend. Conference Call Information Join Zoom Meeting Phone one-tap: US: +13462487799,,81063747364#,,,,0#,,487438# or +12532158782,,81063747364#,,,,0#,,487438# Meeting URL: https://mdacc.zoom.us/j/81063747364?pwd=L0FWczlQaDA1eU00KzVhNFRCYkZEUT09 Meeting ID: 810 6374 7364 Password: 487438 Join by Telephone For higher quality, dial a number based on your current location. Dial: US: +1 346 248 7799 or +1 253 215 8782 or +1 669 900 6833 or +1 929 205 6099 or +1 301 715 8592 or +1 312 626 6799 or 877 853 5257 (Toll Free) or 888 475 4499 (Toll Free) Meeting ID: 810 6374 7364 Password: 487438 International numbers MDA Internal number: 0-9666 Join from an H.323/SIP room system H.323: 162.255.37.11 (US West) 162.255.36.11 (US East) 115.114.131.7 (India Mumbai) 115.114.115.7 (India Hyderabad) Description 213.19.144.110 (Amsterdam Netherlands) 213.244.140.110 (Germany) 103.122.166.55 (Australia Sydney) 103.122.167.55 (Australia Melbourne) 209.9.211.110 (Hong Kong SAR) 64.211.144.160 (Brazil) 69.174.57.160 (Canada Toronto) 65.39.152.160 (Canada Vancouver) 207.226.132.110 (Japan Tokyo) 149.137.24.110 (Japan Osaka) Meeting ID: 810 6374 7364 Password: 487438 SIP: 81063747364@zoomcrc.com Password: 487438 Skype for Business (Lync) https://mdacc.zoom.us/skype/81063747364 Required to View Event Prerequisites Required to Enter Bid There are no Prerequisites added to this event. 14 July 202314 July 202314 July 202314 July 202314 July 202314 July 202314 July 2023 Buyer Attachments There are no Buyer Attachments added to this event. 14 July 202314 July 202314 July 202314 July 202314 July 202314 July 2023 Questions Required Questions Group 1.1: About MD Anderson Instructions: 1.1.1 To read more "About MD Anderson" please visit the following link:https://www.mdanderson.org/about-md-anderson.html Group 1.2: Facts and History Instructions: 1.2.1 To read about MD Anderson's "Facts and History" please visit the following link:https://www.mdanderson.org/about-md-anderson/facts-history.html Group 1.3: Request for Proposal (RFP) Instructions: 1.3.1 MD Anderson is soliciting Proposals ("Proposals") for the selection of a Supplier(s) for the RFP in accordance with the terms, conditions, and requirements set forth. This RFP provides the information necessary to prepare and submit a Proposal for consideration and ranking by MD Anderson and under the Texas Education Code. 1.3.2 As you navigate the RFP, please ensure that you continue to SAVE all answers by clicking the "Save Progress" button as you navigate through the event. Group 2.1: Addendums Instructions: 2.1.1 This page contains all new information about the RFP after the published date. If there are any changes to the RFP, it will be documented in this section (Addendum). If you receive an e-mail, or an online notification, with the subject "The Sourcing Event is Amended", please visit this page/section for any changes to the event. 2.1.2 Information presented at the Pre-submittal Conference presentation will be posted in this section after the meeting. 2.1.3 Removal of Section 6.2.2 under Additional Riders. 2.1.4 Acknowledgement Required: Answers to Supplier questions for this RFP have been attached in this section. Attachment labeled “AIS-CK-01361-RFP_Supplier Q&A”. Please download document and acknowledge receipt. 2.1.5 A software provider can submit a joint bid per implementation partner offer/option. For more than one implementation offer/option, the software supplier will create and submit a separate joint bid. Each joint bid will require independent evaluation. The software provider will create a new account under a different contact name and email to create and submit subsequent joint bids. A joint bid will be addressed as one contract if awarded. The implementation contract, and any other support services, will need to be subcontracted under the software provider. 2.1.6 IMPORTANT REMINDERS: RFP CLOSE DATE: Monday, July 24, 2023 (by 4:00PM CT). Please do not wait until the last minute. HUBS PLAN REVIEW: 1. MD Anderson offers one review of your draft Rider 104, the HUB Subcontracting Plan. Only one review is granted per vendor for a solicitation. 2. A training video overview of the Rider 104 is available at www.mdanderson.org/hub a. Select “Subcontracting Program” b. Then select “Training Video Overview of Rider 104” 3. Upload the final signed copy of the Rider 104 into SciQuest (Jaggaer) with your proposal submittal. Review the document to ensure it uploaded correctly and is the one you intend to submit. Incomplete and/or incorrectly filled Rider 104 HUB Plans will result in REJECTION of the response to this RFP. Group 3.1: Scope of Work Instructions: 3.1.1 1) Please download and review the attached Scope of Work (SOW). 2) After reviewing the SOW, please acknowledge that it has been read. Group 4.1: Responding to RFP Questions Instructions: 14 July 202314 July 202314 July 202314 July 202314 July 2023 4.1.1 All RFP questions must be answered thoroughly and individually. Please do not reference another response that has been addressed in a previous or subsequent question. To clarify, do not respond to any question with "See question No. ###." Do not attempt to upload a file that has been used previously unless the file is specifically applicable to the individual question. If multiple files will be uploaded as a response, please Zip the files into a single Zip folder. Failure to adhere by these rules may disqualify your response(s). Group 4.2: Disclosure of Interested Parties Mandated by House Bill 1295 Instructions: 4.2.1 MD Anderson must comply with the Disclosure of Interested Parties mandated by House Bill 1295 and as implemented by the Texas Ethics Commission. Before MD Anderson may execute a contract exceeding $1M, the Supplier(s) with which MD Anderson is contracting must submit a completed Form 1295 before or concurrent with Supplier submission of the signed contract to MD Anderson. For more information, please use the following link: https://www.ethics.state.tx.us/filinginfo/1295/ Group 4.3: Disclosure of Interested Parties Mandated Senate Bill 475 Instructions: 4.3.1 Please read and review the attached Disclosure of Interested Parties Mandated SenateBill 475. Upon completion please acknowledge. Group 4.4: Public Information Act (PIA) Instructions: 4.4.1 All information, documentation, and other material submitted in response to this RFP solicitation is considered non-confidential and/or non-proprietary and is subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after the agreement is executed. MD Anderson strictly complies with all statutes, court decisions, and opinions of the Texas Attorney General with respect to disclosure of RFP information. Group 4.5: Best Value Instructions: 4.5.1 MD Anderson may select the Proposal(s) that offers the "Best Value" for the institution based on the published selection criteria, its evaluation ranking, and the terms of Texas Government Code 2155.074. MD Anderson may first attempt to negotiate a contract with the selected Supplier(s). MD Anderson may also discuss with the selected Supplier(s) options for a scope or time and price change modification. If MD Anderson and/or its governing Board(s) are unable to reach a contract with the selected Supplier(s) in a timely manner, MD Anderson may formally end negotiations with that Supplier(s) and proceed to the next "Best Value" Supplier(s) in order of the selection ranking until a contract is reached or all Proposals are rejected. Group 4.6: Historically Underutilized Business Submittal Requirements Instructions: 4.6.1 It is the policy of The University of Texas System, and each of it component institutions, to promote and encourage contracting and subcontracting opportunities for Historically Underutilized Businesses (HUB) in all contracts. Accordingly, MD Anderson has adopted the Rider 104-HUB Subcontracting Plan, Policy on Utilization of Historically Underutilized Businesses. This Policy applies to all contracts with an expected (cumulative) value of $100,000 or more. If MD Anderson determines that subcontracting opportunities are probable, then a HUB Subcontracting Plan is a required element of the Proposal. Failure to submit a required HUB Subcontracting Plan will result in rejection of the Proposal. Group 4.7: HUB Statement of Probability Instructions: 4.7.1 MD Anderson has determined that subcontracting opportunities are probable in connection with this procurement solicitation; therefore, a HUB Subcontracting Plan (HSP) is required as part of your Proposal. Each RFP Respondent shall develop and administer an HUB Subcontracting Plan as part of the Proposal in accordance with MD Anderson's Policy on Utilization of Historically Underutilized Businesses (HUB) and Rider 104-HUB Subcontracting Plan. Group 4.8: Type of Contract 14 July 202314 July 202314 July 202314 July 202314 July 2023 Instructions: 4.8.1 Any contract resulting from this solicitation will be governed by MD Anderson's Standard Terms and Conditions referenced in the Summary Agreement attached to this RFP. The work associated with this RFP will be awarded as a contract to the Supplier(s) offering the "Best Value" to MD Anderson. Group 4.9: Selection Criteria Instructions: 4.9.1 The successful Supplier(s) selected by MD Anderson, in accordance with the requirements and specifications set forth in this RFP, will be the Supplier(s) which is most advantageous to MD Anderson. MD Anderson's committee members, comprised of key personnel as well as Supply Chain professionals, will evaluate and score approved Proposals. Group 4.10: MD Anderson's Reservation of Rights Instructions: 4.10.1 MD Anderson may evaluate the Proposals based on the anticipated completion of all or any portion of the RFP. MD Anderson reserves the right to divide the RFP into multiple parts, to reject any and all Proposals and re-solicit for new Proposals, or to reject any and all Proposals and temporarily or permanently abandon the RFP. MD Anderson makes no representations, written or oral, that will enter into any form of agreement with Supplier(s) for this RFP. No such representation is intended or should be construed by the issuance of this RFP. Group 4.11: Obligation Instructions: 4.11.1 Neither the transmission of this RFP to a prospective Supplier(s), nor the acceptance of a reply, implies any obligation or commitment by MD Anderson to enter into any contract or undertake any financial obligations with respect to this RFP. After evaluation of all Proposals, MD Anderson intends to conduct negotiations with the Supplier(s) considered best qualified and "Best Valued" to meet its requirements. MD Anderson reserves the right to reject any or all proposals whenever such actions are in its best interest. Group 4.12: No Reimbursement for Costs Instructions: 4.12.1 Supplier(s) acknowledges and accepts that any cost incurred from the Supplier(s) participation in this RFP process shall be at the sole risk and responsibility of the Supplier(s). Supplier(s) submit Proposals at their own risk and expense. Group 4.13: Clarification and Interpretation Instructions: 4.13.1 Any clarifications or interpretations of this RFP that materially affect or change its requirements will be issued by MD Anderson as an Addendum. It is the responsibility of all Supplier(s) to obtain this information in a timely manner. All such Addenda will be due prior to the RFP Close Date. Addenda may be issued by the RFP Point-of-Contact via the SciQuest Sourcing Director Q&A Board or in the Addendum section of this RFP. All communication specific to this RFP shall be exchanged within the SciQuest tool. Group 4.14: Certain Proposals and Contracts Prohibited Instructions: 4.14.1 Under Section 2155.004, Texas Government Code, a state agency may not accept a Proposal or award a contract that includes proposed financial participation by a person with received compensation from the agency to participate in preparing the specifications or request for Proposal on which the Proposal or contract is based. All Supplier(s) must certify their eligibility by acknowledging the following statement: "Under Section 2155.004, Government Code, Supplier(s) certifies that the individual or business entity named in this RFP or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate. Group 4.15: Certain Proposals and Contracts Prohibited (cont...) Instructions: 14 July 202314 July 202314 July 202314 July 202314 July 2023 4.15.1 If a state agency determines that an individual or business entity holding a state contract was ineligible to have the contract, yet accepted the award as described above, the state agency may immediately terminate the contract without further obligation to the Supplier(s). This does not create a cause of action to contest a Proposal or award of a state contract. Group 4.16: Acceptance or Rejection of Proposal Instructions: 4.16.1 This RFP is not an offer to contract. Acceptance of a Proposal neither commits MD Anderson to award a contract to any RFP Respondent, nor limits MD Anderson's rights to negotiate terms in its best interest. MD Anderson reserves the right to accept or reject any or all Proposals in part or whole. MD Anderson reserves the right to request clarification on responses, omissions, or claims made in the RFP. MD Anderson further reserves the right to request modification to a Supplier(s) Proposal in order to provide the optimum solution for strategic team planning. Respondents submitting a Proposal do so with the understanding that MD Anderson reserves the right to select one or more "Supplier(s) of choice" based solely on their RFP response or to evaluate one or more Supplier(s) via additional interviews, site visits, reference checks, and other evaluations. MD Anderson will notify Suppliers of the results when final decisions have been made. Group 4.17: Electronic Information and Technology (EIT) Instructions: 4.17.1 Any acquisition considered EIT as defined by Section 508 (36 CFR Part 1194) requires the submission of a completed Voluntary Accessible Product Template so that can MD Anderson can ascertain conformance with the applicable EIT standards developed by the U.S. Access Board. MD Anderson reserves the right to perform real-world testing of a Supplier's product or service in order to validate claim regarding Section 508 conformance. In order to facilitate this testing, Supplier(s) shall, upon request, provide MD Anderson a copy of the product being considered for purchase for a period of at least 30 calendar days. The version of the product being provided for testing purposes must be equivalent in functionality and features to the commercial version that is under consideration for purchase. MD Anderson, at its sole discretion, will determine the level of conformance with Section 508 on all products being reviewed. Group 4.18: Submission of Proposals Instructions: 4.18.1 MD Anderson is to receive all Supplier(s) Proposals by the RFP close date communicated within the SciQuest Sourcing Director tool. Proposals not received within the specified time frame, and prior to the RFP close date and time, will not be accepted. Supplier(s) are urged not to wait until the last minute to submit their final Proposal. Proposals and final HUB Plans submitted via telephone, fax, or electronic mail (email) will be rejected. Only those submitted via this tool will be accepted. Respondents must provide a response to all "REQUIRED" questions or the system will not accept the submission. Group 4.19: Group Purchasing Instructions: 4.19.1 MD Anderson is an institution of System which consists of nine academic and six health institutions. Texas law authorizes institutions of higher education (defined by Section 61.003, Education Code) to use the group purchasing procurement method (ref. Sections 51.9335, 73.115 and 74.008, Education Code). With this, if an Agreement results from this competitive procurement method, the RFP Respondent acknowledges that additional Texas institutions of higher education may procure from the RFP Respondent and/or Contractor the goods and services set forth in this RFP/Agreement on the same terms and conditions attached herein by entering into a separate contract with RFP Respondent/Contractor, or by concluding an appropriate addendum to the Agreement. Group 4.20: Group Purchasing (cont...) Instructions: 14 July 202314 July 202314 July 202314 July 202314 July 2023 4.20.1 It is understood that: (I) Unless specifically stated otherwise, any volume of goods or services stated in the final Agreement reflects only goods and/or services to be purchased by MD Anderson and does not include potential purchases by other System institutions, and (II) Each System institution is a financially separate entity and will be solely responsible for its own commitments to Contractor. Group 4.21: Point-of-Contact Instructions: 4.21.1 MD Anderson designates the following person as its representative and Point-of-Contact for this RFP. Respondents shall restrict all contact with MD Anderson personnel, specific to this RFP, and direct all questions regarding this RFP, including questions regarding terms and conditions, to the Point-of-Contact: Rosy Bolanos, Sourcing Specialist rbolanos@mdanderson.org 713-745-4908 Address: MD Anderson Cancer Center 7007 Bertner Ave Houston Texas 77030-3907 Note: All communication exchanges should be performed via MD Anderson Sourcing Director tool within the Q&A area. Group 5.1: Pre-Submittal Conference Instructions: 5.1.1 A Pre-Submittal Conference will be held at the following time, date and location below. Attendance at the pre-submittal conference is OPTIONAL and does not require an RSVP. Thu 6/29/2023 from 2:30 PM to 3:30 PM (CST) Join Zoom Meeting Phone one-tap: US: +13462487799,,81063747364#,,,,0#,,487438# or +12532158782,,81063747364#,,,,0#,,487438# Meeting URL: https://mdacc.zoom.us/j/81063747364?pwd=L0FWczlQaDA1eU00KzVhNFRCYkZEUT 09 Meeting ID: 810 6374 7364, Password: 487438 Join by Telephone Dial: US: +1 346 248 7799 or +1 253 215 8782 or +1 669 900 6833 or +1 929 205 6099 or +1 301 715 8592 or +1 312 626 6799 or 877 853 5257 (Toll Free) or 888 475 4499 (Toll Free) Group 5.2: Critical Dates Instructions: 5.2.1 RFP Published Date: Wednesday, June 21, 2023./ Pre-submittal Conference date: Thursday, June 29, 2023./ Supplier Questions Submission End date: Monday, July 10, 2023./ Supplier Questions & Answer Published date: Friday, July 14, 2023./ RFP Close Date: Monday, July 24, 2023./ Estimated Short-List Presentations and/or Demonstrations Dates: Friday, September 8, 2023 & Monday, September 11, 2023. Group 6.1: Riders & Agreements Instructions: 6.1.1 Please read and review the attached Summary Agreement. Upon completion, please acknowledge. 14 July 202314 July 202314 July 202314 July 202314 July 2023 6.1.2 Should your organization take any exceptions to the Summary Agreement, please provide them in the attached Word document in a red-lined format. Upon red-line completion, upload the document back into the tool in an EDITABLE Word format. Should your organization NOT have any exceptions, please upload a CLEAN file confirming no exceptions were taken. 6.1.3 Please read and review the attached Rider 107-Travel Policy. Upon completion, please acknowledge. 6.1.4 Should your organization take any exceptions to the Rider 107-Travel Policy, please provide them in the attached Word document in a red-lined format. Upon red-line completion, upload the document back into the tool in an EDITABLE Word format. Should your organization NOT have any exceptions, upload a CLEAN file confirming no exceptions were taken. 6.1.5 Please read and review the attached Rider 111-Business Associate Agreement. Upon completion, please acknowledge. 6.1.6 Should your organization take any exceptions to the Rider 111-Business Associate Agreement, please provide them in the attached Word document in a red-lined format. Upon red-line completion, upload the document back into the tool in an EDITABLE Word format. Should your organization NOT have any exceptions, upload a CLEAN file confirming no exceptions were taken. 6.1.7 Please read and review the attached Rider 114 Network Connections. Upon completion, please acknowledge. 6.1.8 Should your organization take any exceptions to the Rider 114-Network Connections, please provide them in the attached Word document in a red-lined format. Upon red-line completion, upload the document back into the tool in an EDITABLE Word format. Should your organization NOT have any exceptions, upload a CLEAN file confirming no exceptions were taken. 6.1.9 Please read and review the attached Rider 114-Supply Chain User Acknowledgement. Upon completion, please acknowledge. 6.1.10 Should your organization take any exceptions to the Rider 114-Supply Chain User Acknowledgement, please provide them in the attached Word document in a red-lined format. Upon red-line completion, upload the document back into the tool in an EDITABLE Word format. Should your organization NOT have any exceptions, upload a CLEAN file confirming no exceptions were taken. 6.1.11 Please read and review the attached Rider 116-Invoice Payment Requirements. Upon completion, please acknowledge. 6.1.12 Should your organization take any exceptions to the Rider 116-Invoice Payment Requirements, please provide them in the attached Word document in a red-lined format. Upon red-line completion, upload the document back into the tool in an EDITABLE Word format. Should your organization NOT have any exceptions, upload a CLEAN file confirming no exceptions were taken. Group 6.2: Additional Riders Instructions: 6.2.1 Please download the attached Rider 118-Information Security ASP Assessment Survey and follow the instructions within the document for completion. Upon completion, please upload the final document. Group 7.1: Supplier Rider Attestation Instructions: 14 July 202314 July 202314 July 202314 July 202314 July 2023 7.1.1 Please acknowledge that you have read and understood the calculations associated with the Supplier Rider Attestation Form included in the attached example. 7.1.2 Please download, complete, and sign the Supplier Rider Attestation Form following the instructions provided. Upon completion, upload the executed form as your response. 7.1.3 Please acknowledge that you have properly completed the Supplier Rider Attestation Form. This includes: -Noting your acceptance/rejection to each applicable Rider. -Specifying the Section(s) rejected (if applicable). -Executing the document, including signature. -Ensure that the form DOES NOT reference any previously negotiated terms, conditions, or agreement. Failure to complete and return this form may result in the prospective Supplier's response being disqualified. 7.1.4 Proposed exceptions to MDACC Contract Riders must be noted in the applicable section of the Riders & Agreements portion of the RFP via redlines, and acceptance (or rejection) to those Riders must be documented on the Attestation form accordingly. Any inconsistencies between the proposed exceptions and the information submitted on the Attestation form WILL result in a rejection of the Attestation, and the Attestation WILL be scored as zero points. The RFP Attestation form MUST be signed by an Authorized Representation of the Prospective Supplier. Failure to submit a signed Attestation WILL result in rejection of the Attestation and the Attestation WILL be scored as zero points. Group 8.1: Rider 104 HUB Subcontracting Plan Instructions: 8.1.1 Please download the attached Rider 104-Historically Underutilized Business (HUB) Plan and follow the instructions within the document for completion. Upon MD Anderson's draft review and your formal completion, please upload the final and executed document. 8.1.2 Please acknowledge that you have read/reviewed the HUB tip sheet for information regarding successful HUB plan submissions. Group 9.1: Contact Information Instructions: 9.1.1 Please provide the contact information, including name, email, phone number and mailing address, of the person that is able to respond to and/or accept any RFP related communication should the occasion arise. Group 9.2: Off-the-Shelf Question Instructions: 9.2.1 Is your solution an off-the-shelf product? (Off-the-shelf software definition: software that has been produced and is standardized so that it can be ready to use, with minimal configuration, once installed.) 9.2.2 Please elaborate on your answer to Question 9.2.1 above. Group 9.3: Company Background Information Instructions: 9.3.1 Please provide a company overview inclusive of the following: a. Company website b. Where is your company located? c. How long have you been in business? d. Please provide your company’s mission and/or vision statement. e. Describe the company structure. (Private, public, partnership, etc.) f. How many full-time, part-time and contract employees do you have? (Please provide breakdown) 9.3.2 Describe your organization's experience providing legal document management system(s) in the legal and health care industries, specifically with organizations with legal team processing a large volume of sensitive documents and communications 9.3.3 What awards or recognition has your company received in the last three years? 9.3.4 What licenses or certifications does your company hold? 9.3.5 Describe your plans for growth over the next 3 years. 14 July 202314 July 202314 July 202314 July 202314 July 2023 9.3.6 Please provide three customer references. (Preferably clients in the healthcare industry) 9.3.7 What is your target customer base? How many customers do you currently serve? What is your customer retention rate? Who are your five biggest customers? What percentage of your revenue comes from the top three accounts? 9.3.8 Identify any current or past University of Texas System clients. Group 9.4: Administrative System Requirements Instructions: 9.4.1 Does your organization's system have the capability for (1) document, (2) email, (3) file and (4) matter management? (Only answer Yes if you meet all 4 items listed. If all 4 items are not met, then you must answer No) 9.4.2 Describe your system's capabilities for (1) document, (2) email, (3) file and (4) matter management as applicable to legal services. 9.4.3 Describe your organization’s system's ability to audit documents and folders with reporting capabilities. For example, audit trail on person, date and time for any (A)additions, (E)edits or (D)deletions (A/E/D) in the system. (Please provide a sample in Question #9.4.4) 9.4.4 Please provide a sample of your organization's system audit report. 9.4.5 Does your organization’s system have the ability to lock a document and not allow other users to edit until unlocked? Can it be overridden? If yes, please describe. 9.4.6 Does your organization’s system have the ability to define security access/functionality by user and user groups? If yes, please describe. 9.4.7 Does your organization’s system have archive and archive schedule capabilities? If yes, please provide a list of all archiving/unarchiving functions that can be completed internally versus by vendor support. 9.4.8 What self-service reporting tools are available to us? Please describe your organization's system ability to create standard and customized reports, including from search results, to be exported into excel and/or PDF and create a report template. Group 9.5: Functional System Requirements Instructions: 9.5.1 Describe your organization’s system's version control capabilities inclusive of how the system will track and manage changes and version numbers. 9.5.2 Describe your organization’s system historical record identifiers, including but not limited to timestamp, user identifier, version number, document name, old and new values. 9.5.3 Describe all file and media types your organization's system supports and provide any limitations, if any. Please include file size restrictions, as well. Example file types (.pdf, .msg, .jpg, .png, .pst, .doc(x), .rtf, .xls(x), .html, .mp3, etc.) 9.5.4 Does your organization’s system provide the ability to group multiple files, including documents and emails, in a folder or group? If yes, please describe. 9.5.5 Does your organization's system offer the ability to read and translate scanned documents to make the text searchable? 9.5.6 Does your organization’s system have advanced searching capability? Example: Filtering, Wildcard, Type of Document (e.g. LOI, Amendment, Assignment), misspellings. Additionally, does your system have the ability to search the full repository as well as within the text of documents/emails? If yes, please provide a list of search features. 9.5.7 Does your organization’s system contain functionality to save and file emails the same way as documents? If yes, please describe. 9.5.8 Describe the types of devices supported (i.e. desktop/laptop, tablet, mobile). Is there a minimum requirement for web browsers? Please provide a list of supported browsers and minimum versions. 9.5.9 Does your organization’s system allow users to work on a document independent of another user working in that same document? If yes, please describe. 9.5.10 Describe your organization’s system template and forms capabilities. Include if users can create and share templates and forms. Group 9.6: Technical System Requirements Instructions: 9.6.1 Does your organization’s system support Office 365 on both Windows PCs and Mac computers? What add-ins are available for Office 365, including Outlook integration. 14 July 202314 July 202314 July 202314 July 202314 July 2023 9.6.2 What method of encryption is available when sharing documents outside of the system? Does a user need to take additional steps to ensure documents are encrypted? If yes, please provide details. Additionally, describe your data protection and security measures to protect client's information against unauthorized access. 9.6.3 Does your organization’s system support SAML and Microsoft Azure integration for external authentication? For internal authentication does your system support two-factor authentication or integration with Duo? 9.6.4 Explain your organization's system capabilities around monitoring and logging user activity. At what level can monitoring occur? Additionally, describe the system's administration capabilities around permission groups (ex. IT Admin, super users, end users.) 9.6.5 How will your organization's proposed system performance be impacted as data storage increases/exceeds over time or when accessing large files? Please describe the impact with mobile and desktop devices. 9.6.6 Is your system an on-premise or software as a service (SaaS) offering? If SaaS, does client have access to a non-production instance for testing fixes and new functionality? 9.6.7 Can software versions be upgraded without taking the system offline, and without any reduction in performance? Please describe your system's release cycle process and change management process. How often are defect fixes and new functionality released? 9.6.8 Is your system compliant with the Health Insurance Portability and Accountability Act (HIPAA), and does it have TX-RAMP certification if cloud-based? 9.6.9 Does your organization’s system support mobile devices such as mobile aware, or have an app for Android and iOS? If so, does your mobile app store data locally and encrypt when accessing on mobile devices? Are there any limitations for accessing documents on a mobile device? Please provide details. 9.6.10 Describe your data storage and management process. Where will the data be stored? Describe your backup and data recovery policy. 9.6.11 Does your organization’s system offer the ability to work in the office and remote environments seamlessly? If yes, please describe any functional distinctions between in office and remote use of the platform (e.g. extra steps needed to log in, additional security measures, etc.). Group 9.7: Customer Service Levels and Support Instructions: 9.7.1 Describe all levels of support available and whether that support is included or availablefor an additional fee. 9.7.2 When a client has an issue or inquiry, how does a client contact your organization for support and assistance and what is your business process for handling and provide hours of availability for technical support? 9.7.3 What types of training are available to end users and administrators of the system and what is your training methodology. Please include whether there are costs or not associated with each type. (Examples: web-based, conferences, workshops, manuals, etc.) Group 9.8: Professional and Other Services Instructions: 9.8.1 Will you provide implementation services internally or will your company subcontract? 9.8.2 Describe your implementation methodology and approach, including all available implementation service-level options. 9.8.3 Please provide an implementation timetable for training, software maintenance, and technical support. 9.8.4 Please provide a hierarchy and profile of implementation team members, including assigned tasks and subsequent durations. 9.8.5 Describe your training plan, including but not limited to: curriculum, mode, length/frequency, group sizes, training materials, audio/visual aids. Group 9.9: Out of Scope (Nice to have) Instructions: 9.9.1 Describe the process of data migration from legacy systems to the new system including testing, down-time, and review of logs to ensure data migrated correctly. Are bulk upload options available? Example: SFTP, Drive option, etc. Please provide details. 9.9.2 Does your organization's system offer scanning and renaming of physical files? If yes, please provide price sheet. 14 July 202314 July 202314 July 202314 July 202314 July 2023 9.9.3 Describe your organization's system eDiscovery features and/or capabilities. 9.9.4 Does your system support integration with third-party enterprise systems? Please explain. Group 10.1: Rider 102 - Fee Schedule Instructions: 10.1.1 Please download the attached Rider 102- Fee Schedule and follow the instructions within the document for completion. Upon completion, please upload the final document. Group 11.1: Value Add Instructions: 14 July 202314 July 202314 July 202314 July 202314 July 2023 Product Line Items Product Line Items There are no Items added to this event. 14 July 202314 July 202314 July 202314 July 2023 Service Line Items Service Line Items There are no Items added to this event. 14 July 202314 July 202314 July 2023