RFI_5600_CJB06302026_PAC1_v1.docx

CITY OF AUSTIN, TEXAS

Central Procurement Request For Information (RFI)

RFI NO: RFI 5600 CJB06292026

DATE ISSUED: 07/06/2026

COMMODITY/SERVICE DESCRIPTION: File Management and Workflow Solutions for Legal Matters

COMMODITY CODE: 92014; 92045

RESPONSE DUE PRIOR TO: July 20, 2026 CONTACT PERSON: Camille Blue, Procurement Specialist II City of Austin EMAIL : Camille.blue@austintexas.gov

DISCLAIMER

This RFI is issued for information and planning purposes only and does not constitute a solicitation or contract. All material submitted to the City becomes public property and is subject to the Texas Public Information Act upon receipt. Any information submitted in the RFI should not contain proprietary and/or confidential information.

Responses to this notice are not offers and cannot be accepted to form or suggest a contract or commitment of any nature. Responders are solely responsible for all expenses associated with responding to this RFI.

Scope of Work & Solution Strategy City of Austin | City Attorney’s Office

1.0 Purpose

The City of Austin is issuing this Request for Information (RFI) to establish an open market consultation with the vendor community. The City has identified its high-level operational needs across litigation matter management, document control, records retention, and outside counsel management.

The primary objective is to invite industry experts to share their feedback and expertise on solution architecture, implementation feasibility, and long-term maintenance frameworks.

Insights provided by the vendor community will directly shape the City’s upcoming procurement strategy, helping determine if these objectives are best achieved through a unified enterprise system or split into distinct, phased solicitations.

2.0 Product or Service Background

The City is seeking to modernize its legal matter management by replacing an unsupported, legacy Time Matters environment. Due to the City’s strict IT security guidelines and a highly mobile workforce, the solution must natively support seamless operation over the City's Secure Access Client VPN without connectivity or synchronization degradation. A successful transition requires a robust, proven data migration strategy that prioritizes data integrity from the legacy system.

Response Format & Instructions Responding vendors are requested to provide their feedback in two parts:

1. Written Narrative: A text response addressing the architectural, technical, and strategic questions outlined in Section 3.0 below.

2. Capabilities Matrix: Completion of the attached Excel spreadsheet, RFI 5600 CJB06302026_Legal_Matters_Capabilities_Matrix.xlsx, to help the City map out high-level technical capability alignments across the industry.

3.0 Topics for Industry Consultation & Input

The City is inviting industry experts to provide strategic and architectural recommendations on the following conceptual areas:

3.1 Architectural Feasibility & Scope Strategy ( Industry Feedback)

· Platform Integration vs. Modular Architecture: The City is studying whether its operational objectives are best met by a single, unified enterprise system or a phased, modular framework. Based on your industry experience, please clarify how these core legal functionalities (case management, document control, records retention, and outside counsel billing) are natively integrated within one platform or typically deployed as distinct modules. Provide recommendations on the most technically sound deployment sequence to minimize system dependencies and ensure integration success.

· Risk Mitigation: Identify potential bottlenecks or risks in trying to implement all of these modules simultaneously.

3.2 Technical, Security, and Migration Strategy

· VPN & Remote Access Compatibility: Detail how standard market applications navigate high-security, multi-factor remote access environments. Please share industry insight regarding how to maintain continuous synchronization over a secure VPN client.

· Legacy Extraction: Outline typical industry strategies for successfully extracting, transforming, and loading (ETL) historical data out of a legacy Time Matters environment to preserve data integrity.

3.3 Phased Implementation Roadmap (Informational Only)

· The City Attorney’s Office includes seven divisions and administrative services totaling approximately 115 employees. Provide a conceptual roadmap showing how an organization of our size should phase this rollout (e.g., pilot groups, division-by-division deployment).

· Typical industry implementation timelines and benchmark staffing models from comparable public sector organizations to help the City understand baseline operational needs.

· An overview of typical vendor-provided support frameworks (e.g., customer success management, continuous training) necessary to maintain system health post-implementation.

4.0 Multi-Step Market Engagement Process

To ensure the City fully understands the market's capabilities, this RFI will utilize a multi-step engagement process:

Step 1: Submission of the Technical Architecture Response Vendors will submit a written response addressing the structural questions in Section 3.0, non-binding budgetary cost ranges, and legacy migration capabilities, and the attached document RFI 5600 CJB06302026 Legal Matters Capabilities Matrix Step 2: Interactive Solution Demonstrations (Optional & Encouraged) Vendors may request a 30-minute consultative talk with the City project team.

· Focus of the Demo: This meeting is designed as an open dialogue, rather than a formal sales presentation. It is an invitation for the vendor to discuss how their platform approach naturally addresses multi-module complexity, handles remote VPN workers, and what a typical data migration path looks like.

· Disclaimer: These are purely conversational for market research. Participation or non-participation will not weigh, favor, or affect any future formal procurement process.

5.0 Requested Response Timeline

Responses are due via email, to the point of contact listed below, on July 20, 2026, at 2 PM. Please note in your email if you would like to schedule a 30-minute meeting.

Meetings will be scheduled between August 3, 2026, and August 14, 2026

This RFI is for informational purposes only. It does not obligate the City to issue a solicitation or award a contract.

Point of Contact Camille Blue, Procurement Specialist II, City of Austin Camille.blue@austintexas.gov 512-978-1963

We look forward to your response and thank you for your interest in supporting the City of Austin’s efforts.

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