Case Management System

The vendor required to provide case management system (CMS) is mission-critical and must function as the central hub for managing all case-related activities, accommodating the specialized requirements of public defense attorneys, investigators, specialists, and administrative support staff.
1. System solution overview
•    Provide a high-level overview describing the components of the proposed solution. 
•    Include diagrams depicting logical and physical models, interfaces, network infrastructure, and other key elements. 
•    The solution must interface with common single sign-on (SSO) protocols such as SAML, OpenID connect, or WS-federation. 
•    The county utilizes oracle enterprise single sign-on suite plus. 
•    Detail upcoming feature releases if a vendor product roadmap exists.
2. Software and technical specifications
•    Language of application source code (frontend and backend).
•    Operating systems (frontend and backend).
•    Client-side or endpoint hardware requirements (if applicable).
•    Indicate if a container image is utilized.
•    Supported web browsers.
•    Mobile device compatibility (responsive web design required; specify iOS and android app availability if applicable
•    Multi-factor authentication (MFA) login methods supported with integrations to IAM and SSO.
•    New version release schedule.
•    Security and audit capabilities (administration, network transmission).
•    Application architecture (interfaces, third-party tools, transaction processing).
•    Backup and recovery procedures
•    Support for batch processing and real-time streaming data flows.
•    A well-documented API (preferably rest-based).
•    Query languages and languages supported by API available to users.
•    Documentation provided (operations, technical, training manuals, online help)
3. Application functionality overview
•    Customized software solution, SaaS product, or commercial off-the-shelf (cots) cloud-based CMS solution designed for the public defense context, prioritizing efficiency, reliability, and ease of use. 
•    Core functional areas system requirements matrix.
4. Hosting environment
•    Indicate whether the CMS will be hosted on the vendor's servers, on the organization's own servers (on-premise), on a third-party cloud provider, or indicate if there is flexibility. 
•    If the platform follows a SaaS (software as a service) subscription-based model indicate details about the central hosting infrastructure and how that is maintained. 
•    Alternatively, indicate if the platform uses a perpetual licensing (a one-time purchase with ongoing maintenance fees), open-source solutions, or if the platform is considered “works made for hire” or otherwise assigned owned by the office. 
•    Proposers are encouraged to provide different hosting options which may confer a better solution or value. 
•    Indicate the extent to which the vendors hosting and licensing model can separate hosting costs, licensing fees, maintenance, support, and potential customization. 
•    Cloud provider(s), cloud services utilized (VMS, object storage, databases), data center locations, and commercial government cloud availability. 
•    Indicate if the application layer is stateless, allowing for rapid horizontal scaling across multiple servers during peak loads or auto-recovery in the event of a virtual machine failure.
•    Attainment of security certifications. 
•    Proven ability to attain compliance is required. 
•    Describe system environments detailing any limitations. 
•    These should include a development environment (or "sandbox") for testing and debugging new features; a staging environment as a near-perfect replica of the production environment to assist with UAT, validation, load or integration testing; a production environment for go live user facing deployment. 
•    A separate dedicated training environment is also desirable. 
•    Any shared system components (e.g., network segments, backup media, shared file systems). Assume components not identified as shared are dedicated to office. 
•    Explain how separation is achieved using devices like firewalls, routers, or VLANs, to create distinct subnetworks. 
•    Data storage and data transfer limits and associated costs for exceeding limits (detail costs in the pricing proposal). 
•    For on-premise or hybrid solutions: detail all required server specifications, database compatibility, storage and network requirements, and the office support needed for installation, configuration, and maintenance.
5. User experience (UX) and user interface (UI)
•    Compatibility with current versions of major browsers (chrome, edge, Firefox, safari).
•    Responsive design for seamless use on desktops, laptops, tablets, mobile devices.
•    Mobile access to key functionalities (via responsive web or dedicated app).
•    Adherence to accessibility standards
•    User-configurable dashboards and personalized views.
•    Typical system performance metrics (e.g., page load times, search response times).

- Contract Period/Term: 5 years
- Non-Mandatory Pre-Proposal Meeting Date: February 5, 2026
- Questions/Inquires Deadline: February 11, 2026