Civil Matter and Case Management System

The vendor is required to provide civil matter and case management system for roles including administrators, attorneys, and support staff, currently faces challenges with our existing legal files system. issues range from performance bottlenecks, insufficient data integration, to inadequate reporting capabilities.
- Goals
•    The solution shall easily integrate with other county systems.
•    Provide a single system of record. 
•    Retrieve, add and modify data from a single shared system of record to ensure data integrity exists across all components; rather than reconciling multiple data sources, the solution is desired to maintain a single source of "truth".
•    Improve employee flexibility and ability to implement process improvements with a solution that is scalable depending on business needs
•    Migrate data specified by the county from the existing systems(s) into the solution
•    Provide ready access to near and real-time data
•    Automate data input processes and eliminate current duplications of data entry
•    Significantly reduce paper-based documentation and tracking
•    Streamline business workflows to reduce redundancy and repetitive action across the pao departments
•    Improve accuracy through the use of automated functions thereby reducing the number of corrections needed and potential resulting liability
•    Improve query and reporting capabilities
•    Provide accurate statistical data and dashboard
•    Enhance the ability to measure the effectiveness of strategies and tactics in a timely manner
•    Implement a solution that meets regulatory or court-ordered requirements
•    Ensure the solution can simultaneously manage previous year(s), current year, and future year matter and case management records, -- essentially having the ability to seamlessly work within different "cases".
•    Provide audit functionality for all transactions and user activity
•    Improve and enhance data sharing with pao partners
•    Implement public-facing portals consistent with the county's design standards, follow accessibility guidelines to ensure all users, including those with different abilities, can use the product. 
•    The application shall meet requirement of the rehabilitation act of 1973, by complying with web content accessibility guidelines with modern designs and optimized user experience
•    Successfully implement the new matter and case management system with minimal stress and disruption to users and business operations
•    Provide a solution that does not require a high level of information technology (it) development support to maintain the solution; the county desires a solution allowing adaptation to emerging requirements via configuration, not custom coding
•    Achieve sufficient knowledge transfer through training and documentation to all county staff to easily enhance and support the new solution and technologies going forward. 
•    Full training requirements are outlined in deliverable 700: training and documentation.
- Objectives
•    System development and implementation: design, develop, and implement a case, matter, and records management system.
•    Data migration: migrate existing data from the current system to the new system.
•    Training and support: provide comprehensive training and ongoing technical support.
•    Integration: ensure seamless integration with designated internal and external systems.
•    Customization and scalability: system should be customizable and scalable to meet future needs.
- Solution objectives
•    Enhanced integration: seamless integration with existing systems including microsoft outlook, PeopleSoft, and EBS.
•    Improved performance and user access control: high-performance system capable of handling large datasets with flexible user access controls.
•    Comprehensive reporting and data management: advanced reporting capabilities with accurate, comprehensive data management.
•    Automated timekeeping and tracking: automated features for timekeeping and tracking attorney efforts.
•    User-friendly interface and training support: intuitive UX/Ui with comprehensive training resources.
•    Robust data security and efficient search: enhanced security for sensitive information with effective search capabilities.
•    Real-time data access and automated notifications: provision for real-time data access and automated task notifications.
•    Standardization and reliable backup solutions: standardized approach to data storage and reliable backup solutions. 

- Contract Period/Term: 5 years
- Pre-Proposal Conference Date: September 23, 2025