e-Billing / Legal Matter Management SystemNot Issued by Procurement Services

Agency: State Government of Ohio
State: Ohio
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Oct 1, 2019
Due Date: Oct 31, 2019
Solicitation No: AGO-EB-LMS-20-1001
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Procurement Opportunity Search Detail

**Please Note** This opportunity was not issued by a DAS procurement program.
Please refer to the opportunity information in the attached document.

Opportunity Title

e-Billing / Legal Matter Management System

Opportunity Description

Request for Proposals (RFP) for a cloud based e-billing / legal matter management system.

General Information
Commodity Category 1:
Computers, Software, Supplies & Services
Opportunity Type:
Request For Proposal
Opportunity Status:
Active
Document/Bid #:
AGO-EB-LMS-20-1001
Requesting Agency:
Attorney General
Issued By:
Attorney General
Associated PDF Files
Dates
Posted Date:
10/1/2019
Inquiry Period:
10/1/2019 thru 10/15/2019 8:00:00 AM
Opening Date:
10/31/2019
Estimated Award Date:
12/31/2019
Procurement Programs
MBE Set Aside:
No
Open Market:
Yes
Associated Links

AGO-EB-LMS-20-1001

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OHIO ATTORNEY GENERAL’S OFFICE
REQUEST FOR PROPOSALS
e-Billing / Legal Matter Management System
AGO-eB-LMS-20-1001
October 1, 2019
Proposals must be received and stamped at:
Ohio Attorney General's Office
Information Technology Services Section
ATTN: RFP REVIEW COMMITTEE (AGO-eB-LMS-20-1001)
150 East Gay Street, 20th Floor
Columbus, Ohio 43215
On or before:
October 31, 2019 at 3:00 PM Eastern Daylight Time
e-Billing / Legal Matter Management System
AGO-eB-LMS-20-1001
SECTION 1.0 Introduction ......................................................................................................... 5
1.1. Background ...................................................................................................................... 5
1.2. Current Request................................................................................................................ 5
1.3. Contact ............................................................................................................................. 6
1.4. Schedule of Events and Deadlines ................................................................................... 6
1.5. RFP Proposal Response Deadline and Ship-To Address ................................................. 7
SECTION 2.0 Scope..................................................................................................................... 8
2.1. Requirements.................................................................................................................... 8
2.2. Scope – Deliverables ........................................................................................................ 8
SECTION 3.0 Terms and Conditions......................................................................................... 9
3.1. Budget and Payment......................................................................................................... 9
3.2. Requirements Specific to the State of Ohio ..................................................................... 9
3.2.1. Fiscal Biennium ...................................................................................................... 10
3.2.2. Reimbursable Expenses .......................................................................................... 10
3.2.3. Certification of Funds ............................................................................................. 10
3.2.4. Public Record Information...................................................................................... 10
3.2.5. Trade Secret Information ........................................................................................ 11
3.2.6. Governing Law ....................................................................................................... 12
3.2.7. Liability................................................................................................................... 12
3.2.8. Warranties and Certifications with Respect to this RFP......................................... 12
3.2.9. Contractor’s Representations and Warranties in the Resulting Contract................ 13
3.3. Non-Disclosure Agreement (NDA) ............................................................................... 14
3.4. Protective Provisions...................................................................................................... 14
3.4.1. Holdback ................................................................................................................. 15
3.4.2. Liquidated Damages ............................................................................................... 15
3.4.3. Other Protective Provisions .................................................................................... 15
3.5. Performance Deficiencies .............................................................................................. 15
3.5.1. Credit....................................................................................................................... 15
3.5.1.1. Service Credits ........................................................................................................ 16
3.6. Compliance with Federal, State and AGO Security Regulations, Policies, and
Procedures...................................................................................................................... 16
3.7. Subcontractors ................................................................................................................ 17
Page 2 of 26
e-Billing / Legal Matter Management System
AGO-eB-LMS-20-1001
SECTION 4.0 Proposal Preparation Instructions .................................................................. 17
4.1. Paper Copy - Requirements............................................................................................ 17
4.2. Electronic Copy Requirements....................................................................................... 17
4.3. Master Copy ................................................................................................................... 18
4.4. General Proposal Requirements ..................................................................................... 18
4.4.1. Discrepancies .......................................................................................................... 18
4.4.2. Disposition of Unsuccessful Proposals................................................................... 18
4.4.3. Restrictions on Communications ............................................................................ 18
4.4.4. News Releases ........................................................................................................ 18
4.4.5. Discussions ............................................................................................................. 19
4.4.6. Proposal Validity Period ......................................................................................... 19
SECTION 5.0 Required Proposal Content ............................................................................. 19
5.1. Proposal Checklist.......................................................................................................... 19
5.2. Naming Conventions...................................................................................................... 19
5.3. Transmittal Letter ........................................................................................................... 19
5.4. Proposal Content ............................................................................................................ 20
5.4.1. Section Reference Table ......................................................................................... 20
5.4.2. Table of Contents .................................................................................................... 20
5.4.3. Section A – Executive Summary ............................................................................ 20
5.4.4. Section B – Project Organization, Reporting Structure, and Staffing .................... 21
5.4.5. Section C – High-Level Schedule Summary – e-Billing Management .................. 21
5.4.6. Section D –Prospective Contractor Qualifications ................................................. 21
5.4.7. Section E – Approach and High-Level Plan – e-Billing Management ................... 21
5.4.8. Section F – References............................................................................................ 22
5.4.9. Section G – Cost Proposal – e-Billing Management .............................................. 22
5.4.10. Section H – Exceptions, Assumptions, and Deviations .......................................... 22
5.4.11. Section I - Trade Secrets ......................................................................................... 23
5.4.12. Section J – High-Level Schedule Summary – Optional Legal Matter Management .. 23
5.4.13. Section K – Approach and High-Level Plan - Optional Legal Matter Management .. 23
5.4.14. Section L – Cost Proposal – Optional Legal Matter Management ......................... 23
5.4.15. Optional Proposal to Provide Legal Matter Management Functionality ................ 24
Page 3 of 26
e-Billing / Legal Matter Management System
AGO-eB-LMS-20-1001
SECTION 6.0 Evaluation Process ............................................................................................ 24
6.1. Evaluation Steps ............................................................................................................. 24
6.1.1. Step 1 – Proposal Preparation Compliance Review ............................................... 24
6.1.2. Step 2 – Proposal Scoring ....................................................................................... 25
6.1.3. Step 3 –Contractor Interaction (if requested by the AGO) ..................................... 25
6.1.4. Step 4 – Identification of the Apparent Successful Contractor............................... 25
6.1.5. Step 5 – Contract..................................................................................................... 25
6.2. Scoring Criteria .............................................................................................................. 25
SECTION 7.0 Attachments to RFP .......................................................................................... 26
7.1. Attachment A –e-Billing / Legal Matter Management System Requirements .............. 26
7.2. Attachment B –Proposal Checklist for Completeness ................................................... 26
7.3. Attachment C – Contractor Reference Form.................................................................. 26
Page 4 of 26
e-Billing / Legal Matter Management System
AGO-eB-LMS-20-1001
SECTION 1.0 INTRODUCTION
1.1. Background
Ohio Attorney General Dave Yost is an elected official who is the lawyer for the State of Ohio
and its agencies, boards and commissions. The office consists of nearly 30 distinct sections that
advocate for consumers and victims of crime, assists the criminal justice community, provide
legal counsel for state offices and agencies, and enforce certain state laws.
The Ohio Attorney General, pursuant to R.C. 109.07, is empowered to appoint special counsel to
represent the State in civil actions, criminal prosecutions or other proceedings in which the State
is a party or directly interested. Special counsel may be selected to provide legal services that
range from general matters to highly specialized areas, such as intellectual property, real estate,
benefits, and litigation.
The Outside Counsel Section of the Ohio Attorney General’s Office is responsible for the
engagement, retention, and oversight of private sector attorneys appointed as special counsel by
the Attorney General to provide legal representation to State Entities1. This includes approving
all special counsel bills and submitting them to the State Entity for approval. The annual legal
spend is approximately $25,000,000.00.
The Outside Counsel Section currently uses two systems to manage special counsel matters and
invoices:
One of the systems is a SaaS based e-billing and matter management system that is primarily
used for managing matter budgets and submitting and reviewing invoices. This system was
initially implemented in the Ohio Attorney General’s Office in 2008. The system has
approximately 140 AGO/Client users and 8,423 law firm users (for 171 law firms) with
various roles/permissions. It has approximately 2,700 parent matters, 15,300 child matters
and 175,300 invoices for the period from September 2008 to August 2019.
The other system is an in-house developed system that is primarily used for managing special
counsel matters. This system is 20 years old – it is on a legacy platform and uses outdated
technology. The system only has five (5) users. It has approximately 22,400 matters and
72,800 invoices for the period from July 1998 to August 2019.
1 State Entities (aka “Clients”) include state agencies, colleges, universities, retirement systems,
boards and commissions for non-collections matters. The State Entity is responsible for paying
the special counsel bills.
1.2. Current Request
The Ohio Attorney General’s Office (AGO) is pleased to release this Request for Proposals
(RFP) for a cloud based e-billing / legal matter management system. This cloud based e-billing /
legal matter management system will provide special counsel with the ability to submit invoices
for legal services rendered to state entities and for the timely review and processing of those
invoices.
Page 5 of 26

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