Guilford County Legal Case Management System

2026-11-03

SCOPE OF WORK This Bid and Scope of Work cover the requirements for services to be performed and will become an integral part of the contract between Guilford County and the Provider . The Provider must comply with the Scope of Work as outlined . All services shall be provided in a competent , workmanlike and professional manner acceptable to the County . Failure to fully execute and return all required supplemental information and attachments may result in a Provider being deemed nonresponsive . 1 . 0 Purpose : The purpose and intent of the Request for Proposal ( RFP ) is to solicit proposals from qualified firms to provide a secure , cloud - hosted Legal Case Management System ( LCMS ) to support the Guilford County Attorney ’ s Office for their legal operations . The solution must support case tracking , document management , calendaring , workflow automation , reporting , and compliance with applicable federal and state regulations . 2 . 0 Background : County Population : Estimated 550 , 000 people Number of County Departments : 32 Number of county attorney staff : Approximately 35 Estimated number of annual active cases : 1000 3 . 0 Solution Objectives • Vendor Qualifications • Infrastructure summary , preferably cloud hosted ( SaaS ) system , • Meets defined business and functionality defined requirements • Implementation Review • Meets defined Security Requirements of Guilford County • Meets defined Data Privacy / Governance 4 . 0 General Conditions 4 . 1 Cloud Hosted Configuration County prefers a managed SaaS solution . The solution must be deployed in a preferred government recognized cloud infrastructure ( e . g ., AWS , Microsoft Azure ), and provide multi - tier , highly available architecture with redundancy across availability zones and defined disaster recovery capabilities . Providers must clearly describe their hosting architecture , including data center regions , data residency options , uptime guarantees ( minimum 99 . 9 % SLA ), backup strategy , failover mechanisms , system monitoring , and scalability model to support increasing users , data volumes , and transaction loads without performance degradation . Provide DR plans / specifications for both RTO and RPO The proposed SaaS platform must meet industry - standard security and compliance requirements , including encryption of data in transit and at rest , role - based access controls , audit logging , vulnerability management , and regular third - party security assessments ( e . g ., SOC 2 Type II , ISO 27001 ). The system must integrate with the County ’ s identity management environment ( e . g ., Active Directory / Azure AD ) via SSO protocols such as SAML or OpenID Connect and support multi - factor authentication . Providers shall detail their patch management process , release management cadence , API framework for integrations ( REST preferred ), data export capabilities , business continuity plans , and clearly define customer responsibilities versus vendor responsibilities under the shared responsibility model . 4 . 2 Business Requirements • Case Management – must include tracking deadlines for court orders and the ability to keep certain files marked as Confidential with access limited to certain users within the County Attorney ’ s Office • Document Management – for contracts , relevant documents like dockets and ability for outside counsel to submit their invoices for payment through case portal • Reporting & Analytics – each user having a dashboard that will show completed tasks and dates of completion • Workflow Automation 4 . 3 Functional Requirements • Full Text Search • Conflict Checking 4 . 4 Implementation Project Management • Provider project manager / team availability and qualifications • Standard implementation timeline with milestones . Based on averages of completed Provider implementations . • Example of a risk management plan • Example of UAT and description of the UAT process and management of when re - work occurs Configuration and Customization • Description / explanation of how the system allows customizations and configurations . Development coding , Low / Code , no code , System UI etc . • How the Provider manages and communicates change control , example platform or system updates • Sandbox / test / non - production environment availability Training • Onsite and / or remote training options • Train the Train model availability • End user reference guides , documentation , user manuals • Virtual academy capabilities • Summary of training deliveries . Example system administration training , end user by role training Go - Live Support • Go - Live Launch / Cutover Plan details • Go Live Staffing availability • Post Go - Live support plan for transitioning to ongoing support 4 . 5 Information Security Requirements Security Framework • SOC 2 Type II certification ( required ) • ISO 27001 ( preferred ) • NIST Cybersecurity Framework alignment • Annual third - party penetration testing

North Carolina

2026-05-08