Document Data Practice Review and Redaction Services Certified List Program. Questions and Answers:

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1 Document Data Practice Review and Redaction Services Certified List Program Questions and Answers: 3/11/14 1.) Is there any document management technology being utilized today at Minnesota DOT? If yes, could you provide the technology and what functions/divisions it is being used for/in today? Response: MnDOT has several document management technologies, but none of these are what are considered document review technologies with the exception of a product called Commvault by Simpana. 2.) Is the MnDOT looking for people to conduct the document review/redaction and bring their own technology or would MnDOT evaluate a technology proposal that the MnDOT could use to provide these document management and redaction services? Response: Currently, MnDOT is not seeking to purchase a document review technology. MnDOT is seeking responders who could supply contract attorneys to conduct a document review using current MnDOT technology or supply contract attorneys to conduct a document review using the vendor s own technology. 3.) Does MnDOT send certified letters out today electronically? Response: MnDOT sends letters out electronically. For certified letters, it sends the original by U.S. postal service and a copy by . 4.) Regarding question #6 - Are you looking for technical architecture of the DB, or general use case/capabilities? The follow on questions in 6 lead to more technical architecture. But just wanted clarification. Response: MnDOT believes this question is directed at No. 6 on page 5 of the RFP. MnDOT is seeking a description of the responder s database capabilities and security features and not for a description of its architecture. 5.) Please clarify whether the Affirmative Action Certification form is actually needed for this RFP. I know that form typically applies for contracts in excess of $100,000. However, this RFP states that the contract will not exceed $100,000. Response: Since this is to get on a certified list program and is technically not for a contract >$100k, the HR Certificate is not required here. 3.19/14 6.) Regarding question #6 - Are you looking for technical architecture of the DB, or general use case/capabilities? Response: MnDOT believes this question is directed at No. 6 on page 5 of the RFP. MnDOT is seeking a description of the responder s database capabilities and security features and not for a description of its architecture.

2 7.) Is there any document management technology being utilized today at Minnesota DOT? If yes, could you provide the technology and what functions/divisions it is being used for/in today? Response: MnDOT has several document management technologies, but none of these are what are considered document review technologies with the exception of a product called Commvault by Simpana. 8.) Is the MnDOT looking for people to conduct the document review/redaction and bring their own technology or would MnDOT evaluate a technology proposal that the MnDOT could use to provide these document management and redaction services? Response: Currently, MnDOT is not seeking to purchase a document review technology, thus MnDOT is seeking responders who could bring their own technology to conduct the review. 9.) Does MnDOT send certified letters out today electronically? Response: MnDOT sends letters out electronically. For certified letters, it sends the original by U.S. postal service and a copy by ) Please clarify whether the individuals performing the services for Data Input Services (item 4 on page 2) need to have the qualifications listed on page 3, paragraph 2. Response. No. But the individuals performing these services must have the qualifications described on page 2, paragraph ) On Page 4 under Electronic File Processing it lists 8 metadata fields. Can you provide what those 8 metadata fields are? Response: The metadata fields will vary according to the requirements of each case. But in general, they will be the standard metadata fields that are produced by parties in litigation. 12.) On Page 5, under item c, it states the reviewers will Code, identify, and redact privileged and not public data from paper documents (emphasis added). Does MnDOT want us to perform the review from paper documents or with images and/or native files within the document review platform? Response: Reviewers will perform the work on imaged documents. 13.) Page 12 and 13, items 1, 2 and 3, lists the final GB amount for the rendered TIFFs of 4 GB. What is the size of native files given to the provider? Generally, the original amount is much less than the final processed TIFF files. Should we assume the 4 GB is the volume before the tiffing? Also, if there are redactions and MnDOT requests OCR for production, the documents would need to be re-ocred; however, there is no section for the cost of re-ocr of redacted documents. Response: Responders to the RFP should assume that 4 GB is the volume before TIFFing.

3 14.) On Page 13, Item 2, it is unclear who is performing the redactions and how they are doing the redactions. Is MnDOT performing the redactions within Summation or some other product? What is the anticipated workflow? Is the workflow something like this: 1. MnDOT gives the provider native files; 2. The provider converts the natives to images compatible for Summation; 3. MnDOT reviews/redacts the documents in Summation; 4. Then the provider pulls the work product from Summation and makes a production with redacted images? Response: MnDOT will perform the redactions on PDFs with its software product, and then provide these to the selected responder for production along with Summation load files. 15.) On Page 13, Item 3 there is no place for the monthly hosting fees such per GB hosting rate and user access fees. Response: Responders to the RFP should assume there will be a 1 month hosing rate and 1 user access fee. 16.) On Page 12 and 13, Items 1 and 3, please clarify the total anticipated GBs to be hosted. Is it 4.5 GB of review data (in native or other format) plus 4 GB of TIFFed documents, thus the total hosted would be 8.5 GB? Response: The total hosted for review would be 8.5 GB. 17.) Is MnDOT currently using vendors for the services listed in the RFP? If so, please list the vendors and the services they are performing for MnDOT. Response: MnDOT has used Special Counsel, The Mergis Group, JTR Legal, Kroll OnTrack, and NightOwl Discovery Services. 18.) Is MnDOT currently using reviewers with the qualifications listed on page 3, paragraph 2? If so, what is the average hourly rate of those reviewers? Response: MnDOT cannot provide an average hourly rate for reviewers because the type of documents varies so greatly. However, MnDOT s expectation for document reviewers is to review 400 documents per day. 19.) If MnDOT is currently using vendors for ediscovery services, please provide the current rates MnDOT is paying for the following services: Data Indexing Per GB Per Page Scanning Cost to Convert Hard Copy to Image Format. Image Endorsing Per Page

4 Response: Per Page OCR Cost Data Processing for Review per GB Data Conversion from native file to TIFF or PDF, either Per GB or Per Page Ingestion Fee to Load into Review Platform per GB Hourly Technical Rate Near Duplication/ Threading Per Document Cost Data Hosting per GB Data Hosting User Fees Please provide rates/charges for any other services a current vendor is providing MnDOT for the types of services listed in the RFP. Item Quantity Unit Rate Estimate Electronic data TIFF Conversion 40GB $ per GB $16, Black/White Scanning- Feedable Pages 330,000 pgs $.14 per page $46, Black/White Scanning- Handplaced Pages Unknown $.20 per page As incurred Black/White Scanning- 11 x 7 Pages Unknown $.25 per page As incurred Oversize Document Redaction Unknown $.75 per sq. ft. As incurred Conversion to Searchable PDF Unknown* $.01 per page As incurred Bates Number Endorsing Unknown* $.01 per page As incurred Image Delivery via External HD 1 HD $ each $ Blowbacks- Slipsheeted Unknown $.05 per page As incurred Estimated Cost of Known Items $62, For additional pricing information, please submit a data practice request to: Bridget A. Sullivan Senior Legal Counsel & DPCO Office of Chief Counsel 395 John Ireland Blvd, Mail Stop 130 St. Paul, MN Bridget.sullivan@state.mn.us

5 20.) Has MnDOT performed any evaluation of average review rates for its contract attorneys? If so, for the type of project envisioned by this RFP, what would be the average documents per hour reviewed by one reviewer? If the project requires redaction of 30% of the documents, what is the average documents per hour reviewed/redacted by one reviewer? Response: Please see the Response to question #13 for rates. In addition, because redacting significantly slows down the pace of document review, MnDOT generally has its reviewers segregate all documents that need redaction into a folder so that all redactions can be done as a separate task from the document review. That is, MnDOT s reviewers will review all the documents that do not need redactions first, and then complete all the redactions. For redaction work, MnDOT has experienced a rate of documents a day. 21.) Does MnDOT request the vendor to perform credit checks on all prospective reviewers? Response: No. MnDOT does expect all reviewers to maintain an active Minnesota attorney s license and be in good standing. MnDOT does expect the responder to conduct a conflicts check.