Agency Health Department

Contractor Shepherd Data Services

SWIFT Contract Number 220434

Project Name Subpoena -- document review

Project Number (if applicable) {Empty}

Summarize purpose of the contract, including why it was necessary: Purpose of this work order contract was to provide document review services to assist MDH in responding to a subpoena for document production. This involved: (1) review of ~55,000 documents for responsiveness, privilege, and not public data; (2) redaction of privileged and not public data from responsive documents; and (3) quality control review to ensure accurate and consistent coding and redaction.
Contract was necessary for MDH to fufill legal obligations under subpoena. MDH resources for document review were insufficient to handle in-house, due to number of documents, complexity of the project, and other demands on staff time.

Project Duration

Start Date Fri, 11/18/2022 - 00:00

Original end date Sun, 04/30/2023 - 00:00

Actual end date Fri, 03/31/2023 - 00:00

Did project finish on time? Yes

Total billable hours utilized (if applicable) {Empty}

Contract Amounts

Original contract: $100000

Amendments {Empty}

Contract total $100000

Did project finish within budget? Yes

What was the funding source? State funds

Is this a sole source contract? No

If this was a single source contract, explain why the agency determined there was only a single source for the services (if applicable) {Empty}

Evaluator Name Mindy Hexum

Evaluator Email Address mindy.hexum@state.mn.us

Evaluate the contractor's timeliness Contractor completed document review work within timeline required for MDH to comply with the subpoena.

Evaluate the contractor's quality The final product appears complete and accurate in terms of document coding and redaction. Achieving a quality final product required active involvement by and feedback from MDH staff regarding the consistency and accuracy of coding. The contractor's project manager was receptive to feedback and made changes based on that feedback early in the project and throughout the process.

Evaluate the contractor's cost The final cost came in just under contractor's estimate for the document review services for this project. Based on the RFP process, contractor's rates are comparable with other vendors providing the same services.

Evaluate the contractor's overall performance We are satisfied with contractor's overall performance. The project manager and staff we interacted with were professional and communicative. Completion of the project on time, within budget and to expected standards required active involvement and quality review by MDH staff throughout the process, but the Contractor's project manager was receptive to feedback and willing to make process and project staffing changes where needed.

Would you engage the contractor's services again? Yes

Describe any negative action taken during the duration of this contract (i.e., termination, pursuit of suspension, etc.): N/A

Please rate the overall experience with the contractor 4 - satisfied