Bid Zip RFP #4548 - Laserfiche WebLink

Home

no decommissioning of site crea�on rules. • Des�na�on iSheet Crea�on/Update o There will be a column on the source iSheet that determines if a project site is Ac�ve or Archived. If the column value is changed from Archive to Ac�ve the synchroniza�on rule in Echo Management Studio will resume. Synchroniza�on of iSheet values between the source iSheet and project iSheet will occur once more. Knowledge Transfer Client team members will be shown how the Echo integra�on works and how to engage with support should issues arise. Deliverables include knowledge transfer sessions. Project Schedule Upon acceptance of this SOW, the project start date will be scheduled and �melines can be established. Typically, deployment will begin 2 to 4 weeks a�er this SOW is fully executed. General Requirements and Assump�ons The following requirements and assump�ons must be met and in place: • Client will allow Anaqua access to the appropriate individuals during the dura�on of this project. Primary par�cipants will be those individuals responsible for general business requirements, use cases and HighQ administra�on. Other individuals with speciﬁc exper�se may be required to contribute to the deployment process. • Client will have HighQ environments deployed and fully conﬁgured to support the project prior to the project start date. The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 15 • A single environment (produc�on) will be deployed for this SOW. Should other environments (dev, staging, etc.) be required, a change order can be requested to include that work. • The checklist provided in this SOW will be completed by Client prior to the Product Installa�on. System Requirements The following is required for each type of connector. Echo Requirements HighQ The following is required when conﬁguring the HighQ connector. • For reading data from HighQ, user account with a minimum of View permissions on the Files module, View and Add File folder permissions, and View ﬁle permissions. • Certain se�ngs in HighQ can disable API support, therefore not allowing Echo access to HighQ. HighQ customers can request HighQ support to allow special API access if any of the following op�ons are speciﬁed and you would like to use Echo on those sites. o If the Hide this site in HighQ Drive and Oﬃce Plugin check box within Site > Admin > Site se�ngs > Security is not selected o If the site is password protected via Site > Admin > Site se�ngs > Security o If two factor authen�ca�on is enabled on the site via Site > Admin > Site se�ngs > Security o If the site has Terms and Condi�ons applied via Site > Admin > Site se�ngs > Terms and Condi�ons o Any IP restricted sites via Site > Admin > Site se�ngs > Security o If the site has Document Workﬂow enabled via Site > Admin > Module se�ngs > Files o If the site has Check In / Check Out enabled via Site > Admin > Module se�ngs > Files o If the site has DRM (Digital Rights Management) enabled via Site > Admin > Module se�ngs > Files o If the ﬁles module is disabled on the site from Site > Admin > Site se�ngs > Modules • Synchroniza�on cannot occur with sites that have “Require approval to add ﬁles to folders” turned on. App Registra�on • API access must be enabled for your instance of HighQ and the corresponding client_id, secret key, and redirect URL must be added into the Echo conﬁgura�on. Requirements Checklist Please complete the checklist form with the required items. Item Required Value HighQ Echo Sync Account Username Password HighQ Informa�on Version Domain The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 16 Instance Name HighQ App Informa�on Applica�on ID Client Secret Redirect URL 7.0 TR Responsibili�es TR’s Project Manager will provide project leadership, develop a project schedule, manage approved project plans, and oversee any subsequent execu�on of this project. In support of this ini�a�ve, TR shall: • Assign appropriate resources for the performance of the services outlined in this SOW. • Perform its obliga�ons under the SOW in a �mely manner to adhere to the ﬁnal schedule. • Serve as the principal point of contact between the CLIENT and any TR subcontractor(s) • Conduct regular mee�ngs at a mutually agreed upon �me to discuss the project status, resources, issues, new requirements (if any), contractual issues/concerns, and overall project sa�sfac�on. • Conduct a kickoﬀ call prior to the commencement of instance build. • Conduct a deliverable review mee�ng a�er the comple�on of site build. • Meet at the conclusion of the ﬁnal site build to discuss any project issues that may result in addi�onal Professional Service hours since the start of implementa�on. 8.0 CLIENT Responsibili�es • The CLIENT Project Manager will ensure CLIENT project schedule tasks are met, based on TR guidance and consul�ng as set forth in this SOW. • Provide relevant informa�on requested by TR in an expedi�ous manner during all phases of the project. Failure to provide relevant informa�on may result in rescheduling of project ac�vi�es which may signiﬁcantly impact the project schedule and �melines. • TR will not be subject to penal�es if the delay in comple�on of site(s) is solely due to CLIENT. 9.0 Training and Go-Live Support 9.1 Training • TR is responsible for performing end user training. • CLIENT will have appropriate staﬀ members atend and par�cipate in the workshop and training sessions. o CLIENT will be provided adequate lead �me to ensure CLIENT staﬀ availability for the scheduled training. • All training sessions will be remote, recorded, and available within the CLIENT’s HighQ instance. The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 17 9.2 Go-Live Support • Upon comple�on of each site, TR’s Implementa�on Consultant and Client Manager will provide support to the CLIENT in the form of end user training and oﬃce hours. 10.0 Charges Charges Cost HighQ Collaborate Pla�orm Setup See Carahso� Pricing HighQ Document Automa�on Author Training See Carahso� Pricing HighQ Document Automa�on Setup See Carahso� Pricing HighQ Consultancy (“Professional Services”) 100 Hours See Carahso� Pricing HighQ Anaqua Consultancy for Data Migra�on and Integra�ons See Carahso� Pricing 10.1 Travel and Expenses In addi�on to the charges stated above, the CLIENT will reimburse TR for all reasonable expenses related to the performance of the Professional Services, including (without limita�on) reasonable actual charges for third-party materials, accommoda�on, travel expenses and other reasonable out-of-pocket expenses. Notwithstanding the foregoing, the CLIENT will have no obliga�on to reimburse travel expenses except for expenses pre-approved by the CLIENT in wri�ng. 10.2 Addi�onal Professional Services Addi�onal HighQ or Document Automa�on training, conﬁgura�on, and/or consulta�on services are available and can be purchased in accordance with the Change Management Process. Addi�onal data migra�on or integra�on(s) require(s) a revised SOW and may be subject to addi�onal licensing fees. Appendix A - Client Sign-oﬀ Sheet HighQ Client Sign-off Sheet The information contained herein is confidential and proprietary to Thomson Reuters and may not be distributed without the written consent of Thomson Reuters. HighQ Collaborate Client Name: CLIENT Account Number: 1000667589 Date: [Date] HighQ Project Manager CLIENT Project Manager Work Package Start Date Completion Date Project Duration Project Goal Assumptions Project Deliverables Supporting Documents Supporting Document (Statement of Work + Requirements Documents) By signing this document, I acknowledge that I have delivered all the stated deliverables at the agreed to quality levels. Reference: Contract Number: [Client Contract Number] Signature: CLIENT Date Appendix B - HighQ Change Order Form HighQ – Change Order Form The information contained herein is confidential and proprietary to Thomson Reuters and may not be distributed without the written consent of Thomson Reuters. HighQ Collaborate Client Name: CLIENT Account Number: 1000667589 Date: [Date] New Service(s) Requested for HighQ ☐ Additional HighQ Consultancy ☐ Additional Doc Auto Consultancy ☐ Active Directory Connector ☐ SQL Connector ☐ Data Migration ☐ Integration(s) Material Number(s) Description of Service(s): [Material #] One-Time Fee: $0.00 Monthly Subscription Fee: $0.00 Change Order Expiration: <<Insert Date>> Supporting Documents Supporting Document (Statement of Work + Requirements Documents) Note: This price is for the services listed above. If additional consultancy hours are required due to scope changes to the ‘New Service(s) Requested’ section of this document, additional fees may apply. Reference: Contract Number: [Client Contract Number] All other requirements set forth in the original Statement of Work shall apply. Signatures: Thomson Reuters Date: CLIENT Date: Appendix C - HighQ Scoping Notes CONFIDENTIAL The subsequent pages include communica�ons between CLIENT and TR to scope the Professional Services described in this SOW and are provided for project reference. Bid Zip RFP #4548/FedResults Inc._732039/Response for Hawaii Corporation Counsel.pdfHighQ RFP Response for Hawaii Corporation Counsel Confidentiality Statement This proposal includes proprietary information that shall not be duplicated, used, or disclosed outside of Hawaii Corporation Counsel—in whole or in part—for any purpose other than evaluating this proposal. This information is deemed proprietary because it contains pricing and confidential corporate information that is of critical value to Thomson Reuters in a highly competitive market. THOMSON REUTERS HighQ Collaborate for Hawaii Corporation Counsel RESPONSE TO REQUEST FOR PROPOSAL RFP# 4548 Electronic Case Management System SUBMITTED TO Nicole Charon Purchasing 25 Aupuni Street Suite 1101 Hilo, HI 96720 SUBMITTED BY Thomson Reuters (West Publishing Corporation) Taylor Stottlemyre Proposal and Knowledge Manager, Government Phone: 314.906.2956 Email: taylor.stottlemyre@thomsonreuters.com SUBMITTAL DATE May 6, 2024 HighQ is a registered trademark of Thomson Reuters Canada Limited. Contractor Information Any contract resulting from this proposal for Thomson Reuters HighQ Collaborate will be with West Publishing Corporation, d/b/a West, a Thomson Reuters (Legal) business: Legal Contracting Entity West Publishing Corporation Doing Business As (DBA) West, a Thomson Reuters business Corporate Address 610 Opperman Drive, Eagan, MN 55123 Remittance Address P.O. Box 6292, Carol Stream, IL 60197-6292 Phone (651) 687-7000 DUNS # 14-850-8286 Company Size Large Customer Support Fax (651) 927-6439 Customer Support email keyconnection@tr.com Website legal.tr.com (West) Website tr.com (Thomson Reuters) PROCUREMENT SUPPORT For any questions, forwarding of amendments or modifications, or if our response requires further clarification, contact Taylor Stottlemyre at 314-906-2956 or taylor.stottlemyre@thomsonreuters.com. HighQ Collaborate for Corporation Counsel Page i RFP# 4548 | Electronic Case Management System 05/06/2024 Contents EXECUTIVE SUMMARY ................................................................................................... 2 COMPANY BACKGROUND .............................................................................................. 3 HIGHQ OVERVIEW ................................................................. ........................................ 5 HIGHQ COLLABORATE FOR HI CORPORATION COUNSEL – COMPLIANCE MATRIX ........... 6 IMPLEMENTATION & TRAINING ................................................... ................................ 27 SECURITY ..................................................................................................................... 29 SUPPORT ......................... ............................................................................................ 30 SYSTEM REPORTING ...................................................................................... .............. 31 HighQ Collaborate for HI Corporation Counsel Page 2 RFP #4548 | Electronic Case Management System 05/06/2024 Executive Summary We are pleased to offer our response to the RFP solicitation 4548 for an Electronic Case Management System solution for the Hawaii Corporation Counsel. We are confident Thomson Reuters can provide Hawaii Corporation Counsel with the best solution in the most cost-effective and efficient manner. Thomson Reuters proposes to meet the Electronic Case Management System needs of the Hawaii Corporation Counsel with Thomson Reuters’ HighQ. Thomson Reuters HighQ optimizes and simplifies the way legal departments work with a legal operations platform. The platform manages documents, matters, contract lifecycles, outside counsel, and more. We draw the Corporation Counsel’s attention to several distinguishing aspects of our offer, including both technical and price factors, that highlight why HighQ provides the best value to the Corporation Counsel. • Improve collaboration and engagement: An integrated platform to work with colleagues, collaborate on projects, and engage with clients. • Automate legal processes: Our workflow engine automates time-consuming, manual tasks and connects the content across the platform. • Manage complex projects and transactions: Task and event management, document collaboration, data visualization, document analysis, and document automation. • Collaborate easily with people inside and outside of your organization. • Share and synchronize documents securely from anywhere using any device. • Public records request management is streamlined and simplified for both the Corporation Counsel and the public. • Design and automate workflows to eliminate manual steps and speed processing. • Improve communication in ways that are more modern, social, and relevant. • Security: Government customers across the U.S. trust HighQ’s secure cloud to protect their valuable data and securely exchange sensitive information. • Mobility: Built from the ground up to support the mobile nature of business, our platform enables your team to work together efficiently regardless of where they are or what device they’re using. • User experience: Work more intelligently and provide more valuable services with solutions that your colleagues and clients look forward to using. • Visualize key metrics, driving new insight and more informed business decisions. Thomson Reuters brings together the capabilities necessary for successfully helping our customers achieve success. We combine best-in-class products with insight into the industries we serve, and a strong focus on listening to our customers and providing exception customer service. We understand that this technology is a tool to improve the Corporation Counsel’s ability to fulfill your mission. The proposal that follows provides a more detailed look at our plan to successfully deliver a quality solution to the Corporation Counsel. HighQ Collaborate for HI Corporation Counsel Page 3 RFP #4548 | Electronic Case Management System 05/06/2024 Company Background Thomson Reuters Thomson Reuters is a leading provider of business information services. Our products include highly specialized information-enabled software and tools for legal, tax, accounting, and compliance professionals, combined with the world’s most global news service—Reuters. Our company purpose is to Inform the Way Forward, which reflects our commitment to serve professionals, advance critical institutions, and build trust through our products and with our actions. The business has operated in more than 75 countries for more than 150 years. In 2023, we employed a global team of more than 25,600 professionals, and our revenues were US $6.8 billion. More information on Thomson Reuters can be found at tr.com. West Publishing Corporation West Publishing Corporation, a Thomson Reuters business, is a leading provider of integrated information solutions to the U.S. legal and investigative markets and provides the highest quality legal, regulatory, business information, and public records data, and the most innovative tools to manage it. Visit https://legal.thomsonreuters.com/en/about/office-locations for a list of U.S. office locations and phone numbers. Please visit https://www.thomsonreuters.com/en/about-us/executive-team.html for a list of Thomson Reuters/West Publishing leadership. Please visit this link https://ir.thomsonreuters.com/financialinformation/annual-reports for additional information contained in the Thomson Reuters annual report. WEST BACKGROUND  West Publishing Company was established/founded 1872.  West was acquired by Thomson in 1996.  Thomson Reuters was founded April 2008.  West Publishing Company was renamed to be Thomson Reuters (Legal) Inc. INCORPORATION INFORMATION  West Publishing Company – Incorporated 1882  West Publishing Corporation – Incorporated 7/7/1982, State of Minnesota HighQ Collaborate for HI Corporation Counsel Page 4 RFP #4548 | Electronic Case Management System 05/06/2024 HIGHQ HighQ is a leading cloud-based collaboration platform for the legal and regulatory market, offering a secure cloud-based platform for business collaboration, workflow automation, and customer engagement. HighQ was founded in 2001 and was acquired by Thomson Reuters in 2019. HighQ’s Government team is dedicated exclusively to government customers and provides professional services to implement HighQ. Major version releases occur 2 to 3 times per year. PROFESSIONAL SERVICES Our Professional Services team is involved in the initial implementation and training phase to ensure the solution you are looking for is delivered correctly. While HighQ is a non-technical platform, additional training or services are always available as needed. PAST PERFORMANCE Thomson Reuters considers our customer list as company confidential. However, arrangements can be made to connect the Corporation Counsel with references at a time closer to the Corporation Counsel’s system selection. HighQ Collaborate for HI Corporation Counsel Page 5 RFP #4548 | Electronic Case Management System 05/06/2024 HighQ Overview Thomson Reuters HighQ is an intelligent legal operations hub, designed for government legal departments to manage documents and matters, collaborate internally and with outside counsel, and automate workflows. HighQ is cloud-based, quick to deploy, and end-user friendly. HIGHQ: THE INTELLIGENT LEGAL WORK SOLUTION • Improve collaboration and engagement: Bring colleagues or clients together to collaborate on files, matters, and projects. • Automate legal processes: Our workflow engine automates time-consuming, manual tasks and connects the content across the platform. HighQ excels at collaboration, data visualization, workflow automation, and other capabilities that make daily routes more efficient. • Manage core workflows in a single space: Case management, matter management, contract management, document management, and legal intake all come together as an integrated legal operations hub. • Accessible Anytime, anywhere: Built form the ground up to support the mobile nature of legal practice, HighQ enables your team to work together efficiently, regardless of where they are or what device they are using. • Safeguard Sensitive Information: Government customers across the U.S. trust HighQ to safeguard and share their most sensitive information. Out of the box, HighQ delivers 99.9% uptime, bank grade encryption, and monitored by our team 24/7. COMPETITIVE ADVANTAGE • Leading the Market in Legal Technology: In 2019, HighQ was named “Legal Technology Company of the Year” by the Financial Times - both in the publication’s annual ceremony and the FT Intelligent Business Report. The British Technology Awards honored HighQ as “Supplier of the Year” in November of 2019, an award that recognizes suppliers that are reshaping the future of law departments and legal businesses. As a result, HighQ, along with Thomson Reuters, is widely recognized as a top legal supplier in demonstrating excellence in legal technology and customerfocused services. • The constant evolution and innovation of our applications is based on client feedback and major version releases 2 to 3 times per year. • Short time-to-value thanks to the out-of-the-box user experience and no-code configuration and development. • Unrivaled breadth and depth of capabilities enables a wide range of advanced solution sets and use cases. • Out of the box integration with many other Thomson Reuters and best-in-class 3rd-party products. HighQ Collaborate for HI Corporation Counsel Page 6 RFP #4548 | Electronic Case Management System 05/06/2024 HighQ Collaborate for HI Corporation Counsel – Compliance Matrix We have thoroughly reviewed the requirements of this solicitation and are confident that Thomson Reuters HighQ provides for a solution that will satisfy the needs of the Corporation Counsel. To help the Corporation Counsel in evaluating our response, we have provided the following table that helps illustrate how our offer responds to each of the Corporation Counsel’s identified requirements. REQUIREMENT APPLICABLE FEATURE 1.5 Mandatory Requirements A. Document management system compatible with Laserfiche, Microsoft Windows 10 and 11, Exchange/Outlook, Word, Teams and Adobe Acrobat Reader and Pro, for a variety of practice areas, including but not limited to litigation, long term projects, contract review, and transaction matters. While HighQ is not intended to serve as a DMS, HighQ will provide a one-way sync to Laserfiche as the final document repository, including case details. HighQ features a native integration with Microsoft Office products and Adobe Sign. B. Case and data conversion compatible with Laserfiche. If the case management system is also a database, we will need to import or migrate data from Laserfiche to the new case management system. If the case management system is not a database, we need a case management system or software that involves both establishing compatibility with Laserfiche and also facilitating the exchange of information between the envisioned case management system and Laserfiche. While HighQ is not intended to serve as a DMS, HighQ will provide a one-way sync to Laserfiche as the final document repository, including case details. No data will be migrated as part of this project. C. Security features to protect confidential information. Please reference the Security section of this proposal for security details. For more information regarding HighQ’s security features, please connect with your account team for an invitation to access the HighQ Whistic security profile. Please reference the Thomson Reuters Trust Center for additional security information. D. Court calendar case management and integration features with Microsoft Exchange/Outlook and Teams. In addition, we require the ability to calendar and track deadlines related to administrative hearings and meetings. The system must also permit administrative access for supervisors to monitor, track and create reports regarding the status of open work controls and cases. HighQ offers Tasks and Event modules for monitoring and tracking key dates for litigation. HighQ features a native integration with Microsoft Office products and Adobe Sign. Document Automation within HighQ automatically generates documents, allows you to create a self-service forms library with or without legal approval. The ability to create a clause library also allows you to make sure the important clauses in your documents are always up to date without having to modify each document. See link below to find out more about Document automation. https://knowledge.highq.com/help/getting HighQ Collaborate for HI Corporation Counsel Page 7 RFP #4548 | Electronic Case Management System 05/06/2024 REQUIREMENT APPLICABLE FEATURE started/overview-of-document-automation-with-contrac texpress. Adobe is not a native integration, but Adobe PDFs can be saved with version control within HighQ. An enterprise license for Adobe is required. https://knowledge.highq.com/help/working-wit hcontent/esign-electronic-signature-with-adobe-acrobat-sign Users with admin permissions can run audit and reports. Site audit and reports (https://knowledge.highq.com/help/site-content-and-user administration/site-audits-and-reports). For system and audit reports ( https://knowledge.highq.com/help/systemadministration/system-reports). Other audit history (Section "Reports and Auditing" here: https://knowledge.highq.com/help/system-administration). E. Case statistics, tracking and fiscal reporting functions. The system must be able to track and generate reports regarding the length of time matters remain open by attorney and work areas; the ability to create a work/case summary, and costs associated with a particular case or matter. The system must allow us to assess workload, case status, and easily identify potential budget shortfalls. Users with admin permissions can run audit and reports. Site audit and reports (https://knowledge.highq.com/help/site-content-and-useradministration/site-audits-and-reports). For system and audit reports ( https://knowledge.highq.com/help/systemadministration/system- reports). Other audit history (Section "Reports and Auditing" here: https://knowledge.highq.com/help/system-administration). Reports can be generated for fields entered into iSheets. Data Visualizations allows ad hoc reports to be created by anyone with the correct permissions. Users can access the underlying data. All data is available for reporting regardless of which user enters it. Data from external systems also can be imported into the system in a number of ways for reporting purposes. HighQ includes a powerful, yet easy-touse data visualization tool that helps you make sense of all the data you have in the system. Each report is created through a wizard-like guide and requires no code to be written. Our consultants custom configure your reports to show the data you care about most. This approach also allows for a low cost of ownership moving forward, as modifications and new reports can be managed by any nontechnical user with the correct permissions. See attached link for more information on Data visualizations https://knowledge.highq.com/help/working-withcontent/data-visualisation-overview F. Public records request management. Simplifying and streamlining the Public Records request process is vital for the members of the public and for agencies that must deliver the information. HighQ takes the laborious and time-sensitive process of responding to Open Records Act requests and turns it into a simple and efficient process. HighQ works to solve the major pain points of the process: For additional details, please see the Public Records Request Management section of this proposal. G. Secured data storage on-site and off-site options and all associated costs. If this involves a subcontractor and/or third HighQ is s cloud-based solution hosted in Microsoft Azure. For security details, including the HighQ Security Whitepaper, HighQ Collaborate for HI Corporation Counsel Page 8 RFP #4548 | Electronic Case Management System 05/06/2024 REQUIREMENT APPLICABLE FEATURE party, please submit a copy of any contract the County would need to execute for secured data storage with your proposal. please contact your account team for access to the HighQ Whistic Security profile. Please reference the Thomson Reuters Trust Center for additional security information. H. Technical support during our normal business hours of operation from 7:45 a.m. to 4:30 p.m., Hawaiʻi standard time. If you need technical assistance with your platform, then the HighQ Global Support Team is here to help. Based in key locations around the world, the team is well-placed to offer advice and information about the HighQ platform. Dedicated support is provided between 09:00 and 18:00, Monday to Friday, in each region, with provision