RFI - Legal Case Mgmt - Addendum 1.docx

STATE OF INDIANA

REQUEST FOR INFORMATION/INNOVATION 26-84312

INDIANA DEPARTMENT OF ADMINISTRATION

ON BEHALF OF

ALL STATE AGENCIES

SOLICITATION FOR:

LEGAL CASE MANAGEMENT

RESPONSE DUE DATE:

SEPTEMBER 8, 2025

UPDATED: SEPTEMBER 15, 2025

ON OR BEFORE 3:00 PM EASTERN

CLARIFICATION ISSUED 8/20/25, UPDATING Q&A RESPONSE DATE AND PROPOSAL DUE DATE, UPDATES IN RED

Angie Alexander, Procurement Consultant angalexander@idoa.in.gov Indiana Department of Administration Procurement Division 402 W. Washington St., Room W478 Indianapolis, Indiana 46204

TABLE OF CONTENTS

REQUEST FOR INFORMATION/INNOVATION

26-84312 Legal Case Management System

INTRODUCTION

This is a Request for Information/Innovation (RFI) issued by the Indiana Department of Administration (IDOA) on behalf of the All-State Agencies regarding the Legal Case Management System.

It is the intent of IDOA to solicit responses to this Request for Information/Innovation in accordance with the specifications contained in this document and associated attachments. Neither this RFI nor any response (proposal) submitted hereto is to be construed as a legal offer.

THE STATE MAY ELECT TO LIMIT PARTICIPATION IN ANY FUTURE COMPETITIVE SOLICITATION TO VENDORS THAT RESPOND TO THIS RFI.

BACKGROUND AND OBJECTIVE OF THE RFI

The Legal Case Management System, referred throughout the RFI as LCMS, must provide comprehensive capabilities for the creation, management, and tracking of all types of legal cases and matters. This includes but is not limited to the following: Civil litigation, Compliance, Procurement, Freedom of Information Act (FOIA), Interagency Collaboration, Legislative Support, Claims, Contracts, Employment , Real Estate, and Administrative Proceedings. The system's architecture must be scalable to effectively accommodate a wide range of case types and their varying resolutions. It should support the internal initiation of referrals and complaints, with the functionality of escalating these into formal investigations as required.

The goal of this RFI is to gather general functionality and general pricing structures from vendors for the development of a potential Request for Proposal (RFP).

IDOA is requesting information to formalize the scope of work for a potential RFP by allowing the vendor community to appraise All State Agencies on information that should be considered as part of the scope of work.

RESPONSE FORMAT AND ATTACHMENTS

Respondents should submit responses to the RFI, utilizing Attachment A, describing how they will meet the specific requirements of this RFI, and the deliverables included within. All narrative responses must be provided in the format outlined in Attachment A. Respondents must structure their response according to the sections outlined within the attachment to facilitate the State’s review of the responses.

If you would like to provide response/feedback to this RFI for a potential RFP for all State Agencies, you must provide your response to State as shown in the RFI Timeline and Response Submission section below.

RFI TIMELINE

The following timeline is only an illustration of this RFI process. The dates associated with each step are not to be considered binding.

Anticipated RFI Dates:

Updated: August 27, 2025

Updated: September 15, 2025 @ 3:00PM (Eastern)

QUESTION / INQUIRY PROCESS

All questions/inquiries in regard to RFI 26-84312 must be submitted in writing via email using Attachment B, Questions and Answers Template, by the deadline of August 13, 2025, by 3:00PM ET to rfp@idoa.IN.gov. The email subject line should contain the following phrase:

“REQUEST FOR INFORMATION/INNOVATION 26-84312 QUESTION AND INQUIRIES.”

Following the question/inquiry due date, IDOA will compile a list of the questions/inquiries submitted by all Respondents. The responses will be posted to the IDOA website as soon as possible. Only answers posted on the IDOA website will be considered official and valid by the State. No Respondent shall rely upon, take any action, or make any decision based upon any verbal communication with any State employee.

Please note Angie Alexander is your point of contact for this RFI. Inquiries are not to be directed to any State Agency. Such action may disqualify respondents from further consideration in this RFI and any subsequent RFP process.

If it becomes necessary to revise any part of this RFI, or if additional information is necessary for a clearer interpretation of provisions of this RFI prior to the due date for submissions, an addendum will be posted on the IDOA website.

CLARIFICATIONS AND DISCUSSIONS

The State reserves the right to request clarifications on information submitted to the State. The State also reserves the right to conduct discussions, either oral or written, with the Respondents. These discussions could include requests for additional information, requests for cost information or technical requirements response attachment revision, etc. Additionally, in conducting discussions, the State may use information derived from the responses submitted by competing Respondents only if the identity of the Respondent providing the information is not disclosed to others. The State will provide equivalent information to all Respondents which have been chosen for discussions.

The Procurement Division will schedule all discussions. Any information gathered through oral discussions must be confirmed in writing.

CONFIDENTIALITY

It is important to note that all information submitted in Respondent’s proposals to this RFI will be kept confidential and will not be made available to the public unless this RFI does not result in the release of a solicitation later. If a solicitation results from this RFI, then the information contained in the proposal submissions for this RFI must be made available to the public once the resulting solicitation has been awarded and the protest period has ended.

Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq., and, afterward, the entire solicitation file may be viewed and copied by any member of the public, including news agencies and competitors.

Please note citing “Confidential” on an entire section is not sufficient. The Public Access Counselor (PAC) provides guidance on APRA. Respondents are encouraged to read guidance from the PAC on this topic as this is the guidance IDOA follows:

· 18-INF-06; Redaction of Public Procurement Documents Informal Inquiry

Respondents claiming a statutory exception to the APRA must indicate so on a separate attachment labeled “Confidential Documentation Listing”. That document should include the following information:

· List all documents were claiming statutory exemption to the APRA.

· Specify which statutory exception of APRA that applies for each document.

· Provide a description explaining the way the statutory exception to the APRA applies for each document.

When claiming confidential information, respondents should submit two versions of their response:

1) A confidential version (for the State’s review and evaluation)

a. Confidential Information must be clearly marked in a separate folder.

2) A redacted version (for public records requests)

If the Respondent does not identify the statutory exception, the Procurement Division will not consider the submission confidential. The State also reserves the right to seek the opinion of the PAC for guidance if the State has doubted the cited exception is applicable.

Prices are NOT confidential information.

RESPONSE SUBMISSION INSTRUCTIONS

Firms interested in providing information to IDOA should submit responses via email to rfp@idoa.IN.gov. All responses must be received no later than September 8, 2025, by 3:00PM ET. The subject line of the email submission must clearly state the following:

“RESPONSE TO REQUEST FOR INFORMATION/INNOVATION 26-84312”

Any information received after the due date and time may not be considered.

No more than one proposal per Respondent may be submitted.

Templates outlined in this document should be returned in their native file format.

The State accepts no obligations for costs incurred by Respondents in anticipation of being awarded a contract.

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