Civil_Case_Management_System_(Addendum_#1_Revision).pdf

REQUEST FOR INFORMATION

RFI-25-0001

CIVIL CASE MANAGEMENT SYSTEM

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W WASHINGTON ST

PHOENIX, AZ

85003

RELEASE DATE: September 4, 2025

DEADLINE FOR QUESTIONS: September 18, 2025

RESPONSE DEADLINE: October 23, 2025, 2:00 pm

City of Phoenix

REQUEST FOR INFORMATION

RFI-25-0001

Civil Case Management System

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Request For Information #RFI-25-0001 Title: Civil Case Management System

1. Introduction

1.1. Summary

This Request for Information (RFI) is issued as a means of discovery and information gathering for a Civil Case Management System. The City of Phoenix (hereupon referred to as "the City") is seeking input from potential respondents to aid in the development of a Request for Proposal

(RFP) for a Civil Case Management System, to create case/matter assignments and fillable templates, generate workflows, track case related documents, create alerts and reports to track litigation related deadlines, integrate role-based permissions and workflows, contain robust search capabilities, time-entry, docketing, and integrate with Microsoft Office/Outlook, NetDocuments, SAP, TrialNet/Acuity, and other City systems. To produce an effective RFP, the

City is seeking information pertaining to a Civil Case Management System and the various aspects of its implementation in a multi-software integration. The goal of this Request for

Information (RFI) solicitation is to invite Respondents to provide the City information as a means of discovery and information gathering for the eventual RFP.

The RFI is for planning purposes only and should not be construed as a solicitation nor should it be construed as an obligation on the part of the City to make any purchases.

This RFI should not be construed as a means to pre-qualify vendors.

This is not a formal solicitation, but a request for interested parties to provide information as specified herein.

Participation in this RFI is voluntary.

No purchases will be made as a result of this request. Any price information provided shall be used for general comparison purposes only. Do not include applicable state and local taxes.

OBTAINING A COPY OF THE RFI AND ADDENDA

Interested parties may download the complete RFI and addenda from https://procurement.opengov.com/portal/phoenix. Internet access is available at all public libraries.

1.2. Background

The City is the fifth largest in the United States and is composed of more than 43 departments with almost 14,000 employees. The Law Department (hereupon referred to as "Department") processes approximately 3,200 matters per year. The following provides the Department’s current number of employees; all may utilize the case management system:

A. Estimated Law employee users: 90

B. Estimated number of matters annually: 3,200

C. Estimated number of time entries annually: 41,515 transactions in 2024 with a total value over $21 million https://procurement.opengov.com/portal/phoenix

1.3. Contact Information

Jennifer Holland

Procurement Manager

251 W Washington St

8th Floor

Phoenix, AZ 85003

Email: jennifer.holland@phoenix.gov

Phone: (602) 495-0761

Department:

Finance Central Procurement

1.4. Timeline

All times are Local Arizona Time

City reserves the right to change dates and/or locations as necessary. All times are local

Phoenix time.

RFI Posted: September 4, 2025

RFI Inquires Due Date: September 18, 2025, 2:00pm

RFI Submittal Due Date: October 23, 2025, 2:00pm mailto:jennifer.holland@phoenix.gov tel:(602)495-0761

2. Scope of Work

2.1. Goals and Outcomes

The Department intends to purchase an integrated software system that addresses key General

Requirements and includes the following Mandatory Functional Areas. The Department is also interested in learning about tools to assist with Additional Functional Areas as well. The goal is to purchase a software solution that can be customized and expanded upon in these areas in the future.

• Time entry and attorney rate management

• Matter opening/closing

• Task tracking

• Docketing/calendar/deadline tracking with reminder alerts integrating with Outlook

• Billing/invoicing for vendors

• Searching

• Simple, interactive help feature (chat, library, customer support portal, etc.)

• Linking to NetDocs document retention system

• Contract management

• Templates with legal document creation

• Reporting – with user-friendly query design

• User security groups / profile management

• Updating rule sets

• Mobile or remote access

• User-friendly interface and navigation

3. Submittal Requirements

An electronic PDF copy of the material shall be submitted following the outline provided herein.

The following questions shall be answered in no more than 25 pages, double sided plus a one-page cover letter. Pages that have photos, charts and graphs will count towards the maximum number of pages.

The submittal shall include:

• A one-page cover letter prepared on the company’s letterhead and signed by an authorized employee of the company. Provide primary contact information and contact person’s telephone number, e-mail address, and company webpage. A brief summary shall be included in the cover letter that provides information on the company’s background and expertise as relates to this RFI. (This sheet will not be included in the page count.)

• Responses to the Vendor Questionnaire may be a high-level summary as the purpose is to survey the vendor community for general information. Vendor's Submittal should clearly define which questions are addressed, using the question number and title indicated in the Vendor Questionnaire. It is recommended that confidential information not be included in the responses. Refer to Section 4.5, Public Record regarding confidential and proprietary information.

4. Instructions to Vendor

4.1. PREPARATION OF RESPONSE

It is the responsibility of all vendors to examine the entire RFI and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a response.

A. The City does not reimburse the cost of developing, presenting or providing any response to this RFI. Responses submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The vendor is responsible for all costs incurred in responding to this RFI. All materials and documents submitted in response to this RFI become the property of the

City and will not be returned.

4.2. SUBMISSION OF INFORMATION

Responses must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late submittals may not be considered. The prevailing clock will be the City Department’s clock.

Offers should be submitted electronically via the City’s e-Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/192854. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any Offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s e-Procurement Portal will provide proof of submission and verification whether the Response was received on or prior to the exact time and date indicated in the Schedule of Events.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

4.3. WITHDRAWAL OF SUBMITTAL

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s e-Procurement Portal.

4.4. INQUIRIES

All questions that arise relating to this solicitation should be directed via City’s OpenGov e-

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline. All questions concerning or issues related to this solicitation must be presented in writing.

https://procurement.opengov.com/portal/phoenix/projects/192854 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov e-Procurement Portal.

4.5. PUBLIC RECORD

All submittals in response to this RFI shall become the property of the City and become a matter of public record available for review pursuant to Arizona State law.

If a vendor believes that a specific section of its response is confidential, the vendor shall isolate the pages marked confidential in a specific and clearly labeled section of its response. The vendor shall include a written statement as to the basis for considering the marked pages confidential including the specific harm or prejudice if disclosed and the Procurement Officer will review and make a determination.

4.6. DEMONSTRATIONS

The City, at its sole discretion, may request demonstrations and/or presentations to discuss information received in response to the RFI in order to fully understand the information provided, and will define the presentation agenda for all selected vendors to follow prior to holding demonstrations.

A. The City does not reimburse the cost of developing, presenting, or demonstrating a solution, and the vendor is responsible for all costs incurred.

5. Vendor Questionnaire

1. Industry Knowledge* Please provide any industry knowledge or lessons learned in regard to implementing commercial off the shelf (COTS) civil case management solutions either as a replacement for existing custom-built functionality or as a new system implementation. Vendor's response should consider potential risks or issues (what did not work well), as well as tips and suggestions for a successful civil case management project (what did work well).

*Response required

2. Market Analysis - Q1* Please provide information about recent (past 5 years) implementations of a civil case management system. Vendor's response should focus on the functionalities and technical capabilities of the product with respect to the goals mentioned herein, rather than being product specific.

*Response required

3. Market Analysis - Q2* What can the City expect the costs to be comprised of, for example, cost structure, licensing, customization (if applicable), configuration, required third parties and resources for a cloud and/or an on-premise solution?

*Response required

4. Solution Capabilities - Q1* Describe essential elements or “must haves” (i.e., staffing, technology capabilities, and governance) from both the City and the Vendor for this project. Additionally, provide recommendations to assist the City to mitigate risks and ensure successful implementation.

Include considerations for staffing and other critical factors.

*Response required

5. Solution Capabilities - Q2* What time-entry options has Vendor's company supported in previous civil case management system implementations for government organizations? Vendor's response shall describe the implementation approach.

*Response required

6. Solution Capability - Q3* Describe Vendor's software solution for time-scheduling deadlines and events. What can the City expect in the time-scheduling capabilities of the recommended solution?

*Response required

7. Solution Capabilities - Q4* What are Vendor's recommendations for functionalities supporting different employee groups and areas of law?

*Response required

8. Implementation and Support - Q1* What is the typical implementation strategy?

*Response required

9. Implementation and Support - Q2* What can the City expect for Vendor's implementation timeline and what factors may impact the timeline?

*Response required

10. Implementation and Support - Q3* What would be the benefits and best practices related to Vendor's implementation approach?

*Response required

11. Implementation and Support - Q4* Provide an overview of what would be a typical project staffing, and skills needed post go-live staffing plan?

*Response required

12. Implementation and Support - Q5* What is Vendor's recommended training plan for all levels of users (system and end-users)?

*Response required

13. Implementation and Support - Q6* With the intent to be fully automated, provide an overview of what would be Vendor's operational change management for a paper-based organization that is the fifth largest City in the United

States?

*Response required

14. Implementation and Support - Q7* Describe Vendor's solutions for matter and document retention capabilities.

*Response required

15. Implementation and Support - Q8* What is Vendor's support model? Please provide Vendor's Service Level Agreement (SLA) as an attachment to Vendor's submission.

*Response required

16. Implementation and Support - Q9* Is there a best time of year (e.g. calendar, fiscal) to go-live?

17. Technical Information - Q1*

1. Commercial Off the Shelf (COTS) Product Integration

Please provide information regarding integration of COTS functionality with configured application components. Vendors may describe the capabilities of more than one COTS product in each of the categories below.

• Master Data Management

• Business Rules Engine

• Mobility Solutions

• Real-Time Interfaces

• Notice Generation

• Reporting/Data Warehouse

• Single Sign-On

• Time entry and attorney rate management

• Matter opening/closing

• Task tracking

• Docketing/calendar/deadline tracking with reminder alerts integrating with Outlook

• Billing/invoicing for vendors

• Searching

• Simple, interactive help feature (chat, library, customer support portal, etc)

• Linking to NetDocs document retention system

• Contract management

• Templates with legal document creation

• Reporting – with user-friendly query design

• User security groups / profile management

• Updating rule sets

• Mobile or remote access

• User-friendly interface and navigation

18. Technical Information - Q2* Describe components related to end-user ease of use, ease to implement and customize the system, product performance, Vendor support, and cost effectiveness.

*Response required

19. Technical Information - Q3* Describe innovative technology solutions/capabilities that are available and/or have been recently implemented for other government organizations.

*Response required

20. Staff Requirements for Implementation* The City desires to understand whether City-specific skillsets are needed to support the implementation and whether the skillset is needed throughout the project or in fractions (e.g.

information technology specialist, full-time, etc.). If fractional, does Vendor recommend quarter, half, or three-quarters?