Feasibility Study on the Modernisation of the eCase Management System

Background

The EU Anti-Corruption Initiative in Ukraine (EUACI) is the European Union’s technical support program in the area of anti-corruption in Ukraine, co-funded and implemented by the Ministry of Foreign Affairs in Denmark. The overall objective of the EUACI is to achieve significant progress in preventing and countering corruption, ensuring the coherence and systemic anti-corruption activities of state and local self-government bodies, and to empower civil society and citizens to contribute to the combatting of corruption, as well as the proper process of Ukraine’s post-war recovery. The program runs till April 2027.

The EUACI procured the development and continued supporting the implementation of the eCase Management System (eCase) aimed at digitalization of the pre-trial investigation of the National Anti-Corruption Bureau (NABU), the Specialized Anti-Corruption Prosecutor’s Office (SAPO) and the High Anti-Corruption Court (HACC). The NABU is the owner of the eCase management system.

The system is fully operational and important progress is taking place with still more documents being uploaded and more processes included.

In 2025, the EUACI conducted a study aimed at assessing the level of implementation of the eCase, identifying the factors slow down this process, and developing proposals to overcome barriers to its further development caused by technical aspects, business processes, and/or human resources.

The study concluded that the eCase system, as a pioneering solution among systems of this kind, has fulfilled an important role by enabling all participants in the eCase ecosystem to develop competencies in the use of procedural document templates, the organisation of business processes governing document workflows, and the establishment of integrations between parties in criminal proceedings. At the same time, the findings suggest that, at the time of the system’s design, not all tasks and business processes intended for automation were fully considered. Identified shortcomings in the data storage structure raise concerns about the system’s ability to effectively support new integration scenarios and generate accurate reporting and analytical outputs. Furthermore, the architectural solutions underlying eCase and their implementation using open-source technologies can no longer ensure the required level of system reliability, fault tolerance, continuity, or portability to newer operating systems and updated hardware.

Therefore, the EUACI is interested in preparing a feasibility study on the further modernisation and technical support of the eCase system. This study may serve as a basis for managerial decision-making regarding system modernisation, financial planning, and the comprehensive preparation required for its further development.

Objective

The objective of this assignment is to conduct a comprehensive feasibility study to assess and justify the modernisation of the eCase management system, by evaluating the current technical and operational state of the system, defining modernisation requirements, analysing alternative development scenarios, and providing technical and financial recommendations to support decision-making on the future development, sustainability, and scalability of the eCase system.

Scope of work

The Contractor shall carry out a scope of analytical and research activities aimed at developing a well-grounded concept for the modernisation of the eCase system.

The input for the assignment shall include the materials of the previous assessment, in particular the final report containing:

• usage data analysis and survey results;
• findings on identified obstacles and expert analysis;
• system integration assessment;
• recommendations for improvements.

The Contractor shall use these materials as a basis for further analysis and for developing technical and economic solutions for the modernisation of the eCase MS system. The Contractor shall not duplicate the previous study conducted in 2025, but shall use its results as an analytical foundation for developing technical and economic solutions for the modernisation of the eCase system.

The main tasks shall include, but not be limited to the following:

• Analysis of the previous assessment results:

Review the materials of the prior study and identify which recommendations can be used to define modernisation approaches.

• Verification and update of identified issues and user needs:

Where necessary, clarify and update the issues of operating the eCase MS system, including limitations and user needs.

• Assessment of the current technical state of eCase MS:

Evaluate software architecture, technology platform, database structure, integration with other information systems, and technical infrastructure.

• Definition of system modernisation requirements:

Based on the results of the previous study and additional analysis, define functional and non-functional requirements, performance requirements, information security requirements, and requirements for integration with other systems.

• Justification of alternative system modernisation options:

Propose several possible approaches for system development, including: modernisation of the existing system, partial re-engineering of the current system architecture, and/or development of a new system with data migration.

• Technical and economic comparative analysis of modernisation options:

Conduct a comparative analysis of the proposed options based on the following criteria: implementation cost, implementation time, technical and associated risks, migration complexity, scalability and system development prospects.

• Estimate the required resources and cost of implementing the modernization:

Prepare an estimate of development costs, an estimate of licensed software costs, an estimate of infrastructure costs, an estimate of data migration costs, a forecast of system maintenance costs.

• Prepare a feasibility study report:

Prepare a document “Feasibility study on the modernization of the eCase management system”, which includes: analysis of the results of a preliminary study of the system, summary of problems and limitations of system operation, definition of system modernization requirements, description of alternative modernization options, comparative analysis of options, description of the recommended modernization concept, estimate of modernization costs, high-level modernization implementation plan.

Deliverables

The deliverables shall collectively constitute a comprehensive analytical basis and provide recommendations for the EUACI and NABU (as the system owner) to support decision-making on the modernisation of the eCase system.

The Contractor shall deliver the following outputs:

• Workplan

To be submitted to the EUACI and SAPO by email ahead of the Kick-Off meeting in English not later than one week after signing the contract.

• Feasibility Study Report

Upon completion of the assessment, the Contractor shall prepare a comprehensive Feasibility Study Report as a formal documented output and present it to the EUACI and the eCase beneficiaries.

The report shall meet the following quality requirements:

Completeness and adequacy

The report shall:

• cover all tasks defined in the scope of work
• include a detailed analysis of the current state of the system
• take into account the results of the previous eCase assessment
• describe alternative options for system modernisation
• provide a technical and economic justification of the recommended options.

The report shall contain sufficient level of detail to support managerial decision-making.

Evidence-based conclusions and recommendations

The conclusions and recommendations shall:

• be based on factual data and materials provided by the system owner
• demonstrate a clear logical link between identified issues and proposed solutions
• include a justified selection of the recommended modernisation option
• provide clear reasoning for the proposed technological and architectural approaches.

Practical applicability

The report shall be prepared in a way that allows its use for:

• budgeting and financial planning of the modernisation
• high level planning of implementation stages and project roadmap.

Structure and clarity

The report shall:

• have a clear and logical structure
• include concise conclusions for each section
• contain summary tables and comparative analyses
• availability of technical diagrams (at least Target Architecture Diagram and Data Flow Diagram) at the conceptual level.
• be understandable for both technical and non-technical stakeholders.

Consistency of technical and financial solutions:

• the proposed technical solutions shall be consistent with the financial estimates.
• the cost calculations shall be based on the proposed architecture, technological solutions, and scope of system functionality.

Presentation of Results

The Contractor shall prepare and deliver a presentation (PowerPoint) of the feasibility study results at a workshop or seminar for relevant stakeholders and beneficiaries.

All documentation shall be prepared in both electronic and hard copy formats forms. Language of the outputs is Ukrainian with English translation of the Executive Summary of the Feasibility Study and of the Presentation.

In the period until acceptance, the EUACI and Consultant will hold regular project group meetings to exchange information and seek to clarify any questions of whatsoever nature. The purpose of the project group meetings is to ensure follow-up on any activities between the meetings, and to maintain a common overview of the current stage of the project at a detailed level, and to ensure the day-to-day progress.

Qualifications

It is envisaged that the assignment will be implemented by a team of experts familiar with the context and experienced with similar assignments.

The Contractor’s core team is expected to comprise the following profiles:

• Project Manager/Team Leader
• Solution / Enterprise Architect
• Senior Business Analyst / System Analyst
• Infrastructure Expert / DevOps
• Information Security Expert (optional)

The project team should be delegated for the entire duration of the project. The composition of the project team may only be modified as a matter of exception, subject to agreement of the parties. The contractor should provide a qualified replacement in a short time.

Key qualifications of the Consultant’s team include:

General qualifications:

• Bachelor’s or Master’s degree in Computer Science, Information Technology, or a related field.
• Relevant certifications in IT security, systems integration, or project management are an advantage.
• Experience in leading IT projects, including requirements gathering, system evaluation, and delivering comprehensive reports.

Adequacy for the assignment:

• Minimum of 5 years of experience in IT system assessment, development, implementation, and integration, preferably within the judicial or law enforcement sectors. Experience with eCase or similar systems will be an advantage.
• Knowledge of eCase or similar case management systems, including their functionalities, user interfaces, and backend architecture or similar systems will be an advantage.
• Expertise in integrating different IT systems, particularly with judicial and law enforcement digital infrastructures would be advantageous.
• Understanding of data security principles, privacy regulations, and best practices for access control, especially in the context of granting external access (e.g., defence lawyers).
• Ability to evaluate technical barriers, perform compatibility analyses, and recommend technical solutions for system enhancements.
• Experience in using IT assessment and project management tools, data analysis software, and survey platforms.
• Experience in conducting similar research, information security audits and developing recommendations will be an advantage.
• Experience in cooperation with international technical assistance projects will be an advantage.

Experience with the region and languages:

• Relevant working experience from the region.
• Physical presence in Kyiv.
• Fluency in Ukrainian and good English skills.

Budget, timeframe, and location

The maximum budget for the assignment is EUR 25,000. The activity is expected to be conducted within 2 months.

The duration of the contract is to begin following the signature of both parties. The project activities are performed in Kyiv.

All the payments under the Contract shall be made in UAH according to the official NBU exchange rate published on the business day of the invoice issuance by the Consultant.

The Consultant may request 30% of the payment on signing the contract (after submission and approval of an updated workplan) and the remaining 70% will be paid when the entire assignment will be completed.

The final payment will require verification of completion of deliverables and approval by the EUACI and NABU of the Consultant’s deliverables.

Reporting and management

The performance of the Contractor will be judged upon reaching the purpose of this contract as well as obtaining its results, as indicated in the section “Objective” and “Deliverables” herein respectively. Moreover, the performance of the Contractor will be judged upon the successful implementation of all the specific activities indicated in Section “Scope of work” of this document

The EUACI will appoint an expert responsible for the management of this assignment from the side of the EUACI, including for any correspondence with regard to the implementation of the assignment and for issues related to the agreement between the Consultant and the EUACI. The Consultant will report to and ensure that the appointed expert is copied in on all relevant communication related to the assignment, including correspondence with all stakeholders.

Confidentiality

By signing the contract, the Consultant agrees to hold in trust and confidence any information or documents (“confidential information”) disclosed to the Consultant or discovered by the Consultant or prepared by the Consultant in the course of or as a result of the implementation of the contract, and agrees that it shall be used only for the contract implementation and shall not be disclosed to any third party. The Consultant also agrees not to retain copies of any written information in its archive and for its use.

How to apply

The deadline for submitting the proposals is 30 April 2026, 17:00 Kyiv time.

All interested experts or companies should submit:

• Filled and signed Appendix 1 (portfolio of previous studies or projects demonstrating the ability to produce feasibility study, CV of key staff, short description of approach and methodology of the proposed consultancy)
• Signed Financial offer (budget for the consultancy service in EUR, inclusive of all taxes or other such charges without VAT).

The EUACI has a VAT exemption as an international technical assistance program. The EUACI Procurement Plan and Registration Card are available on the official website of the Cabinet of Ministers of Ukraine.

The Tenderer’s financial proposal shall include all costs for a fee and project-related reimbursable expenses.

The proposal shall include the aforementioned information and should be submitted within the above deadline to [email protected], CC [email protected] indicating the subject line: eCase FS.

To ensure your documents were successfully received, please check that you have received an auto-reply from [email protected] mailbox.

Bidding language: English.

Questions & Answers:

Any clarification questions regarding the bid request may be submitted in English via e-mail to the contact person mentioned above.

Tenderers shall refrain from contacting the EUACI in any other way.

Tenderers are encouraged to submit all questions as soon as possible. The EUACI reserves the right to not answer questions submitted later than 5 days before the time limit for receipt of tenders.

The EUACI will send the questions and answers simultaneously and in anonymous form via
e-mail to the tenderers.

Evaluation

Bids will be evaluated in accordance with the criteria provided below:

The evaluation methodology is described in Appendix 2.

Appendix 1: Forms for Letter of Tender

The tenderer must fill in fields marked with yellow and sign this Appendix 1 before submission.

The request to participate is submitted by the following:

List of previous studies or projects:

The applicant has performed (entered into, ongoing or finalized within the last 5 years) the following contracts of relevance to the advertised assignment (at least 3 contracts).

The Consultant’s methodology and approach

This section comprises templates to be completed by the tenderer and included in the tender.

The tenderer’s submissions will be included in the Contract and apply to the project.

Approach and methodology regarding the study on the modernisation of the eCase management system:

The completed sections regarding methodology of the study should not exceed 3 pages

[The tenderer shall as part of the tender and in accordance with the requirements describe his approach and methodology in order to develop and implement the requirements to the assignment.

The Consultant’s Approach and Methodology will be part of the evaluation in regard to the “Criteria and Method of Evaluation”. Thus, the Customer will evaluate the following:

(i) Whether the proposed approach and methodology reflects the objectives of the project

(ii) Whether activities of the project are coherent and well-defined 

(iii) Whether the tenderer has identified risk and highlighted potential issues]

(iv) The extent to which the tender fulfils the requirements]

Curriculum Vitae for Key staff

General Qualifications, Adequacy for the assignment and Experience in the Region and Language

The tenderer is to complete and submit a CV for each of its key staff based on the format below.

Each completed CV should not exceed 3 pages.