● Provide a comprehensive case and document management software that provides, at minimum, the following tools: Case management capabilities to track all agency activities from simple pre-litigation tasks through litigation and appeal ■ Task management and delegating assignments within matters ■ Calendaring of deadlines ● Track timelines ■ Collaboration with other team members ■ Basic document generation from form documents (e.g. deposition notices) ■ Documents or other entries within a matter must be able to be sorted chronologically. Seamless connectivity with the standard Google Workspace office suite of tools as well as Microsoft Office systems including email, calendaring, document importation, saving, and other typical tasks. Comprehensive document search capabilities with a catalog function so staff can search by topic. Capable of searching for keywords or phrases in all documents (including scanned documents) within a matter and across all matters saved in the software dataset Search capabilities must include a simple search bar mechanism ● Calendaring ○ Calendaring for ongoing matters and future matters ○ Ability to integrate both Google and Microsoft calendars ○ Capability of coordinating with other team member calendars ○ Ability to attach agendas and notes to calendared meetings and then connect them to a matter ● Contact Management ○ Integrated with both Google and Microsoft email to generate emails from a saved contact ○ Contacts available to all team members ● Document Management ○ Document Database ■ Repository for all letters, briefs, memorandums, etc. ○ Capable of managing all documents generated during PLPCO’s activities including ■ Litigation documents ■ Comment letters ■ Emails and letters ■ Notes and memoranda ○ Capable of searching all saved documents through a search engine, a simple search tool ○ All documents must remain available even if the generating team member terminates employment with PLPCO ● Document Generation ○ Capable of automatically generating letters and basic litigation documents from templates. ● Task Tracking ○ Ability to assign and track tasks directly associated with a matter as well as tasks not associated with a specific matter (e.g. presentations and county outreach). ● Office Report Generation ○ Ability to track productivity, case progression, and generate custom reports ■ E.g. financials, timelines, and deliverables ● Document and communication portal for 3rd parties and clients ○ Capability for opposing parties, clients, or other 3rd parties to be able to port into a matter to share documents, maps, or other files. ■ The portal must be capable of limiting the information-sharing abilities ● Communication Tracking and Management ○ Capable of tracking and filing emails, and other communications and easily connecting them to a matter ■ Allow for notes to be attached or documents attached to those communications. Due to the high level of remote and field work done by PLPCO, mobile app access to all of the software capabilities is critical on both Apple and Android devices. ● Merger of current case files into the program ○ Provide onboarding that will merge or integrate current files saved within local drives into the new software. ● Cloud Storage Space ○ Storage must allow for large files in various formats, including shape files. Integration capabilities to directly and seamlessly work with applications and programs such as Google Workspace, Google Drive, Microsoft 365, Teams, Zoom, etc.
