1-RFP26036 Specifications.pdf

Request for Proposal

RFP 26036

ADA COUNTY FORENSIC LAB DIGITAL

EVIDENCE MANAGEMENT SYSTEM

Ada County Procurement | 200 W. Front St. | Boise, ID 83702

Issued: March 6, 2026

By: Ada County Procurement

200 W. Front St. Boise, ID 83702

Phone: (208) 287-7140 www.adacounty.id.gov/bids

Rod Beck, Commissioner

Ryan Davidson, Commissioner

Thomas Dayley, Commissioner i

TABLE OF CONTENTS

INTRODUCTION

INTRODUCTION

BACKGROUND

BACKGROUND

INSTRUCTIONS TO PROPOSERS

I. RFP GENERAL INSTRUCTIONS

II. QUESTIONS AND ADDITIONAL INFORMATION

III. PROPOSAL SUBMISSION

IV. PREPARATION OF PROPOSAL

V. PROPOSAL INFORMATION

VI. QUALIFICATIONS OF PROPOSER

VII. CONFIDENTIALITY

VIII. PROCESS OF REVIEW AND AWARD

PROPOSAL CONTENT & EVALUATION CRITERIA

I. PROPOSAL CONTENT

II. EVALUATION CRITERIA AND PROCESS

PROPSAL RESPONSE COVER SHEET

PROPOSAL RESPONSE COVER SHEET

ADDENDA ACKNOWLEDGEMENT

EXHIBIT A

SCOPE OF SERVICES

EXHIBIT B

TERMS AND CONDITIONS

EXHIBIT C

PROPOSAL SUBMISSION INSTRUCTIONS

CHECK-OFF LIST FOR PROPOSAL SUBMITTAL

RFP 26036 ADA COUNTY FORENSIC LAB DIGITAL EVIDENCE MANAGEMENT

SYSTEM – PAGE 1

REQUEST FOR PROPOSAL

ADA COUNTY FORENSIC LAB

DIGITAL EVIDENCE MANAGEMENT SYSTEM

OWNER: Ada County Sheriff’s Office

PROJECT: Ada County Forensic Lab Digital Evidence Management System

INTRODUCTION

Ada County (“County”) seeks proposals from qualified vendors for a Digital Evidence Management System (“DEMS”) software solution capable of delivering automated digital evidence workflow solutions for the Ada County Sheriff’s Office (“ACSO”) Forensic Lab, located at 7200 Barrister Drive, Boise, ID 83704, to enable it to manage digital evidence, images, and data, as more specifically set forth below and in the Scope of Services attached hereto as Exhibit A.

BACKGROUND

ACSO is the largest local law enforcement agency in the State of Idaho. It provides law enforcement and forensic services to all unincorporated areas of Ada County, as well as to the cities of Kuna, Star, and Eagle pursuant to contracts with those municipalities.

The ACSO Forensic Lab is dedicated to providing quality scientific analysis in an efficient manner to support investigative leads and subsequent legal proceedings. It is accredited by the ANSI National Accreditation Board (“ANAB”) in crime scene response, fingerprint processing and comparison, footwear processing and comparison, tire tread processing and comparison, seized drug analysis, and biological screening and also performs firearms analysis.

The ACSO Forensic Lab seeks a DEMS solution to modernize and streamline the way digital evidence is collected, stored, analyzed, and shared, both internally and externally. The need for a secure, efficient, scalable, and future-ready solution that meets all applicable legal and industry standards has become critical to adequately manage the growing volume and complexity of digital evidence. This RFP aims to identify a DEMS solution that will enhance operational effectiveness and efficiency, investigative accuracy, and quality casework, reduce manual processes, and improve collaboration among and between ACSO’s law enforcement partners by streamlining investigative workflows through a secure and centralized platform for digital evidence intake, storage, analysis, and tracking.

The provision of the DEMS solution and the services related thereto shall be subject to those terms and conditions set forth in Exhibit B attached hereto. Proposers shall be aware that such terms and conditions are non-negotiable, and the provisions set forth in any contract, agreement, or terms of service for the software and related services shall not conflict with the same.

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INSTRUCTIONS TO PROPOSERS

I. RFP GENERAL INSTRUCTIONS

A. Interested parties may obtain RFP 26036 Ada County Forensic Lab Digital Evidence Management System from Ada County Procurement by downloading an electronic copy free of charge at: https://adacounty.bonfirehub.com.

B. Submit sealed proposals online to Ada County Procurement at:

https://adacounty.bonfirehub.com by no later than 4:00 p.m. local time on April 1, 2026. All proposals will be electronically date and time stamped as they are submitted. Proposals cannot be accepted if submitted by hard copy, mail, facsimile, or email. Proposals will be compiled on April 2, 2026, and Ada County Procurement will make a recommendation to award to the Board of Ada County Commissioners on May 5, 2026, at or about 9:00 a.m. local time, in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the Ada County Courthouse, 200 W. Front Street, Room 3255, Boise, ID 83702. The award meeting may also be viewed via livestream at:

https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA.

II. QUESTIONS AND ADDITIONAL INFORMATION

A. Neither County nor any County representative will give verbal answers to any inquiries regarding the meaning of RFP 26036 or provide verbal instructions prior to the submission of proposals. Any verbal statements regarding same by any person, prior to the submission of proposals, shall be unauthoritative.

B. Any questions regarding these specifications and explanations of RFP 26036, or requests for exceptions to same, must be requested of Ada County Procurement in writing. If explanations or exceptions to the requirements are deemed necessary, a reply will be made in the form of an addendum, a copy of which will be made available on the Ada County Procurement website at:

https://adacounty.bonfirehub.com. All questions and requests must be submitted in the Vendor Discussions section of the Bonfire project listing, and received no later than March 16, 2026, by 4:00 p.m. local time. An addendum will be issued on or about March 20, 2026. Notice of any addenda will be sent to only those individuals who have registered as a vendor on Bonfire for this RFP.

C. All addenda issued to proposers, prior to date of receipt of proposals, shall become a part of this RFP 26036, and all proposals are to include the information described in all addenda issued. Each proposal submitted must specifically list all addenda issued.

III. PROPOSAL SUBMISSION

A. Please see Proposal Submission Instructions, Exhibit C, for instructions regarding the electronic submission of proposals. The Proposal Response Cover Sheet must be signed by a company representative authorized to submit a proposal. Note that the Cost Proposal (BT- 36CS) is required to be completed on Bonfire for submission of proposal amounts, in addition to the upload of the Proposal Response Cover Sheet in the RFP. A signed Proposal Response Cover https://adacounty.bonfirehub.com/ https://adacounty.bonfirehub.com/ https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA https://adacounty.bonfirehub.com/

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Sheet must be uploaded electronically as set forth herein. Failure to do so will render a proposal non-responsive. Proposers are advised to allow ample time for the transmission of required documents to ensure a timely submission.

B. Submit all required information as outlined herein under the Proposal Content & Evaluation Criteria Section.

C. Submit sealed proposals online to Ada County Procurement at:

https://adacounty.bonfirehub.com by no later than 4:00 p.m. local time on April 1, 2026. All proposals will be electronically date and time stamped as they are submitted. Proposals cannot be accepted if submitted by hard copy, mail, facsimile, or email. Proposals received after the due date and time will be deemed non-responsive and will not be considered.

D. Proposals received in compliance with RFP 26036 will be compiled by Ada County Procurement on April 2, 2026.

E. Before being uploaded to the Bonfire platform, all proposal forms must be properly completed and signed in ink or contain an electronic signature as defined in Idaho Code § 28-50-

102. The completed forms shall be without interlineations, alterations, additions, or erasures. If a proposer takes exception to the proposal forms or the contents thereof, those exceptions must be made to Ada County Procurement in writing, in accordance with Section II herein. Proposed amounts shall be entered electronically in Bonfire, stated in numerical figures, and shall take into account all goods and services contemplated in Exhibit A, Scope of Services. Proposers are responsible for ensuring that all figures are accurate.

F. Proposers shall:

1. Carefully examine: Instructions to Proposers, Proposal Forms, Proposal Submission Instructions, Scope of Services, all exhibits and attachments, and any addenda issued subsequent thereto;

2. Include in the Cost Proposal (BT-36CS) all proposed costs and expenses for the goods and services contemplated by RFP 26036, including those costs and expenses identified in Section V.F of Exhibit A; and

3. Provide full responses to all proposal content requirements as detailed below.

G. The proposer awarded an agreement will not be allowed any extra compensation by reason of any matter or thing concerning that which such proposer might have been fully informed prior to submitting a proposal.

IV. PREPARATION OF PROPOSAL

A. Proposers are responsible for reading RFP 26036 and complying with the instructions contained therein. Failure to follow the instructions may result in the proposal being non-responsive.

https://adacounty.bonfirehub.com/

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B. Cost of Developing Proposal. All costs related to the preparation of the proposal and any related activities are the sole responsibility of the proposer. County assumes no liability for any costs incurred by proposers throughout the entire submittal/selection process.

V. PROPOSAL INFORMATION

A. Equal Opportunity. County makes every effort to ensure that all proposers are treated fairly and equally throughout the entire advertisement, review, and selection process. The procedures established herein are designed to give all parties reasonable access to the same information.

B. Insurance Requirements. Proposers should review the required insurance coverages and notice of policy cancellation requirements set forth in Attachment 1 to Exhibit B. The selected proposer will be required to provide insurance certificates and endorsements meeting all requirements at the time of notification of award.

C. Taxes. Proposers shall include in their proposals all applicable taxes which are levied by federal, state, or municipal governments upon the goods and services, and the selected proposer shall pay all such taxes and must be able to show evidence of such payment.

D. Rejection of Proposals. The Board of Ada County Commissioners reserves the right to reject any or all proposals received. Furthermore, the Board shall have the right to waive any informality or technical defect in proposals received when in the best interest of County.

E. No proposal shall be accepted from, or agreement awarded to, any person, firm, or corporation that is in arrears to County upon a debt or agreement or that is in default, as surety or otherwise, upon any obligation to County.

F. Federal Funding. No federal funding will be used for the initial term in which the solution is implemented and used.

VI. QUALIFICATIONS OF PROPOSER

A. Proposers shall be responsible for complying with all applicable provisions of the

Idaho Code as it relates to submittals for this solicitation or the provision of the services prior to the execution of any agreement with County.

B. Proposers, prior to the execution of any agreement with County, shall be licensed to do business in the State of Idaho. If unsure if your company is licensed in Idaho, please refer to the Idaho Secretary of State.

VII. CONFIDENTIALITY

Data contained in the proposal and all documentation provided therein becomes property of County and the data becomes public information. If the proposer wishes to have any confidential or proprietary information withheld from the public, such information must fall within the definition of “trade secret” contained within the Idaho Public Records Act, Idaho Code §§ 74-101, et seq. All

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“trade secret” information a proposer wishes County to withhold must be clearly marked “Trade Secret,” with each page of such information being clearly marked. Failure to mark such information as “Trade Secret” shall deem such information open to public inspection. Should County be challenged in court by a third party for a decision to withhold or redact information so identified by the proposer, the proposer agrees, by submitting its proposal, to indemnify, defend, and hold County harmless for any judgments, attorney fees, and/or court costs associated with asserting the documents contain “trade secret” information. The proposer agrees and acknowledges that the Proposal Response Cover Sheet and Cost Proposal (BT-36CS) are disclosable public records.

County reserves the right to make an independent discretionary decision whether or not the documents marked as “Trade Secret” qualify as such pursuant to the Idaho Public Records Act. All documents not marked as “Trade Secret” are subject to release in compliance with the Idaho Public Records Act.

VIII. PROCESS OF REVIEW AND AWARD

A. After the proposals are opened, Ada County Procurement will review them for compliance with these Instructions.

B. All proposals that meet the administrative requirements listed in this RFP will be evaluated by the Evaluation Committee (“Committee”). The Committee will be comprised of representatives from County offices/departments. County may use one (1) or more subject matter experts to assist the Committee in the evaluation process. Following the evaluation process, the Committee will rank the proposals using the established Evaluation Criteria listed in the Proposal Content & Evaluation Criteria Section. A ranked list of proposals and a written recommendation will be made to the Board of Ada County Commissioners. Proposers will be supplied with a copy of the recommendation on or about April 29, 2026.

C. Any proposer’s protest of the recommendation must be in writing and received by Ada County Procurement at: procurement@adacounty.id.gov, by no later than 4:00 p.m. local time on May 1, 2026.

D. The Board will consider the proposals for potential award on May 5, 2026, at or about 9:00 a.m. local time, in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the Ada County Courthouse, 200 W. Front Street, Room 3255, Boise, ID 83702. The award meeting may also be viewed via livestream at:

https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA.

E. The selected proposer shall be required to enter into a written agreement that includes all the provisions set forth in Exhibit B, Terms and Conditions, and Attachment 1, Insurance, thereto. Proposers are advised to read such provisions carefully. If proposers have any questions about the required provisions or have requests for exception to same, those questions and requests must be made in accordance with Section II herein, or such requests will be deemed waived.

mailto:procurement@adacounty.id.gov https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA

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PROPOSAL CONTENT & EVALUATION CRITERIA

Proposals in response to this RFP 26036 must be organized as outlined below. Proposals not organized as outlined below, not containing the information specified, not containing sufficient detail, or including unnecessary marketing materials, will receive a lower rating when evaluated.

Proposals must address the following areas at a minimum:

I. PROPOSAL CONTENT

A. Proposal Response Cover Sheet. This is to be the first document of the proposal.

It must include the legal name of the proposer, the name of a contact person and title, and contact information. All addenda issued shall be acknowledged by checking the box of the addenda number and inserting the date it was issued. It must be signed by a person authorized to submit a proposal in response to this RFP 26036.

B. Subcontractors. Identify any and all outside vendors, consultants, or firms to be used by proposer to provide the goods and services identified in the proposal.

C. Letter of Introduction. Please provide a letter of introduction as the second document of the proposal. Briefly introduce your company, provide the location of the office that will be primarily responsible for the services, and identify the contact person in your organization for correspondence with County. Also, include email and telephone numbers for the contact person. Provide the name of the person legally authorized to sign an agreement for your company.

D. Company History. Provide a brief history of your company. Include the number of offices, location, total number of employees, and type of goods and services that your company provides. Also provide the number of employees that work in the office that will be primarily responsible for providing the services, broken down into technical, clerical, and other. If applicable, please provide information regarding any arbitration and litigation in which your company is currently involved, as well as the dates and resolutions of any reorganization or bankruptcy for which you or your company have filed within the past five (5) years.

E. Unique Qualifications. Please present information concerning your company’s unique qualifications for providing the goods and services required in this RFP. Identify staff that are trained or exceptionally knowledgeable in the goods and services required hereunder.

F. Comparable Experience. Please provide a summary of your company’s past relevant experience in providing the services required in this RFP, in which your company was the prime service provider, within last three (3) years. Detail the locations, types of services performed, and examples or provide links to web-based products (limit the number of examples to between three (3) and five (5)). In particular, highlight previous experience with cities, counties, or other governmental entities.

G. References. Please provide, at a minimum, three (3) client references (including names, titles, phone numbers, and email addresses) for similar services, as required in this RFP, that your company has provided in the last five (5) years. By providing such references you agree

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that neither County, nor the clients referenced, shall have any liability regarding the provision of such references or County’s use of such references in making selections under this RFP. Please see Section VII of these Instructions regarding the submission of confidential or proprietary information with respect to information provided about references.

H. Key Personnel. Provide a list of key personnel who have specialized experience and expertise relating to the goods and services required in this RFP. List only those that are likely to actually provide the goods and services described in this RFP. Provide curriculum vitae for each that details their education, experience, and special expertise. Also include the company name and key team members of any subcontractors you anticipate using for the goods and services required in this RFP.

I. Proposed Approach to Services. Please explain your company’s overall approach to providing the goods and services identified in Exhibit A, Scope of Services, and the coordination of activities necessary to provide the goods and services as required in this RFP. In addition, please address and provide detailed information regarding each specific part set forth in Section V of Exhibit A, Scope of Services.

J. Costs. Please enter your Total Annual Costs for Years 1–5 in the Cost Proposal (BT-36CS) on Bonfire. In addition, outline any and all additional costs and expenses in your proposal. See Section V.F of Exhibit A, Scope of Services, for all goods and services for which costs and expenses must be identified.

K. Additional Information. Please provide any other information you believe is applicable to the evaluation of the proposal or your qualifications for providing the proposed goods and services, including any aspects of your goods and services that may distinguish your company from others.

L. Terms and Conditions. Affirm that your company is willing to enter into an agreement with County that includes the provisions set forth in Exhibit B, Terms and Conditions, and Attachment 1, Insurance, thereto. Provide any other contracts, terms, or conditions that you would require County to execute or otherwise agree to upon award.

M. If your company is unable to provide details on any specific item, please state the reason.

II. EVALUATION CRITERIA AND PROCESS

A. The Evaluation Committee will review all written proposals. The review process may involve requesting clarification of portions of the proposal and/or a request for additional business financial records. From that review process, the Committee will rank the proposals in an order representing the Committee’s evaluation of the proposer’s ability to provide the goods and services required in this RFP, using the established Evaluation Criteria listed below. A list of ranked proposals shall be submitted to the Board of Ada County Commissioners for approval and adoption.

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B. The Board of Ada County Commissioners reserves the right to accept or reject any or all proposals.

C. Evaluation Criteria. The following criteria will be used to evaluate and rank all proposals. Evaluation scoring will be based on a one hundred-point (100-point) system as described below.

1. Compliance with RFP requirements. Five (5) points possible.

2. Approach to the services. Twenty-five (25) points possible.

3. Qualifications and experience in providing similar services. Thirty (30) points possible.

4. References and quality of service provided for similar services. Ten (10) points possible.

5. Anticipated costs. Thirty (30) points possible.

Evaluation Criteria Rating Weight Score

1 Compliance with RFP Requirements 5% 1 2 Approach to Services 25% 5 3 Qualifications & Experience 30% 6 4 References 10% 2 5 Costs 30% 6

(Rating x Weight) = Score (One hundred (100) total points maximum)

Rating Points:

5.0 – Excellent

4.0 – Good

3.0 – Meets Minimum Expectations

2.0 – Unsatisfactory

1.0 – Poor

0.0 – No Information Provided

D. Presentation and Demonstration. (Optional and worth fifty (50) points). If deemed helpful, the Committee may request proposers to give a presentation of their proposal and demonstrate their solution on April 27, 2026. The Committee is not required to hold presentations or demonstrations but may request presentations and/or demonstrations of the top-ranked proposers from the initial evaluation. Proposers will be ranked on the quality of the presentation and/or demonstration up to a maximum of fifty (50) additional points. Any points awarded during the presentation and demonstrations phase will be added to the proposer’s existing cumulative points as per the other evaluation criteria described above, increasing the maximum total points to one hundred and fifty (150).

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First Document in Proposal Packet

PROPOSAL RESPONSE COVER SHEET

RFP 26036

ADA COUNTY FORENSIC LAB

DIGITAL EVIDENCE MANAGEMENT SYSTEM

Name of Proposer:

Address:

Contact Name:

Email:

Phone Number(s):

TO: THE BOARD OF ADA COUNTY COMMISSIONERS

1. Scope of Services. The undersigned, having familiarized itself with the local conditions affecting the cost of the services, and with all criteria included within or referenced by RFP 26036 Ada County Forensic Lab Digital Evidence Management System, including the Instructions to Proposers, Proposal Response Cover Sheet, and any addenda and exhibits issued and attached thereto (“RFP 26036”), on file with Ada County Procurement, located on the second floor of the Ada County Courthouse, 200 W. Front Street, Room 2210, Boise, ID 83702, does hereby propose to perform everything required to be performed, and to furnish all the labor, materials, equipment, coordination, testing, all necessary tools, expendable equipment, and all utility and transportation services necessary to provide and perform, in a professional manner, the goods and services required by RFP 26036, for the amount(s) provided online as part of the Bonfire proposal submittal process.

2. Addenda. Proposer hereby expressly acknowledges receipt of the following addendum (addenda) to the Agreement Documents:

# 1 Dated ____________

# 2 Dated ____________

# 3 Dated ____________

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3. Right to Reject Proposals. In submitting this proposal, it is understood that the Board of Ada County Commissioners reserves the right to reject any or all proposals received, including any or all options.

4. Compliance with Instructions to Proposers. Proposer has read and understands the Instructions to Proposers and agrees that the proposal complies with the Instructions.

5. Certification and Signature. This response to RFP 26036 is submitted in accordance with all documents and provisions of RFP 26036. By my signature, I accept and agree to the terms, conditions, and requirements contained in this solicitation, including but not limited to, the stated terms and conditions and solicitation instructions. As the undersigned, I certify that I am authorized to sign and submit this proposal. I further acknowledge I am responsible for reviewing and acknowledging any addenda that have been issued in connection with RFP 26036.

The selected proposer may be requested to provide appropriate documentation that demonstrates the signatory to any agreement with County has authorization to bind the selected proposer.

Before being uploaded to the Bonfire platform, the proposal form must be properly completed and signed in ink or contain an electronic signature as defined in Idaho Code § 28-50-102.

Signature Date

Printed Name Title

Email Phone Number

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SUBCONTRACTORS

Proposer certifies that the following subcontracting firms or businesses will be awarded subcontracts for the specified portions of the goods or services in the event that proposer is awarded an agreement.

SUBCONTRACTORS

1.

Subcontractor Address Line 1

Discipline Address Line 2

2.

3.

SYSTEM – EXHIBIT A

EXHIBIT A

SCOPE OF SERVICES

I. INTRODUCTION AND BACKGROUND

Ada County (“County”) requires a Digital Evidence Management System (“DEMS”) software solution from a qualified vendor (“Vendor”) capable of delivering automated digital evidence workflow solutions for the Ada County Sheriff’s Office (“ACSO”) Forensic Lab, located at 7200 Barrister Drive, Boise, ID 83704, to enable it to manage digital evidence, images, and data, as more specifically set forth herein.

ACSO is the largest local law enforcement agency in the State of Idaho. It provides law enforcement and forensic services to all unincorporated areas of Ada County, as well as to the cities of Kuna, Star, and Eagle pursuant to contracts with those municipalities.

The ACSO Forensic Lab is dedicated to providing quality scientific analysis in an efficient manner to support investigative leads and subsequent legal proceedings. It is accredited by the ANSI National Accreditation Board (“ANAB”) in crime scene response, fingerprint processing and comparison, footwear processing and comparison, tire tread processing and comparison, seized drug analysis, and biological screening and also performs firearms analysis.

The ACSO Forensic Lab seeks a DEMS solution to modernize and streamline the way digital evidence is collected, stored, analyzed, and shared, both internally and externally. The need for a secure, efficient, scalable, and future-ready solution that meets all applicable legal and industry standards has become critical to adequately manage the growing volume and complexity of digital evidence. This RFP aims to identify a DEMS solution that will enhance operational effectiveness and efficiency, investigative accuracy, and quality casework, reduce manual processes, and improve collaboration among and between ACSO’s law enforcement partners by streamlining investigative workflows through a secure and centralized platform for digital evidence intake, storage, analysis, and tracking.

II. REQUIRED DELIVERABLES/TASKS

The ACSO Forensic Lab requires a DEMS solution that will provide the ability to acquire digital data directly from capture devices, such as digital cameras, scanners, emails, and phones, and shall have the ability to acquire and store non-evidentiary and evidentiary video files, including all associated metadata and audit trail log files.

A. Specific System Requirements

1. System must maintain the original copies of evidentiary files and any changes must be contained in a working copy only.

2. System must include editing tools such as rotate, zoom, multi-crop, and overlay.

3. System must support the ability for users to search for assets and evidence online by case number, user ID, location, crime type, date, notes, and any other designated database field or combination of multiple fields.

4. System must allow users to upload files to a central location for storage and case management.

5. System must support standard file types to include TIF and RAW formats and codecs for digital photographs, in addition to audio and video files, and documents.

6. System must include automatic lossless compression for rapid data transfer of all data transferred over a wired or wireless network connection.

7. System must have the capability to directly interface with JusticeTrax, which is the lab software already in use by ACSO, as well as Adobe Photoshop.

B. Security Requirements

1. System must provide an audit trail log that is stored and indexed in a searchable database with all items securely time stamped that includes the ability to track the following:

a. Users attempting to or accessing the system or file, and from what location;

b. All actions performed (acquire, view, modify, enhance, export, etc.); and

c. Changes to access-control levels.

2. System must include administrator definable multi-level security for access to files, information, and evidence.

3. System must provide a method for strictly limiting access for users to certain folders within a case file to which they have been provided access.

4. System shall be managed in a role-based access control and security model.

5. System must account for a minimum of seven (7) user accounts, including two

(2) administrator accounts.

III. QUALITY MANAGEMENT

The DEMS solution must include a quality-management module that complies with and supports the ACSO Forensic Lab’s standards. Such standards require that the DEMS solution must:

A. Be maintained in a manner that ensures the integrity of all data and information therein;

B. Be protected from unauthorized access;

C. Be safeguarded against tampering and loss;

D. Record systems failures and immediate, appropriate corrective actions; and

E. Meet all Criminal Justice Information Services (“CJIS”) requirements.*

(*Proposers may refer to the publicly available online resources published and provided by the FBI’s CJIS Division for such requirements.)

IV. SUPPORT AND MAINTENANCE

Vendor must support the solution and provide ongoing technical support services during implementation and during the warranty period. Following the warranty period, Vendor must provide minor updates, upgrades, fixes, and security patches on all software application products and hardware, as applicable, at no additional cost to County, as well as ongoing technical support and maintenance. Vendor shall provide advance notice of updates and upgrades.

V. RFP RESPONSE SECTIONS

Vendors shall respond with comprehensive information regarding their respective DEMS solution to include information regarding installation, configuration, and licensing, as well as any optional add-on capabilities, including hardware. Responses shall also specifically address all matters and answer all questions set forth below.

A. Solution Overview

1. Explain and provide supporting material demonstrating how your solution will satisfy ACSO’s goals as outlined in RFP 26036.

2. Explain and provide supporting material demonstrating how your solution will provide value to ACSO.

3. Explain the licensing model for your solution (e.g., per user, per module, per concurrent connection, etc.).

4. Describe whether you offer different licensing options, and if so, please provide all relevant details for each such option.

B. Privacy and Security

1. Describe how your solution assigns security roles and how rights are restricted by role; provide descriptions of all inherent roles.

2. Explain where and how data is securely stored.

C. Implementation Plan

1. Provide an overview regarding implementation and installation including timelines and relevant processes and procedures for the same, as well as order delivery times.

2. Describe the anticipated Vendor and ACSO personnel necessary to successfully implement and install your solution including their respective participation and requisite skill levels.

3. Describe your approach to discovery, i.e., the methods you use to acquire the necessary information needed to configure your solution to ACSO’s requirements.

4. Describe your approach for testing the solution to ensure configuration and functionality meet all requirements.

5. Outline onboarding and initial training provided before, during, and immediately after implementation and installation, including the methodologies used for such onboarding and initial training (e.g., handbooks, virtual platforms, onsite, etc.).

D. Technical Design

1. Describe whether your solution is cloud based or designed to be implemented on premise.

a. If cloud based, describe the hosting environment and explain how the environment is secured and maintained.

b. If on premise, describe the minimum and recommended system configurations needed to support the system.

2. Does your solution support single sign-on (“SSO”) capability?

3. Are user permissions and rights managed within applications or from active-directory (“AD”) groups?

4. Does your solution require any third-party software or licensing for full functionality? If so, provide any and all relevant information regarding the same.

5. Are updates and patches to the application managed and deployed by Vendor without requiring manual installation by the users?

6. Does your solution have a standard two-way (2-way) application-programming interface (“API”) for integration and data exchange with other applications?

7. Do you support custom development against your API?

E. Training, Support, and Maintenance Offerings. Explain the ongoing training, support, and maintenance offerings related to your solution after implementation.

Include information regarding:

1. Availability of manuals, including database schema and data dictionary

2. Training programs and availability

3. Helpdesk operations

4. User feedback and procedures for addressing enhancement ideas

5. Processes and procedures for handling support requests

6. Support levels

7. Response times

8. Escalation procedures

9. Preventative maintenance

10. Warranties, returns, and exchanges

11. Upgrades and break-fix solutions

12. Practices regarding notifications of and explanations regarding major and minor updates, upgrades, fixes, and patches

13. The number of years you guarantee your solution will be supported

F. Costs. Please provide comprehensive pricing matrices to identify all costs associated with your solution, including, but not limited to, license fees, monthly hosting fees, and taxes, as it relates to the following:

1. Software costs for cloud-based and/or on-premise solutions

2. Hardware costs for server-based solutions

3. Implementation costs

4. Training costs

5. Travel-related costs

6. Onsite support and maintenance for cloud-based and/or on-premise solutions for the first five (5) years after implementation

7. Any additional costs for major software updates, patches, and version upgrades, including information regarding costs associated with adding new modules or features

8. Additional charges for integrating your solution with existing systems used by County and ACSO, i.e., JusticeTrax and Adobe Photoshop

9. Any costs associated with scaling your solution to accommodate future growth or additional users

10. Any other applicable costs not otherwise identified above

VI. SECURITY CLEARANCE AND CONFIDENTIALITY

Prior to conducting any work in restricted areas or accessing any restricted information designated by County, the selected proposer’s employees and subcontractors must: (1) obtain security clearance from County; and (2) sign a confidentiality agreement provided by County. Obtaining a security clearance requires the individual to pass a criminal history background check conducted by County, which may include fingerprinting. County will not charge the selected proposer or its personnel for such background check.

SYSTEM – EXHIBIT B

EXHIBIT B

TERMS AND CONDITIONS

The terms and conditions set forth below shall be made part of any agreement resulting from RFP 26036 (“Agreement”) entered into by and between Ada County (“County”) and the selected proposer (“Vendor”) and shall take precedence over and supersede any other terms and conditions that conflict with the same.

A. Vendor shall perform all of the services and work and provide all the labor and products reasonably necessary to conform to the requirements of RFP 26036, including all exhibits and attachments included therewith, including, but not limited to, the Scope of Services, and any and all addenda issued subsequent thereto and Vendor’s proposal in response to the same, all of which are hereby incorporated by reference herein and made a part hereof to the extent they do not conflict with these terms and conditions.

B. Vendor shall have and maintain insurance in accordance with the requirements set forth in Attachment 1, attached hereto and incorporated by reference herein, at all times this Agreement is in effect.

C. Notwithstanding any provision to the contrary, the initial term of this Agreement shall commence as of the date it is fully executed by the parties and shall continue through September 30, 2026. County may, solely at its option, and when and if it duly budgets and appropriates funds therefore from revenues legally available to it for the ensuing fiscal year, renew this Agreement for additional annual terms, to commence on October 1 of the fiscal year following adoption of the budget as hereinafter provided, and shall continue through September 30 of the following calendar year (each a “Renewal Term”). Such renewal shall be deemed to be exercised by County upon the adoption, by no later than September 15 of any year, of a budget for the ensuing fiscal year, duly budgeting and appropriating the amount of funds necessary to make all payments required hereunder for such Renewal Term. Following the adoption of such budget, County shall deliver to Vendor a written statement certifying that it has duly budgeted and appropriated said funds for the Renewal Term. The due appropriation of funds as aforesaid shall constitute a valid and enforceable obligation of County for payment for the purposes provided herein for the Renewal Term and shall not be subject to abatement for any cause unless this Agreement is earlier terminated as may otherwise be permitted hereunder.

D. Notwithstanding any provision to the contrary, this Agreement and its performance shall be construed in accordance with and be governed by the laws of the State of Idaho, with venue for any action brought pursuant to this Agreement to be in the Fourth Judicial District, State of Idaho.

E. Notwithstanding any provision to the contrary, any terms or conditions contained in this Agreement that purport or attempt to: (1) subject County to the laws of any other state or the jurisdiction of the courts of any other state, require County to waive its right to a jury trial, or require County to submit to, participate in, or accept arbitration; (2) limit the time in which County may assert its legal rights or seek remedies to less than the time provided under Idaho law; (3) impose any payment obligations, including interest for late payments, less favorable than the obligations set forth in Idaho Code § 67-2302; or (4) hold County’s officers or employees personally liable, shall be ineffective, null and void, and of no force or effect.

F. Nothing in this Agreement shall be construed to create an employment, agency, joint venture, or partnership relationship between the parties. The relationship between County and Vendor is and shall remain that of independent parties to a contract. Neither party is authorized or permitted to act as an agent or employee of the other party.

G. Pursuant to Idaho Code § 67-2346, if this Agreement is One Hundred Thousand Dollars ($100,000) or more and if Vendor employs ten (10) or more persons, Vendor certifies that it is not currently engaged in and will not, for the duration of this Agreement engage in, a boycott of goods or services from Israel or territories under its control.

H. Pursuant to Idaho Code § 67-2347A, if this Agreement is One Hundred Thousand Dollars ($100,000) or more and if Vendor employs ten (10) or more persons full-time, Vendor certifies that it is not currently engaged in and will not, for the duration of this Agreement engage in, a boycott of any individual or company because that individual or company: (1) engages in or supports the exploration, production, utilization, transportation, sale, or manufacture of fossil fuel-based energy, timber, minerals, hydroelectric power, nuclear energy, or agriculture; or (2) engages in or supports the manufacture, distribution, sale, or use of firearms.

I. Pursuant to Idaho Code § 67-2359, Vendor certifies that it is not currently owned or operated by the government of China and will not, for the duration of this Agreement, be owned or operated by the government of China.

J. Notwithstanding any provision to the contrary, any proposed modifications or alterations to the terms of this Agreement shall only be effective upon agreement set forth in a writing approved by the Board of Ada County Commissioners at a public meeting and duly executed by the parties. Any attempted modifications or alterations not complying with the above conditions shall be null and void, including any purported modifications or alterations set forth in any software “click-through” dialogue boxes, “shrinkwrap” terms, or any other standard-form terms or conditions that may be contained, presented, or found within any software program(s) or within any packaging, whether in electronic or hardcopy format, even if purportedly “accepted,” received, or otherwise acknowledged by County or its officers, employees, or agents.

ATTACHMENT 1

INSURANCE

A. Vendor, at its sole expense, shall procure and maintain in full force and effect insurance written by an insurance company or companies with AM Best’s rating(s) of A-VIII or better. All insurance companies must be authorized to do business in the State of Idaho.

By requiring insurance herein, County does not represent that coverage or limits are necessarily adequate to protect Vendor, and such coverage and limits shall not be deemed as a limitation on Vendor’s liability under any indemnities granted to County under any contract.

B. Certificates of insurance evidencing the coverages required herein shall be provided to County at the time of execution of any contract. All certificates must be signed by an authorized representative of Vendor’s insurance carrier and must state that the issuing company, its agents, or representatives will provide County thirty (30) days’ written notice prior to any policies being canceled or materially changed. Renewal certificates or binders must be provided to County a minimum of five (5) days prior to the effective date of the renewal. If binders are used, they must be replaced by appropriate insurance certificates no more than thirty (30) days after the effective date.

C. Certificates shall be emailed to:

Ada County Risk Management risk@adacounty.id.gov Ada County Procurement procurement@adacounty.id.gov

D. Certificates must clearly identify that coverage applies in the State of Idaho and evidence the following minimum coverages:

1. WORKERS’ COMPENSATION insurance meeting the statutory requirements of the State of Idaho.

2. EMPLOYERS’ LIABILITY insurance providing limits of liability in the following amounts:

Bodily Injury by Accident: $100,000 each accident Bodily Injury by Disease: $500,000 policy limit Bodily Injury by Disease: $100,000 each employee

3. COMMERCIAL GENERAL LIABILITY insurance providing limits of liability in the following amounts:

General Aggregate: $2,000,000 Product/Completed Operations Aggregate: $2,000,000 Personal & Advertising Injury Liability: $1,000,000 Per Occurrence: $1,000,000 mailto:risk@adacounty.id.gov mailto:procurement@adacounty.id.gov

The commercial general liability (“CGL”) insurance policy shall be written on an “Occurrence” form and shall cover liability arising from premises, operations, independent contractors, products, completed operations, personal injury, advertising injury, and liability assumed under an insured contract (including tort liability of another assumed in a contract). County and its elected officials, agents, employees, successors, and assigns shall be included as additional insureds under the CGL using ISO endorsement CG 20 10. The additional-insured endorsement must be provided with the certificate of insurance. The additional-insured coverage shall apply on a primary and non-contributory basis.

4. CYBER insurance, with limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Vendor and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, and information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties, as well as credit-monitoring expenses.

E. Notice of Cancellation. Vendor must certify that County will receive thirty (30) days’ advance notice of any cancellation (except ten (10) days for non-payment).

F. Continuation of Coverage. Required insurance, including additional-insured status for completed operations under the CGL policy, shall be maintained for the statute of repose following completion of the services and acceptance by County.

G. Certificates of Insurance. Upon award, Vendor shall furnish a certificate of insurance to show that the insurance specified herein is in force, stating policy numbers, dates of expiration, limits of liability and coverages thereunder, as well as any policy endorsements required hereunder. County maintains the right to request and receive from Vendor a copy of the full insurance policy for any insurance coverages required herein.

H. Deductibles. Vendor shall be responsible, at no additional cost to County, for the payment of any associated deductibles or self-insured retentions in connection with the coverages required herein. Any deductibles or self-insured retentions in excess of $25,000 must be declared at the time Vendor submits its proposal and must be specifically approved by County prior to execution of any contract.

I. Special Provisions. Approval, disapproval, or failure to act by County regarding any insurance supplied by Vendor shall not relieve Vendor of full responsibility and liability for damages or accidents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company exonerate Vendor from liability. Any erosion of insurance limits in policy will be reinstated to the required amounts if, during the contracted period, claims are made against Vendor’s policy, the necessary reduction of available limits will be repurchased to the contractually required amounts. County will make no special payments for any insurance that Vendor may be required to carry; all are included in the contract price and in the contract unit prices.

SYSTEM – EXHIBIT C

EXHIBIT C

PROPOSAL SUBMISSION INSTRUCTIONS

PLEASE READ CAREFULLY:

Sealed proposals are to be submitted online to Ada County Procurement at:

https://adacounty.bonfirehub.com by no later than 4:00 p.m. local time on April 1, 2026. All proposals will be electronically date and time stamped as they are submitted. Proposals cannot be accepted if submitted by hard copy, mail, facsimile, or email.

Important Notes:

• Logging in and/or uploading your file(s) does not mean your proposal is submitted.

Proposers must successfully upload all the file(s) and click the submit button before the closing time.

• You will receive an email confirmation receipt with a unique confirmation number once you have submitted your proposal. This receipt will confirm that you have successfully submitted your proposal.

• Each submitted item of requested information will only be visible to County upon its opening of the proposals on April 1, 2026, after 4:00 p.m. local time.

• If the requested information is listed as “required,” you will not be able to complete your proposal submission until the requirement is met.

• Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. Please plan accordingly!

• Please note the type and number of files allowed. The maximum upload file size is 1000 MB. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

• Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled.

• Mac users: When a BidTable is required for proposal submission, in order for it to be formatted correctly you will need to download Microsoft Excel. The BidTable will not work with another spreadsheet tool.

• Emails received from Bonfire do not have attachments; click the View Opportunity link and login to Bonfire to view attachments under the Messages section, then…