Legal Case Management System

REQUEST FOR PROPOSAL #IT-26-001
Request for Proposals #IT-26-001
Legal Case Management System
Issue Date: May 04, 2026
Due Date: July 06, 2026
REQUEST FOR PROPOSALS
Notice is hereby given that proposals will be received by the City of Bothell, WA ("City") for: RFP # IT-26-001 on or
before Monday, July 6, 2026, at 4:00 pm.
Laura Curley, IT Project/Portfolio Manager (laura.curley@bothellwa.gov)
City of Bothell Employee & Technology Services
18415 101st Avenue NE Bothell, WA 98011
Proposals submitted after the due date and time will not be considered. A copy of this Request for Proposal (RFP)
may be obtained from City's web site at https://www.bothellwa.gov/bids.aspx.
The City of Bothell reserves the right to:
Reject any and all proposals, and to waive irregularities and informalities in the submittal and evaluation
process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and
submission of a proposal, including but not limited to a respondent doing an on-site scripted product
demonstration. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or
implied services.
Accept the bid, bids or parts of a bid deemed most advantageous to the City.
Amend, cancel or reissue the RFP in any manner prior to contract award.
Obtain clarification at any point in a vendor's proposal. Such clarifications can be in any form such as but not
limited to conference calls, email communications, web demonstrations, on-site demonstrations or vendor
headquarters visits.
Share the RFP, proposals and subsequent vendor provided information with its consultant(s) in order to
secure expert opinion.
If applicable, request from the software vendor a different implementation provider than the one proposed or
at its sole discretion, select a different implementation provider on its own.

REQUEST FOR PROPOSAL #IT-26-001
Public Disclosure Notice
In order to protect the integrity of the contracting process, proposals will not be disclosed until after award and
signing of any and all contracts that may result from this Request for Proposal. All materials provided by the Vendor
are subject to State of Washington and applicable County public disclosure laws. Documents identified as
confidential or proprietary will not be treated as such if public disclosure laws take precedence, the information is
publicly available, the information is already in the City's possession, the information is obtained from third parties
without restrictions on disclosure, or the information was independently developed without reference to the
confidential information.
Non-Discrimination Policy
The City of Bothell is an Equal Opportunity Employer and encourages disadvantaged, minority, and women-owned
firms to respond.
The City of Bothell strives to provide accessible information for people with disabilities. Persons with disabilities
may request this information be prepared and supplied in alternate forms by calling collect 425-806-6100
The City of Bothell in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to
2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the
Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued
pursuant to such Act, hereby notifies all bidders that it will affirmatively insure that in any contract entered into
pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded
full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of
race, color, national origin or sex in consideration for an award.
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REQUEST FOR PROPOSAL #IT-26-001
Table of Contents
1. PURPOSE ............................................................................................................................................................. 4
2. SCOPE OF WORK ................................................................................................................................................. 4
3. GENERAL FUNCTIONALITY ................................................................................................................................. 4
4. TECHNICAL REQUIREMENTS ............................................................................................................................... 5
5. COST COMPONENTS ............................................................................................................................................ 5
6. PAYMENT SCHEDULE ........................................................................................................................................... 6
7. SOFTWARE LICENSES .......................................................................................................................................... 6
8. IMPLEMENTATION REQUIREMENTS .................................................................................................................... 6
9. SUBMITTAL REQUIREMENTS ............................................................................................................................... 6
10. RFP PRELIMINARY SCHEDULE ........................................................................................................................ 7
11. RFP COORDINATOR/COMMUNICATIONS ...................................................................................................... 7
12. EVALUATION PROCEDURES ............................................................................................................................ 7
13. QUESTIONS ....................................................................................................................................................... 7
14. REJECTION OF PROPOSALS ............................................................................................................................. 8
15. PROPOSING PARTY'S EXCEPTIONS ................................................................................................................ 8
16. CONTRACT NEGOTIATION AND AWARD ........................................................................................................ 8
17. EQUAL OPPORTUNITY EMPLOYMENT ............................................................................................................ 8
18. TITLE VI .............................................................................................................................................................. 8
19. INSURANCE REQUIREMENTS .......................................................................................................................... 9
20. COMPLIANCE WITH LAWS AND REGULATIONS ............................................................................................ 9
21. PUBLIC DISCLOSURE NOTICE ......................................................................................................................... 9
22. OWNERSHIP OF DOCUMENTS ...................................................................................................................... 10
Required Appendices ............................................................................................................................................... 11
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REQUEST FOR PROPOSAL #IT-26-001
General Information Submit Proposals To
Issue Date: May 4,2026 Laura Curley, IT Project/Portfolio Manager
Due Date: July 6, 2026 (laura.curley@bothellwa.gov)
RFP Title: RFP #IT-26-001, Legal Case Management City of Bothell Employee & Technology Services
System 18415 101st Avenue NE Bothell, WA 98011
1. PURPOSE
The purpose of this RFP is to solicit proposals from software vendors, professional service vendors, implementation
partners and/or Value-Added Resellers (VARs) who can demonstrate that they possess the organizational, functional and
technical capabilities to provide Legal Case Management Software that meets the City's needs. The City will consider
proposals from single vendors or from multiple vendors working as a team. In the event multiple vendors submit a proposal
together, the City expects that there will be one prime contact to be responsible for the project. Vendor(s) shall have
experience in successfully implementing the proposed solution at local government agencies of similar size to Bothell. The
successful vendor shall be responsible for approved design and implementation of Legal Case Management Software
solution, including user acceptance testing and any required user training.
This RFP process seeks to find the best overall solution to the City of Bothell for this investment. Factors that may
contribute to the selection process include but are not limited to:
* Understanding of and ability to meet the City's requirements
* Overall cost of service
* Project approach, implementation methodology and past success
* Feedback from customer references and experience with municipalities similar to Bothell
* Compliance with the City's terms and conditions
* Compliance with CJIS and PCI security requirements and security best practice
2. SCOPE OF WORK
The City is seeking a solution for centralizing legal case information, streamline workflows, and improve visibility into the
case lifecycle within the City of Bothell's Prosecutor's Office. The goal of this strategy is to support more efficient case
handling, stronger deadline tracking, better reporting, and improved coordination with justice partners. The implemented
solution should be one which can remain on any appropriate upgrade path with minimal cost and business impact.
3. GENERAL FUNCTIONALITY
The Legal Case Management system must meet the following minimum requirements:
* Case Management: Ability to track all aspects of criminal cases, including defendants, victims, witnesses,
attorneys, judges, court dates, and dispositions.
* Document Creation and Management: Assemble, generate and manage customized documents integrated with
popular formats (PDF, Word, etc.), including the ability to generate amended documents while showing history
(versioning) and saving previous documents.
* Other media types: Ability to store copies of photo and videos.
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REQUEST FOR PROPOSAL #IT-26-001
* Calendar Integration: Sync with Microsoft Outlook or other calendar systems to track hearings, deadlines, and
meetings.
* Notifications: The system must support notifications being sent to users via email and to other outside parties
as needed.
* Remote Access: Secure remote access to case files from multiple devices, including mobile phones and tablets.
* Role-based Access Control: Licenses are by user group or by user. Permissions are provided based on user roles
to ensure data security and confidentiality, including an admin level role.
* Task Management: Ability to assign, track, and manage tasks for each case.
* Data Reporting: Generate pre-defined and custom reports in PDF, Excel, and CSV formatting for caseload
statistics, attorney performance, and case outcomes.
Caseload reports - by attorney or case type (in custody, pending, post-conviction probation, etc.)
o
Case Outcome Reports - Dispositions, convictions, dismissals, plea deals.
o
Victim & Witness tracking - reports on victim impact statements, restitution and witness coordination.
o
Subpoena tracking - when they were sent, who they were sent to, etc.
o
Court Scheduling - Reports summarizing upcoming court dates, appearances and deadlines.
o
Task & Workflow Reports - monitoring of task completion, overdue tasks and overall workflow efficiency.
o
Custom reporting - ability to generate custom reports filtered by case type, date ranges, grant reporting.
o
* Real Time Dashboard - A customizable dashboard with real-time metrics on:
Active cases
o
Case progress & key performance indicators (KPIs)
o
Pending deadlines and court dates
o
Attorney performance and caseload distribution.
o
4. TECHNICAL REQUIREMENTS
* Cloud-based Solution with Single Sign On (SSO): Cloud-based, browser-agnostic systems that support major
web browsers (Chrome, Edge).
* Integration Capabilities: The CMS must integrate with software used by other City departments, including:
New World: City's Police Records Management System. Data must flow from New World to the CMS,
o
single direction only.
Microsoft Office Suite: Including Word and Excel
o
Adobe products
o
* Data Migration: Paper files must be able to be migrated to the new CMS ensuring accuracy and integrity in the
transition.
* Concurrent Users: Allow multiple concurrent users, allow for different levels of security for users and
differentiate between security levels of simultaneous users.
* Data Security: Comply with CJIS, HIPAA and other relevant security standards, ensuring encryption for both
storage and transmission of data.
* System Scalability: Ability to support additional users and increased data load over time.
* Disaster Recovery: Provide backup and disaster recovery options to ensure system availability.
5. COST COMPONENTS
* Proposals should include at minimum a fixed price for implementation fees, licensing and support for year one
(1) and licensing and support for year two (2) and year three (3). Please also provide average year-over-year
licensing and support cost increases for the last five (5) years.
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REQUEST FOR PROPOSAL #IT-26-001
6. PAYMENT SCHEDULE
Proposal may be provide their payment schedule models, below is an acceptable example.
1. Implementation fees of one third (33%) of total Implementation service fees following the implementation
planning phase.
2. One third (33%) of total Consulting Services fees following the completion of configuration of software.
3. Remaining percentage (34%) of total Consulting Services fees following the completion of End User Training
activities or twenty-four (24) weeks after contract execution date.
7. SOFTWARE LICENSES
* Licenses can be by user group or by user.
* Licensing should be renewable, paid annually.
8. IMPLEMENTATION REQUIREMENTS
* A dedicated vendor project manager should be provided.
* Implementation should include the following:
Solution configuration & integration with New World Records Management System
o
Security set up
o
Data migration of open cases
o
User Acceptance Testing (UAT)
o
Live End User Trainings with ability to record
o
Go-Live Support
o
Post-Go Live Stabilization
o
Documentation & Knowledge Transfer
o
9. SUBMITTAL REQUIREMENTS
Submittals to be delivered on or before 4:00 p.m., Monday, July 6, 2026. Submit via email to laura.curley@bothellwa.gov
with subject line: "Proposal - Legal Case Management". Email attachments that exceed 20 megabytes should be
hosted on a separate file server or cloud storage such as SharePoint, OneDrive, Dropbox, or a dedicated FTP server and
then include a link to the hosted files in the submission email by the deadline. The consultant is responsible for providing a
working link to the City.
An optional hard copy may be mailed to:
Laura Curley, IT Project/Portfolio Manager (Proposal - Legal Case Management)
City of Bothell Employee & Technology Services
18415 101st Avenue NE Bothell, WA 98011
Tips to submit successfully:
* Responses to this RFP must adhere to the submittal format (MS Word) and with all content included in each
appendix item.
* There are four (4) appendices that must be filled out, they labeled Appendix A through D.
* Please do not put them in another format.
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REQUEST FOR PROPOSAL #IT-26-001
* Do not use hyperlinks to provide information and do not refer to other sections with similar information.
* When your proposal is complete, refer to the proposal submission instructions in this document.
Vendor's Cost to Develop Proposals: Costs for developing proposals in response to the RFP are entirely the obligation
of the vendor and shall not be chargeable in any manner to the City.
10. RFP PRELIMINARY SCHEDULE
These dates are estimates and are subject to change by the City.
* Release RFP: May 4, 2026
* Questions (if any) Due: May 29, 2026
* Proposal Responses Due: no later than 4:00 p.m. Pacific Time, July 6, 2026
* Proposal Evaluation Complete: Tentatively August 3, 2026
* Vendor Demonstrations: Tentatively the week of August 10, 2026
* Contract Negotiations: Tentatively September 2026
11. RFP COORDINATOR/COMMUNICATIONS
Upon release of this RFP, all vendor communications should be directed in writing to the RFP Coordinator listed below.
Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications
will be considered unofficial and non-binding on the City. The RFP Coordinator is Laura Curley, IT Project/Portfolio
Manager (laura.curley@bothellwa.gov) Address: 18415 101st Avenue NE Bothell, WA 98011.
12. EVALUATION PROCEDURES
The RFP coordinator and other staff will evaluate the submitted proposals. As part of the evaluation, the City reserves the
right to request additional information and ask for a demo, following a demo-script developed by the City.
The City reserves the right to conduct conference calls to go over the response, or take any other action it deems
necessary in order to do a thorough and objective evaluation of each response. This evaluation includes checking
references. The evaluation process is intended to help the City select the vendor with the best combination of attributes
(including but not limited to total cost of ownership, ease-of-use, performance, reliability, vision, flexibility, stability,
sustainability, Vendor viability and vendor capacity to successfully implement this project) that meets its needs.
13. QUESTIONS
Questions regarding this project may be directed to RFP coordinator via e-mail at laura.curley@bothellwa.gov.
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REQUEST FOR PROPOSAL #IT-26-001
14. REJECTION OF PROPOSALS
The City reserves the right to reject any and all Proposals and to waive irregularities and informalities in the submittal and
evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and
submission of their Proposals. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or
implied services.
15. PROPOSING PARTY'S EXCEPTIONS
Submittals must clearly identify on the RFP Exceptions form (see Appendix D) any and all exceptions that the proposing
party takes to this RFP including but not limited to any terms and conditions listed in the RFP document, the Professional
Services Agreement in Attachment E, and the City's Standard Insurance Requirements.
16. CONTRACT NEGOTIATION AND AWARD
The City reserves the right to negotiate with the selected vendor that, in the opinion of the City, has submitted a proposal
that is the "best value". In no event will the City be required to offer any modified terms to any other vendor prior to entering
into an agreement with a proposer and the City shall incur no liability to any proposer as a result of such negotiation or
modifications. It is the intent of the City to ensure it has the flexibility it needs to arrive at a mutually acceptable agreement.
Negotiations may include, but not be limited to, matters such as: Minor changes to scope of work, Contract details, Contract
payment details and Service requirements.
The City reserves the right to make an award without further discussion of the proposals. The selected vendor will be
expected to enter into a contract with the City. A sample Professional Services Agreement is provided in Appendix E. Please
review this agreement and the terms and conditions prior to submitting a proposal. If the selected vendor fails to sign the
contract within 5 (five) business days of delivery of the final contract, the City may elect to negotiate a contract with the next-
highest ranked vendor. The City shall not be bound, or in any way obligated, until both parties have executed a contract. No
party may incur any chargeable costs prior to the execution of the final contract.
17. EQUAL OPPORTUNITY EMPLOYMENT
The successful vendor or vendors must comply with the City's equal opportunity requirements. The City is committed to a
program of equal employment opportunity regardless of race, color, creed, sex, age, nationality, disability or sexual
orientation.
18. TITLE VI
It is the City's policy to assure that no person shall, on the grounds of race, color, national origin or sex, as provided by Title
VI of the Civil Rights Act of 1964, be excluded from participation in, be denied the benefits of, or be otherwise discriminated
against under any of its federally funded programs and activities.
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REQUEST FOR PROPOSAL #IT-26-001
19. INSURANCE REQUIREMENTS
The selected vendor or vendors shall maintain liability insurance that is sufficient to protect the vendor's business against
all applicable risks. If selected, the vendor must provide an additional insurance endorsement, naming the City of Bothell. If
the selected vendor is unable to meet these standard requirements, please note current or proposed insurance coverages
as an exception to the RFP. Standard requirements may be negotiated if it is in the best interest of the City.
20. COMPLIANCE WITH LAWS AND REGULATIONS
In addition to nondiscrimination compliance requirements previously listed, the vendor or vendors ultimately awarded a
contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This
requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection;
waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects. The vendor or
vendors ultimately awarded a contract must be organized and validly exist as a corporation or partnership in good standing,
and licensed to do business in the City of Bothell, Washington.
21. PUBLIC DISCLOSURE NOTICE
In order to protect the integrity of the contracting process, proposals will not be disclosed until after award and signing of
any and all contracts that may result from this Request for Proposal. All materials provided by the Vendor are subject to
State of Washington, and applicable King County, Washington public disclosure laws.
Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic
or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this request
for proposals (the "documents") become a public record upon submission to the City, subject to mandatory disclosure
upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law.
If the City receives a request for inspection or copying of any such documents provided by a Vendor in response to this
RFP, it will promptly notify the Vendor at the address given in response to this RFP that it has received such a request.
Such notice will inform the Vendor of the date the City intends to disclose the documents requested and affording the
Vendor a reasonable opportunity to obtain a court order prohibiting or conditioning the release of the documents. The City
assumes no contractual obligation to enforce any exemption.
Any information contained in the proposal that the Vendor desires to claim as proprietary or confidential, and exempt from
disclosure must be clearly designated, including identifying the page and particular exception(s) from disclosure. The City
will try to respect all material identified by the Vendor as being Proprietary or Confidential, but requests that Vendors be
highly selective of what they mark as Confidential. The City will make a decision predicated upon applicable laws and can
choose to disclose information despite its being marked as confidential or proprietary.
Marking the entire proposal as proprietary or confidential, and therefore, exempt from disclosure will NOT be accepted or
honored, and may result in disclosure of the entire proposal or disqualification of the proposal solely at the discretion of
the City.
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Documents identified as confidential or proprietary will not be treated as such if public disclosure laws take precedence,
the information is publicly available, the information is already in the City's possession, the information is obtained from
third parties without restrictions on disclosure, or the information was independently developed without reference to the
Confidential information.
22. OWNERSHIP OF DOCUMENTS
Any reports, studies, conclusions and summaries prepared by the vendor shall become the property of the City.
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