Pre-Advertisement Notice for MCA: Case Management System Implementation and eFiling

MUNICIPAL COURT OF ATLANTA
TRAFFIC COURT CASE MANAGEMENT SYSTEM
(TCCMS)
STATEMENT OF WORK (SOW)
(Integrated Case Management + Electronic Filing System)
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1. PROJECT OVERVIEW
The Municipal Court of Atlanta seeks to design, procure, configure, implement, and support a
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secure, CJIS-compliant, cloud-based Traffic Court Case Management System (TCCMS) that will
digitize and centralize all traffic-related case records and operations, including integrated
electronic filing (eFiling).
A
The system shall streamline:
* Case intake (manual, ReCitation, and electronic filing)
* Citation processing
* Electronic document submission and review
* Courtroom scheduling
D
* Judicial workflow
* Disposition tracking
* Financial processing and reconciliation
* Reporting and analytics
* Public access and self-service
* Integration with external systems including eCitation, police systems, payment portals,
and electronic service mechanisms
This SOW defines the functional, technical, integration, security, training, and support
requirements for implementation of a unified system in which electronic filing is a native intake
and workflow method.
2. PROJECT OBJECTIVES
In addition to the existing objectives, the TCCMS shall:
* Transition traffic case filing from paper-based processes to electronic submission
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* Enable attorneys, law firms, government agencies, and pro se litigants to initiate and file
into traffic cases electronically
* Integrate eFiling seamlessly into case lifecycle management
* Provide clerk review and acceptance/rejection workflows
* Support electronic service (eService) of documents
* Collect statutory filing fees and court costs securely
* Maintain complete, time-stamped audit trails for all filings
* Ensure compliance with Georgia law, Judicial Council of Georgia rules, CJIS standards,
and applicable data security regulations
3. SCOPE OF WORK
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The Vendor shall provide:
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* Requirements validation & stakeholder consultation
* System design & architecture (single unified architecture for CMS + eFiling)
* Database configuration
A
* Configuration of workflows specific to traffic violations
* Configuration of electronic filing workflows
* Secure cloud deployment
* Data migration from lRegacy systems
* Integration with third-party systems
* Electronic payment processing integration
* Testing & User Acceptance Testing (UAT)
D
* Training & documentation (internal staff and external filers)
* Ongoing maintenance & support
Electronic filing must ultimately be implemented as an integrated functional component of the
TCCMS but can start as a standalone or loosely connected platform.
4. FUNCTIONALITY REQUIREMENTS MATRIX
(Integrated CMS + eFiling Requirements)
Vendors shall complete the matrix below using:
F - Fully Supported
P - Partially Supported
C - Customizable
N - Not Supported
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4.1 CASE INTAKE & TRAFFIC CITATION MANAGEMENT
(Manual, eCitation, and Electronic Filing Unified)
FEATURE Vendor
NEED FEATURE FUNCTION F P C N
DESCRIPTION Comments
Automatically generate
Required
Automated Case Unique unique traffic case number
Numbering Identifier upon citation intake or
electronic case initiation
Accept electronic citations
Required
eCitation Electronic
from APD and additional
Integration Intake T
partners and state systems
Allow attorneys, agencies,
Required
Electronic Case
eFiling Intake
and
F
pro se litigants to
Initiation initiate new traffic cases
electronically
APermit electronic filing of
Required
Filing Into
Docket Update motions, pleadings, and
Existing Cases
evidence into existing cases
Provide clerk dashboard to
R
Required
Clerk Review
Accept/Reject accept, reject, or return
Workflow
filings for correction
Detect duplicate citations
D
Required
Duplicate Validation and duplicate electronic
Prevention Controls filings with controlled
override
Support multiple violations
Required
Multiple Citation
per citation or electronically
Charges Support
initiated case
Track Open, Continued,
Required
Case Status Lifecycle
Paid, Dismissed, Closed,
Tracking Management
Appealed, Diverted
Maintain complete docket
Required Case History Docket History entries including time-
stamped electronic filings
Track defensive
driving/diversion program
Required
Diversion Program
status including
Eligibility Tracking
electronically submitted
certificates
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FEATURE Vendor
NEED FEATURE FUNCTION F P C N
DESCRIPTION Comments
Capture fines, points,
Required
Sentencing Structured
probation terms, community
Capture Data
service
Restrict sealed or
Required
Confidentiality
Case Sealing
confidential traffic matters
Controls including access to
electronic documents
4.2 PARTY, USER & ROLE MANAGEMENT
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(Internal and External Users Integrated)
F
FEATURE Vendor
NEED FEATURE FUNCTION F P C N
DESCRIPTION Comments
Required
Defendant Participant AMaintain complete
Profiles Records defendant profile
Required
Attorney
eFiling Access
Attorneys register and
Registration Rauthenticate by bar number
Law firm administrators
Required
Firm
User Mgmt can add/remove paralegals
Administration
and staff
D
Self-represented litigants
Required
Pro Se
Public Filing may register and file
Registration
electronically
Required
Role-Based
Access Control
Configurable internal and
Access external user permissions
Multi-factor authentication
Required MFA & SSO Authentication for internal and external
users
Required
User Audit
Monitoring
Maintain complete audit
Logging logs of all user actions
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4.3 DOCUMENT & ELECTRONIC FILING MANAGEMENT
Vendor
NEED FEATURE FUNCTION FEATURE DESCRIPTION F P C N
Comments
Unified storage for clerk-
Required
Central Document
uploaded and electronically
Repository Storage
filed documents
Required
Multi-Format Evidence Support PDF, Word, image,
Upload Handling audio, video files
Required
PDF
Filing Standards
Enforce document format and
Validation naming conventions
Provide automTated document
indexing and full-text search
Document
capability across all uploaded
indexing and Search &
Required and elFectronically filed
full-text Retrieval
documents, including OCR-
search
enabled search for scanned
Adocuments.
Required
Redaction Privacy Built-in redaction tools prior
Tools Compliance to submission
Required
Electronic
eSe
R
rvice
Serve filings electronically to
Service registered participants
Required
Filing
Confirmation
Generate time-stamped
Receipt confirmation receipt
D
Allow authorized users to
generate and print documents
Batch
in batch format for court
Required Document Bulk Processing
sessions, notices, orders,
Generation
calendars, and reporting
purposes.
Required
Digital Judicial Support e-signature for orders
Signature Approval and judgments
Required Audit Trail Version Control
Maintain document revision
and filing history
Support integration with third-
party digital evidence systems
External to allow secure import,
Required Evidence Interoperability linkage, and viewing of
Integration externally stored evidence
within the CMS.
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Vendor
NEED FEATURE FUNCTION FEATURE DESCRIPTION F P C N
Comments
Provide secure outbound
sharing of documents through
Secure
Controlled authenticated portal access,
Required Document
Distribution encrypted email links, or
Sharing
controlled download
mechanisms.
Support secure storage and
retrieval of large digital
Scalable
Large File evidence files including video,
Required Evidence
Storage bodycam footage, and
Storage
multimedia subTmissions with
appropriate access controls.
Provide secure, CJIS-
F
compliant cloud-based data
Secure Cloud Hosted
Optional storage with redundancy,
Storage Infrastructure
encryption, and geographic
A
failover capabilities.
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4.4 FINANCIAL PROCESSING (Integrated with Filing)
FEATURE Vendor
NEED FEATURE FUNCTION F P C N
D DESCRIPTION Comments
Collect statutory filing fees
Required
Filing Fee
eCommerce and surcharges at time of
Collection
filing
Integrate fine payment and
Required
Fine & Fee Payment
filing fees within unified
Payments Portal
system
Required
Daily Financial Provide transaction-level
Reconciliation Reporting reconciliation reports
Required
Fee Waiver Financial Allow waiver, reduction, or
Mgmt Controls adjustment workflows
Required Audit Trails
Financial Maintain financial
Audit transaction logs
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4.5 CALENDAR & WORKFLOW AUTOMATION
(Filing-Triggered Processes)
Vendor
NEED FEATURE FUNCTION FEATURE DESCRIPTION F P C N
Comments
Provide a centralized,
searchable court calendar
T
Live Court Scheduling with real-time updates
Required
Calendar Management reflecting hearings,
continuances, and case status
F
changes.
Provide daily, weekly, and
Multi-View
Calendar monthly calendar views
Required Calendar A
Visualization configurable by courtroom,
Display
judge, solicitor, or case type.
Allow grouping and filtering
R
of cases on the calendar by
Calendar Case Calendar
Required solicitor, charge status,
Grouping Filtering
courtroom, judge, or docket
Dtype.
Allow generation and
Historical &
retrieval of historical, current,
Future Calendar
Required and future calendars for
Calendar Archive
reporting and operational
Access
review.
Track hearing outcomes,
continuances, dispositions,
Court Event Event
Required and judicial actions directly
Tracking Recording
from the live courtroom
docket.
Automatically detect
scheduling conflicts for
Automated
Conflict judges, courtrooms,
Required Scheduling
Detection attorneys, and defendants
Validation
prior to confirming hearing
dates.
Electronic Courtroom Allow defendants and
Optional
Check-In Intake attorneys to electronically
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Vendor
NEED FEATURE FUNCTION FEATURE DESCRIPTION F P C N
Comments
check in for court sessions
via kiosk or web portal.
Provide real-time updates to
Live Docket Real-Time case status during courtroom
Required
Management Case Update proceedings with immediate
reflection in the CMS.
Send automated email/SMS
reminders for hearings,
Automated Notification
Required deadlines, filing deficie ncies,
Reminders Engine
and diversion requirements/or
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work with existing system.
Accepted filings may
Filing-
Workflow automatically trigger hearing
Required Triggered F
Automation scheduling or task
Scheduling
assignments
AEmail/SMS notifications
Filing
Required Alerts when filings are received or
Notifications
acted upon
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4.6 REPORTING & ANALYTICS
D
(CMS + eFiling Combined Data)
Vendor
NEED FEATURE FUNCTION FEATURE DESCRIPTION F P C N
Comments
Provide built-in reports
Standard
Caseload including caseload volume,
Required Operational
Reporting backlog, clearance rates, and
Reports
case aging.
Generate statistical reports
including time to disposition,
Performance Judicial
Required conviction rates, diversion
Analytics Metrics
participation, recidivism, and
trend analysis.
Provide reporting that
Sentencing
Disposition compares solicitor plea
Required Comparison
Analysis recommendations to final
Reporting
judicial sentencing outcomes.
Custom Configurable Provide user-configurable
Required
Reporting Tool Analytics dashboards and ad hoc report
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Vendor
NEED FEATURE FUNCTION FEATURE DESCRIPTION F P C N
Comments
building capabilities with
multi-parameter filtering
Allow export of reports and
Report
Required Data Export search results to PDF, Excel,
Distribution
and CSV formats.
Allow multi-parameter case
search by case number,
Advanced
Required Data Retrieval defendant, citation number,
Search Engine
filing date, disposition, c harge,
judge, or status.
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Track filing volume,
Required eFiling Metrics
Operational
acceptance rates, rejection
Reporting
rates
F
Required
Revenue Financial Track filing fee revenue and
Reporting Analytics collections
A
Time-to- | Performance Include filing milestones in
Required
Disposition Metrics case lifecycle analytics
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4.7 SECURITY & COMPLIANCE
D FEATURE Vendor
NEED FEATURE FUNCTION F P C N
DESCRIPTION Comments
Provide configurable role-
based access control for all
Role-based Access internal and external users,
Required
access control Governance including judges, clerks,
administrators, attorneys,
and public users.
Maintain comprehensive,
tamper-evident audit logs
of all system activity,
Complete audit Activity
Required including case updates,
trails Logging
filings, financial
transactions, and
administrative changes.
Provide encryption of data
Data encryption
Data at rest and in transit using
Required (at rest and in
Encryption industry-standard
transit)
encryption protocols.
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FEATURE Vendor
NEED FEATURE FUNCTION F P C N
DESCRIPTION Comments
Provide automated
backups, redundant storage,
and disaster recovery
Backup and Business capabilities with
Required
disaster recovery Continuity documented recovery time
objectives (RTO) and
recovery point objectives
(RPO).
Multi-factor Support MFA and SSO
authentication integration for secure
User
Required (MFA) and authenticatiTon of all
Authentication
Single Sign-On authorized users.
(SSO)
F
Provide administrative
Administrator tools for managing user
User
Required control of users accounts, permissions,
AdministrAation
and roles suspensions, and
deactivations.
Allow authorized
Configurable
R
administrators to configure
system tables
Required (charge codes,
System system tables including
Configuration charge codes, dispositions,
dispositions,
templates, and workflow
templateDs)
rules.
Ensure full compliance
Compliance with with Criminal Justice
CJIS and Information Services
Required applicable
Regulatory
(CJIS) security policies and
Compliance
privacy applicable Georgia judicial
regulations and municipal
requirements.
Support configurable
record retention schedules
Record retention
Records and automated enforcement
Required policy
Management consistent with court
enforcement
policies and legal
requirements.
Provide 24/7 system
System Uptime availability (excluding
Required
Availability Assurance scheduled maintenance),
with uptime guarantees
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