The vendor is required to provide document management system and services consulting the city attorney’s office.
- Records are not always directly associated with specific projects, and a project management system is not of interest with the document management licensing.
- Existing systems
• Office 365 is the primary source of record development; office 365 lacks the metadata, initial build and designated folder structure to follow standards for file naming and structure.  
• Adobe sign is the primary source for validated signatures.  
• Laserfiche is the city’s system of record and was unsuccessful as it required checking out the document and the use of the VPN/Citrix system to access.
- Transactional – active file management for ongoing matters, contract reviews, and transactional files associated with each client.
1. Contracts
2. Resolutions
3. Ordinances
4. Letters of engagement
- Litigation – ongoing case management of records related to a case, in addition to files associated with each case and/or overarching process related to case work.
- Laserfiche is used for the archiving of litigation records, and the ongoing case records could mirror the practices defined for the transactional support.
- Anticipated personas - the different groups that will be using the system and thus will require different access; examples include, but are not limited to leadership, attorneys, support (paralegal/admins) and external parties.
- Records management under the existing services owned or licensed for use by the city and identify which platform will meet the needs of the attorney’s office on a scalable level of success.
- Review the following areas in order of priority:
• Access & security
• Use within office 365  
• Version tracking automation
• External party sharing
• Search ability of shared records
• Consistent file naming defined by the process
• Capability of redline/tracked changes (impacts versioning).
- Budget: $20,000.00
- Contract Period/Term: 1 Year
- Questions/Inquires Deadline: April 23, 2025