KRFI2609 Time Attendance and Copayments.pdf

BRAD LITTLE – GOVERNOR

JULIET CHARRON – DIRECTOR

Staci Phelan, Administrator

DIVISION OF MANAGEMENT SERVICES

Bureau of Financial Services 450 West State Street, 9th Floor

P.O. Box 83720 Boise, Idaho 83720-0036

PHONE 208-334-5578

FAX 208-334-5694

Issue date: 09/28/2026 Closing date: 10/30/2026

Subject: Request for Information (RFI) for Time, Attendance, and Copayment Tracking

The Idaho Department of Health and Welfare, Division of Child, Youth, and Family Services, Early Learning Development (Department), has a requirement for information concerning the furnishing of services for Time, Attendance, and Copayment Tracking. Information obtained from the responses to this RFI may be used to refine the requirements for a formal Request for Proposal (RFP) which may be released at a later date, assist us in projecting a budget for acquiring the services, and also to identify potential vendors who may be interested in providing a competitive proposal.

This Request for Information (RFI) is issued solely for the purpose of gathering information from potential vendors about available child care software solutions that support time, attendance, and copayment collection, verification, reporting, and fraud prevention. This RFI is not a solicitation for proposals, quotations, or bids. No contract will be awarded based on responses to this RFI. Responses are informal and requested for planning and market research purposes only.

I. Introduction and Background

The Idaho Child Care Program (ICCP) is a state-administered child care subsidy program that provides financial assistance to eligible families to help cover part of the cost of child care while parents or guardians work, attend school, or participate in approved activities. ICCP supports thousands of families across Idaho and relies on partnerships with licensed and license-exempt child care providers throughout the state. The program plays a crucial role in supporting family self‑sufficiency and child development.

ICCP and the Department’s Daycare Licensing use a single existing child care management database to support provider eligibility determinations, provider oversight, and program administration. Currently, there is no intention to change the current provider management database.

Child and family eligibility for participation in the ICCP is administered in a separate automated system. At this time, the Department does not expect to integrate with that system and are not seeking changes or improvements to that system.

II. Description of Items or Service Required

The Department is exploring technological solutions that improve the accuracy, integrity, and efficiency of child care time, attendance, and copayment collection processes for child care providers participating with the ICCP.

Idaho’s child care landscape includes many rural providers who may face technology and connectivity challenges, so solutions must be accessible, reliable, and easy for rural and remote child care providers to use.

The Department acknowledges that many child care providers rely solely on smart phones for internet access.

In addition to time, attendance, and copayment tracking for ICCP compliance, the Department is interested in understanding software solutions that offer or integrate business management tools that support child care providers with day‑to‑day operations such as billing, scheduling, accounting, enrollment management, and reporting. These tools can help stabilize small businesses, reduce administrative burden, and improve long‑term sustainability for providers participating in ICCP.

The Department seeks flexible technology systems capable of integrating with the Department’s existing child care management database and adaptable to program requirements specific to the ICCP. This adaptability may include alignment with state policies, data structures, eligibility rules, reporting needs, and operational processes.

Finally, the Department is specifically focused on data driven decision making using the information gathered by these tools. The Department is interested in offering real time child care capacity and vacancy updates on a public facing dashboard and continuing to refine our calculations for the ICCP Local Market Rate study:

https://healthandwelfare.idaho.gov/providers/child-care-providers/child-care-resources.

Through this RFI, the Department aims to:

• Identify available tools that collect and verify time/attendance data and required copayments.

• Understand fraud-prevention features and audit-support capabilities.

• Learn about system architecture, implementation considerations, and potential costs.

• Obtain high-level information to inform future planning.

• Identify solutions that effectively serve all child care providers, with an emphasis on accessibility for rural child care providers, and improve business operations.

• Identify systems that can integrate with Idaho’s existing child care management database and support Idaho-specific program requirements and reporting.

III. Requested information

It is requested that interested vendors provide the following information:

1. Briefly describe your company, services, history, ownership, financial information, and other information you deem relevant. Provide a contact person’s name and telephone number for any clarifications.

2. Is your organization capable of or interested in furnishing the items or services described in this RFI?

Please describe both your history of furnishing the items or services and your capabilities for furnishing them.

3. What issues do you feel need to be addressed in order to ensure a successful acquisition of these items or services or in preparation of an RFP?

4. From your experience in providing these items or services, what lessons learned can you share with us?

5. Cost estimate (This is a cost estimate only. Any information provided will be used to assist us in developing a budget for the acquisition. You will not be held to any information or prices provided):

a. What items or services need to be provided on a one (1)-time basis? What is the estimated cost of each?

https://healthandwelfare.idaho.gov/providers/child-care-providers/child-care-resources

b. What items or services need to be provided on an on-going basis? What is the estimated cost of each?

c. Are there any other items or services which will affect pricing? What is the estimated cost of each?

d. Are there any volume discounts or payment options which may affect pricing? What are the estimated cost saving of each?

e. How long do you estimate that it will take to provide each of the items or services describe in this RFI? What issues may affect the delivery or needs to be addressed in the preparation of an RFP?

IV. Terms and Conditions

1. All material submitted in response to this RFI becomes the property of the Department and will not be returned to the responding vendor.

2. At the sole discretion of the Department the information provided may be used for the following purposes:

a. Identifying issues and refining the requirements for a solicitation which may be released at a later date.

b. Assisting in projecting a budget for acquiring the services.

c. Identifying potential vendors who may be interested in providing a future competitive proposal.

3. The Idaho Public Records Act, Idaho Code Title 74, allows the open inspection and copying of public records. Public records include any writing containing information relating to the conduct or administration of the public's business prepared, owned, used, or retained by a state or local agency regardless of the physical form or character. All, or most, of the information contained in your response will be a public record and as such will be subject to disclosure under the public records law. Certain exemptions from disclosure can apply, one of which may be for “trade secrets” as defined in the Idaho Public Records Act, Idaho Code Section 9-340D(1), a copy of which is available for viewing on-line at:

https://legislature.idaho.gov/statutesrules/idstat/Title74/T74CH1/SECT74-107/.

a. Trade secrets include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.

b. If you consider any element of your response to be a trade secret, or otherwise protected from disclosure, you must so indicate by marking each page of the pertinent document. Include the specific basis for your position that it be treated as exempt from disclosure.

c. Marking your response as exempt is not acceptable or in accordance with the Public Records Act and will not be honored. In addition, a legend or statement on one (1) page that all or substantially all of the response is exempt from disclosure is not acceptable or in accordance with the Public Records Act and will not be honored. Prices quoted in your response are not a trade secret.

d. The Department, to the extent allowed by law and in accordance with these terms and conditions will honor a designation of nondisclosure. You will be required to defend any claim of trade secret or other basis for nondisclosure in the event of an administrative or judicial challenge to the Department’s nondisclosure. Any questions regarding the applicability of the Public Records Law should be addressed to the Department or should be presented to your own legal counsel - prior to submission.

https://legislature.idaho.gov/statutesrules/idstat/Title74/T74CH1/SECT74-107/

4. THIS IS NOT A BID, NO AWARD WILL BE MADE.

V. Address for Responses

If you are interested in providing any of the information requested in this RFI, please submit your written response by 5:00 p.m. Mountain Time, 10/30/2026, to:

*Responses will only be accepted by e-mail.*

**Do Not Submit Your Response Through IPRO - the eprocurement system.**

Idaho Dept of Health & Welfare Attention: KITB2609 / ITB1451 Time, Attendance, and Copayment Tracking Name of CAPS contact: Gabe Abbe Email: Gabriel.Abbe@dhw.idaho.gov Telephone: 208-334-5914 mailto:Gabriel.Abbe@dhw.idaho.gov