Civil Case Management Services

The Vendor is required to provide to introduce and/or demonstrate to the city attorney various legal case/matter management technology solutions that may be useful to the city attorney in the performance of its duties.
- Understand the current state of technology available in the legal field, particularly those related to day-to-day legal practice and case management solutions with integrated, robust document, and knowledge management capabilities. 
- Case/Matter Management
•    Consolidated case/matter database
•    Matter creation templates with custom fields with automation
•    Conflict checking and management
•    Matter lifecycle tracking (e.g., open, pending, closed, archived)
•    Case linking (e.g., related matters, contacts, documents, etc.)
•    Customizable case/matter retention policies
•    Ability to track real property based information (e.g., Assessor’s Parcel Number (APN), Parcel Identification Number (PIN))
- Document Management System (DMS)
•    Secure document storage with version control and user access history
•    Integration with DMS (e.g., iManage, NetDocuments)
•    OCR (either native OCR or 3rd-party plugins) and full-text search
•    Document tagging, indexing, and categorization
•    Secure collaboration tools (internal/external)
•    Email management (Outlook/Gmail integration)
•    Customizable document retention policies
•    Scalable storage capacity
- Knowledge Management (KM)
•    Identify and manage organizational subject matter experts and knowledge assets
•    Manage office-wide legal knowledge, training materials, including case files, research, precedents, legal briefs, opinions, and templates
•    Facilitate the sharing of knowledge among individuals and legal teams
•    Allow attorneys to quickly find and reuse prior work product
•    Custom tagging and categorization (e.g., matter type, jurisdiction, client)
•    Ability to filter by practice area, jurisdiction, author, legal issues, etc.
•    Advanced search, including Natural Language and Boolean in full-text and metadata
•    Role, user, field, and case/matter based security for sensitive information and to protect confidentiality/ethical walls.
•    Track document usage, contributor activity, and popular content
- Claims Management System
•    Public facing claims intake portal with capability to manage initial claim which may transition into a lawsuit
•    Track claim documents, deadlines, communications, and claims review process
•    Integration with City’s proprietary financial management system
•    Provide predictive analytics (e.g., estimating claim payout likelihood or costs)
•    Generate automatic notifications to claimants
•    Evaluate claim trends, performance metrics, and financial impact.
•    eSignature integration (e.g., Google eSignature)
- Client and Contact Management
•    Centralized contact and client database
•    Relationship mapping (e.g., clients, attorneys, third parties)
•    Communication logging (e.g., calls, emails, meetings)
•    Client intake and conflict check workflows
•    Customizable contact fields
- Time Tracking and Billing
•    Timer-based and manual time entry
•    Matter-specific billing rates and rules
•    Bill generation and approval workflows
•    Billing compliance rules per client (outside counsel guidelines)
•    Expense tracking and reimbursement features
- Calendar and Task Management
•    Shared calendars (e.g., firm-wide, team, individual)
•    Integrated court rule-based calendaring (e.g., CourtAlert, CalendarRules)
•    Task delegation, tracking, and reminders
•    Integration with Outlook and Google Calendar
•    Critical date and workflow tracking with alerts/ticklers
- Court Filing and Legal Workflows
•    E-filing integrations (e.g., PACER, state court systems)
•    Case milestone tracking
•    Automated case/court document generation
•    Workflow automation (e.g., matter intake, task assignment, approvals)
•    Quality Control (QC) by reviewing and identifying erroneous information (e.g. case citations, quotations, references, numbers) in litigation materials, contracts, or legislation
- Security, Privacy, and Compliance
•    Role-based, user, matter-level security permissions, and field security
•    Audit trails and access logs, both matter/case and user level
•    Encryption at rest and in transit
•    Compliant with legal, regulatory, security, and privacy requirements
•    Multi-factor authentication (MFA)
•    Privacy, information security, and risk assessment
•    Fraud detection
- Reporting
•    Standard and customizable reports (e.g., billable hours, matter progress)
•    Case metric reporting (e.g., open vs closed cases, case resolution metrics, case type by volume, department, client)
•    User activity and productivity reports
•    Upcoming deadlines and milestone reports
•    Dashboards and interactive charts/graphs for graphical overviews of various case metrics and data points
•    Budget vs. actual reporting
- Data Analytics
•    Customizable dashboards (e.g., KPI dashboards (firm-wide, by team, or attorney))
•    Real-time data collection and analytics
•    Open source intelligence gathering
•    Data visualization
•    Predictive modeling
•    Integration with BI tools (Power BI preferred)
- Integrations
•    Microsoft Office 365 (e.g., Word, Excel, Outlook)
•    Google Workspace Suite (e.g., Gmail, Google Drive)
•    Legal research tools (e.g., Westlaw)
•    Communication tools (e.g., Teams, Zoom, Meet)
- Customization & Scalability
•    Configurable user roles and permissions
•    Custom fields, templates, and workflows.

- Questions/Inquires Deadline: September 03, 2025