Docketing and Case Management Solution

The Vendor is required to provide for a modern docketing and case management solution (“solution”) to replace the commission current docketing information system (DIS) and some of its supplementary technologies.
- The Solution must maintain or improve upon all features and functions of the existing DIS and provide net-new, modernized features and enhanced overall system performance.
- Solution provides in each category:
•    Current Capabilities to Maintain.
•    Storage and Management of Case Files and Data:
o    Centralized File and Data Storage;
o    Expanded File Upload and Data Organization;
o    Data Validation and Tracking; and
o    Advanced Search Features and Findability.
•    Case Management Workflow Capabilities:
o    Configurable Cross-System Workflows;
o    Streamlined E-filing Process; and
o    Case and Workload Tracking and Notifications.
•    User Experience and Access Requirements:
o    UX/UI and Support
- Implement a Solution that maintains or improves upon current capabilities and functionality to preserve ease of access to documents and data related to commission cases.
- Ensure seamless data migration and integration with existing systems with little to no disruption to ongoing operations.
- Support user adoption and change management by providing an intuitive, user-friendly interface, comprehensive training, and ongoing technical support.
- Provide flexible configuration and scalability to meet the Agency’s current and future needs, including support for evolution of workflows, case types, or regulatory responsibilities.
- Ensure compliance with applicable security, privacy, and records retention policies, including adherence to related state and federal regulations.
- Use cases include:
•    Looking up information on current or historical cases;
•    Submitting public comments for consideration at case hearings; and
•    Submitting a formal complaint, resulting in the creation of a new case.
- Technical Debt: Outdated architecture and technologies cause inefficiencies, reduced performance, system issues, and difficulty maintaining or expanding functionality. The system cannot be sufficiently upgraded to include new technical capabilities and adapt to evolving, modern needs.
- Lack of Case Management Capabilities: The system does not support case management or monitoring capabilities such as workflows and deadline tracking that would increase efficiencies across the Agency. The lack of workflow-based system notifications makes tracking critical tasks and deadlines overly manual.
- Limited Search ability: A lack of robust search, sort, and filter functionality impedes users’ ability to perform case research efficiently and effectively, at times necessitating the use of supplementary databases.
- Limited e-Filing Capabilities: The system’s inability to intake large files or non-PDF files forces users, Docketing, and IT to use manual workarounds to ensure complete, legible documentation is filed. These workarounds result in manual work and increased time to task completion. 
- Unreliable Service Lists: The system does not sufficiently maintain accurate, up-to-date contact details for the parties of record on each case, resulting in overly manual processes to ensure accurate and timely service to parties of record.
- File storage and governance capabilities, including:
•    Migration of all documents and data currently housed in the dis;
•    Ability to electronically upload and submit files for publishing to the case docket, including pdf, xlsx, docx, and csv files up to 100mb; and
•    Ability to ensure filings do not contain information that should not be public. 
•    This includes the ability to redact such information and to reject or remove filings containing such information.
- Role-based access control (RBAC), including:
•    Ease of access to public-facing content housed in the solution. This means all non-confidential case documentation must be accessible by the public without requiring login;
•    Assurance that non-public information can only be viewed by permitted users and only authenticated users are able to file in a case; and
•    Integration with department authentication for SSO.
- Search capabilities, including:
•    Ability to run a full-text search and to search by case number (without exact formatting, i.e., 25-780 can be searched as 25780), case type or code, year, company, or status.
- User experience provisions, including:
•    Ability to view cases and case filings in chronological order;
•    Ability for users to view the case docket without public comments to support efficient review of filings by parties of record;
•    Ability for users to view the date, time, and filer-provided description and/or title of each filing before opening it;
•    Ability for users to share durable links to cases and filings. This includes implementation of necessary redirects to maintain the durability of existing links;
•    Ability for users to generate a printable docket card (or equivalent) for each case, displaying all filings along with the corresponding descriptions and/or titles entered by the filer;
•    Ability for filers to preview an uploaded file prior to submitting it, allowing them to confirm it has uploaded properly;
•    Provision of FAQ documentation to offer users guidance and support; and
•    Provision of a home page and navigational elements that allow users to access relevant resources on the commission public website, including the commission event calendar.
- Case management capabilities, including:
•    Ability to easily identify who the key personnel are for each case, including parties of record and assigned administrative law judge (alj);
•    Ability to switch the key personnel on cases, including their profile and contact information as needed;
•    Ability for users to file on behalf of others (e.g., a legal assistant filing on behalf of assigned attorney, commission staff digitizing a document and filing it on behalf of a case party);
•    Ability to easily identify who filed on behalf of whom;
•    Ability for users to easily reserve case numbers, open cases, and request case closure;
•    Ability for users to easily update their account settings;
•    Ability for users to add new company names; and
•    Ability for users to add parties to cases.
- Case tracking and notification capabilities, including:
•    Ability for users to receive a customizable daily activity report documenting all case activity across the system for the previous day. 
•    This includes system generation of the contents of this report;
•    Ability for users to subscribe to notifications for cases in which they are not a party of record; and
•    Ability for users to easily see how many cases were opened in a fiscal year.
- Cross-system integrations, including:
•    Integrations to send case numbers, open date, and other relevant case data to third-party systems essential to the case management process.
- Technical and maintenance capabilities, including:
•    Ability for IT team to view centralized, granular system logs to support issue identification and resolution.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: September 22, 2025