Case Management System

The Vendor is required to provide implement, and support a comprehensive case management system (CMS) for use by the county law department and all affiliated legal divisions across county government.
- The new CMS must support diverse legal functions such as criminal defense, prosecution, family court, municipal law, and social work-related matters. 
- The system should streamline case intake, tracking, reporting, calendaring, communication, and document management functions while ensuring compliance with all applicable legal, regulatory, accessibility, and cybersecurity standards.
- Provide a CMS that:
•    Enhances operational efficiency across departments.
•    Improves accuracy, access, and security of legal case data.
•    Supports both remote and in-office users.
•    Integrates with existing systems and platforms where feasible (e.g., Microsoft 365, Tyler tech MUNIS).
•    Offers scalability and performance to meet growing operational needs.
•    Provides time tracking and forecasting tools to support effective case and attorney workload management.
•    Adheres to governance policies for multi-department use and data privacy.
- General Functionality:
•    Support a secure, scalable back-end database capable of accommodating multiple departments and legal functions.
•    Provide an intuitive front-end user interface accessible from PC, laptop, tablet, and mobile devices, designed in accordance with accessibility standards (e.g., WCAG 2.1).
•    Support multilingual interfaces if applicable.
•    Provide configurable intake workflows for all case types: criminal, civil, family court, municipal, and social service-related cases.
•    Enable prescreening and conflict checks during case creation.
•    Include integrated calendaring with Microsoft outlook for scheduling appointments, deadlines, and court events.
•    Include forecasting tools for workload visualization and resource planning.
•    Include user-specific dashboards, configurable permissions, and homepages per role or department.
- Deployment and Infrastructure:
•    The system must support cloud-based (SaaS), on-premises, or hybrid deployment models. 
•    Vendors should outline the benefits and limitations of each model. 
•    Cloud-based solutions are preferred due to their scalability, reliability, and disaster recovery capabilities.
•    Support horizontal and vertical scalability, including load balancing, server upgrades, and performance optimization.
•    Allow for multi-tenancy or siloed databases, ensuring that departments (e.g., law department, public defender’s office) can operate independently while maintaining system integrity and security.
- Content and Document Management:
•    Provide a secure document management system to generate, store, and retrieve electronic and paper-based documents.
•    Enable content generation (e.g., templates for motions, letters, and filings).
•    Include version control, document check-in/check-out, and role-based access controls.
- Audit Trails and Logging:
•    Provide comprehensive audit trails for user actions, document access, case modifications, and data changes.
•    Include detailed access and modification logs, especially for sensitive data like client details or confidential case notes.
•    Allow administrators to generate audit reports for compliance and internal investigations.
- Time and Billing:
•    Enable time tracking per user, task, or case, with reporting and billing summaries.
•    Support invoicing and payment tracking for external legal service providers or assigned counsel.
- Calendar and Task Management
•    Offer tools for managing tasks, deadlines, and workloads across users and departments.
•    Allow for the weighting of cases by complexity to support balanced case assignment.
•    Provide centralized calendars with reminders and alerting features for court dates, deadlines, and team events.
•    Seamless integration with Microsoft outlook calendar and task features.

- Contract Period/Term: 1 year