Statewide Court CMS and eFiling Application - UPDATED

Request for Proposals for a comprehensive commercial off-the-shelf (COTS) Software as a Service (SaaS) solution to replace existing disparate case management systems across Tennessee's 95 counties and 32 judicial districts. The solution will serve Trial Courts including Circuit, Chancery, Criminal, Probate, General Sessions, and Juvenile Courts, with approximately 400 courts, 238 clerks, and 319 judges as internal users.

Request for Proposals for a comprehensive commercial off-the-shelf (COTS) Software as a Service (SaaS) solution to replace disparate case management systems across Tennessee's 95 counties and 32 judicial districts. The solution will serve approximately 400 Trial Courts (Circuit, Chancery, Criminal, Probate, General Sessions, and Juvenile Courts) with an estimated 238 clerks and 319 judges as internal users.

The text files from the state of Tennessee contain multiple documents that describe the current state of court case management systems used across the state's 95 counties and 32 judicial districts. The documents provide details on the existing case management systems, court types, and key personnel involved in court operations.

The Request for Proposals (RFP) is for a Statewide Case Management System (CMS) and eFiling Application for Tennessee's courts including Circuit, Chancery, Criminal, Probate, General Sessions and Juvenile Courts. The CMS provider must be the prime contractor (Prime) for this procurement, and may partner with a separate eFiling vendor as a subcontractor if necessary. The solution must offer both statewide and local flexibility, interoperability, and robust security to effectively address the diverse operational needs of Tennessee's Trial courts.

This document is a detailed use case presentation prepared by Gartner for the State of Tennessee Administrative Office of the Courts (TN AOC), focused on supplemental use cases for a Case Management System (CMS) and eFiling system. The document outlines 13 specific use cases across two primary business capability models: CMS and eFiling. These use cases cover a range of court-related processes including conducting hearings, scheduling compliance appointments, collecting and tracking fees, accessing case data, managing state cost reimbursements, processing litigation tax forms, reporting to the Department of Safety, filing initiating and subsequent documents, reviewing filings, supporting self-represented litigants, submitting proposed orders, and deferring fees. The use cases are designed to demonstrate comprehensive technological capabilities for modernizing court administrative processes, with each use case detailing specific steps, alternate paths, pre-conditions, post-conditions, and primary actors involved. The document emphasizes automation, electronic integration, and streamlined workflows across various court functions, including interactions with external agencies like the Department of Corrections, Department of Revenue, and Department of Safety. The use cases show a sophisticated approach to digital transformation in court administration, focusing on efficiency, accuracy, and improved user experience for both court staff and litigants.

This document is a Request for Proposals (RFP) issued by the Administrative Office of the Courts (AOC) of the State of Tennessee for a Statewide Case Management System (CMS) and eFiling Application. The RFP seeks to procure a comprehensive commercial off-the-shelf (COTS) Software as a Service (SaaS) solution to replace the current disparate case management systems used across Tennessee's 95 counties and 32 judicial districts. The project will serve Trial Courts including Circuit, Chancery, Criminal, Probate, General Sessions, and Juvenile Courts, with an estimated 400 courts statewide and 238 clerks and 319 judges as internal users. The RFP was issued on July 31, 2025, with a response deadline of September 8, 2025, and a contract term of 120 months with potential 12-month renewal options. The implementation will occur in phases, with a planned go-live between October 2025 and early 2026. The total project budget and specific pricing details are not explicitly stated in the document, but the RFP indicates that the state expects to pay for implementation, software licensing, hosting, and ongoing maintenance.