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SW-26286 - USA (Washington) - Web-Based Case Management and Reporting System - Deadline August 7,2019

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: SW-26286

Government authority located in Washington; USA based organization looking for expert vendor for web-based case management and reporting system.

[A] Budget: Looking for Proposals

[B] Scope of Service:

(1) Vendor needs to provide web-based case management and reporting system to track court cases, people, processes and workflows for an initial 10-40 concurrent users.
- System is required to assist and reduce workloads for operations and administration within Benton County’s Office of Public Defense with an emphasis in creating a paperless office environment.
- Relational Database System to o All aspects of criminal case files such as, but not limited to:
▪ Client names
▪ Case names and numbers
▪ Charges
▪ Chronological events
▪ Notating certain case “flags” such as investigator use, expert use, trials, mental health concerns, immigration concerns, etc
▪ Case status
▪ Time-tracking
▪ Event tracking
▪ Note fields
▪ Motion filing and results
o Full law-practice-centric Contact Relationship Management (“CRM”) including multiple role management (such as client, witness, victim, adverse party, etc) and mandatory ability to perform conflict checking, management and reporting
• Document and Media Capture System fully integrated and embedded with relational database system, including paper, import, virtual print, email, and electronic filing. Document capture system must be robust enough to accept high-speed upload of all common document and formats commonly used with criminal case discovery with potentially hundreds of pages of documents and multiple gigabytes of digital media per case. The following formats must be easily uploaded and managed including the functionality of online document previews (on all data types except for video formats) without the need to download first. This system must accept the following data formats:
o .PDF
o. Docx
o .JPG
o .PNG
o .MPEG
o .TIFF
o .GIF
o .BMP
o .AVI
o .MP4
• Full-function Calendaring Function to support an unlimited number of staff trial attorneys and office resources (such as interview rooms and conference rooms). Calendaring function must integrate and fully synchronize (both ways) with Microsoft Outlook on County’s current operating environment (Office 365 Gov Cloud). Calendaring function must be able to be linked and associated with individual case files in the relational database functionality.
• Cross-Usage Functionality for Contract Attorneys. Proposed system should provide cross-usage functionality to allow the use of the System with private attorneys under contract to provide public defense services for the County. The functionality should include:
o Ability for BCOPD to assign cases to Contract Attorneys
o Ability for Contract Attorneys to submit billing directly to BCOPD
o This functionality should be facilitated through a limited-function version of the System that is accessible and usable by Contract Attorneys
• Customizable Role-Based Dashboards tailored to provide users with “at a glance” access to data, reporting, and data entry functions. The roles and requirements include:
o Management: customizable reports based on any combination of fields in the relational database; reports based on caseload numbers; reports based on contractor use and assignments through the contractor module
o Attorney Users: easy overview of current caseload, upcoming appointments, upcoming tasks, and easy ability to drill down into an individual case with a case-specific dashboard providing key data about cases
o Support Staff User: easy access to data input and document upload fields and the ability to conduct global searches for clients and cases, as well as the ability to conduct an in-depth conflict check and generate a conflict check report
• Platform agnostic, ability to access software from common web browsers including Google Chrome, Apple Safari, and Microsoft Edge.
• Document and Data Enterprise Sharing abilities for case managers to share or reassign documents to other public defense attorneys.
• Document Assembly for automating certain processes and strengthening internal controls over document handling or operational procedures. Document assembly includes the ability to create and store templates for unlimited custom documents, and then to have templates be automatically populated using case specific data and information from the relational database
• Document Processing, receiving, organizing, printing, sorting, and filing with notifications.
• Secure Document Storage, ideally integrating Benton County’s existing storage of data on Onedrive through Office 365 Gov Cloud.
• Records Management, dedication to evolving company guidelines and regulatory requirements for records management based on Office of Public Defense State retention values
• Legacy Data Conversion

[C] Eligibility:

Onshore (USA Only)

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Wednesday, 7 August, 2019

Question Answer Deadline : Wednesday, 31 July, 2019

Category : Software, System and Application, Data Entry, Scanning, Records and Document Related Services

Country : USA

State : Washington

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