2-RFP26028 Specifications.pdf

Request for Proposal

RFP 26028

ADA COUNTY JUVENILE SERVICES CASE

MANAGEMENT SYSTEM

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

Issued: February 24, 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

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 PROPOSAL EVALUATION CRITERIA AND PROCESS

PROPOSAL RESPONSE COVER SHEET

PROPOSAL RESPONSE COVER SHEET

ADDENDA ACKNOWLEDGEMENT

EXHIBIT A

SCOPE OF WORK

EXHIBIT B

REQUIRED TERMS AND CONDITIONS

EXHIBIT C

PROPOSAL SUBMISSION INSTRUCTIONS

EXHIBIT D

I.T. QUESTIONNAIRE

CHECK-OFF LIST FOR PROPOSAL SUBMITTAL

RFP 26028 ADA COUNTY JUVENILE SERVICES CASE MANAGEMENT SYSTEM – PAGE

REQUEST FOR PROPOSAL

Ada County Juvenile Services Case Management System

OWNER: Ada County Juvenile Services

PROJECT: Ada County Juvenile Services Case Management System

INTRODUCTION

Ada County (“County”) is seeking proposals from qualified vendors to provide Ada County Juvenile Services (“ACJS”) a modern, and configurable Software-as-a-Service (“SaaS”) Juvenile Case Management System (“CMS”) to support case intake, tracking, reporting, and outcomes management for youth in the juvenile justice system. The system must streamline case workflows, enhance data accuracy, support compliance with state and federal reporting requirements, and improve accessibility for staff and stakeholders.

BACKGROUND

Ada County Juvenile Services is a self-supporting entity with 130 employees across five divisions.

Services include:

• Detention: 460 youth admissions each year; average daily population (“ADP”) around 20 youth. We are staffed for a maximum ADP of 24.

o Our detention facility has two housing units that support direct supervision (18 beds each) and 4 observation rooms. We also have 3 older wings with additional beds (another 30), but they are closed unless special circumstances dictate otherwise.

• Diversion: 450 new clients each year; 120 youth on diversion and another 50 pending each day.

o Diversion is a short-term case management program for youth and their families to voluntarily address an offense outside of the traditional Juvenile Court system. The Prosecuting Attorney may refer youth to this program instead of filing a formal petition.

• Probation: 350 new cases each year; 260 youth on probation and another 190 pending each day.

o A suite of foundational tools including motivational interviewing, the Youth Level of Service / Case Management Inventory (“YLS/CMI”), Effective Practices in Community Supervision (“EPICS”), Graduated Responses, and Solution-focused Goal Setting guides interactions with youth on court-imposed supervision.

• Clinical assessment and counseling: 400 youth housed in detention each year and another 150 youth on probation, diversion or in our resource center.

o Clinicians provide substance abuse, trauma, and mental health assessments, and counseling for youth and families to address substance abuse, family concerns, and mental health issues.

• Education and community programming: Youth may prepare for jobs, obtain their GED, and earn high school credit through an online provider. They also participate in a wide range of in-person and online courses that target safety, self-esteem, substance use, mental health, life skills, and other topics, and work opportunities that support competency development and community reparation.

• Resource center: The Bridge Youth and Family Resource Center is a prevention program to keep youth out of the juvenile justice system by connecting families with supportive services in the community. This program will continue using their separate, standalone CMS but staff will need read access to JCMS to look up youth.

INSTRUCTIONS TO PROPOSERS

I. RFP GENERAL INSTRUCTIONS

A. Interested parties may obtain RFP 26028 Ada County Juvenile Services Case Management System Request for Proposal package from Ada County Procurement by downloading an electronic copy free of charge at https://adacounty.bonfirehub.com.

B. Submit proposals online to Ada County Procurement at https://adacounty.bonfirehub.com no later than 4:00 p.m. local time, on March 23, 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 e-mail. A review of proposals received and a recommendation to award will be compiled and submitted to the Board of Ada County Commissioners, at the Board of County Commissioners Open Business Meeting on April 7, 2026, at or about 9:00 a.m. local time. Ada County reserves the right to reject any or all proposals.

II. QUESTIONS AND ADDITIONAL INFORMATION

A. Neither the County nor any County representative will give verbal answers to any inquiries regarding the meaning of RFP 26028 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 explanation of RFP 26028, 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 6, 2026, at 4:00 p.m. local time. An addendum will be issued on or about March 11, 2026.

https://adacounty.bonfirehub.com/ https://adacounty.bonfirehub.com/

C. All addenda issued to proposers, prior to date of receipt of proposals, shall become a part of this RFP 26028, 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- 56WZ) 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 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 in the Proposal Content & Evaluation

Criteria section.

C. Submit proposals online to Ada County Procurement at https://adacounty.bonfirehub.com no later than 4:00 p.m. local time, on March 23, 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 e-mail. Proposals received after the due date and time will be deemed non-responsive and will not be considered.

D. 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 Section 28-50-102, Idaho Code. 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.

E. Proposers shall:

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

2. Include in the proposed costs all costs and expenses needed to cover each phase of the project contemplated by the RFP 26028 documents; and

3. Provide full responses to all Proposal Content Requirements as detailed below.

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

IV. PREPARATION OF PROPOSAL

A. Proposers are responsible for reading RFP 26028 and complying with the instructions contained in the RFP. Failure to follow the instructions may result in the proposal being non-responsive.

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. The County assumes no liability for any costs incurred by proposers throughout the entire submittal/selection process.

V. PROPOSAL INFORMATION

A. Equal Opportunity. The 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 coverage and notice of policy cancellation requirements. Insurance requirements are provided in Exhibit A of the attached Required Terms and Conditions. The selected proposer will be required to provide insurance certificates and endorsements meeting all requirements at the time of notification of conditional award.

C. Taxes. Proposers shall include in their proposals all applicable taxes which are levied by federal, state, or municipal governments upon the goods/services, and the successful consultant 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 the County.

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

VI. QUALIFICATIONS OF PROPOSER

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

Idaho Code as it relates to submittals of this project or 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 the 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 “trade secret” information a Proposer wishes the 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 Ada County be challenged in court by a third party for a decision to withhold or redact information so identified by Proposer, Proposer agrees, by submitting its Proposal, to indemnify, defend, and hold harmless Ada County for any judgments, attorney fees, and/or court costs associated with asserting the documents contain “trade secret” information. Proposer agrees and acknowledges that the Proposal Response Cover Sheet and Cost Proposal (BT-56WZ) are disclosable public records.

Ada 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 the proposals for compliance with the RFP 26028 Instructions.

B. All proposals that meet the administrative requirements listed in RFP 26028 will be evaluated by the Evaluation Committee (“Committee”). The Committee will be comprised of representatives from departments or offices within the County. The County may use one 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 and Evaluation section of this RFP 26028. A ranked list of proposals and a written recommendation will be made to the Board. Proposers will be supplied with a copy of the recommendation on or about April 2, 2026.

C. Any proposer’s protest of the recommendation must be in writing and received by Ada County Procurement, Procurement@adacounty.id.gov, no later than 4:00 p.m. local time on April 6, 2026.

D. The Board will consider the proposals for potential award on April 7, 2026, at or about 9:00 a.m. local time in in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the Ada County Courthouse and Administration Building, 200 West Front Street, Boise, Idaho 83702. The award meeting may also be viewed via livestream at:

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

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

E. The selected Proposer shall be required to enter into a written agreement including the terms and conditions shown in Exhibit B. Proposers are advised to read the agreement terms carefully. If proposers have any questions about the required provisions or have requests for exception to provisions in the agreement, those questions and requests must be made in accordance with section II. herein, or such requests will be deemed waived.

PROPOSAL CONTENT & EVALUATION CRITERIA

Proposals to this RFP 26028 must be organized as outlined below. Proposals not organized as outlined below, not containing the information specified, or not containing sufficient detail or including unnecessary marketing materials, will receive a lower rating when evaluated. The proposal 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 26028.

B. Subcontractors. Identify any and all outside vendors to be used by proposer to provide the 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 work, 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 services that your company performs.

Also provide the number of employees that work in the office that will service this contract, broken down into technical, clerical and other. If applicable, please provide information regarding any arbitration and/or litigation in which your company is currently involved, as well as the dates and resolution 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 performing the services required in RFP 26028. Identify staff that is trained or exceptionally knowledgeable in the services required by this RFP.

F. Experience with Comparable Projects. Please provide a summary of your company’s experience in providing the services required in this RFP, in which your company was the prime vendor, 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 and five projects). In particular, highlight previous experience with city, county, or other governmental entities.

G. References. Please provide at a minimum three (3) client references (including names, titles, telephone numbers and e-mail addresses) for similar services, as required in this RFP 26028, that your company has provided in the last five (5) years. By providing such references you agree that neither the County, nor the clients referenced, shall have any liability regarding the provision of such references or the County’s use of such references in making selections under this RFP 26028. Please see Section VII 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 services required in this RFP. List only those that are likely to actually perform the work 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 this Project.

I. Proposed Approach to Project. Please explain your company’s overall approach to performing the services identified in the Scope of Work attached as Exhibit A and the coordination of activities necessary to provide the products/services as required in this RFP 26028.

J. Additional Documentation. Please provide your company’s standard Software

License Agreement and please answer the questions identified in the I.T. Questionnaire attached as Exhibit D and return them along with your proposal for RFP 26028.

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 services, including any aspects of your services that may distinguish your firm from others.

L. Affirm that your company is willing to enter into an agreement with Ada County including the terms and conditions provided as Exhibit B.

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

II. PROPOSAL 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 services required in this RFP, using the established Evaluation Criteria listed below. A list of ranked proposals shall be submitted to the Board for approval and adoption.

B. The Board 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 100-point system as described below.

1. Compliance with the RFP Proposal Requirements. Ten (10) points possible.

2. Approach to the Project. Thirty (30) points possible.

3. Experience in providing the services required, particularly with city and county governmental entities, including references and the quality of service provided for similar services as required in RFP 26028. Thirty (30) points possible.

4. Anticipated Costs for the project. Thirty (30) points possible.

Evaluation Criteria Rating Weight Score 1 Compliance with RFP Requirements 10% 2 2 Approach to Project 30% 6 3 Experience 30% 6 5 Cost 30% 6

(Rating x Weight) = Score (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 Interview. (Optional and worth 50 points.) If deemed helpful, the Committee may request Proposers to give a presentation of their proposal and answer questions.

The Committee is not required to hold presentations or interviews, but may request presentations and/or interviews of the top ranked proposers from the initial evaluation. Proposers will be ranked on the quality of the presentation and/or interview up to a maximum of 50 additional points. Any points awarded during the presentation and interview 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 150.

First Document in Proposal Packet

PROPOSAL RESPONSE COVER SHEET

ADA COUNTY JUVENILE SERVICES CASE MANAGEMENT SYSTEM

Name of Proposer:

Address:

Contact Name:

Email:

Phone number(s):

TO: THE BOARD OF COMMISSIONERS OF ADA COUNTY

1. Scope of Work. The undersigned, having familiarized itself with the local conditions affecting the cost of the work, and with all criteria included within or referenced by RFP 26028 Ada County Juvenile Services Case Management System, including the Instructions to Proposers, Proposal Response Cover Sheet, and any addenda and exhibits issued and attached thereto (“RFP 26028”), on file in the office of Ada County Procurement located at 200 W. Front Street, Boise, Idaho 83702, does hereby propose to perform everything required to be performed, and furnish all the labor, materials, equipment, coordination, testing, all necessary tools, expendable equipment, and all utility and transportation services necessary to provide/perform, in a professional manner, the products/services required by RFP 26028, 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 ____________

3. Right to Reject Proposals. In submitting this proposal, it is understood that the right is reserved by Ada County to reject any and all proposals, including any and 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 26028 Ada County Juvenile Services Case Management System is submitted in accordance with all documents and provisions of RFP 26028. By my signature, I accept and agree to the terms, conditions and requirements contained in this solicitation, including but not limited to, the stated agreement requirements and solicitation instructions. As the undersigned, I certify 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 26028.

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 vendor.

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 section 28-50-102, Idaho Code.

Signature Date

Printed Name Title

Email Phone

SUBCONTRACTORS

The Proposer certifies that the following subcontracting firms or businesses will be awarded subcontracts for portions of the project services in the event the Proposer is awarded the Contract.

Proposer may use additional sheets to provide this information, if required.

SUBCONTRACTORS

1. _______________________________ _________________________________

Subcontractor: Address Line 1

Discipline Address Line 2

2. _______________________________ _________________________________

Subcontractor: Address Line 1

3. _______________________________ _________________________________

4. _______________________________ _________________________________

RFP 26028 ADA COUNTY JUVENILE SERVICES CASE MANAGEMENT SYSTEM –

EXHIBIT A

SCOPE OF WORK

I. OVERVIEW

Ada County Juvenile Services (ACJS) seeks to procure and implement a secure, modern, and configurable Software-as-a-Service (SaaS) Juvenile Case Management System (JCMS) to replace the existing Idaho Juvenile Offender System and related manual processes.

The current system limits efficiency, reporting accuracy, workflow integration, and data usability across divisions. The objective of this project is to implement a centralized, compliant, and user-friendly system that supports case intake, tracking, reporting, outcomes management, and stakeholder engagement across the juvenile justice lifecycle.

ACJS is a single agency comprised of multiple operational divisions, including Probation, Diversion, Detention, Clinical Services (serving both residential and outpatient youth), Support Staff, and a Resource Center. The system must support all divisions within a single agency instance, with role-based access controls and permission levels appropriate to each function.

Read-only access will also be required for Resource Center staff and system access for Ada County IT personnel.

The system must maintain strict security, privacy, and compliance requirements while supporting collaboration across divisions and disciplines.

II. OBJECTIVES / GOALS

1. High-Level Objectives

• Replace legacy and manual systems with a modern SaaS JCMS.

• Improve efficiency, accuracy, and accessibility of juvenile case data.

• Support cross-division workflows, reporting, and outcomes tracking.

• Enable scalable reporting and data analysis capabilities.

2. Goals

• Streamline case intake, supervision, detention, diversion, and clinical service documentation.

• Centralize youth records across residential and outpatient services.

• Enhance data-driven decision-making for operations, compliance, and planning.

• Improve staff productivity and youth outcomes.

3. Expertise Needed

• Juvenile justice case management systems

• SaaS system configuration and implementation

• CJIS, HIPAA, and applicable state and federal compliance

• Role-based security and permissions design

• Training development using a Train-the-Trainer model

• Data reporting and export capabilities

4. Expectations / Outcomes

• Fully configured and operational JCMS supporting all ACJS divisions.

• Successful transition to the new system with minimal operational disruption.

• High user adoption supported by comprehensive training and documentation.

• Improved reporting, visibility, and data accessibility compared to the current system.

5. Project Management Procedures (QA/QC)

• Vendor-provided project plan with milestones, deliverables, and dependencies.

• Regular project status meetings with ACJS project leadership.

• System testing and User Acceptance Testing (UAT) involving representatives from each division.

• Issue tracking and resolution procedures during implementation and go-live.

• Configuration Governance and Change Management:

o Identify which system configurations may be managed directly by ACJS administrators without vendor involvement.

o Establish a change management process for configuration updates and system changes.

o Ensure documentation and training materials are updated to reflect system changes and enhancements.

6. Warranty, Acceptance, Service Levels, Maintenance

• Vendor shall provide SaaS hosting, security updates, system maintenance, and upgrades.

• Technical support shall be provided in accordance with defined Service Level

Agreements (SLAs).

• System acceptance shall be based on the acceptance criteria defined in this Scope of

Work and successful completion of UAT and go-live stabilization.

• Data Ownership, Security, and Privacy:

o All data entered into, stored within, or generated by the JCMS remains the sole property of ACJS; the vendor has no ownership rights.

o ACJS data shall be hosted within the United States; international storage or transfer requires written ACJS approval.

o Data shall be encrypted at rest and in transit; multi-factor authentication, password policies, session timeouts, and account lockout rules must be enforced.

o Audit logs shall capture access, modifications, exports, and deletions, and be retained for a minimum ACJS-defined period.

• SaaS Availability, Disaster Recovery, and Business Continuity:

o System availability consistent with industry standards.

o Regular backups and disaster recovery procedures with defined RTO and RPO.

o Advance notice of scheduled maintenance and updates.

7. Risk Mitigation

• Compliance with CJIS, HIPAA, and applicable state and federal regulations.

• Secure role-based access controls and audit trails.

• Controlled data input, validation, and user permission management.

• Go-live support and rapid issue response to minimize operational disruption.

• Flexibility to operate as a standalone system if integrations are deferred.

• Juvenile Record Sealing, Expungement, and Access Restrictions:

o Support for record sealing, restriction, or expungement per Idaho law.

o Role-based and case-specific access restrictions for sealed records.

o Audit trails for administrative actions on records.

III. REQUIRED DELIVERABLES / TASKS

1. Tasks and Deliverables

Delivery of Products or Services

• Commercial off-the-shelf (COTS) SaaS Juvenile Case Management System.

• Configuration of system modules, including:

o Case Intake & Assessment o Court Scheduling o Detention Management (expanded to support bed/housing management, observation, admission/transfer/release, chronological timelines, alerts/notifications) o Diversion Program Management o Probation & Supervision o Clinical Services (residential and outpatient) with enhanced confidentiality and

HIPAA-aligned workflows, consent tracking, role-based segregation, structured assessments, therapy notes, and treatment plans) o Program Participation & Tracking o Document Management & E-Signatures o Family & Victim Engagement o Compliance, State, and Federal Reporting

Users and Access

• Approximately 135 users:

o Support Staff and IT: 14 users o Probation and Diversion: 43 users o Detention: 55 users o Clinical Services: 19 users o Resource Center (read-only access): 5 users

• Role-based permission levels ranging from basic data entry to administrative and reporting access.

Client Capacity (Operational Context)

• Probation: 350 new cases annually; ~260 active youth; ~190 pending daily

• Diversion: 450 new clients annually; ~120 active youth; ~50 pending daily

• Detention: 460 admissions annually; ADP ~20; staffed for ADP of 24

• Clinical Services: Services for all detained youth (~400 annually) and outpatient youth

• Resource Center: Read-only access to JCMS youth records

Meetings

• Project kickoff

• Regular project status

• UAT review and sign-off

Reports, Documents, and Data

• Project Implementation Plan

• Data Input and Validation Documentation

• UAT Results

• Training Materials and Guides

• Go-Live Checklist and Support Plan

• Standard and agency-specific reports; built-in report builder for ACJS; export capability with role-based controls

• Configurable dashboards with real-time operational metrics and calculated fields

Training

• Train-the-Trainer model

• In-depth admin training (executive, data, IT)

• End-user training via on-site, virtual, and self-paced options

• User manuals and quick-reference guides

Installation / Commissioning

• System configuration and deployment

• Data input for ~2,000 active/pending youth (vendor may assist with basic demographics)

• Data validation rules, duplicate detection, and test/sandbox environment

• System testing and UAT

• Go-live support

2. Phases

1. Requirements & Planning

2. Configuration & Development

3. Data Input & Testing

4. Training & Go-Live

5. Post Go-Live Support

3. Schedule and Anticipated Milestones

Estimated total project duration: 9–12 months

• Requirements & Planning: 1–2 months

• Configuration & Development: 3–4 months

• Data Input & Testing: 2 months

• Training & Go-Live: 2 months

• Post Go-Live Support: 1–2 months

4. Other Tasks

• Ongoing SaaS hosting, maintenance, and upgrades

• Technical support under defined SLAs

• Knowledge transfer to ACJS staff

• Contract closeout documentation

• Future system integrations: APIs, standard formats (CSV, XML, JSON); integration may be deferred but not precluded

• Vendor exit and data return: full export, timely transfer, and certified secure deletion

EXHIBIT B

REQUIRED TERMS AND CONDITIONS

The following terms and conditions will be made a part of the contract between the County and the selected Proposer:

1. The Contractor shall perform all of the work required, implied, or reasonably inferable from the Contract Documents including, but not limited to, the following: (a) provision of an advanced Juvenile Case Management Software System; and (b) the furnishing of any required and insurance.

4. Notwithstanding any provision to the contrary, this Contract and its performance shall be construed in accordance with and governed by the laws of the State of Idaho. Any action brought pursuant to this Contract shall be brought in state district court in Ada County, State of Idaho.

5. Nothing in this Contract shall be construed to create an employment, agency, joint venture, or partnership relationship between the parties. The relationship between County and Contractor is and shall remain that of independent parties to a contractual relationship as set forth in this Contract. No Party is authorized or permitted to act as an agent or employee of the other Party.

6. Contractor shall have and maintain insurance in accordance with the requirements of Exhibit A attached hereto and incorporated herein by reference.

7. Pursuant to Idaho Code § 67-2346, Contractor certifies that it is not currently engaged in, and will not for the duration of this Contract engage in, a boycott of goods or services from Israel or territories under its control.

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

9. Pursuant to Idaho Code § 67-2347A, Contractor certifies that it is not currently engaged in and will not, for the duration of this Contract 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.

10. Notwithstanding any provision to the contrary, any terms or conditions contained in this Contract that do the following are not applicable:

a. Subject the County to the jurisdiction of the courts of other states.

b. Limit the time in which the County may bring a legal claim to a period shorter than that provided by Idaho law.

c. Impose a payment obligation, including a rate of interest for late payments, less favorable than the obligations set forth in Section 67-2302, Idaho Code.

d. Require the County to accept arbitration or to waive right to a jury trial.

e. Hold employees or officers of the County personally liable.

EXHIBIT A TO EXHIBIT B

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 and limits are necessarily adequate to protect Vendor, and such coverage and limits shall not be deemed as a limitation on Vendor’s liability under the indemnities granted to County in this Agreement. If the Vendor maintains broader coverage and/or higher limits than the minimums shown above, Ada County requires and shall be entitled to the broader coverage and/ or the higher limits maintained by the Vendor.

B. Certificates of Insurance evidencing the coverages required herein shall be provided to

County along with all amendatory endorsements or copies of the applicable policy language effecting coverage required by this Exhibit and the Agreement prior to the start date of the project. 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, endorsements, and applicable policy language shall be emailed to:

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

D. Certificates must evidence and Vendor must maintain for the duration of agreement, and for such time when specified, not less than 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:

mailto:risk@adacounty.id.gov mailto:procurement@adacounty.id.gov

General Aggregate: $2,000,000 Product/Completed Operations Aggregate: $2,000,000 Personal & Advertising Injury Liability: $1,000,000 Per Occurrence: $1,000,000

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). If a general aggregate limit applies, the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04).

Ada County and its elected officials, agents, employees, successors and assigns shall be included as additional insureds by a policy provision or an endorsement. The additional insured endorsement coverage shall apply on a primary and non-contributory basis.

4. PROFESSIONAL LIABILITY insurance with limits of not less than $2,000,000 per claim and $2,000,000 aggregate. and covering damage for liability imposed on the Consultant by this Agreement or law arising out of any negligent act, error, or omission in the rending of or failure to render professional services required by this Agreement.

If the insurance required by this section is obtained through a “Claims Made” policy, this coverage or its replacement shall have a retroactive date of no later than the inception of this Agreement. Such insurance or its replacement shall also provide a minimum of five (5) years extended reporting coverage, or the maximum time under the State of Idaho statute of limitations for claims under this coverage, whichever is greater, after the Services are last provided under this Agreement.

5. CYBER LIABILITY 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 in this agreement 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, 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.

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

7. Waiver of Subrogation. Vendor waives, and must require (by endorsement or otherwise) all its insurers to waive, subrogation rights against Ada County and other additional insureds for losses paid under the insurance policies required by the Agreement or other insurance applicable to Vendor or its subcontractors of any tier.

The waiver must apply to all deductibles and/or self-insured retentions applicable to the insurance maintained by Vendor or its subcontractors of any tier.

8. Deductible. Vendor shall be responsible, at no additional cost to County for the payment of any associated deductibles or self-insured retention in connection with the coverages required by this Exhibit. Any self-insured retentions or deductible in excess of $25,000 must be declared at the time Consultant submits its bid and must be specifically approved by the County prior to execution of this Agreement.

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

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 no later than 4:00 p.m. local time, on March 23, 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 e-mail.

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 MUST click the submit button before the closing time of 4:00 p.m. local 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 Ada County upon its opening of proposals on March 23, 2026, at 4:00 pm, 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 BidTables 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 click Vendor Discussions. You can then download the message attachment.

Need Help? Please contact Bonfire directly at support.bonfire@eunasolutions.com for technical questions or issues related to your submission. You can also visit their help forum at https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub.

https://adacounty.bonfirehub.com/ mailto:Support.bonfire@eunasolutions.com https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub

EXHIBIT D

I.T. QUESTIONNAIRE

[8 pages – attached]

Vendor Questionnaire August 2023

Version 0.1

Table of Contents 1 Opening Statement 1 2 General Information 1

2.1 Vendor Information

2.2 Business Background

3 Security Policies and Procedures 1

3.1 Security Policies

3.2 Data Protection/Access

3.3 Data Disposal/Destruction

4 Access Control 2

4.1 User Access

4.2 Authentication and Authorization

5 Network and Infrastructure Security 2

5.1 Security Applications and Tools

5.2 Vulnerability Management

6 Incident Response and Business Continuity 2

6.1 Incident Response

6.2 Business Continuity

7 Compliance and Auditing 3

7.1 Compliance

7.2 Contractual Obligations

8 Additional Information 3

8.1 References

8.2 Insurance

8.3 Security Training

9 Revision History 3

EXHIBIT D - Page 1

1 Opening Statement Thank you for your interest in partnering with us. As part of our commitment to maintaining a secure environment for our customers, employees, and business operations, we kindly request your cooperation in completing this security questionnaire. Your responses will help us assess your security practices and ensure alignment with our security standards. We understand that each organization's cybersecurity posture is unique, and we respect the diversity of approaches taken to ensure security. Your answers, or lack thereof, will not disqualify you from being considered as a potential vendor; instead, they will be taken into careful consideration, reflecting our dedication to fostering transparency, collaboration, and a shared commitment to enhancing security practices. Please provide detailed and accurate information for each question. If a question is not applicable, please indicate so. Your cooperation is highly appreciated.

2 General Information

2.1 Vendor Information

a. Vendor Name:

b. Contact Name:

c. Contact Email:

d. Contact Phone Number:

e. Physical Address:

2.2 Business Background

a. Briefly describe your company’s core product/services:

b. Will your product/service be hosted on-premises, or provided as a SaaS Solution?

c. In the event of troubleshooting/maintenance, will you need remote access or a maintenance call?

d. How many years has your company been in operation?

e. Do you have any industry certifications or accreditations related to security? If yes, please specify:

3 Security Policies and Procedures

3.1 Security Policies

a. Do you have documented information security policies and procedures? If yes, please provide a summary or attach relevant documentation:

b. How frequently are your security policies reviewed and updated?

c. Do you have a password policy? If yes, please list the requirements you enforce.

3.2 Data Protection/Access

a. Do you collect, store, or transmit personally identifiable information (PII)?

b. Is PII stored on-premises or in a cloud location? If applicable, what geographic location do you use when storing PII?

c. Can PII be accessed remotely? If yes, please provide details:

d. How do you ensure the confidentiality, integrity, and availability of sensitive data belonging to your customers and partners?

e. Describe your data retention and disposal practices:

f. Do you monitor all devices connected to systems, software, and networks?

g. Do you encrypt data-at-rest and in-transit? If yes, please provide details:

h. Is multi-factor enforced for authentication?

i. Do you limit the access according to the principle of least privilege?

EXHIBIT D - Page 2

3.3 Data Disposal/Destruction

a. What are your policies and procedures for disposing of client data at the end of our contract (e.g., Timeframe for sanitization following contract termination)?

b. What methods do you use for the secure destruction of client data (e.g., shredding, degaussing, data wiping)?

c. Have you obtained any certifications or compliance standards related to data disposal (e.g., NIST

800-88, ISO 27001)?

d. Are there clauses in your contract that hold you accountable for mishandling/misuse of client data?

4 Access Control

4.1 User Access

a. How do you manage user access to your systems and data?

b. Do you implement role-based access control? If yes, please describe:

4.2 Authentication and Authorization

a. What methods of authentication do you employ for accessing your systems and applications?

b. How do you handle user authorization and privilege escalation?

5 Network and Infrastructure Security

5.1 Security Applications and Tools

a. Do you utilize firewalls and intrusion detection/prevention systems to protect your network? If yes, please provide details:

b. Do you install and manage antimalware and endpoint security on all devices?

c. Do you utilize a VPN for all your connected devices?

5.2 Vulnerability Management

a. How do you identify and address vulnerabilities in your systems and…