1-26-59RFI Legal Management Software.pdf

RFI No. 26-59RFI

CITY OF McKINNEY

REQUEST FOR INFORMATION (RFI)

FOR

LEGAL MANAGEMENT SOFTWARE

City of McKinney exclusively uses Bonfire for the notification and dissemination of all solicitations. The receipt of solicitations through any other means may result in your receipt of incomplete specifications and/or addendums which could ultimately render your bid/proposal non-compliant. The City of McKinney accepts no responsibility for the receipt and/or notification of solicitations through any other means.

https://mckinneytexas.bonfirehub.com/

REQUEST FOR INFORMATION

I. Introduction

The City of McKinney, Texas (“City”) is requesting information from qualified vendors (“Respondent”) regarding Legal Management Software, for use by Legal Department in a Municipal Government setting.

II. Contact Information

Procurement Services Sean Fu xfu@mckinneytexas.org

III. Submission Details

The following dates may be modified, as needed, to assure adequate time for responses:

• RFI Released: Friday, April 10, 2026; 8:00am

• Responses Due: Friday, April. 24, 2026; 5:00pm

• System Demo’s may be requested: May 1-31, 2026

Questions and Responses are requested to be submitted in the City Bonfire Portal.

IV. Scope of Work

Legal Management Software and installation to include:

• Document Management

• Document Retention

• Client Intake

• Workflow Automation

• Time Tracking

• Collaborative space options for internal and external parties

• Workshare compare/Litera options

V. Inquiry Only

This RFI is issued for the purpose of gathering information which may be used to develop a Request for Proposal (RFP).

The City will not provide compensation to any respondent to this RFI for any expenses incurred by respondent for response preparation. Respondent submits its response at its own risk and expense. All responses to this RFI and any supporting documentation will become the property of City.

City considers all information, documentation and other materials requested to be submitted in response to this RFI, to be of a non-confidential and/or non-proprietary nature and, therefore, may be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.). Respondents are hereby notified that City strictly adheres to all statutes, court decisions and opinions of the Texas Attorney General with respect to disclosure of public information.

mailto:xfu@mckinneytexas.org

VI. Response Requirements

In response to this RFI, please provide the following information:

1. Recommended Solution

Provide the name of the Legal Management Software you recommend.

2. Software Details

Provide a brief description of the software, including its core functionality and how it would support the City’s legal management needs.

3. IT Vendor/Compliance

Please address as many of the following as possible:

• Is the solution cloud-based?

• Does the vendor support Single Sign-On (SSO)?

• In what format will the City receive its data upon contract termination?

• Have there been any security breaches in the past 12 months? If yes, provide details.

• Have there been any security breaches in the past month? If yes, provide details.

• If requested, can the vendor provide the most recent security audit report?

• How is data stored and encrypted?

• How many outages occurred in the past 12 months, and what was the duration of each?

• Is there a disaster recovery or business continuity plan?

• What are the support ticket priority levels and associated response times?

• What is the escalation process if response times are not met?

• How frequently are patches and updates released?

• Is there downtime during maintenance windows?

• Is the solution PCI compliant?

• Does the solution adhere to NIST standards?

• Is the solution SOC 2 compliant?

• Does the solution comply with CJIS requirements?

• Is the solution FedRAMP certified?

• What technical framework does the solution use?

• What are the Service Level Agreements (SLAs)?

• How are third-party risks managed?

4. Information Needed from the City

Describe the information the vendor would require from the City to prepare a complete RFP response, including scope, schedule, and pricing.

5. Cooperative Purchasing

Indicate whether the software is available through a cooperative purchasing contract. If so, list the applicable cooperatives.

6. Project Timeline

Provide a typical project timeline from contract award through design, implementation, and system deployment.

7. Additional Information

Include any additional information or recommendations the City should consider.

VII. Pricing

The City is seeking information regarding the vendor’s pricing model for the proposed solution. Please describe how costs are structured and provide estimated ranges based on municipalities of similar size and needs.

1. Pricing Model Overview

Describe your pricing structure (e.g., subscription-based, one-time license, tiered, usage-based, per-user, per-module, etc.). Indicate whether pricing is fixed or variable and identify key cost drivers.

2. Estimated Cost Range

Based on similar municipal implementations, provide estimated ranges for:

• Initial implementation (one-time costs)

• Annual recurring costs

• Training and support services

• Ongoing maintenance

REQUEST FOR INFORMATION