RFI No 100130-FY27-13 - Legal Case Managment Software.pdf

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REQUEST FOR INFORMATION (RFI)

LEGAL CASE MANAGEMENT SOFTWARE SOLUTION

ISSUE DATE: Tuesday, August 18, 2026

RFI NO.: 100130-FY27-13

QUESTION DUE DATE: Tuesday, August 25, 2026; 5:00 pm ET

INFORMATION DUE DATE: Tuesday, September 1, 2026; 5:00 pm ET

DELIVERY ADDRESS: BidQuestions@leesburgva.gov

PROCUREMENT CONTACT: Octavia Andrew, NIGP-CPP, CPPO, VCO Chief Procurement Officer

Phone: 703-737-7176 E-mail: BidQuestions@leesburgva.gov

NOTICE OF ADDENDA: Any addenda to this RFI will be posted on the Town’s Bid Board (http://www.leesburgva.gov/bidboard) and will only be emailed to those firms who have REGISTERED on this site. It is the firm’s responsibility to provide a correct email address and to be aware of any addenda.

mailto:BidQuestions@leesburgva.gov http://www.leesburgva.gov/bidboard

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I. PURPOSE

The Town of Leesburg (“Town”) is issuing this Request for Information (“RFI”) to obtain information and industry feedback for the Town to procure legal case management software to support the Town Attorney’s Office. This RFI is to determine the solutions that are available.

This RFI shall in no way be interpreted as an Invitation for Bid (“IFB”) or Request for Proposal (“RFP”) and any information obtained as a result of this RFI may or may not be used by the Town to develop a future IFB or RFP.

II. BACKGROUND

The Town is located 35 miles west of Washington, D.C., in the Commonwealth of Virginia. It is 12 square miles with an estimated population of 49,831. The Town is a full-service municipal corporation that provides the following services to Town residents and businesses: police, refuse collection and disposal, water and sewer utilities, storm water management, airport, parks and recreation, and maintenance of streets and roadways.

The Town Attorney's Office (“Office”) currently relies on a combination of manual processes and multiple software applications to manage legal matters, documents, deadlines, contracts, claims, and related legal work. The Office is evaluating legal case management solutions that provide a centralized platform for managing legal matters throughout their lifecycle while improving efficiency, collaboration, reporting, and document management.

III. STATEMENT OF NEED

The Town is seeking a solution that supports matter management, litigation tracking, contract management, claims management, document and records management, calendaring, task management, reporting, and workflow automation. The solution should be compatible with the Town’s existing technology environment and, where appropriate, provide integration capabilities with relevant systems, including Microsoft 365 applications such as Outlook, Teams, and OneDrive, as well as Laserfiche. The solution should support seamless integration with Microsoft Outlook, allowing users to easily save or associate emails and attachments with the appropriate matter, case, claim, contract, or other record within the system. The solution should support secure, role-based access to legal information and secure access from Town-issued desktop and mobile devices, including smartphones and tablets. Additionally, the Town seeks a solution that supports electronic document management, robust search capabilities, and the generation of reports and documents that meet applicable legal, records retention and destruction, and accessibility requirements.

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IV. SUBMITTAL INFORMATION

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

A. Company Information

• Provide the product name and description, including:

• Company name, headquarters location and primary contact information

• Years in business

• Number of government clients

• Experience with municipalities of similar size

B. Software Overview

Briefly describe how the platform operates, including the following information:

• Core functionality of the platform

• Deployment model (cloud-hosted, SaaS, on-premises, hybrid)

• Typical configuration and implementation timeline

• Licensing structure

• User roles and permissions

• Mobile accessibility

C. Legal Case Management Features

Briefly describe the legal case management features of your software, including the following information:

• Case Management Intake Creation, Tracking, and Reporting

• Attorney, Departmental, and Staff Internal Assignment

• Litigation, Legal Holds, and Personnel Management

• Contract and License Agreement Management

• Claims and Risk Management

• Mobile Accessibility and Microsoft O365 Integration

• Auditing and Other Features

• Municipal real estate acquisition and land rights project management lifecycle

• Encroachment application, review, approval and agreement management

D. Costs and Cooperative Purchasing

The Town understands pricing may vary depending on scope and implementation.

The Town is not requesting formal pricing proposals as part of this Request for Information. However, responses are requested to provide planning-level estimates to assist the Town in understanding the potential cost of implementing and operating the software solution. In your response, please indicate whether your software solution and service are available through cooperative contracts and provide estimated ranges

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• Licensing models

• Implementation costs

• Annual maintenance or subscription costs

• Optional modules or add-ons

• Accessibility-related costs

E. Additional Information

Provide any additional information that your firm believes would help the Town in developing a future solicitation for such software.

V. RESPONSES

Please submit responses to this RFI via email to: BidQuestions@leesburgva.gov

All responses to this RFI must be submitted as one (1) pdf attachment. Firms submitting any trade secret, confidential, and/or proprietary information, must also submit a marked copy of your attachment with any trade secret, confidential, and/or proprietary information redacted.

VI. QUESTIONS

Any Questions regarding this RFI are to be submitted in writing to:

BidQuestions@leesburgva.gov.

VII. INFORMATION/SUBMITTAL PROTECTION

All information submitted in response to this RFI will be open to inspection by any citizen, or interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a firm prior to or as part of its submittal will not be subject to public disclosure under the Virginia Freedom of Information Act only under the following circumstances: (1) the appropriate information is clearly identified by some distinct method such as highlighting or underlining; (2) only the specific words, figures, or paragraphs that constitute trade secrets or proprietary information are identified; and (3) a summary page is supplied immediately following the submittal title page that includes (a) the information to be protected, (b) the section(s)/page number(s) where this information is found in the submittal, and (c) a statement why protection is necessary for each section listed. The firm must also provide a separate electronic copy of the submittal with the trade secrets and/or proprietary information redacted. Unless all of these requirements are met, the firm’s entire submittal will be available for public inspection.

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IMPORTANT:

A FIRM MAY NOT REQUEST THAT ITS ENTIRE SUBMITTAL BE

TREATED AS A TRADE SECRET OR PROPRIETARY INFORMATION,

OR OTHERWISE BE DEEMED CONFIDENTIAL. PURSUANT TO

VIRGINIA CODE § 2.2-4342(F), REDACTIONS THAT ATTEMPT TO

PROTECT ENTIRE PAGES OF A SUBMITTAL AND/OR PRICING ARE

NOT ACCEPTABLE. IF A PUBLIC ENTITY IS LISTED AS A REFERENCE,

THE PUBLIC ENTITY AND ASSOCIATED CONTACT INFORMATION

MUST REMAIN UNREDACTED. ADDITIONALLY, ANY REFERENCES

TO PUBLICLY-AVAILABLE INFORMATION MUST REMAIN

UNREDACTED.

THE TOWN IS NOT BOUND BY THE FIRM’S DESIGNATION OF ANY

INFORMATION AS A “TRADE SECRET,” “PROPRIETARY,” OR

“CONFIDENTIAL.” THE TOWN WILL MAKE THE FINAL

DETERMINATION REGARDING THE CHARACTERIZATION AND

EXEMPT STATUS OF ALL INFORMATION. ABSENT A SPECIFIC

PROVISION OF LAW THAT ALLOWS INFORMATION TO BE

WITHHELD, THE TOWN WILL DISCLOSE THE INFORMATION

REGARDLESS OF ANY SUCH FIRM DESIGNATION. AS A COURTESY,

THE TOWN MAY NOTIFY THE FIRM OF DESIGNATIONS DEEMED

IMPROPER; HOWEVER, THE TOWN IS UNDER NO OBLIGATION TO

DO SO.

All materials submitted in response to this RFI will become the property of the Town.

One (1) copy of each submittal shall be retained for official files and will become a public record. Unless submittal protection is properly invoked, these records will be available for public inspection. It is understood that the submittal information will become a part of the official file on this matter without obligation on the part of the Town.

In compliance with the Town’s Procurement Policies, all submittals will be available for public inspection. Trade secrets and proprietary information submitted by a firm in connection with this RFI shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, the firm must invoke the protection of this section before or upon submission of the data or other materials, and must identify the specific area or scope of data or other materials to be protected and state the reasons why protection is necessary. An all-inclusive statement that the entire submittal is proprietary is unacceptable. A statement that pricing information is to be protected is unacceptable.

Firms responding to this RFI must complete and include the attached Submittal Protection Disclosure Form for any trade secrets and proprietary information invoked by firm.

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SUBMITTAL PROTECTION DISCLOSURE FORM

RFI NO. 100130-FY27-13

Please note that completion of the following form is to comply with the Virginia Freedom of Information Act. The Town of Leesburg will make the final determination as to whether a proposed redaction complies with the exemptions outlined under Va. Code §§ 2.2-3700 et seq. and 2.2-4342.

Instructions: To invoke protection of trade secrets or proprietary information, firms must identify the data or other materials to be protected and state the reasons why the protection is necessary.

Indicate the specific words, figures, or paragraphs that constitute trade secrets or proprietary materials. The term “trade secret” is defined for this purpose as:

"Trade secret" means information, including but not limited to, a formula, pattern, compilation, program, device, method, technique, or process, that:

1. Derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use, and

2. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

See Virginia Code §§ 2.2-3701 and 59.1-336.

Submittal Protection Disclosure Form

In accordance with the Code of Virginia § 2.2-4342(F), ______________________________________ (name of firm), invokes the protection of the following portion(s) of the firm’s submittal to the Town on ____________ (date of submittal):

Data/Material to be Protected Section(s)/Page

Number(s) Reason(s) why Protection is Necessary

FIRM MUST RETURN THIS FORM WITH THEIR SUBMITTAL