The vendor is required to provide to replace its current legal case and document solution with a scalable and configurable cloud-based software-as-a-service (SaaS) solution.
- This SaaS solution will meet evolving legal case management needs, improve operational efficiency, enhance collaboration and end-user experience, ensure regulatory compliance, and improve security & compliance.
- The new solution will assist the Office of County Counsel’s legal and administrative staff in storing and organizing legal information, including but not limited to time and expense tracking and calendaring tools, as well as managing, organizing, searching legal documents such as legal briefs, case records, discovery, evidence, contracts, emails, correspondence and legal resources library.
- The new solution will also have the ability to manage and track claims, including voucher processing.
- The overall goal is to procure and implement a centralized, integrated, and secure platform that supports comprehensive case and document management, automation, and enhanced reporting and analytics.
- Simplify Case Management: Ensure the system facilitates efficient assignment, tracking, and resolution of cases, with clear visibility into workflows and timelines. Streamline the intake of new legal matters by developing a standardized and automated process for capturing client information, case details, and prioritization criteria, ensuring no matter is overlooked and each matter can be promptly addressed.
- Enhance Collaboration: Ability to streamline internal and external collaboration through role-based document access and secure sharing capabilities.
- Enhance Document Management Capabilities: Ability to use or leverage Artificial Intelligence (AI) or machine learning (ML) to auto-categorize documents for streamlines search capabilities.
- Optimize Workflow Automation: Ability to automate repetitive processes such as task assignments, notifications, and approvals to reduce manual workloads.
- Improve the tracking and management of financial data related to legal matters, including billing and expenses to ensure transparency and control over costs.
- Streamline the time-tracking process to ensure all billable and non-billable hours are accurately recorded, categorized, and can be processed in a timely manner.
- Improve the management of legal claims by providing a unified platform that tracks claim statuses, integrates with matter financials for cost tracking, and improves communication with clients.
- Integrate or interface with counties current (UKG) or future timekeeping system, current (Oracle) or future financial system, current eDiscovery system or future eDiscovery system, and potentially, other County platforms to support unified operations such as Microsoft O365 and Microsoft SharePoint.
• Improve Data Governance:
1. Maintain data accuracy and integrity with capability of automated tagging, version control, and compliance-based retention policies.
• Enable Data-Driven Decisions:
1. Leverage advanced reporting and analytics tools to monitor performance, identify trends, and guide resource allocation.
- The optimization and integration of key legal operations processes, specifically: legal matter management, document management, matter financials, time management, claims management, advisory legal intake, and billing / voucher processing.
- The implementation of a unified and user-friendly SaaS solution should improve data accuracy, increase efficiency, and ensure compliance, ultimately leading to better decision-making, cost control, and improved client outcomes.
- System shall:
• Be a secure, cloud-based SaaS offering hosting that meets or exceeds County’s requirements.
• Meet minimum support criteria and system availability with a 99.90% uptime guarantee.
• Provide role-based access controls, SSO integration, and multi-factor authentication for secure access.
• Ensure data migration from all sources, including legacy system, network drive (S: drive) and/or SharePoint, is accurate and complete.
• Deliver ongoing technical support, periodic updates, and user training.
- Provide services to the County required for the development, testing, implementation, and continued maintenance & support of the system during the term of the agreement to include system updates only with County’s and/or its IT Outsourcing partners approval.
- User Management
• Solution shall support a minimum of two hundred (200) authorized users.
• Solution shall implement web-based single sign on (SSO) utilizing the county’s network id as the unique identifier for all users.
• Authentication via email addresses shall not be used for SSO.
• Solution shall support eleven or more (11)) user roles, including administrative user, attorneys, investigators, paralegals, legal support staff – analysts, legal support staff – finance, legal support staff – HR, legal support staff – IT, legal support staff – secretaries, non-county counsel county staff, and non-county counsel support.
• Solution shall configure role-based security permissions.
• Solution will associate unique user identifiers for audit tracking; key elements should include use log-in id, name, department & recorded time.
- Cloud Services Design; contractor shall configure and deploy the cloud hosting services; contractor shall deploy the cloud environment on the schedule defined in the project plan and in accordance with a cloud checklist that is jointly developed by county and contractor, as required by county technology office, and includes all aspects of the configuration of the cloud environment.
- Maintain the application to provide the functionality defined in the documentation.
- Maintain compliance of the application in all material respects with the warranties.
- Any updates to the production environment must go through the county’s approval process and cannot be implemented automatically.
- Provide all application updates along with updated user and operational documentation; in consultation and coordination with county, install all updates in the test environment and, when county testing is completed, migrate all updates to the production environment.
- Provide “first line support” for all incorporated third-party products; contractor shall coordinate any required support and corrective action required from the third-party vendors or suppliers that contractor cannot directly provide; contractor shall apply all updates that the vendor of such third-party products provides to contractor.
- Finally, contractor shall maintain compatibility and integration of the application with the third-party products.
- At a high-level, the implementation includes:
• Discovery and Planning: contractor requirements gathering, solution design diagram, system & UI design, and project roadmap for go-live.
• Configuration and / or customization: tailoring the solution to meet county counsel’s functional requirements.
• Data migration: transfer of data from the legacy system and other sources of matter / case related data, ensuring integrity and continuity.
• System integration / interfacing: seamless integration / interfacing connection with other county systems.
• User acceptance testing (UAT): development of UAT test script, user testing and validation of the solution’s design and functionality in test & prod environments.
• Staff training: prior to system go-live, training is expected to be completed for all county counsel staff in test environment.
• Provide county with a staff training plan (i.e. training sessions by work-area) for county’s review and approval
• Deployment: system go-live launch, including support for issue resolution.
- Contract Period/Term: 3 years
- Pre-Proposal Conference Date: April 1, 2025
- Questions/Inquires Deadline: April 15, 2025