Specifications include, but are not limited to: 1. Generally. Consultant(s) shall provide professional services and subject matter expertise in EDiscovery for public records requests received by the County and legal e-Discovery (“Services”) at the request of the RIM Program Manager or designee, upon execution of Task Order(s). County provides no guarantee for frequency or volume of Services to be provided for any given time period throughout the term of an awarded Agreement. 2. Location of Services. Services may be provided either on-site or remotely, following Overview of County Policies as described below. Consultant(s) shall propose, as a component of their response, the delivery method for services, either remote, on-site, or a hybrid delivery method. 3. Overview of County Policies, Procedures and Processes. Consultant(s) shall within 10 days of the effective date of an awarded agreement, schedule a meeting with the RIM Program Manager to determine a schedule for on-site meeting. The expectation is that Consultant(s) shall be on-site, 8:00 AM to 5:00 PM, for a period of 3 - 4 weeks with the RIM Program Manager to ensure a thorough understanding of the County’s policies, procedures, and processes. At the conclusion of the 4 weeks, Consultant will be expected to have adequate knowledge of the County’s processes, to respond to records requests, which may include legal e-Discovery as necessary and requested by County. 4. e-Discovery Services. Services shall include, but are not limited to the following: a. Utilizing Digital WarRoom (DWR), an e-Discovery software, and utilizing TabFusion or TabFusion RMS, a record tracking software, Consultant will review, prepare, process, respond and document requests received by County under the Inspection of Public Records Act (IPRA) or Freedom of Information Act (FOIA.), which includes Importing (DWR File Share), creating Matters/Collections, Keyword Search, Review, Marking, Issues, Redaction, Production, Exporting, Release and Documentation. b. Provide subject matter expertise using Consultant’s understanding of IPRA: NMSA 1978, 14-2-1 and FOIA to include its citations, rules, and statutes, required for response. c. Understand the County’s process for receiving and processing voluminous requests, which may produce large volumes of records in different file formats that must be read, analyzed, and sorted within a timely manner to produce responsive records to the requester. d. Utilize Excel Reporting Log to record new, carryovers (requests older than fifteen days without completion) and closed IPRA/FOIA requests received, processed, and completed. e. Utilize the County’s established workflow process for accepting new requests while managing multiple requests simultaneously from start to finish. f. Consultant(s) may be required to submit completed request(s) to the RIM Program Manager for review prior to issuing a completed request to the requestor. g. Understand the role of the Record Data Liaisons (RDLs) assigned by each County division as the liaison for IPRA/FOIA requests and how to work with individual divisions. h. Understand the role of the County Attorney’s Office and when it is necessary to obtain legal advice and support to complete specific requests, which may be required to pull records for e-Discovery cases. i. Must maintain confidentiality of all records within their possession and return all records to RIM upon completion of work. j. Use OneDrive as a means to distribute and to store or backup record requests. k. Consultant(s) will be required to utilize County dual authentication methods to access County systems both on site and remotely and will be required to properly log out of systems at the end of each session. l. Consultant(s) shall be versed in the use of Microsoft Teams for communications and remote meetings to address tasks requested through Task Order and any issues or questions that may arise for which assistance is needed. m. Consultant(s) must utilize time management and organizational skills to schedule and respond to incoming requests and meet established deadlines. n. If Consultant(s) proposals include on-site Services, Consultant(s) may be required to physically retrieve records related to a records request, the Consultant(s) must be able to lift, pull and push materials and equipment to complete assigned job tasks; and be able to lift fifty (50) pounds with the assistance of equipment or another person.
