Legal Case Management System

Background
The Commonwealth of Virginia, Indigent Defense Commission (VIDC), is an independent agency under the judicial branch of the Commonwealth. It is staffed by approximately 700 full-time employees handling an annual case load of about 90,000 cases. The VIDC consists of 29 independent Public Defender offices across Virginia and a centralized Administrative Office in Henrico County. This Request for Proposals (RFP) aims to establish a term contract with a qualified vendor for a case management system that meets the requirements outlined in ATTACHMENT D.

Work Details
The contract requires the provision of a cloud-hosted, out-of-the-box Software as a Service (SaaS) Case Management System (CMS) with features including:

1. User Interface: An intuitive web-based interface providing access to client information, case entries, events, digital evidence, and documents.

2. Dashboards: Functional dashboards for office productivity insights and client case summaries.

3. Partitioning: A single platform allowing semi-autonomous office partitions with inter-office collaboration capabilities.

4. Document Integration: Ability to integrate office letters and motions into the system for merging with client data.

5. Reporting: Support for standard and ad hoc reporting requirements detailed in ATTACHMENT D.

6. Case Closure: Methodology for automating case closures and archiving based on retention schedules.

7. Training and Support: Comprehensive training sessions tailored to attorneys and support staff, along with on-demand technical support.

8. Implementation: Full implementation by June 5th, 2025, with migration of existing data as part of this process.

9. Technical Requirements: Including single sign-on authentication, third-party integrations (e.g., Google Workspace), compliance with state security requirements, business continuity plans, identity management systems, and maintenance support throughout the contract duration.

Period of Performance
The contract will have a minimum term of three years from February 2025 to February 2028, with three two-year renewal options available. The implementation deadline is set for June 5th, 2025, with a go-live date of July 1st, 2025.

Place of Performance
The services will be performed at various locations throughout the Commonwealth of Virginia where VIDC operates.