Legal Case Management Services

The vendor is required to provide legal case management services (LCMS) to comprehensive capabilities for the creation, management, and tracking of all types of legal cases and matters.
- Functional requirements
1. Core case creation, management, and tracking
•    The LCMS must provide comprehensive capabilities for the creation, management, and tracking of all types of legal cases and matters. 
•    This includes but is not limited to the following: civil litigation, compliance, procurement, freedom of information act (FOIA), interagency collaboration, legislative, claims, contracts, employment, real estate, and administrative proceedings. 
•    The system's architecture must be scalable to effectively accommodate a wide range of case types and their varying resolutions. 
•    It should support the internal initiation of referrals and complaints, with the functionality of escalating these into formal investigations as required.
•    The ability to customize menus, fields, and screens to accurately track diverse data pertinent to different case types and departmental divisions. 
•    System administrators must have the flexibility to modify the data displayed on screens to align with specific operational needs. 
•    Comprehensive, matter-centric organization of files and folders is required to ensure logical and efficient data storage and retrieval. 
•    The system must track various phases throughout the lifecycle of a case or matter and enable the clear documentation of its final disposition.
•    The LCMS need a dedicated module for managing case parties and witnesses, including their contact information and any associated aliases. 
•    It must be capable of handling multiple parties within a single case or matter. 
•    The system should allow for the maintenance of both general and private notes on each case or matter. 
•    The system must support the re-opening of previously closed cases.
2. Document and forms management
•    Comprehensive document management capabilities are essential, encompassing version control, document generation, template management, and full-text search across all stored documents. 
•    The preference is for document generation to be a native feature of the core product, ensuring seamless integration and functionality. 
•    The system must allow for the attachment of digital files of any kind—including photos, videos, pdf documents, word and excel files, and audio recordings—to a case record. 
•    It should also categorize, search, and preview all supported document formats.
•    the maintenance of document versions, and the secure saving of original documents are mandatory. 
•    The system must have the ability to convert documents to pdf format. 
•    Automatic or integrated optical character recognition (OCR) functionality is required for all document formats saved within the file system, enabling content searchability.
3. Reporting, analytics, and search capabilities
•    The LCMS must offer extensive reporting capabilities, enabling users to create custom reports and dashboards tailored to their needs. 
•    It is imperative that the system can report on all data captured within the solution in real-time. support for various report types is required, including volume reports (by source, security type, issue), strategic reports (by case number, investigator, subject, outcome), performance reports (on-time completion, average investigation time), financial reports (restitution, fines, license fees), aging reports (overdue cases), and exception reports (overdue actions, inactive cases). 
•    Ad-hoc query capabilities are necessary to allow users to generate customized reports. 
•    The system must also support the export of reports and views to standard formats such as word and excel, and the scheduling of reports for automated distribution to targeted users.
•    Comprehensive search capabilities are paramount, including full-text search across case data and attachments, along with advanced search filters. 
•    The system should allow searching by various criteria such as any party on a case, file date, disposition date range, assigned attorney, hearing type, case status or document type filed. 
•    Case and matter lookup functionality through tables by name, client, case number, or assigned attorney is also required.
4. Time tracking, billing, and financial management
•    The system must include robust time tracking functionalities, encompassing time capturing tools and activity logs.
•    It should enable the recording and reporting of time spent on specific actions and the total time expended on individual cases. 
•    Comprehensive billing and budgeting capabilities are necessary, including cost and expense tracking, and the ability to manage case budgets and overall costs. 
•    The LCMS should be capable of generating invoices and integrating with existing legal billing systems.
•    A critical requirement for a public sector entity is the ability to track recoupments, such as disgorgement or restitution, with integrated financial calculations, and to provide automatic notifications for missed payments. 
•    The system must also track other recoveries, including civil fines and examination costs. 
•    This detailed financial tracking extends beyond typical law firm billing, providing crucial transparency and accountability for public funds and the financial impact of legal actions.
5. integrations with enterprise systems
•    The LCMS must facilitate common integration with other relevant legal and business systems, such as accounting software, email platforms, e-signature solutions, court e-filing systems, and practice management software. 
•    Seamless interfacing with microsoft office products, including direct integration with microsoft outlook calendar and email, is essential for daily operations. 
•    Compatibility with adobe acrobat pro is also required.
•    The system should enable linking emails directly to case files, synchronizing calendars and tasks, and automatically pulling and updating court dates, with emails auto-saved to the case file upon sending through the solution. 
•    The ability to send and receive text messages directly through the case file is also a desired feature. 
•    Furthermore, the system must support the building of integrations with other existing state systems that host case and assignment data, promoting a more interconnected and efficient governmental IT ecosystem.
6. Case linking and allegation management
•    The system should intelligently suggest relevant cases for linking based on common subjects, witnesses, or schemes, enhancing investigative coherence. 
•    It must also provide the ability to associate multiple allegations with a single case and to disposition these allegations independently, allowing for granular tracking of legal issues.

- Questions/Inquires Deadline: August 13, 2025