Legal Case and Document Management System

The vendor is required to provide to replace its current legal case and document solution with a scalable and configurable cloud-based software-as-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 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.
- Streamlined operations & support: automate routine tasks and optimize workflow to reduce manual workload and downtime.
- Enhanced compliance and security: ensure adherence to any federal, state, and local regulations, with strong data protection that meets or exceeds county’s security requirements.
- Advanced analytics & reporting: provide robust data collection and reporting capabilities to support data driven decision-making. 
- Provide real-time insights and custom reporting for strategic data-driven decision-making.
- User accessibility: enable remote and in-office access with configurable and intuitive user interface.
- Future readiness: offer flexibility for growth and adaptability to regulatory changes and business needs.
- 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.
- These process objectives will aide in 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.
- Assistance with application function questions.
- Assistance in diagnosing and determining the cause(s) of and resolving system malfunctions.
- Assistance with report generation questions.
- Assistance with general computer management, operating system software, or networking software questions related solely to the use of the application.
- Provide a minimum of (4) virtual group trainings for county counsel staff per county fiscal year (July – June).
- Conduct structured training sessions for all user roles, tailored to specific functionalities.
- Provide training materials, including user manuals, quick-reference guides, and video tutorials.
- Training can be performed virtually. 
- The desire is for training for multiple groups rather than one large group. 
- It is also desired that training be targeted to each legal practice and/or user role for the initial training prior to go-live.
- Contract Period/Term: 3 years
- Pre-Proposal Conference Date: June 4, 2025
- Questions/Inquires Deadline: June 11, 2025