Legal Case Management Software

The purpose of this Request for Proposals (“RFP”) is to obtain a comprehensive, cloud‑based Legal Case Management System (“CMS” or “system”) capable of meeting the operational, security, reporting, and workflow needs of the City of Norfolk (“City”) Attorney’s Office. The City seeks a Software‑as‑a‑Service (SaaS) solution that includes implementation, configuration, data migration, training, ongoing maintenance, hosting, and licensing.

The System must also support modern legal operations, including digital case files, integrated document and email management, configurable workflows, advanced search and conflict checking, and rule‑based calendaring.

The selected CMS will support the City’s transition to a fully digital, paperless office, streamline legal operations, and provide secure access to case information from any authorized location or device.

The City Attorney’s Office (“CAO”) serves as the legal representative for the City of Norfolk, the Norfolk City Council, and multiple City boards, commissions, and partner organizations. CAO attorneys defend the City in litigation, initiate litigation on behalf of the City, prepare ordinances, draft and negotiate contracts, provide legal advice, and manage numerous legal workflows and requests.

The CAO processes approximately 4,500 matters annually with a staff of approximately 38 employees, including attorneys, paralegals, legal assistants, and administrative personnel.

The CAO currently uses a FoxPro-based case management system originally developed in the 1980s and later modified using VB.NET. Although the legacy system allows basic matter tracking, it lacks the ability to store, share, manage, or produce documents, and requires multiple external applications to complete daily work. The system’s limitations impede the City’s efforts to modernize operations and achieve a paperless workflow.