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HomeMy WebLinkAbout15- RFP appendix A - selection criteria1 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A Appendix A RFP for eDiscovery Tool The City of Bozeman seeks to purchase a comprehensive eDiscovery tool that will enable it to more efficiently and reliably process electronic records. The platform must enable the City to (1) send, manage and track Legal Holds, (2) identify, preserve, and collect documents, (3) process, analyze, and review the data, and (4) produce the documents. SECTION 1. SOLUTION PROFILE(S) Please use the following table to indicate the areas in the EDRM that are supported by your eDiscovery solution(s). Please enter the product name that supports each EDRM phase. If the EDRM phase is not supported by your eDiscovery solution(s) directly, but you have one or more third party vendor partnerships that support those phases, please name AND describe the nature of these relationships. EDRM NAME OF PRODUCT(S) NAME OF THIRD PARTY AND PHASE SUPPORTED BY VENDOR DESCRIPTION OF PARTNERSHIP Identification Preservation Collection Processing Analysis Review Production 2 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A SECTION 2. IDENTIFICATION, PRESERVATION, AND COLLECTION 2.1 Functional Requirements For each requirement, indicate if the requirement is supported directly by the proposed solution(s). If more information or clarification is required enter that information in the Vendor Response column. REQUIREMENT VENDOR REQUIREMENT SUPPORTED? RESPONSE (Y/N) Identification: Provides search and identification capabilities for Microsoft Exchange email (version 2010 or higher) and .msg files Provides search and identification capabilities for Microsoft Exchange attachments Provides search and identification capabilities for EMC’s Archive Solution for exchange called Source One. (Required for vendor selection) Provides search and identification capabilities for Network File Shares Provides search and identification capabilities for Desktops/Laptops File type support for Adobe Acrobat PDF versions 8.x and higher (including protected PDF) File type support for ASCII Text File type support for all versions of Microsoft Access up to and including 2013 3 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A REQUIREMENT REQUIREMENT SUPPORTED? VENDOR (Y/N) RESPONSE File type support for all versions of Microsoft Excel up to and including 2013 File type support for all versions of Microsoft PowerPoint up to and including 2013 File type support for all versions of Microsoft Word up to and including 2013 File type support for Microsoft Works for Windows File type support for Microsoft RTF File type support for HTML File type support for Zips and other container files File type support for TIFF/OCR pairs Support for the inclusion or exclusion of system file types Support reporting on encrypted and protected files 4 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A REQUIREMENT REQUIREMENT SUPPORTED? VENDOR (Y/N) RESPONSE Provides capability to account for name changes, aliases, and different naming conventions that may relate to the custodians being searched Support for searching on content containing international languages (Unicode). Please detail the languages that are supported Preservation: Preserves data and prevents spoliation Support for legal holds on MS Exchange email server and EMC Source One archive. Support for legal holds on file shares located on servers Support for legal holds on desktops and laptops attached to network Support for multiple searches used to place and remove holds per matter Support for multiple legal holds on a record without the need for copies Support for ability to remove legal holds on a record per matter Support for in-place legal hold on existing content 5 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A REQUIREMENT REQUIREMENT SUPPORTED? VENDOR (Y/N) RESPONSE Support for controlled suspension of automatic deletion or creation/import routines Collection: Collection of preserved records (legal holds) can be applied to the file types listed in the Identification section above Support for collection of files from MS Exchange email server and EMC Source One archive database (required for vendor selection) Support for collection of files from file shares located on servers Support for collection of files from desktops and laptops attached to network Support for collection of multiple searches to place records into a legally defensible, secured location for each matter Collection can occur in such a way that business operations are not interrupted. 6 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A 2.2 Functionality – Identification, Preservation, and Collection Please indicate what functions your product offers below by marking the corresponding checkbox. Any item not checked will be interpreted as a function that your product cannot provide. Items marked with an asterisk (*) are required. Vendors who do not provide required (*) functions may be disqualified. IDENTIFICATION, PRESERVATION, AND COLLECTION *Multi-keyword search *Boolean search *Advanced search interface *Ability to search embedded files (e.g., emails and attachments) at least 3 levels deep *Compound document searching *Ability to segregate search results by custodian and assign back to custodian for review *Ability to save searches *Ability to save search results *Defensible tracking of culling criteria *Export search results *Filtering Filtering on custodian Filtering on email sender domain Filtering on keyword Filtering on hash value Filtering on system metadata Subset search Conceptual searching Find similar search Search hit highlighting Portable self-extracting data collection tool Multi-Language support Relevance ranking of search results 7 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A 2.3 Searchability Please indicate if your product can search the items listed on the table below by both keyword and metadata by marking the corresponding checkbox. Any item not checked will be interpreted as an item that your product cannot search. Items marked with an asterisk (*) are required. Vendors who do not provide search capabilities for required (*) items may be disqualified. SEARCHABILITY *Microsoft Server 2008/2008R2 and higher *Microsoft Exchange v2010 and higher *Microsoft Outlook 2007 and higher *Microsoft Office software suite (word, access, excel, powerpoint) 2007 and higher *SQL Server Databases *Microsoft Windows 7 desktop operating systems (both 32 and 64 bit) *Laptops Video files Audio files Facebook Twitter You Tube *EMC Source One Archive 2.4 General Questions Provide a brief response for each of the following questions listed below. Identification, Preservation, and Collection: 1. Describe your solution’s search capabilities. 8 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A 2. Describe how your solution provides defensible tracking of culling criteria. 3. Describe your solution’s filtering capabilities. Does the initial search string “filter down to the attachments on first pass automatically or do you have to filter attachments separately/manually? 4. Describe how your solution captures and preserves data, including metadata, to maintain chain of custody and ensure defensibility. 5. Does your solution capture and manage metadata for all file types supported by your solution? If not, list which file types metadata is not captured. SECTION 3. PROCESSING, ANALYSIS, REVIEW, AND PRODUCTION For each requirement, indicate if the requirement is supported directly by the proposed solution(s). If more information or clarification is required enter that information in the Vendor Response column. REQUIREMENT REQUIREMENT SUPPORTED? VENDOR (Y/N) RESPONSE Processing: Provides statistical and graphical analysis of collected data based on custodian, date range, and file type prior to processing Ability to filter collected data by custodian, date, file type, and file size prior to processing Ability to filter collected data by NSRL database list (de-NIST) prior to processing 9 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A REQUIREMENT REQUIREMENT SUPPORTED? VENDOR (Y/N) RESPONSE Ability to filter collected data by customer defined known file lists prior to processing Ability to process (extract text and metadata) from all file types specified in the Identification section above Ability to de-duplicate records and data of a single custodian across multiple data stores and across all custodians Provides a pre-processing scan of all documents to detect and repair file-level errors prior to full processing Support average processing speeds of at least 10 GB per hour Support for processing on content containing international languages (Unicode). Please detail the languages that are and are not supported Support for processing reports to understand file errors, warnings, and key processing metrics such as de-duplication rates, total number of messages and loose files, and average document size Analysis: Support for all analysis features to operate on and across the entire matter, including matters up to 5 million documents. Please detail what features do not analyze content across the entire case data set at once 10 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A REQUIREMENT REQUIREMENT SUPPORTED? VENDOR (Y/N) RESPONSE Supports wildcards and proximity searching Supports stemming and literal searches Supports search of content in tags or document notations Support for search on international content (Unicode) Support for searches by document ID, source location, custodian or processing batch Support search by senders, recipients, urgency, and direction (e.g., internal email only) of email Support search by attachment content or type Provides automatic documentation and/or reporting of executed searches and keyword variation selections Support real-time and iterative sampling of search results 11 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A REQUIREMENT REQUIREMENT SUPPORTED? VENDOR (Y/N) RESPONSE Ability to preview search results prior to running searches to remove obvious false positives Support for relevance ranking: Retrieved documents that most closely satisfy the query criteria should be listed or ranked above those that match less exactly. Ranking should also place a higher priority on matches in a title or subject than on those in body text Use of directory information such as names, email addresses, and department groupings to extend the values of certain metadata fields, such as message recipients, or create new metadata, such as departments creating or receiving content Provides ability to visually track email threads for responses based on content and metadata, not just metadata Ability to group documents and emails together that pertain to the same/similar topic Ability to identify and group documents based on language Ability to identify and group documents by frequently found nouns or noun phrases Ability to organize and group related loose files for analysis Ability to organize and group related custodians for analysis Provides hit highlighting in text, metadata, and attachments 12 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A REQUIREMENT REQUIREMENT SUPPORTED? VENDOR (Y/N) RESPONSE Cull-down and filtering: Ability to filter documents across entire case by tag, sender domain, sender group, sender name, recipient domain, recipient group, recipient name, document type, custodian, and language type and displays exact hit counts across the entire search result set for every filter Review: Ability to divide records so each reviewer is assigned a specific range or percentage of records, or by the source or significance of a subset of records. Ability to organize documents intended for review into access controlled nested folders Ability to customize tags, issue codes, and tagging rights System provides ability for individual and bulk categorization and tagging Allows privileged communication to be tagged and a privilege log to be created Support for HTML preview of all documents 13 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A REQUIREMENT REQUIREMENT SUPPORTED? VENDOR (Y/N) RESPONSE Provides ability to view documents within a native viewer, abdicating the need for reviewers to load applications on their workstations Support for redaction of text, areas within a document, and entire pages Provides find-and-redact functionality Provides review progress and productivity analysis for each reviewer Production: Support for export to CSV with custom fields Support for image-based productions such as TIFF Support for export to Concordance file format Support for export to Relativity format Support for export to EDRM XML compatible formats – Describe specification and version Ability to organize production sets using a folder based structure 14 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A REQUIREMENT REQUIREMENT SUPPORTED? VENDOR (Y/N) RESPONSE Support for produced redactions, where text is secured from unauthorized display, search, and review. Support for custom header, footer, and watermark labeling of documents in image-based production Support for Bates stamping 3.2 Functionality – Processing, Review, Analysis, and Production Please indicate what functions your product offers below by marking the corresponding checkbox. Any item not checked will be interpreted as a function that your product cannot provide. Items marked with an asterisk (*) are required. Vendors who do not provide required (*) functions may be disqualified. PROCESSING, REVIEW, ANALYSIS, AND PRODUCTION *Ability to unpack embedded files (e.g., emails and attachments) at least 3 levels deep and maintain parent/child relationships *Ability to search embedded files (e.g., emails and attachments) at least 3 levels deep *De-NISTing *De-duplication *Exception Log Case De-Duplication Identify password protected documents Process password protected documents Identify encrypted files Process encrypted files *Multi-keyword search *Boolean search *Advanced search interface 15 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A *Compound document searching *Ability to save searches *Ability to save search results *Tagging *Custom tags *TIFF native files Filtering on custodian Filtering on email sender domain Filtering on keyword *Analysis Reporting *Redaction Conceptual searching Find similar search Search hit highlighting Multi-Language support Relevance ranking of search results Decision Tree Tagging Identification of data gaps Near native viewing/viewer Bates numbering *Full audit trail reporting – (Defensibility Log) *Privilege log report *Export metadata *Export final product in PDF, TIFF, and native *Ability to create Summation and/or Concordance load files OCR image files 16 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A SECTION 4. TECHNICAL SYSTEM REQUIREMENTS 4.1 Computing Environment Please indicate whether or not your system is compatible/integratable with the items listed below by marking the corresponding checkbox. Any item not checked will be interpreted as an item that is not compatible/integratable with your system. Only items marked with an asterisk (*) are required. Vendors who do not provide required (*) compatibility/integration may be disqualified. CITY OF BOZEMAN COMPUTING ENVIRONMENT *Active Directory *Microsoft Server 2008R2 and higher *Microsoft Windows 7 (if desktop application) *Microsoft Outlook 2007 and higher *Microsoft Office 2007 and higher Network Attached Storage (NAS) devices Direct Attached Storage (DAS) Storage Area Network (SAN) devices (block & file) 4.2 General Questions Provide a brief response for each of the following questions. 1. Please provide the minimum and recommended system requirements for your product. 2. Please describe your solution’s server requirements (i.e. physical servers, virtual servers, storage (direct attached, SAN, NAS)). 3. Describe how your solution is implemented in a virtualized server environment. 4. What file types are supported by the application? 5. What is the underlying database and what limitations exist on space capacity administrative or user capacity, or access? 6. Describe how your solution integrates with Active Directory for permission setting. 17 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A SECTION 5. TOTAL COST OF OWNERSHIP 5.1 Costs Provide a detailed price quote for the total cost of ownership of your product. This should include all hardware, software, maintenance, training, and other costs associated with your product with pricing for each component. City’s Litigation Profile:  Average number of matters per year: 10 Lawsuits and 30 Insurance claims  Average number of matters per year requiring ediscovery effort: 5  Number of legal staff using platform: 3 Preservation/Collection:  Number of unique custodians currently on legal hold: 50  Average number of custodians from data is collected per matter: 5  Most custodians ever collected for a single matter: 20  Data Sources for collection: o File Servers o EMC Source One Email Archive - Required for any vendor responding to this RFP! o Local workstation/laptop/tablet hard drives Review/Production:  Ave. number of reviewers conducting document review simultaneously: 1-2  Data will be produced both in house and by outside counsel Provide a four-year cost summary below. Costs Total Year 1 Year 2 Year 3 Year 4 Software Licensing Individual Concurrent Maintenance Hosting Hardware Implementation Integration Training Documentation Project Management Miscellaneous Total: $ 18 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A 5.2 General Questions Provide a detailed response for each of the following questions. 1. Software Licensing: List, describe, and record the licensing, implementation, maintenance, support, and training fees associated with your proposed software. 2. Maintenance: (a) Describe what is included with the annual maintenance cost including software updates and technical assistance. (b) Describe your service call escalation policy for your proposed solution. 3. Hardware: List, describe, and record the cost of each piece of hardware that is required to optimally run the software. 4. Hosting: Describe your solution’s pricing model for hosting case data if any. 5. Implementation: Describe your solution’s implementation process and methodologies and any labor, equipment, supplies, or other costs associated with implementing your proposed software. 6. Integration: Describe any labor, equipment, supplies, or other costs associated with integrating your solution into our current architecture and back-end systems. 7. Training: If there are training options associated with our proposed software list, describe and record the cost of each option. 8. Documentation: If there is user or technical documentation available for your solution list, describe and record the cost of each documentation. 9. Project Management: If there are project management fees associated with your proposed software, list and describe these fees. 10. Miscellaneous: List, describe, and record any other costs associated with your proposed software solution. 19 | P a g e City of Bozeman eDiscovery Tools RFP Appendix A Appendix A RFP CITY OF BOZEMAN eDiscovery Tools Complete the following information – please print or type. Company Name Address City State Zip Code Authorized Representative Name Title Telephone Number Email Vendor’s Signature (Sign in ink) Date