HomeMy WebLinkAboutRFI - REQUEST FOR INFORMATION - 8276 CITY ATTORNEY OFFICE MODERNIZATIONREQUEST FOR INFORMATION (RFI)
8276 CITY ATTORNEY OFFICE MODERIZATION
The City of Fort Collins City Attorney’s office is exploring opportunities to modernize, optimize and
enhance the office workflow with a future vision to eliminate paper-based processes.
As an initial phase of this project, the City is contacting the vendor community to understand the depth
and breadth of available integrated system solutions for modernizing municipal law offices.
From the information collected through this RFI process, the City will review all information and options,
assess its needs and refine its requirements to prepare a budget request for FY2017/FY2018. This
information may also develop a Scope of Work for a future Request for Proposal (RFP).
RFI response submittals must be received by 5 PM on April 13, 2016 and reference RFI 8276.
Responses should be emailed to purchasing@fcgov.com or mailed to the City of Fort Collins'
Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524 or mail to P.O.
Box 580, Fort Collins, CO 80522.
I. BACKGROUND
The Fort Collins is a vibrant, community that operates under the Council/Manager form of government, and
has been recognized as one of the best places to live, vacation and do business. The municipal organization
serves approximately 158,000 citizens. The City Attorney’s Office the City Attorney, together with 11
attorneys, 2 paralegals, and 3 support staff. The City Attorney is appointed by and serves at the pleasure of
the City Council. The City Attorney’s Office (“CAO”) provides legal services to the City Council and the
various City operating departments as well as representing the City in civil cases and in the Municipal Court.
The CAO serves in an advisory capacity by interpreting federal, state, and local laws as they pertain to the
conduct of City business and services. The CAO is responsible for preparing all ordinances and other legal
documents, representing the City in all legal proceedings, and prosecuting violations of the Charter or Code
in Municipal Court.
The City Attorney is exploring opportunities to modernize, optimize and enhance the office workflow
with a vision to:
1) Eliminate paper-based processes
2) Reduce staff time and costs associated with tracking legal projects and tasks
3) Automate manual processes
4) Increase productivity through using a fully functional legal management solution
5) Reduce the need to hire additional staff to assist with the management of legal projects and
tasks cases
6) Accurately report statistics related to office activities
7) More effectively manage office workload and file management
8) Reduce the risk of litigation disputes through effective management of claims and statutes of
limitation
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
RFI 8276 City Attorney Office Modernization
II. PROJECT OBJECTS
The City seeks information pertaining to features and benefits of an integrated system solution for
municipal law offices. The City is exploring availability of solutions that will be a fully functional law
office case/matter management system that will assist with the daily workflow in the City’s Attorney
Office.
Features of interest include, but are not limited to:
a) Centralized tracking of varying legal files, projects and/or tasks creation through archival and
destruction. Including information capture and tracking for a broad range of information.
b) Contract management including renewal notification
c) Document edit, collaboration and assembly
d) Tracking deadlines and automated to-do items
e) Ordinance/Resolution tracking and notification
f) Time tracking
g) Third party tracking and management
h) Integration with MS Outlook for centralized contacts and calendaring
i) Analysis and reporting
j) Document management and Record Management
III. SUBMITTAL
The City welcomes responders to submit any information that the City should consider, including topics
that the City has not included in its RFI. As a minimum, please include:
1. Vendor profile
2. Overview of product offerings including features and benefits
3. Technical system requirements including hardware/software
4. Budgetary estimate for system cost including one-time and annual maintenance/licensing
5. Budgetary estimate for system implementation
*Please mark documents that are confidential or proprietary so that the City can easily identify
any items that are not to be released subject to a Colorado Open Records Act Request.
RFI 8276 City Attorney Office Modernization
IV. QUESTIONS
Questions concerning this RFI should be directed to Gerry Paul, Purchasing Director at (970) 221-6779
or gspaul@fcgov.com.
V. MISCELLANEOUS
A copy of the RFI may be obtained at www.rockymountainbidsystem.com.
This is ONLY a REQUEST FOR INFORMATION (RFI) and should not be construed as intent,
commitment or promise to acquire the products and services presented by vendors.
The City of Fort Collins will not be obligated to any vendor as a result of this RFI. The City is not
obligated for any cost incurred whatsoever by vendors to prepare the Request for Information.
Sincerely,
Gerry Paul
Director of Purchasing