Case management software

The State of West Virginia is soliciting proposals for case management software, with proposals due August 14, 2026. The procurement seeks a SaaS-based case management platform to support intake, investigation, prosecution, and case tracking across state and local agencies through a unified digital system.

The solution must integrate with existing state infrastructure and accommodate multi-jurisdiction operations. Implementation includes user training and system maintenance. The platform operates under a subscription licensing model with user-account-based pricing; technical requirements include data security standards, system uptime guarantees, customer support during standard business hours, and access to software updates and patches.

The contract is structured as a SaaS agreement with an initial term through July 29, 2026, potentially renewable subject to performance evaluation and budget availability. Kaseware has submitted a pricing quote and formal proposal materials outlining licensing costs, implementation fees, and service-level terms.

All prospective vendors must submit a notarized Purchasing Affidavit certifying compliance with West Virginia Code financial and eligibility requirements: vendors and related parties must not owe debts exceeding one thousand dollars in aggregate and must not be in employer default, unless the vendor has contested the debt or maintains an approved payment plan. Related parties include individuals or entities with blood, marriage, ownership, or contractual relationships representing five percent or more of total contract value.

West Virginia's standard contractual addendum (WV-96) applies and supersedes conflicting vendor terms. Payment occurs only after receipt of goods and invoice processing; no advanced payments are permitted except for software licenses and support services authorized by the West Virginia State Auditor. Funding is contingent upon legislative appropriation; the State retains all ownership rights to data and prohibits vendor use of data for commercial purposes, machine learning, or AI training. The contract is governed by West Virginia law; all renewals, modifications, and amendments require written change orders approved by the West Virginia Attorney General.