Civil Case Management System

The City of Phoenix, located in Maricopa County, Arizona, is soliciting sealed offers for a comprehensive civil case management system through a seven-year base contract with three optional one-year extensions, commencing on or about November 1, 2026. The procurement seeks a cloud-based matter management solution to replace the current ProLaw system and support approximately 90 users (with a minimum of 10 administrators) within the Civil Division of the Phoenix Law Department, which currently manages approximately 3,000 matters annually across 80 employees. The system must deliver integrated functionality across eight core modules (Contacts, Matters, Events, Files, Transactions, Journals, Ledger, and Reports) and include calendaring with rules-based docketing, advanced search with natural language processing, flexible ad-hoc reporting, time entry and billing capabilities, and document automation features. Critical integrations are required with Microsoft Office 365, Outlook, NetDocuments, SAP, TrialNet, Adobe Acrobat, and Westlaw, along with API capabilities for third-party reporting tools and optional AI-driven enhancements. The contractor must deliver comprehensive project management documentation, detailed systems specifications, validated data migration with 100 percent accuracy assurance, rigorous testing across functional, security, and accessibility dimensions (WCAG 2.1 Level AA compliance), extensive training materials utilizing a train-the-trainer model, and dedicated help desk support Monday through Friday from 7:00 a.m. to 6:00 p.m. Phoenix Mountain Standard Time. A non-mandatory pre-offer conference is scheduled for April 10, 2026 at 9:00 AM via WebEx, written inquiries must be submitted by April 17, 2026 at 2:00 PM, and sealed proposals are due May 7, 2026 at 2:00 PM through the City's Procurement Portal. Evaluation will be weighted across twelve criteria totaling 1,000 points, with price comprising 200 points (20 percent) and technical and qualifications criteria comprising the remainder. Minimum qualifications require five years of experience developing and implementing legal case management systems for government entities, successful completion of at least two large-scale implementations (supporting 50+ concurrent users and managing 2,000+ matters annually) within the past five years for U.S. municipal governments, FedRAMP Moderate certification or equivalent security framework compliance, and onshore U.S. hosting with no remote access for non-U.S. personnel.

The solicitation incorporates several regulatory compliance requirements applicable to City of Phoenix contracts, including Federal Transit Administration certifications, Disadvantaged Business Enterprise (DBE) compliance requirements under 49 C.F.R. Part 26 with seven-day payment terms to subcontractors, nondiscrimination provisions derived from Title VI of the Civil Rights Act of 1964 and the Americans with Disabilities Act, and compliance with the Immigration Reform and Control Act and Arizona's legal worker verification requirements. Contractors must maintain commercial general liability insurance of $2,000,000 general aggregate, technology errors and omissions liability of $1,000,000, network security and privacy liability of $1,000,000, and workers' compensation insurance, and are responsible for incorporating all regulatory provisions into subcontracts and lower-tier agreements. Pricing shall be firm and fixed for the initial two years, with annual price increase requests permitted thereafter upon 60 days' written notice with supporting documentation, and payment is due within 45 days of invoice receipt or final acceptance, whichever is later, with no advance payments authorized. The RFP does not identify an incumbent vendor or specify a total contract value range, although the seven-year base contract with three optional one-year extensions represents a potential aggregate term of ten years. The system must integrate seamlessly with existing infrastructure including Microsoft Office 365, Outlook, SAP, and other specified enterprise applications currently utilized by the City, and contractor performance will be assessed throughout the contract lifecycle with monthly invoicing and ongoing maintenance and operational support obligations following go-live.