Legal case management software

The South Carolina Department of Health and Human Services (SCDHHS) issued an Invitation for Bid (IFB) for legal case management software, seeking a commercially available off-the-shelf (COTS) browser-based solution specifically designed for in-house government counsel. The procurement targets a software system that integrates with Microsoft products, enables workflow creation, supports customizable search functions, allows document template merging, and provides task tracking and reporting capabilities. The initial procurement requires ten user licenses with potential expansion to five additional licenses, emphasizing a solution that does not include timekeeping or billing components. Mandatory minimum qualifications include demonstrated experience with at least twenty-five state and local government entities and a browser-based product requiring no custom code development. Key submission deadlines included a February 4, 2022 deadline for questions and a February 9, 2022 offer submission deadline, with the original award anticipated on February 16, 2022. The contract term is structured for one year with four potential one-year renewals, creating a maximum potential contract period of five years concluding on February 28, 2027.

The solicitation contains specific restrictions on vendor qualifications and technology deployment, mandating that the software must reside on SCDHHS' data center and cannot utilize third-party hosting or cloud-based solutions. Vendors must comply with HIPAA requirements, State and federal security standards including MARS-E 2.0, and are prohibited from offshore contracting. Extensive documentation is required, including minority participation disclosures, certificates of insurance, debarment certifications, organizational conflict of interest disclosures, and a completed Service Provider Security Assessment Questionnaire. While no specific set-aside designations were explicitly mentioned, the procurement includes provisions for minority participation. The award will be made to the lowest responsible and responsive bidder, with unit prices governing the determination. Although specific budget ranges were not detailed, the solicitation requires offerors to include comprehensive pricing for implementation, training, maintenance, support, and license/subscription fees for each contract year.