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state, and local agencies in the U.S. and abroad address core governance and litigation technology issues faced by the public sector. Law Firms: The world’s leading legal experts employ Knovos solutions for a vast array of governance, eDiscovery, project management, and collaboration needs. Corporations: Knovos supplies international businesses with the cutting-edge technologies needed to smartly mine and manage data, ensure compliance, and deliver insights. Knovos has worked with the DOJ, NIH, MTA, National Guard Bureau, National Fish and Wildlife Foundation, DEA, US Attorney Office, Federal Prison System, the Agency for International Development, the Office of Assistance Secretary for Preparedness and Response, the Bureau of Engraving and Printing, and the Library of Congress and many more. Solutions We Provide: • Information Governance • Regulatory Compliance • Electronic Discovery • Project Management • Legal Hold • Arbitration • Collaboration • Performance Planning Industries We Serve: • Healthcare • Pharmaceuticals • Manufacturing • Financial Services • Retail & Hospitality • Technology • Energy • Transportation • Public Sector Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 5 Protecting Your Data, Ensuring Your Privacy Knovos’ comprehensive security infrastructure ensures that client data is highly secure and always protected. As an ISO 9001 and ISO 27001 certified organization, we undergo yearly audits of our information security program. We are also compliant with GDPR and self-certified for the EU-US Privacy Shield. Our multifaceted security infrastructure includes a detailed intrusion monitoring and detection policy, an enterprise-level firewall, and encryption of all data. Each of our solutions boasts numerous authentication options and granular-level security for optimal protection. Locations Knovos Difference Washington D.C. | Tampa | New York | London | Paris | Gandhinagar | Tokyo Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 6 Supplier Primary Contact Information Company Name: Knovos, LLC Organization Entity: LLC (Limited Liability Corporation) Web Address: www.knovos.com Contact Name: Harsh Jobanputra Contact Title: Manager Contact Role: Strategic Accounts Team Street Address: 8875 Hidden River Parkway, Suite 300, Tampa FL 33637 Telephone Number: +1 703 226 1501 Email Address: sat@knovos.com , hjobanputra@knovos.com No. of Employees: 196 Other Office Details: HQ : WASHINGTON, DC 3201 Jermantown Road, Suite 230 Fairfax, Virginia 22030 1-703-226-1500 dc@knovos.com NEW YORK 535 Fifth Avenue, 4th Floor, New York, NY 10017 1-212-884-5914 newyork@knovos.com LONDON Suite 101, 83-85 Baker Street, Marylebone, London, W1U 6AG +44 (0) 203-514-0075 london@knovos.com PARIS Paris Montparnasse 140 Bis Rue de Rennes, 75006 Paris, France +33 (0) 1-70-61-85-90 paris@knovos.com GANDHINAGAR A-501, APPL IT-SEZ K. Raheja Road, Koba Gandhinagar 382009, India +91 635-909-1010 gandhinagar@knovos.com TOKYO 201 FIGARO 5-9-8 Higashi Ikebukuro, Toshima-ku Tokyo 170-0013, Japan +81 3-5843-3940 tokyo@knovos.com Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 7 Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 8 Organization Structure Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 9 Brief Understanding & Solution Overview In today's ever-demanding environment, more and more organizations understand the need for proper planning and execution to deliver faster and better results. To deal with the need to comply with the legal and judicial authorities' standards and rules in a simplified manner, enterprises want a solution that can organize and streamline their work efficiency and profitability. Knovos proposed solution is a cutting-edge solution that meets users' needs to organize, store, execute, and track cases effectively. The solution is a highly customizable solution that delivers continuous process improvement learning from and evolving with existing enterprise processes rather than requiring users to modify their working approach to adapt to the software. By integrating and streamlining workflows, Knovos solution also minimizes duplicative and manual data entry while automatically serving as a comprehensive knowledge repository. By implementing our proposed case management solution, the County can reap larger dividends and benefits in the long run as it increases smooth case collaboration. Our solution ensures that all the processes work seamlessly, providing a holistic and integrated approach. Knovos understands the requirement shared by the client and offers a comprehensive solution that includes the key functionalities such as: Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 10 Successful implementation of our solution can help efficiently manage workflows, tasks, and resources. The proposed Knovos solution contains features such as robust task automation, efficient index-based search capability, robust communication capability, and more to receive a full-spectrum overview. Our solution is framed seamlessly with all the basic entities of a case so that the user can straightforwardly interact with the system. A case initiates with organization’s request, then progresses with producing cases, adding tasks, performing tasks, accounting invoices, configuring billing and payments, accomplishing tasks, and in the end, successfully ending up with all cases. Our solution is designed to meet the ever-changing needs to: • Plan and prioritize electronic case execution flow. • Oversee the case progress and status. • Prioritize tasks. • Automated workflow. • Seamless communication. • Allocate resources. • Generate customized reports. • Case summary and dynamic dashboards. • Time tracking. • Monitor and control case budget. • Document management and file repository. Knovos understands the requirements mentioned by the County in the RFP and offers a solution that helps you to optimize the case organization and execution with the best results. Users implement the solution features to reduce time wastage by utilizing the search and sharing facility. It provides a centralized platform to track time, manage tasks, control budget, manage resources, oversee case progress at a glance, automate workflow and communicate promptly. Our solution allows organizations to align their business priorities and increase clarity and transparency in their daily operations, leading to improved productivity. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 11 References #1 Knovos Reference Customer/Agency Name: U.S. Department of Justice (USAO) Project POC Name: Marc Fulkert Title: Litigation Attorney Email: Marc.Fulkert@usdoj.gov Phone: +1(614)4066971 Period Of Performance 2019 (ongoing) Brief Description: USDOJ required the collaboration among district offices, tracking, and workflow management that were the concerns for them. So, they implemented our solution to integrate and digitalized case management in their entire department within 98 offices. It helped the USDOJ department to control, track, collaborates and empowers in decision making with quality performance. USDOJ employed Knovos solution to consistently track important details along the eDiscovery project life cycle —from data identification to archiving. The data management system provided all the necessary details for the client to appropriately value the good work that went into the case while also including the details to reopen the case if needed. The Knovos proposed case management system was integrated with client offices across all the districts for a faster, accurate, integrated, and emergent technology transformation against the legacy system. Knovos solution improved the response time predictability and seamless integration for more than 12,000 users. With the proposed solution, the client a has now fully automated standardized workflow which can easily help them to monitor, track and SSO enabled system across all district offices. #2 Knovos Reference Customer/Agency Name: White & Case LLP Project POC (name, title, email, phone) Name: Janet Sullivan Title: eDiscovery Counsel and Global Director of Practice Technology Email: janet.sullivan@whitecase.com Phone: +1 973 420 8057 Period Of Performance 2017 (ongoing) Brief Description: The law firm adopted the Knovos proposed solution behind their firewall to support their internal litigation processes, as well as a separate installation for the management and tracking of the case and communications for a very large client from the Fortune 500 list. Knovos solution has empowered the law firm to manage 15-20k litigations, operating at different locations and time zones. It has streamlined collaboration, eradicated the backlog of Emails, and automated the entire Case Management. The communication among various parties has enhanced and the turn-around time to relate a case with any Email communication has been reduced. The client is Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 12 delighted with the proactive, innovative, and productive application. Knovos solution has eliminated the burden of manual searches from multiple sources. This results in a streamlined process and faster resolution time. With a central dashboard that provides graphical representations of information, the law firm could quickly gain insights on multiple lawsuits, such as; Number of Existing Cases, Countries involved, Email Flow by Country, and Breakdown by Claims Alleged. Hence the solution solved the law firm’s challenge to manage the emails and cases into an effective manner. The law firm was able to save the time and cost after the implementation of our proposed solution. #3 Knovos Reference Customer/Agency Name: Baltimore City Law Department Project POC (name, title, email, phone) Name: Krupesh Patel Title: eDiscovery Project Manager Email: Krupesh.Patel@baltimorecity.gov Phone: (301) 704-2399 Period Of Performance 2020 (ongoing) Brief Description: Baltimore County was looking for an eDiscovery platform that can perform processing, reviewing and produce the ESI data into a single platform. They were facing problem in storing the large size data as repository, performing multi-dimensional near duplicate and identify the key phrases to gauge the hot terms for review on the ESI data. The city adopted our proposed single stop solution for all their requirements that provides single interface which allows processing, reviewing, and producing the data without multiple interfaces. With the offered solution, Baltimore city was able to increase their performance and increase the efficiency for each work i.e. on pay-and-use models. Their legacy data build up large in size and storing which was in-turn a capability of ECA. By running full-text searches, determining date range of the data - it was ultimately filtered out to relevant set and promoted to review keeping disqualified data still in-tact. For a large size data, analytics was a key from initiation of the project. Developing a custom reporting service to identify group of near duplicates (i.e., similar files) was a key to identify the Review process to potentially responsive set. On a large-scale data, filtering out relevant data is a key and narrowing down the review pool was indeed helpful in shortlisting key terms using the phrases / terms from key phrase analytics. Knovos also offered technical and case management support, exported their case data into our solution, used our SaaS model and ended up saving considerable amount of money. Thus, Baltimore City found a perfect solution that helped them to overcome from their existing challenges and resolve all of their problems facing efficiently. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 13 Mandatory Requirements 1.0 REQUIREMENTS. Responses 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. Yes, based on the custom development of API Knovos solution can be integrated with the Lasefiche document management system. Our solution is compatible with Windows 10 and 11, Exchange/Outlook, Word, Teams, and Adobe Acrobat Reader. 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 facilitating the exchange of information between the envisioned case management system and Laserfiche. Yes, Knovos can build API based solutions through custom development based checking on technical feasibility analysis. C. Security features to protect confidential information. Yes, Knovos solution does have security features refer to the “Security” section on Pg No. 34 for details. 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. Yes, Knovos solution has a Calendar module that aids users in Users can view the case schedule and important upcoming dates in a simple calendar format. The Calendar module enables users to: • View Event Details • View Meeting Details • Respond to Meetings • Configure Calendar Alert Settings • Add Alert on Date Time • Schedule New Tasks and • Schedule New meetings all from one platform Our solution ‘s calendar module can be integrated with Microsoft Outlook to track the meetings and based on rolebased permission the supervisors can monitor and track the reports & status of cases and work. 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 Yes, Knovos case management solution has a Reporting module. Refer to the “Report generation” section on Pg No. 25 for details. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 14 assess workload, case status, and easily identify potential budget shortfalls. F. Public records request management. Knovos Public records management allows users to manage, and digitize public records, often the requests made by citizens for common documents or records. Knovos automated workflow to route records requests, as soon as the request is raised by a user, they will receive a ticket to fill in their details and record requirements. We also ensure the privacy and security of sensitive information, and documents to prevent disclosing confidential details to citizens. G. Secured data storage on-site and off-site options and all associated costs. If this involves a subcontractor and/or third party, please submit a copy of any contract the County would need to execute for secured data storage with your proposal. Knovos Manage offers on-prem, private cloud and public cloud deployment options. Multi-tenancy capability covers various use cases for service providers and corporation departments. It also offers self-service version upgrades. Knovos does not involve any subcontractor or third party for secure data storage. H. Technical support during our normal business hours of operation from 7:45 a.m. to 4:30 p.m., Hawaiʻi standard time. Yes, Knovos has a standard support plan with a dedicated technical support team available 24/7/365 via email and phone, published cheat sheets for specific feature reference I. Mobile/Remote access that allows each user to access and work with documents in the case management system. Yes, Knovos Solution is a web-based application that is compatible & accessible via a mobile browser and allows users to work remotely anytime and anywhere. J. Customization features that allow each user to configure the case management system to their own specific needs. Yes, Knovos Case Management Solution has different functions that can be configured by any user as per the requirement and permission for a specific need such as Labels, templates, Dashboard & others. The application adapts to customer needs using custom form designing, workflow Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 15 design, and customization support at all levels. K. The vendor will need to program, install, and integrate the case management system for our office and train our staff to fully utilize its features. Yes, Knovos solution provides installation & integration of the case management system for the client and its user. Kindly refer to the “Knovos Training Plan” under Knovos Case Management Solution Capabilities. L. Licensing and any associated fees. Knovos Solution is licensable either OnPremises or SaaS. Our pricing is the same in either scenario, but we do pass through the cloud hosting fees at no markup if SaaS is selected. Azure is our default cloud provider for SaaS, but that is flexible. Knovos has the flexibility to host solutions on the client's preferred hosting environment. Refer to the pricing section at the end of the proposal. Knovos - Case Management Solution Capabilities Our proposed case management workflow includes the activities and tasks taken to complete the work phases in a meaningful sequence that allows full collaboration and improved efficiency. Our highly customizable and configurable modules support seamless case processes or workflow, enabling users to: • Monitor Case Progress & Status. • Schedule and Organize Meetings. • Manage organization and Related Entities. • Manage Tasks & Work. • Automated Workflow. • Get transparency with Reports. • Manage Communication. • Time tracking. • Allocate Resources. • Store and Manage Documents. • Administer, Customize, and Configure workspace setup. • Perform Advanced Search, set queries for relevant data, and do much more from a single platform. Case Monitoring keeps a watch on the case progress and is crucial for any organization. Users can supervise the case by monitoring the customizable and real-time Dashboard. The existing case's progress can be observed in graphs and charts, indicating an overview of the current state. Case-related updates can be received as Alerts. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 16 The project is the kernel entity of a case. By creating a project, users can add and associate a Case or Case with the organization. Our system stores the project details with all significant information like project type, location, contact person, business unit, and notes about the case. It has vast storage capacity and preserves the project details with robustness and data security, thus making the system a risk-free platform. Cases are produced per organization’s request and are efficiently managed by employing complex processes in a case management solution. The user can manage the cases in the system by maintaining all related details like associated with project, its locations, business units, contacts, case numbers, case types, and other information for the productivity of a case. Also, case management can hold the information related to the case's primary and secondary manager, notes about the case, users using the system, and related vendor information. The system also allows for importing cases in bulk, managing deadlines of the case, and providing the capability of tracking the entire history of the case, ensuring transparency of past activities. Robust Client Management The Client is the key entity of any case created by the user. Here, the users can add and associate a case or case with the client. The solution provides the environment where all the client details such as client type, client location, Client's contact person, business unit, and location type notes about the case. The solution has its vast storage capacity, preserves the client details with robustness and data security that makes the system a risk-free platform. Knovos solution also offers to add customized fields. Users can leverage their own workflow if they wish to have additional fields other than standard field and store the information. Holistic and Efficient Case Management Cases are produced per client’s requirements that are efficiently managed by employing complex processes in a legal case management solution. The user can manage the cases in the solution by maintaining all related details such as associated clients, client locations, business units, contacts, location types, client case numbers, case types, client types, contact types, and other information for the productivity of a case. This module allows users to select their respective stakeholders of the case. Also, the system allows for importing cases in bulk, managing deadlines of the case, and providing the capability of tracking the entire history of the case, ensuring transparency of past activities. However, fields of these modules are fully customizable, user can add, edit, update, delete and customize the fields based upon the requirement and can store the information in the solution. Comprehensive Job Handling Users can divide a case into multiple jobs for well-organized administration that collectively gains the desired output. A job has attributes such as associated Case, business unit, Client, client location, job status, job notification, and other required details. The purpose of a job module is to categorize categorization of cases among jobs makes it as a modularized solution. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 17 Task Management A job can be further divided into tasks assigned to the users according to their skills and potential. Tasks feature characteristics like task types, task templates, task status, task notification, invoice calculation, and configuration of service items. Accurate governance of all these tasks carries a case in the forward direction. The Task Assignment Flow in the solution is highly customizable. Various flows can be set based on selected options while configuring the task type. For instance, the In-Process tasks can be reset to Created Status. So, if a resource cannot continue working on a task, it can set its Status from In-Process to Created status. The task creator can inquire about the task status from the task performer using the follow-up functionality. Global Field Configuration in the proposed solution is useful for setting Date and Date-Time Fields in a Task Template, which can be achieved by setting a valid Date Expression. If a user wants to set a default value for any field in a specific Task Template, Configure Global Field achieves it in the Task Template. This comes in handy when a system-generated Completion Date is set automatically by the system once a task is initiated. The user cannot manipulate the Completion Date with the help of this feature. Users can manage their tasks assigned to them through the My Tasks module, a user-based section that stores and shows only user-related tasks. Time Entry module to Conclude Time Input Simplify tracking time with legal cases with the Time Entry module. Our solution provides the option to keep a record of the case-related time entries for efficiency and accurate billing from a single platform. Through this module, task performers can record the duration of work, which acknowledges the user about the total time an employee spent on a task, a job, and a case. Time entries are entered under specific groups for precise categorization. The administrator sets the Time Entry Type categories that classify the Time Entries added to the system. They can be grouped and configured with Service Items, Billing Types, and Budget phases for accurate classification that can be accounted for invoicing. Add and manage Time Entry records based on specified official work hours relevant to cases. Bind Service items with Time Entry Types automatically account for Total, After, or Regular Hours. Methodological Billing Panel The cases end up with the configuration of billing and payments. Knovos solution has logical accountancy for calculating bills according to the services provided to clients. Determination of Billing Rates, Rush Rates, Billing Sets, and Rush Types is done at the system level, enabling the users to generate the invoices explicitly. Invoices are propertied with such attributes that calculating, tracking, and maintaining billing details is a painless task for users. Resource Allocation By allocating the best resources for a case, the user ensures work optimization to meet the business productivity goals. Solution provides the Assign Resources capability to meet these needs. Resources can be assigned to clients that are inherited from the relevant Cases, Jobs, and Tasks to manage workload and improve productivity and time management. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 18 Contacts A Contact is a representative of, or a connection to, the client. A contact can relate to the firm, or a concerned person associated with a Case. As a client can have multiple contacts for different locations, Knovos solution provides a Contacts module that enables users to manage contact details, Phone Numbers, Email Addresses, Fax, Postal addresses of the organization, and many more information. Also, users can import the contacts from Active Directory, or import contacts in bulk to the system using the CSV or Excel templates. All the details can be shown in the grid format and the information can be accessed easily. Massive File Repository The application consists of a massive repository that stores the uploaded files by users. Repository operations include uploading, downloading, and editing file details. Important documents and information can be stored here for quick retrieval and safekeeping. Users can readily upload files at different levels, like cases, clients, jobs, and tasks. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 19 Workflow Automation & Management In our proposed solution for workflow management, all the documents approval and management of the workflow take place. By attaching the workflow with your documents, you can send your document to the responsible person and get approval from them. The amazing fact about this feature is your document will only get published if it gets approved; in other cases, only you get to know about the rejection and can start working on the document again. It is called a document approval workflow. Privileged and Confidential – Not for Distribution RFP #4458 – County of Hawaii Electronic Case Management System 20 Tracking Notifications The solution provides a robust capability to set and subscribe to a variety of alerts or notifications based on the occurrence of various tasks and as per the workflow in various modules. System Alerts can be set on multiple modules such as project milestone, assets, workspace, records, email management, administration, customization, recurring tasks and many more. The user can subscribe to alerts either by subscribing to system alerts or through email notifications. Knovos solution also provides the capability to set and subscribe