The vendor required to provide billing, communication and payments solution to facilitate all case management processes from the point of initial case ‘farm out’ to private bar through to payment facilitation, with reporting, auditing and performance measurement capabilities.
- Requirement:
1. Contact management
• Establish a centralized pb lawyer repository with online registration and self -service update features.
• Design and implement pb lawyer ‘profiles’ that combine tombstone data with unique attributes (see below).
• Centralize client interactions through outlook -integrated contact management and interaction histories.
• Define a standard set of attributes to be tracked and maintained for each pb lawyer’s ‘profile’, which can be maintained internally (e.g., performance indicators) and externally (e.g., availability) as appropriate.
a. The system should have the ability to:
• Centrally track and store client communication records and histories.
• Aggregate contact records to report on them in a real -time and ad hoc and point in time manner.
2. Case management
• Design and implement an online pb billing system to facilitate all case management processes from the point of initial case ‘farm out’ to payment facilitation.
• Define standard processes and procedures for case management with defined workflow and business rules to implement in an online case management system
• Define simple, straightforward processes that are candidates for automated and system - generated approvals to reduce reliance on human review and acceptance
a. The system should have the ability to:
• Create and manage cases with associated policies, business rules, and workflows.
• Assign and re-assign cases to client contacts.
• Intake requests through online forms with enforceable and mandatory fields and data validation and drop -down menus.
• Support document attachments by internal and external users.
• Intake and store document attachments in multiple formats, including but not limited to .doc, .PDF, .XLS, .PNG, and .jpeg.
• Execute pre -defined workflows based on pre-defined criteria and business rules.
• Systematically flag cases based on predefined business rules and criteria.
• Systematically add cases to dedicated work lists and queues based on predefined business rules and criteria.
3. Client relationship management
• Centralize client interactions through omni -channel integrated contact management and interaction histories.
• Implement an online contact management system with self -service capabilities for pb lawyers to maintain their own contact information and communication and notification preferences
• Define client engagement processes and standards to be implemented in online system.
a. The system should have the ability to:
• Centrally store and manage all client interactions.
• Facilitate communication between staff and clients through multiple channels.
• Generate ad hoc and manual communications that can reach a single stakeholder or a group of stakeholders in their preferred communication method (e.g., email, SMS, portal).
• Dynamically manage communication and distribution lists based on predetermined criteria.
4. Business rules management
• Implement an online pb system with a robust business rules engine (BRE) capable of streamlining workflow.
• The BRE should be highly intuitive and possess capabilities for front -end user maintenance as opposed to code -driven business rules configuration.
• Define a standard process for system implementation with clearly defined exception routing triggers.
• Implement policies and thresholds into the system to reduce key person risk.
a. The system should have the ability to:
• Facilitate system -level or automated approvals based on predefined criteria and business rules.
• Edit and manage predefined criteria and business rules for system -level or automated approvals based on changes to policies and thresholds.
• Create system-generated approvals on case submissions based on predefined criteria and business rules.
• Adjust and override business rules based on predefined criteria and approval workflows.
• manually override calculated values or business rules outcomes for elevated system users.
5. Policy management
• Implement an online pb system with robust policy governance and management capabilities to ensure compliance with changing policies, tariff, and legislation.
• Implement configurable policy governance mechanisms to systemically manage policy changes to reduce continuity risk.
• Standardize calculations and implement them within the new system.
a. The system should have the ability to:
• Create, configure and manage policies for workflows and calculations.
• Apply different policies based on several criteria.
• Facilitate policy overrides and exceptions for elevated users.
• Maintain historical policy data for reference and auditing purposes.
• Ensure that policy changes do not affect historical records.
6. Reporting and analytics
• Implement an online pb billing system with robust reporting and analytics capabilities, which include system -generated reports in addition to self -discovery and configurable reporting capabilities.
• Define a robust data governance model and standard operating procedures, including processes for data definition, metadata management, and data validation.
• Implement data validation at the point of entry.
• Automate the population of data in subsequent workflow steps to avoid human error and re-entry and non-value -added work.
a. The system should have the ability to:
• Provide out of the box and self -service reporting on all real -time data points within the system.
• Create user defined, ad -hoc reports utilizing all collected information.
• Search, or filter based on user defined
7. Audit history
• Implement an online pb billing system with robust audit history and access and edit management capabilities.
• Implement metadata management capabilities in a new system that permits read and write permissions setting at an entity and attribute level.
• Design approval workflows for implementation within a system, with system -generated approval records and timestamps.
a. The system should have the ability to:
• Record, track, and manage all request approval decisions through a comprehensive audit history of system interactions.
• Record all changes within the system at an entity, attribute, and field level, including the capture of the original value, the new value, the user id of the individual who made the change, and the date and time of the change.
• Restrict view access to the audit history.
• Only authorized users should have the ability view the audit history, and the system should prevent tampering.
8. Audit management
• Design and implement audit management processes (including design, definition, sampling, conduct, evidence capture, and reporting) into an online system.
• Define a standard audit process for implementation in an online system, including a ‘happy’ path process workflow for automation in addition to defined ‘exit’ criteria for more complex and unique audit processes.
• Define audit methodology for implementation, including sampling algorithms, sample size selection, and audit templates.
a. The system should have the ability to:
• Enable required functionalities for third party users.
9. Data and information management
• Implement robust enterprise information management toolsets to ensure consistency in data definition, collection, indexing, validation, maintenance, archival, and destruction.
• Define standard processes for data definition, collection, indexing, validation, maintenance, archival, and destruction.
• Educate pb team on best practices in enterprise information management (EIM)
• Provide training on chosen EIM toolsets to effectively manage information in the new system.
a. The system should have the ability to:
• Set, configure required and optional fields.
• Validate data based on defined business rules and criteria.
• Set data formatting requirements at the field level.
• Define and configure unique entities and attributes.
• Intake and store document attachments in multiple formats, including but not limited to .doc, .PDF, .XLS, .PNG, and .jpeg.
10. Integration
• Implement a system integration for pb case creation from the point of case assignment from lain into the new system.
• Implement a system integration between the new pb system and las’ financial system to facilitate payments.
• Implement data validation rules at each point of data creation and update.
• Define data validation rules at each point of data entry for implementation in the pb system
a. The system should have the ability to:
• Integrate with the organization’s financial management and ERP system for the purposes of accounts payable processing.
• Support synchronous and asynchronous integrations.
11. Knowledge management
• Develop training documentation update schedules in -line with the frequency of process change.
• Define knowledge assets that are appropriate for sharing externally and set external flags for implementation in the knowledge base (see below)
• Implement a knowledge base solution that allows knowledge assets to be developed and maintained within an online system.
• Manage internal and external knowledge asset access to permit all pb stakeholders’ access to consistent and up to date knowledge resources.
- Budget: $685,000
- Contract Period/Term: 1 year
- Individual Proponent Conferences Date: January 8/9, 2026
- Questions/Inquires Deadline: January 14, 2026
