The vendor is required to provide management software providers capable of supplying a comprehensive matter management platform that fits the needs and volume of a large government legal office.
- The solution must:
• Create and track cases, including case details, parties involved, case history, key data, etc.
• Upload, store, organize, and retrieve documents securely.
• Save and file documents directly from state and federal court e-filing systems, which open directly in chrome or Microsoft edge.
• Use Boolean operators (and, or, not, quotation marks, parentheses) when searching for files.
• Use folders and/or categories.
• Assign custom document tags such as pleading, discovery, brief, motion, or investigation to allow for more effective tracking and retrieval.
• Store and search for archived documents and contacts.
• Archive folders and/or documents to specific practice area and pleading type archives.
• Filter and sort cases and files by open/closed status, date, practice area, involved party, paralegal, cause of action, judge, etc. without a cap on the number of customizable fields used to filter.
• Automatic docketing and calendaring, including for internal deadlines.
• Workflow automation to streamline case progression and task assignment.
• Version control to track changes and maintain document integrity, as well as provide audit trails to monitor access and modifications.
• Access controls by user and user role to ensure only authorized personnel can view or edit specific documents, files, etc.
• Automatic optical character recognition (“OCR”) ability for handwritten documents.
• Reporting and analytics capabilities to monitor case progress, workload distribution, and performance metrics.
• A comprehensive and intuitive system for tracking and managing legal cases and associated tasks.
• Notifications and reminders to alert users of upcoming tasks and deadlines.
• Simultaneous document synchronization with third parties (i.e., Microsoft word, including comments or annotations) simultaneously across systems, without lag or multiple versions.
- The ability to:
• Log time for case activities.
• Track and report on expenses.
• Require document categorization via pre-filled drop-down categories (e.g., pleadings, discovery, briefs, motions, investigatory, opinions) for each file saved in the system.
• Create, store, manage, and use pre-filled document forms for all customary filings, opinions, letters, etc., as well as custom legal templates for automated document creation.
• Group forms and templates by practice area and case type across different legal cases.
• Manage scanned paper documents.
• Hold entire files for each case/assignment.
• Create contacts and assign contacts to cases.
• Manage parent/child case relationships (e.g., guardianship, watts, and second-tier watts).
• Run conflict checks.
• Run invoicing and payments for cases.
• Post information on the county’s intranet, restricting access to stakeholders and department heads.
• Facilitate collaboration by allowing multiple users to access and work on documents simultaneously while maintaining data security and confidentiality.
• All outstanding cases and approximate range of damages claimed.
• All pending/completed transactions, including department, nature of project, outstanding requests, etc.
• All pending/completed advisory opinions.
• Case exposure by department (both point-in-time and over time).
• Fiscal analysis (whether it is cheaper to self-insure, hire more resources, provide salary increases, etc.)
• Ability to run custom reports based on user criteria, including matters’ customized fields.
• Ability to run reports that include pie and bar graphs.
• Ability to export data to csv.
• Access to on-demand training videos covering key system functions and features.
• Comprehensive user manuals, quick-start guides, and FAQ documents covering system features, workflows, and troubleshooting steps.
• In-application help (within the system itself) to guide users through workflows via tooltips and walkthroughs.
• Live (in-person or virtual) training on updates or new feature releases, and on an as needed basis.
- Budget of $150,000 - $600,000.
- Contract Period/Term: 2 years
- Mandatory Pre-Proposal Conference Date: April 11, 2025
- Questions/Inquires Deadline: May 2, 2025