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RFP Clause Pack

Non‑Normative

This page is non‑normative and is not legal advice. These sample clauses are starting points for procurement and outside counsel. Adapt to your organization's requirements, jurisdiction, and contracting standards. Consult qualified counsel before incorporating into binding agreements.

Purpose

These clauses help enterprises require Reconstruction‑Grade conformance when evaluating preservation, collection, and processing vendors. They are derived from the Evaluation Framework (Section 6) and Requirements (Appendix B).

Sample RFP clauses

1. Declared conformance level

Vendor SHALL declare which Reconstruction‑Grade conformance level (RG‑Core, RG‑Plus, or RG‑Max) the proposed system satisfies, as defined in the Reconstruction‑Grade eDiscovery Standard, Section 6.2 and Appendix B, Section B.0.

Vendor SHALL identify any requirements within the declared level that are not fully satisfied, with documented rationale.

2. Conformance test demonstration

Vendor SHALL demonstrate conformance by executing controlled tests T‑01 through T‑07 as defined in Section 6.3 of the standard, using representative data from the Buyer's environment or an agreed substitute.

Test results SHALL be documented and made available for review prior to contract execution.

3. Explicit exception handling

The system SHALL produce structured, reason‑coded exception records for every evidence item that cannot be fully preserved, including retry history and deterministic end‑state classification.

Silent evidence drops (items omitted without a corresponding exception record) SHALL be treated as non‑conformant.

4. Reproducible exports with manifests and hashes

Exports SHALL be reproducible: re‑running the same scope definition SHALL produce the same set of items with matching cryptographic hashes and a complete export manifest as described in Appendix C.

The manifest SHALL include scope parameters, item counts, exception summaries, hash algorithm, and tool version.

5. As‑sent version resolution

For modern attachments and linked content, the system SHALL resolve and export the document version whose lastModifiedDateTime is ≤ the referring message's timestamp (the "as‑sent" version).

6. Identity and audit evidence (if RG‑Plus or higher)

If the Buyer requires RG‑Plus conformance, the Vendor SHALL demonstrate effective‑dated identity reconstruction and audit‑evidence correlation with explicit coverage bounds.

Scoring guidance

Use Appendix H — Vendor Scoring Worksheet to evaluate responses against these clauses. A simple scoring approach:

Rating Meaning
Full Requirement met; demonstrated with evidence
Partial Requirement partially met; gaps documented
Not met Requirement not satisfied
N/A Not applicable to declared conformance level

See also