REQUEST FOR INFORMATION No. AGO.RFI.001 ediscovery Tool Issued: August 13, 2012 Responses Requested by: Friday, September 7, 2012 It is the intent of the Washington Attorney General s Office to issue a competitive solicitation in calendar year 2012 for this project. To obtain a copy of the solicitation when issued, interested parties may register with the Washington s Electronic Business Solutions (WEBS) at: http://www.ga.wa.gov/business/3start.htm. Please select any of the following Commodity Codes Numbers in your WEBS registration process: 208-11 Application Software, Microcomputer Computer Software For Microcomputers (Preprogrammed) 208-80 Software, Microcomputer (Not Otherwise Classified) Computer Software For Microcomputers (Preprogrammed)
ediscovery Tool REQUEST FOR INFORMATION (RFI) 1. Background The Washington State (AGO) is responsible for representing the state of Washington. It is comprised of more than 1100 attorneys and staff in 27 legal divisions across the state and provides legal services to more than 230 state agencies, boards and commissions. The mission of the AGO is to deliver the highest quality professional legal services to officials, agencies, and citizens of the state of Washington. 2. Purpose The AGO is requesting product information for automated electronic discovery (ediscovery) tools to assist with public records requests and discovery. The AGO is seeking information to prepare a Request for Proposals (RFP) competitive solicitation. Vendors do not need to prepare detailed proposals at this stage. Vendors should provide basic information regarding their product s capabilities and indicate how they would work with the AGO to achieve this document s outlined objectives. Responses to this RFI will help us: Decide whether to issue a solicitation; Determine the scope and budget of work; and Create a distribution list for mailing an RFP. Please respond to this RFI if: Yours is an organization that offers software that aligns with what is outlined in this document; You know about solutions which the AGO should explore; You are interested in receiving a solicitation for this project; and/or You have suggestions that could help the AGO with this project. Page 2 of 7 August 13, 2012
IMPORTANT INFORMATION PLEASE READ BEFORE RESPONDING TO THIS RFI 3. Cost of RFI Response Preparation The AGO will not reimburse any Vendor or respondent for any costs associated with preparing a response to this RFI. 4. Proprietary or Confidential Information Any information contained in the Response that is proprietary must be clearly designated proprietary. Marking of the entire Response or entire sections of the Response as proprietary will not be accepted nor honored. If a public records request is made to obtain or view information contained in a Response that Vendor marks as proprietary, the AGO will notify Vendor of the request and of the date that the records will be released to the requester unless Vendor obtains a court order enjoining that disclosure. If Vendor does not obtain a court order enjoining disclosure, AGO will release the requested information on the date specified. The AGO s sole responsibility shall be limited to maintaining the information marked proprietary in a secure area and notifying Vendor of any request(s) for disclosure as long as the AGO retains Vendor s proprietary marked information. Failure to so label such information or failure to timely respond after notice of a public records request has been given shall be deemed a waiver by Vendor of any claim that such information is proprietary and exempt from disclosure under RCW 42.56 or other laws. 5. Amendments/Addenda The AGO reserves the right to change the RFI timeline or other portions of this RFI at any time. 6. Right to Cancel The AGO reserves the right to cancel or reissue this Request for Information at any time without obligation or liability. 7. No Obligation to Buy or Issue Solicitation The AGO will not contract with any vendor as a result of this RFI. While the AGO may use responses to this RFI to draft a competitive solicitation for the subject of these services, issuing this RFI does not compel the AGO to do so. 8. Response Property of the AGO All materials submitted in response to this RFI become the property of the AGO. Page 3 of 7 August 13, 2012
9. RFI RESPONSE INSTRUCTIONS After a review of the RFI responses and assessment of the marketplace, the AGO may or may not choose to issue a Request for Proposal for an ediscovery tool. Participation in the RFI process is not a requirement for any subsequent competitive procurement, although the results of this RFI may be used to build and refine an RFP. The AGO reserves the right to refrain from issuing an RFP or any other formal solicitation document for this product. This RFI is not a formal solicitation and no contract will be awarded as a result. 9.1 RFI Procedure The answers to this RFI will be reviewed by AGO staff. The contact person listed below is available for assistance if needed. For questions regarding this RFI, you are welcome to contact: RFI Coordinator Address Sean Clowers Washington State Attorney General s Office Information Services Division 1110 Capitol Way South, Suite 150 PO Box 40119 Olympia, WA 98504-0119 Phone (360) 664-0754 E-mail itacquisitions@atg.wa.gov 9.2 Format and Due Date Email is the preferred method of delivery; however paper will also be accepted. Please send your response in Microsoft Word TM or Adobe PDF format via email to Sean Clowers at itacquisitions@atg.wa.gov, or deliver a paper copy to the address listed above. Responses to this RFI must be submitted to the RFI Coordinator by 5pm (Pacific Time) Friday, September 7, 2012. Release RFI August 13, 2012 Vendor Questions Due by 5:00 PM August 22, 2012 Responses to Vendor Questions by 5:00 PM August 29, 2012 Vendor Submissions Due by 5:00 PM September 7, 2012 Page 4 of 7 August 13, 2012
9.3 Current AGO Environment Below is a simple description of the current AGO environment. Please post any questions about our environment by 5pm on August 22, 2012. Item Description Supported Staff 1100 employees. 27 divisions some requiring screening walls. 13 physical locations across the state. Email Microsoft Exchange v2003 and Symantec Enterprise Vault v9 with a combined approximate total of 40 million email messages and 5TB of data. Email client Mixed environment Microsoft Outlook 2007 and Outlook 2010. Operating System Mixed environment Microsoft Windows XP and Windows 7. Network Storage Microsoft SharePoint 2007 Case Management System Public Content Each AGO location has its own network storage with a combined total of approximately 100 million documents and 34TB of data. Approximately 2 million documents and 400GB of data. Bridgeway LawManager Structured Query Language (SQL) Database. Public Internet content stored in SQL Database with Washington State Consolidated Technology Services (CTS) approximately 25GB. Page 5 of 7 August 13, 2012
10. RFI RESPONSE To respond to this RFI please address each of the identified items in the sections below. Specific information is requested according to the items below. Please describe your products and services, approach to, or ability to comply with, these features: 10.1 Company Information 10.1.1 Company Name and Corporate Address and Phone, Website & Email (and any Washington local addresses). 10.1.2 Contact Name, Phone, Email address and other contact information. 10.1.3 Name of the person responsible for the information in this RFI (if different from Contact). 10.1.4 Parent company (if applicable). 10.1.5 Brief overview of your company, including personnel, facilities, or both in the state of Washington. 10.2 System Criteria The AGO is in need of products that will search by metadata and key term all of the systems listed above in section 9.3 Current AGO Environment. Please describe how the proposed product addresses the following functions and potential future options: 10.2.1 Searching by metadata and key term: A. Microsoft Exchange v2003 (1TB) i. Potential future upgrade options: a) Microsoft Exchange v2010 b) Microsoft Office 365 B. Microsoft Outlook 2007 and 2010 C. Symantec Enterprise Vault v9 (4TB) D. All AGO network storage (34TB) i. Potential future storage options: a) Live data cloud storage E. Microsoft SharePoint 2007 (400GB) i. Potential future upgrade options: a) Microsoft SharePoint 2010 F. Public Internet content SQL Database(25GB) G. Bridgeway LawManager SQL Database 10.2.2 Search interface that searches contents of Section 10.2.1. 10.2.3 Litigation Hold Process. Page 6 of 7 August 13, 2012
10.2.4 Analyzing search results. 10.2.5 Ability to export search results. 10.2.6 Redaction tools. 10.2.7 Exporting native file format & metadata. 10.2.8 Ability to export final product in PDF, TIFF, or native format. 10.2.9 Ability to create load files for Summation and Concordance. 10.2.10 User permission interface. 10.2.11 Reporting tools. 10.3 Business Criteria 10.3.1 Describe factors that are critical to successful implementation of the software. 10.3.2 Describe installation and integration services. 10.3.3 Describe training availability or typical end-user training model. 10.3.4 Describe typical support model. 10.3.5 Describe service options that customers have used. 10.3.6 Describe the documentation that is provided and/or necessary for your software. 10.3.7 Describe hardware and infrastructure requirements needed for installation and support of your software. 10.4 Installation and Configuration Provide an overview of the process you will employ to install and configure your software in the AGO s environment referencing section 9.3 Current AGO Environment above. 10.5 Documentation and Knowledge Transfer Provide an overview of the process you employ to collaborate with clients during the course of a project, to include: 10.5.1 Documenting the infrastructure build process. 10.5.2 Working with Client Staff to ensure knowledge transfer. 10.5.3 Meeting with Client Staff to exchange information. 10.5.4 Providing regular status reports as well as a final project report. 10.6 Total Cost of Ownership Provide an estimated total cost of your software and services typically offered, including costs for software, software licenses, documentation, training, consulting, hourly rates, setup fees, and any other costs. Page 7 of 7 August 13, 2012