Legal Case Management System

The Vendor is required to provide legal case management system with integrated document management, timekeeping synchronization and enhanced security appropriate for municipal, in-house counsel with litigation and transaction supportive modules.
- General requirements
•    The services shall be a cloud-based solution to ensure accessibility from various locations and devices.
•    The system must be web-based and accessible via modern web browsers (chrome, firefox, and safari).
•    The services must be compliant with applicable federal, state, and local regulations, including but not limited to act compliance.
- Functional specifications
a. Case management features:
•    Ability to create, track, and manage legal cases, including associated deadlines and key dates.
•    Case assignment, status updates, and tracking for all legal department personnel.
•    Integration with external databases and tools, such as court systems and research databases.
b. Document management:
•    Secure storage for all legal documents, with a comprehensive indexing system for easy retrieval.
•    Version control to track changes made to documents and maintain audit trails.
•    Ability to attach documents to cases and share them securely among authorized users.
c. Billing and invoicing:
•    Time tracking features to capture billable hours per case.
•    Ability to generate and manage invoices for legal services rendered.
•    Integration with the city’s financial management system for seamless billing and payment processes.
d. Reporting and analytics:
•    Built-in reporting capabilities to generate customizable reports on case status, workload, and performance metrics.
•    Dashboard views for at-a-glance status of all ongoing cases and activities.
e. Collaboration tools:
•    Communication tools to facilitate intra-departmental and external collaboration.
•    Notification and alert system for upcoming deadlines and important updates.
- Service requirements
a. Implementation:
•    Will be responsible for the deployment of the services, including initial configuration, customization, and integration with existing systems.
•    Provide training sessions for all users, with detailed training materials and documentation.
b. Technical support:
•    Provide 24/7 technical support through a dedicated help desk with response times as agreed upon in the contract.
•    Offer on-site support during the initial rollout and any major updates or upgrades.
c. Maintenance:
•    Regular system maintenance to ensure optimal performance and security.
•    Timely communication regarding scheduled downtimes for maintenance or upgrades.
- Questions/Inquires Deadline: July 28, 2025