The Vendor is required to provide a comprehensive case and document management software that provides, at minimum, the following tools:
• Case management capabilities to track all agency activities from simple pre-litigation tasks through litigation and appeal
      ○ Task management and delegating assignments within matters
      ○ calendaring of deadlines
• Track timelines
      ○ Collaboration with other team members
      ○ Basic document generation from form documents (e.g. deposition notices)
      ○ Documents or other entries within a matter must be able to be sorted chronologically.
• Seamless connectivity with the standard Google Workspace office suite of tools as well as Microsoft Office systems including email, calendaring, document importation, saving, and other typical tasks.
• Comprehensive document search capabilities with a catalog function so staff can search by topic.
• Capable of searching for keywords or phrases in all documents (including scanned documents) within a matter and across all matters saved in the software dataset
•Search capabilities must include a simple search bar mechanism
•      Calendaring
           ○ Calendaring for ongoing matters and future matters
           ○ Ability to integrate both Google and Microsoft calendars
           ○ Capability of coordinating with other team member calendars
           ○ Ability to attach agendas and notes to calendared meetings and then connect them to a matter
•      Contact Management
          ○ Integrated with both Google and Microsoft email to generate emails from a saved contact
          ○ Contacts available to all team members
•     Document Management
          ○ Document Database
1.Repository for all letters, briefs, memorandums, etc.
          ○ Capable of managing all documents generated during office activities including
1.Litigation documents
2.Comment letters
3.Emails and letters
4.Notes and memoranda
          ○ Capable of searching all saved documents through a search engine, a simple search tool
          ○ All documents must remain available even if the generating team member terminates employment with office
• Document Generation
          ○ Capable of automatically generating letters and basic litigation documents from templates.
•      Task Tracking
          ○ Ability to assign and track tasks directly associated with a matter as well as tasks not associated with a specific matter (e.g. presentations and county outreach).
•      Office Report Generation
          ○ Ability to track productivity, case progression, and generate custom reports
1.E.g. financials, timelines, and deliverables
• Document and communication portal for 3rd parties and clients
         ○ Capability for opposing parties, clients, or other 3rd parties to be able to port into a matter to share documents, maps, or other files.
2.The portal must be capable of limiting the information-sharing abilities
• Communication Tracking and Management
        ○ Capable of tracking and filing emails, and other communications and easily connecting them to a matter
3.Allow for notes to be attached or documents attached to those communications.
• Due to the high level of remote and field work done by office, mobile app access to all of the software capabilities is critical on both Apple and Android devices.
• Merger of current case files into the program
        ○ Provide onboarding that will merge or integrate current files saved within local drives into the new software.
• Cloud Storage Space
        ○ Storage must allow for large files in various formats, including shape files.
• Integration capabilities to directly and seamlessly work with applications and programs such as Google Workspace, Google Drive, Microsoft 365, Teams, Zoom, etc.
- Budget for this contract for 5 years is $100,000

- Contract Period/Term: 5 years