The vendor is required to provide that case management system for a medium-large law firm files are accessible by a legal team and can be easily tracked.
- Provide, at a minimum, the following capabilities:
• Track the status of case files.
• Ability to record details related to a single person or entity, including the ability to capture involvement in multiple cases.
• Ability for multiple users to enter and save notes to file, notes function should be searchable, at a minimum, by date, author, and type.
• Ability to track events that show all actions related to a case and/or person and include fields to track date, time, location, result, and parties involved.
• Ability to assign tasks for specific cases.
• Document generation and management to create all legal documents, letters, labels, and manage all documents stored within the same case. includes the ability to create document templates and forms that merge seamlessly with selected information from the database.
• Search capabilities must allow searching case by any field or combination of fields entered in the case as filters.
• Folder tracking and archiving to label, track, and archive paper case files throughout the life of the case including the ability to determine the last submission in a file before it was achieved.
• Calendaring and scheduling function for litigation and transaction teams that include but are not limited to discovery schedules, trial schedules, or any other deadline. also provides a case specific calendar for every case and integrates both inbound and outbound with outlook.
• Notifications, reminders, and alerts to users when certain conditions are met. provides visual notification to distinguish the alert; be able to set reminders for events that can be sent to outlook emails/calendars.
• Electronic case file/archive provides an archive to allow all documents, photos, audio and video files, and other digital evidence to be stored electronically as part of the case file.
• Storage capabilities for case-related discovery within cases.
• E-discovery should allow for case-related discovery packages to be assembled and documents to be redacted, and must facilitate transferal of e-discovery to relevant parties.
• Must allow other agencies and/or departments to request assistance from law, and communicate about specific matters.
• Must allow other agencies and/or departments to provide materials such as reports, videos, photos, etc. for discovery purposes.
• Document review/approval to provide an approval process. system should provide an outline/remote document review for proofreading and tracking reviewer details.
• Motion/brief bank that provides a repository to store legal motions and briefs indexed by category, case number, author name, date, description, etc.
• System should be able to be accessed from all major mobile phones, os, tablets, laptops, etc. for law users.
• An ability for other departments to access data and functions according to access for specific case is desirable; have the ability to silo information completely from other departments.
• The ability to file and maintain uploaded documents.
• The ability to search documents by name, creator, client, file number, subject, etc.
• Create templates and forms.
- Hardware and software requirements
• Compatible with windows – system needs to be windows 10 compatible
• Security – system must provide multiple sealing designations, field level auditing, role-based user accounts, and data encryption.
• Hosting – Software as a Service (SAAS)cloud and on-prem/locally hosted options will be considered and the city welcomes both options being presented in the proposals.
• Patching and application updates – respondent must supply and apply functional and application patches for the life of the contract.
• Conversion from existing systems – system and/or respondent must convert and incorporate existing data from inform.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 24, 2025