Legal Case & Document Management System

DISTRICT OF COLUMBIA COURTS
SOLICITATION, OFFER AND AWARD
FOR SUPPLIES, OR SERVICES
ISSUED BY: DISTRICT OF COLUMBIA COURTS DATE ISSUED: March 30, 2026
ADMINISTRATIVE SERVICES DIVISION
PROCUREMENT AND CONTRACTS BRANCH OPENING DATE: March 30, 2026
510 4th STREET, NW, 3RD FLOOR OPENING TIME: 10:00am EST
WASHINGTON, D.C. 20001
CLOSING DATE: April 24, 2026
SOLICITATION NUMBER: DCSC-26-RFP-60 CLOSING TIME: 11:00am EST
OFFER/BID FOR: Legal Case and Document Management System MARKET TYPE: OPEN
SOLICITATION TYPE: RFP
TABLE OF CONTENTS
(X) SEC. DESCRIPTION PAGE (X) SEC. DESCRIPTION PAGE
X A Solicitation/Offer/Award Form 1 X H Special Contract Requirements 20
X B Price/Cost for Supplies or Services 4 X I Contract Clauses 22
X C Description/Specs/Work Statement 5 X J List of Attachments 30
D Packaging & Marking X K Representations & Certifications 31
X E Inspection & Acceptance 13 X L Instructions/Conditions/Notices to Offerors 34
X F Deliverables & Performance 14 X M Evaluation Factors for Award 44
X G Contract Administration Data 16
A.1 OFFER (TO BE COMPLETED BY OFFEROR) Note: In sealed bidding, the terms Offer/Offeror mean Bid/Bidder.
The undersigned offers and agrees that, with respect to all terms and conditions accepted by the Courts under
Section A.2 AWARD below, this Offer and the provisions of this Solicitation will constitute a Binding Contract.
OFFEROR Name and title of Person Authorized to Sign Offer: (Type or Print)
Name:
Website: Signature Date:
Street Address:
City, State: (Seal)
Zip Code: Impress
Corporate
Seal
Area Code &
Telephone Number: Corporate (Seal)
(Secretary) (Attest)
A.2 AWARD (TO BE COMPLETED BY THE DISTRICT OF COLUMBIA COURTS)
Award $
Contract No.:
Amount:
Contract Period: Award Date:
Accepted as to the following items:
By CONTRACTING OFFICER
FOR THE DISTRICT OF COLUMBIA COURTS:
Name:

Solicitation No.: DCSC-26-RFP-60 Legal Case & Document Management System Page 2 of 46
A.3 REQUIRED SUPPLIES OR SERVICES
The District of Columbia Courts, on behalf of the Office of the General Counsel, seeks
a qualified vendor to provide a cloud-hosted, configurable commercial-off-the-shelf
("COTS") Legal Case and Document Management System, including necessary
software, licenses, warranties, and related services to include installation, document
migration, implementation, on-site post-implementation support and training, and
maintenance and support as specified in Section C (Description/Specifications/Work
Statement).
PLEASE NOTE: A COURT CASE MANAGEMENT SYSTEM IS NOT WITHIN
THE SCOPE OF THIS PROCUREMENT OR ANY RESULTING CONTRACT.
A.4 OPEN MARKET
This solicitation is issued on an unrestricted/open market basis.
A.5 CONTRACT AWARD
The Courts anticipates the award of a single firm-fixed price contract for a base year
and 4 option years to the responsible offeror whose offer conforms to the solicitation
and will be most advantageous to the Courts, considering price and other evaluation
factors. See Sections L and M. The Courts anticipate making an immediate award as
deemed required.
A.6 SAM REGISTRATION
In order to receive a contract award, the prospective contractor/offeror must be
registered through the Federal System For Award Management (SAM) at
https://www.sam.gov. SAM.gov is an official U.S. government website. There is no
cost to use SAM. You can use SAM.gov for FREE to:
* Register to do business with the U.S. government.
* Update or renew your entity registration.
* Check status of an entity registration.
* Search for entity registration and exclusion records.
A.7 COMMUNICATIONS AND QUESTIONS FROM OFFERORS
All written communications regarding this solicitation should be submitted by email to
Ms. Grace Alao, Senior Contract Specialist, at grace.alao@dccsystem.gov. See Section
L.4.
Questions from prospective contractors/offerors must be submitted no later than
11:00 a.m. EST on April 13, 2026. The Courts will not consider any questions
received after that time.

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No pre-proposal conference is planned.
A.8 SOLICITATION AMENDMENTS
The Courts will post all amendments, addenda, and responses to offeror questions on
the D.C. Courts website https://www.dccourts.gov/dc-courts/solicitations. Oral
explanations or instructions given by Courts officials or staff before the award of the
contract will not be binding.
NOTE: Offeror may acknowledge solicitation amendments and addenda in the
table below or on the addendum itself, or both. See Section L.6.
Table A.8
OFFEROR HEREBY ACKNOWLEDGES RECEIPT OF SOLICITATION
AMENDMENTS OR ADDENDA ON THE FOLLOWING DATES:
Amendment No. Signature Date Amendment No. Signature Date
END OF SECTION A

Solicitation No.: DCSC-26-RFP-60 Legal Case & Document Management System Page 4 of 46
SECTION B - PRICE/COST FOR SUPPLIES OR SERVICES
***OFFERORS MUST FOLLOW THE INSTRUCTIONS AT SECTION L.13 (PRICE PROPOSAL CONTENT AND FORMAT) FOR
COMPLETING THE PRICE/COST SCHEDULE BELOW, WHICH SHALL BECOME A PART OF THE AWARDED CONTRACT. THE
CONTRACT TERM IS A BASE YEAR WITH FOUR OPTION YEARS, SUBJECT TO THE AVAILABILITY OF APPROPRIATED FUNDS.***
B.1 CONTRACT TYPE
This is a firm-fixed price contract.
B.2 PRICE/COST SCHEDULE
BASE YEAR
CLIN No. Description Unit Price Total Price
0001 Software Licenses, Documentation, and Warranties $ $
0002 Maintenance and Support $ $
0003 On-site Post-Implementation Support and End User Training $ $
0004 Installation, Document Migration, and Implementation $ $
Total Price $
OPTION YEAR 1
CLIN No. Description Unit Price Total Price
1001 Software Licenses, Documentation, and Warranties $ $
1002 Maintenance and Support $ $
Total Price $
OPTION YEAR 2
CLIN No. Description Unit Price Total Price
2001 Software Licenses, Documentation, and Warranties $ $
2002 Maintenance and Support $ $
Total Price $
OPTION YEAR 3
CLIN No. Description Unit Price Total Price
3001 Software Licenses, Documentation, and Warranties $ $
3002 Maintenance and Support $ $
Total Price $
OPTION YEAR 4
CLIN No. Description Unit Price Total Price
4001 Software Licenses, Documentation, and Warranties $ $
4002 Maintenance and Support $ $
Total Price $
TOTAL PRICE ALL PERIODS $
NOTE TO OFFERORS: ONLY price CLIN 0002 (Maintenance and Support) if it is
NOT included as part of the software license (CLIN 0001).
END OF SECTION B

Solicitation No.: DCSC-26-RFP-60 Legal Case & Document Management System Page 5 of 46
SECTION C - DESCRIPTION / SPECIFICATIONS / WORK STATEMENT
C.1 Scope of Work
The Contractor must provide a cloud-hosted, configurable commercial-off-the-shelf
("COTS") Legal Case and Document Management System, including necessary
software, licenses, and warranties ("System") to the District of Columbia Courts ("D.C.
Courts" or "Courts"). The Contractor must also provide related services, to include
installation, document migration, implementation, on-site post-implementation support
and on-site end user training. In addition, the Contractor must provide ongoing high
quality maintenance and end user support.
PLEASE NOTE: A COURT CASE MANAGEMENT SYSTEM IS NOT WITHIN
THE SCOPE OF THIS CONTRACT.
C.2 Overview of District of Columbia Court System (DCCS)
The D.C. Courts is the judicial branch of the District of Columbia and comprises three
entities: the District of Columbia Court of Appeals, the Superior Court of the District of
Columbia, and the District of Columbia Court System ("DCCS"). DCCS includes the
Executive Office and administrative offices that support both courts. The D.C. Courts is
a fully unified large urban court system with over 95 judicial officers and
approximately 1,200 employees. As Washington, D.C. is a city that also functions as a
state, the D.C. Courts provide city and state-level services. The Courts also receive
funding directly from the Federal government.
DCCS provides business support services, including but not limited to capital projects,
budget and finance, procurement and contracts, administrative services, human
resources, training, planning, research and development, court reporting, information
technology, and legal counsel through the Office of the General Counsel.
C.3 The Office of the General Counsel (OGC)
OGC provides a broad spectrum of legal advisory services to the D.C. Courts such as
legislative drafting and analysis; contract, lease, inter-agency agreements, and grant
reviews; interpretation and drafting of orders, policies, and agreements; and supporting
records management, data release, and compliance protocols. OGC manages and
supports the rulemaking process, drafting proposed and final amendments, public
notices, memoranda, correspondence, and promulgation orders. OGC advises
management on employment, grievance, and disciplinary matters. OGC represents the
Courts before administrative tribunals and disciplinary hearings and serves as in-house
counsel in litigation and other matters in which the Courts have an institutional interest,
including managing eDiscovery. OGC attorneys serve as legal advisors to Courts'
leadership and management, and Boards of Judges. OGC attorneys also serve on
Courts' ad hoc and standing committees. The General Counsel serves as the D.C.
Courts' Ethics Officer and chairs the Courts' Legal Advisory Council.

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OGC is currently comprised of six (6) staff members: the General Counsel, three
Associate General Counsels, a Paralegal Specialist, and an Administrative Assistant.
All six staff members require software licenses, access to the System, user training, and
user support. The Courts may require up to 10 (ten) software licenses in future option
years.
OGC source documents and files include approximately 1.2 TB of confidential,
privileged, and litigation sensitive materials comprised of approximately 390,000 files
saved across 10,000 folders on an NTFS network drive. There is no legacy legal or
document management system. The vast majority are PDF and MS Word files but other
file types may include Excel, MP4, and VTT. These include approximately 22,000
PDF files of recently digitized paper files, which are in OCR format and generally
indexed by topic and titles of the former paper folders. Document scanning is not
required under this Contract.
C.4 Objectives
OGC seeks to modernize its operations and gain business and legal process efficiencies.
OGC's objectives are that the System achieve the following:
(a) Provide electronic law practice management functionality to support operational
needs, including contract and eDiscovery management.
(b) Satisfy core document and case management requirements with minimal
customization.
(c) Automate workflows and business processes using information
technology and artificial intelligence (AI) to the maximum extent
possible.
(d) Utilize AI unstructured document extraction and automation.
(e) Promote document version control with highly secure, accurate, and
reliable recordkeeping.
(f) Enhance case tracking.
(g) Data analytics and reporting capabilities.
(h) File migration.
(i) Migrate and organize files and documents and reduce redundancy.
(j) Interface with widely used office applications to promote efficiency.
(k) Promote intuitive, user friendly, and accessible technology with easy user
navigation and a modern look and quality.
C.5 System Requirements and User Needs
No. Description Type
Document management with a centralized database, native
1 Functional
document management, and searchable repository.
Case management with streamlined, real time matter intake,
2 Functional
opening, closure, and matter type tracking.
Litigation hold tracking with electronic reminders and ability to
3 Functional
confirm receipt, e-sign, and record recipient response.

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No. Description Type
Task and calendar management capabilities with automatic
4 Functional
alerts for case tracking and monitoring.
Contract management tool or function, including tracking and
5 providing reminders of deadlines for procurements, contracts, Functional
and other agreements.
Generative AI capability, including but not limited to automated
workflow, intelligent scanning, data verification, data analysis
6 capabilities, legal research, document review, audit trails, data Functional
encryption, and GDPR (General Data Protection Regulations)
compliance.
eDiscovery, including but not limited to comprehensive data
source support, custodian management, data filtering and de-
7 duplication, metadata extraction and analysis, secure storage Functional
and preservation, automated review features (redaction and
applying legal holds).
8 File sharing, including securely sharing confidential legal files. Functional
Robust search capability, including search by document profile
9 fields and within document text in MS Word, Excel, PDF, Functional
HTML, and other widely-used file format types.
Capture/import email, documents, attachments, transcripts,
10 video or audio recordings (including voicemail) and other file Functional
types.
Secure, role-based access to case/document profiles and
11 documents (e.g., edit, view only, create or save as new version, Functional
delete, etc.).
Accessibility and mobility for easy access anywhere with a
12 Functional
secured environment.
13 OCR and redaction capability. Functional
14 Ability to generate template documents. Functional
15 Compatible with Citrix Virtual Desktop Infrastructure (VDI). Technical
Multiple or unlimited number of document profile fields and
16 Technical
categories, including a case notes field(s).
17 Single sign-on. Technical
Web-based solution compatible with the latest versions of
18 Technical
Microsoft Edge, Chrome, Firefox, and Safari.
Real time user response rate for searching, accessing, saving,
19 Technical
and uploading and downloading files, including large files.
20 Near real time response rate for generating reports. Technical
Disaster Recovery, including immediate access to backup files
21 Technical
and documents.
22 Section 508 compliance (29 U.S.C. 794d). Technical
Create user templates and pre-populated profiles for recurring
23 User Need
case or file types.
24 Mobile accessibility. User Need
25 Assign matters, tasks, and documents to one or more users. User Need

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No. Description Type
Track matter history, outside counsel, clients, contact
26 User Need
information, and similar information.
27 View and print files/documents directly from the System. User Need
28 Open files in native application. User Need
29 Save multiple document versions. User Need
Generate, format, print and export reports, including in MS
30 User Need
Excel and Word format.
Assign one or more security profiles to files such as
31 confidential, privileged, or attorney work product, and limit User Need
user access accordingly.
32 Track document history. User Need
33 Document version control. User Need
34 Built-in help functions. User Need
35 MS Word. Compatibility
36 MS Excel. Compatibility
MS Outlook for matter files, including MS Outlook add-in
37 (Click-button) option to save emails, attachments, and contact Compatibility
information.
MS Outlook Calendar, including alerts, deadlines, reminders to
38 one or more users, and ability to link contacts and automatically Compatibility
launch Outlook.
39 MS SharePoint. Compatibility
40 Adobe Acrobat Pro DC. Compatibility
41 Citrix ShareFile. Compatibility
42 Box.com. Compatibility
Security features to prevent the Contractor, including contractor
and subcontractor staff, from accessing, copying, or
43 Security
downloading sensitive and confidential files, documents,
document profiles records, and other information and materials.
44 Comply with NIST-800-53 r5/800-37 r2 security controls. Security
45 FedRAMP authorized Cloud Service Provider. Security
Require user authentication using single sign on with Microsoft
46 Entra ID (formerly Azure Active Directory) or Microsoft Active Security
Directory.
Support of the configuration of rules for user passwords
47 including frequency of changes, length, character requirements, Security
etc.
Lock user accounts after a defined number of failed password
48 Security
attempts.
49 Secure user information through password encryption. Security
Allow the assignment of roles and permissions to users and
50 Security
groups of users.
Assign users and user groups permissions to access confidential
51 Security
data and documents.

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No. Description Type
Allow users to be assigned to multiple roles and resolve access
52 Security
to data accordingly.
53 Define permission levels for access to all system components. Security
54 Assign confidentiality to case data and documents. Security
Prohibit reports containing full social security numbers (SSN)
55 Security
from being generated without SSNs being masked.
56 Encrypt all data at rest and in transit. Security
57 Ensure system has MFA (Multi-Factor Authentication) enabled. Security
58 As built documentation. Security
C.6 DCCS Enterprise IT Environment
(a) The following table provides a non-exhaustive overview of the DCCS's enterprise
technology environment.
Type Current Environment, Software, and Hardware
HPE Synergy 12000 Frame (blade servers), NetApp storage
Data Center Server /
(NAS and SAN) Cluster Data ONTAP Version 9.15.1P6
Storage Platforms
storage
Windows 2012, 2016, 2019, 2022 and higher Standard and
Operating Systems Data Center Edition
Client -Windows 11
End User Platforms Dell Workstations, peripherals
Client Operating
MS Windows 11
System
Microsoft Azure FedRAMP Government and Azure
Cloud Platform
Commercial
Network Equipment TCP/IP, CISCO routers and switches
MS Edge version 105 (and newer), Chrome version 105 (and
Internet Browsers newer), Firefox version 105, and iOS version 15.6 (and
newer)
Active Directory Federation Services, Azure AD, MS
Authentication
Authenticator, DUO Security
Development J2EE, Oracle Apex, MS Power Apps, Azure Kubernetes and
Environment Container Services, MS .Net for API interfaces
Oracle 12c, 19c (and newer), MS-SQL 2012, MS SQL Server
Databases
2022 (and newer), Azure SQL Managed Instances, MyQL
Data Warehousing
and Business Oracle OBIEE 12c, Oracle ODI 12c, Microsoft PowerBI
Intelligence
Oracle Web Logic 14c (and newer), Apache Tomcat, JBoss,
Application Server
Azure wildfly
Project Lifecycle
Microsoft Azure GitHub, MS SharePoint
Management

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Network Access Control, Palo Alto Firewall, Global Protect
Security
VPN, MS Defender for Endpoint, Symantec for Servers
Load balancer Citrix NetScaler VPX version 11 (and newer)
Dell, Apple, and other laptops/tablets; Apple and Android
Mobile devices
phones, Apple iPad
MS Office M365
(b) The Contractor must provide cloud-managed services, e.g., migration,
configuration, optimization, security, and maintenance of their application hosted in
a government cloud service provider.
(c) The Contractor is responsible for supporting the infrastructure to run the application
hosted in their cloud service provider's government cloud. This must include, at
minimum, regular maintenance, security patching, updating infrastructure
components necessary to run the application, and conducting performance
monitoring and system health checks.
C.7 Required Services
(a) Project Management. The Contractor must assign a Project Manager
responsible for the successful delivery, installation, and implementation of
the System and post-implementation support and training. The Project
Manager must maintain regular communication and contact with the
Contracting Officer's Technical Representative ("COTR") throughout the
entire process, including post-implementation support and training. The
Project Manager and all contractor resources must understand OGC's
objectives (see Section C.4) and be experienced in installing and
implementing legal case and document management systems.
(b) Kickoff Meeting. The Contractor must conduct a project initiation/kick-off
meeting with the COTR and OGC staff to understand OGC's objectives and
expectations for the System and to outline the steps and deliverables.
(d) Installation and Implementation. The Contractor must install and implement the
system and cooperate fully with the Courts' Information Technology ("IT")
Division throughout the System installation and implementation process. The IT
Division is responsible for all aspects of business process automation, information
systems management, network operations, security auditing, as well as desktop and
peripheral support.
(e) Document Migration. The Contractor must migrate existing files into the new
System, including but not limited to:
(i) document coding, including identification of specific information of
the source documents and creating a data/document code profile.
(ii) identification and deletion of duplicates files.
(iii) development of an overall strategy for electronic records management