Legal Case Management Database Services

The vendor is required to provide legal case management system (CMS) software solution that enables effective management of intakes, cases, contacts, and outreach campaigns; improves workflow efficiencies; ensures compliance with regulatory requirements; and enhances collaboration among office staff.
- General requirements
•    The CMS shall be a cloud-based solution with assurance of safety and security of data and user information, as well as accessibility from various locations and devices.
•    The system must be web-based and accessible via modern web browsers (chrome, Firefox, and safari). 
•    Provide a user-friendly interface to facilitate ease of use for all staff, including those with limited technical expertise.
•    The CMS must be compliant with applicable federal, state, and local regulations, including but not limited to act compliance. 
•    The system should be scalable to accommodate future growth in the volume of cases and users. 
•    Maintain full cybersecurity insurance.
- Functional specifications
•    Case management features:
o    Customizable tool to create intake records, document intake activities, and convert intakes to legal cases where appropriate.
o    Ability to create, track, and manage legal cases, including associated contacts, deadlines, activities, and outcomes.
o    Ability to link case records where multiple intakes result in a single investigation.
o    Case assignment, status updates, and time tracking for all office team members.
•    Outreach management:
o    Ability to track activities such as outreach campaigns, trainings, or presentations.
o    Customizable tool to record key outreach information such as type and number of materials distributed, location, and target industry.
•    Contacts management:
o    Database to organize, maintain key information on, and find various types of contacts (e.g., worker, employer, general public).
o    Ability to track key organizations (e.g., community-based organization, law firm) and associate contacts with organizations.
o    Ability to associate contacts with case and outreach records.
o    Ability to generate and manage invoices for legal services rendered.
•    Reporting and analytics:
o    Built-in reporting capabilities to generate customizable reports on case status, workload, and performance metrics.
o    Dashboard views for at-a-glance status of all ongoing cases and activities.
•    Collaboration tools:
o    Communication tools to facilitate intra-departmental and external collaboration, e.g., ability to send email to a case record.
o    Notification and alert system for upcoming deadlines and important updates.
c. Technical specifications
•    The system must be compatible with the existing it infrastructure of the county.
•    The CMS must support user authentication and role-based access control to ensure data security.
•    All data must be encrypted in transit and at rest to protect sensitive information.
•    The vendor must provide regular software updates and maintenance as part of the service agreement.
•    The system should offer API interfaces for third-party integrations.
•    The CMS system must be compatible with the county SSO platform via SAML.
•    All data stored in the CMS is considered confidential (personally identifiable information (PII)), therefore physical storage of the CMS data must remain within the country.
- Service requirements
a. Implementation:
•    Responsible for the deployment of the CMS, including initial
•    Configuration and customization.
•    Provide training sessions for all users, with detailed training materials and documentation.
b. Technical support:
•    Provide technical support through a dedicated help desk with response times as agreed upon in the contract.
•    Offer support during the initial rollout and any major updates or upgrades.
c. Maintenance:
•    Regular system maintenance to ensure optimal performance and security.
•    Timely communication regarding scheduled downtimes for maintenance or upgrades.

- Contract Period/Term: 3 years
- Pre-Proposal Meeting (Non-Mandatory) Date: November 3, 2025
- Questions/Inquires Deadline: November 10, 2025