Case Management System Replacement

Issuance of RFP: February 12, 2026.

Pre-Proposal Meeting: February 26, 2026.

Last Date for Submitting Questions: March 5, 2026.

Proposal Due: March 18, 2026.

Evaluation Committee Review: March 18-26, 2026.

Vendor Demonstrations: March 30, 31 and April 1, 2026.

Final Award Date (Target): April 30, 2026.

A public agency in Pennsylvania is seeking proposals from qualified vendors to replace its existing case management system. The new solution must support multi-channel intake, allowing case information to be entered through diverse methods and utilizing standardized forms, including automated data capture from digital forms. It is essential that the system offers intelligent case assignment functionality, distributing cases to attorneys or units based on criteria such as case type, severity, and existing workload.

Key requirements include robust workflow management, with electronic approvals and an easy-to-configure rules engine for business processes. Document management must be streamlined, enabling the automated association of uploaded documents to the correct case files through metadata tagging. The system should offer comprehensive reporting features, including customizable dashboards, templates, and advanced functionalities such as drill-down analysis, as well as support for scheduled and automated report distribution.

Additionally, the system must allow users to customize their notification settings across multiple channels (email, SMS, in-app), with flexible timing preferences. Granular access control is critical, enabling administrators to set specific permissions for different user roles, such as attorneys, investigators, paralegals, and managers, with tailored access to modules and data. The contract period for this engagement will be one year.