OGC Matter and Document Management Platform

11-20-13 RFI 1 STATE OF TENNESSEE DEPARTMENT OF ENVIRONMENT AND CONSERVATION REQUEST FOR INFORMATION FOR OGC Matter and Document Management Platform RFI # 32701- 26-408 APRIL 20, 2026 1. STATEMENT OF PURPOSE: The State of Tennessee, Department of Environment and Conservation (TDEC) issues this Request for Information (“RFI”) for the purpose of developing an integrated, flexible, modern legal matter and document management platform for its Office of General Counsel (OGC) . We appreciate your input and participation in this process . 2. BACKGROUND: TDEC OGC , a 36- person office, will transition to a modern legal matter and document management solution, ideally built on Microsoft technologies (Power Platform / Dynamics). The team has historically struggled to find a case management system that meets its needs . Similarly, document management is not standardized and varies by individual staff. T his initiative is also positioned to become a model statewide. The team wants a flexible, configurable tool that OGC can adapt without losing features they rely on today. The team currently uses LawLog, an APEX Oracle platform, to track legal matters ; however , it is not comprehensive and lacks integration with some other systems or workflows. Smooth integration with all other TDEC databases will be critical to the success of this project. Some additional goals include automating workflows, searchability of documents across matter types, improved tracking of assigned matters by attorney/division/matter type, leveraging AI tools, improved use of templates to facilitate drafting legal documents, and ability to create dashboards and customize reports. 3. COMMUNICATIONS : 3.1. Please submit your response to this RFI via email to: Lindsay Oliveras Department of Environment and Conservation 500 James Robertson Parkway, 6 th Floor Nashville, TN 37243 Lindsay.Oliveras@TN.gov 629-219-6003 3.2. Please feel free to contact the Department of Environment and Conservation with any questions regarding this RFI. The main point of contact will be: Lindsay Oliveras Department of Environment and Conservation 500 James Robertson Parkway, 6th Floor Nashville, TN 37243 Lindsay.Oliveras@TN.gov 629-219-6003 3.3. Please reference RFI # 32701- 26-408 with all communications to this RFI. 4. RFI SCHEDULE OF EVENTS: EVENT TIME (Central Time Zone) DATE (all dates are State business days) 1. RFI Issued April 20, 2026 2. RFI Response Deadline May 4, 2026 3. Review of Response Completed May 12, 2026 4. Schedule Demonstration Sessions May 13- 14, 2026 5. Conduct Virtual Demonstration and Q&A Sessions* May 22- 29, 2026 *Session will be recorded. The solicitation coordinator may invite apparently responsive and responsible respondents to make an oral presentation for up to 1.5 hours, with questions and answers incorporated throughout the presentation. 5. GENERAL INFORMATION: 5.1. Please note that responding to this RFI is not a prerequisite for responding to any future solicitations related to this project and a response to this RFI will not create any contract rights. Responses to this RFI will become property of the State. 5.2. The information gathered during this RFI is part of an ongoing procurement. In order to prevent an unfair advantage among potential respondents, the RFI responses will not be available until after the completion of evaluation of any responses, proposals , or bids resulting from a Request for Qualifications, Request for Proposals, Invitation to Bid or other procurement method. In the event that the state chooses not to go further in the procurement process and responses are never evaluated, the responses to the procurement including the responses to the RFI, will be considered confidential by the State. 5.3. The State will not pay for any costs associated with responding to this RFI. 6. INFORMATIONAL FORM S: The State is requesting the following informat ion from all interested parties. Please fill out the following forms : RFI #32701- 26-408 TECHNICAL INFORMATIONAL FORM 1. RESPONDENT LEGAL ENTITY NAME: 2. RESPONDENT CONTACT PERSON: Name, Title: Address: Phone Number: Email: 3. Describe your company’s experience providing similar scope of services/products including but not limited services/products to other government law offices. 4. Describe the future adaptability of the system to add new functionalities, create new fields and reports, and create new interfaces. 5. Describe the ability to run reports based on all data collected in the system. 6. Describe the searchability of the system. Does the system recognize text regardless of document type? 7. Describe the system’s ability to customize dashboards and provide tracking and reminders for upcoming events. Is the system able to track motions/hearings with schedule reminders of due dates? 8. Describe available integrations with the system. Is the system able to integrate with Oracle, MS Dynamics, SharePoint, Lawbase, Esper, and/or Outlook? 9. Describe access controls including access to confidential items , such as documents and notes , and blocking access based on conflicts of interest . 10. Describe how the system uses automation to improve processes, tracking, document management, etc . 11. Describe the implementation and training processes. COST INFORMATIONAL FORM 1. Describe what pricing units you typically utilize for similar services or goods (e.g., per hour, each, etc.: 2. Describe the typical price range for similar services or goods ADDITIONAL CONSIDERATIONS 1. Please provide input on alternative approaches or additional things to consider that might benefit the State: