Ada County Forensic Lab Digital Evidence Management System

Ada County, Idaho, through its Procurement Office on behalf of the Ada County Sheriff's Office (ACSO) Forensic Lab, is issuing a Request for Proposal (RFP 26036) for a Digital Evidence Management System (DEMS) software solution capable of delivering automated digital evidence workflow capabilities. The DEMS must support direct acquisition of digital data from capture devices including cameras, scanners, emails, and phones; maintain original copies of evidentiary files with changes restricted to working copies; include comprehensive editing tools; enable online searching by case number, user ID, location, crime type, and date; support standard file types including TIF, RAW, audio, video, and documents; provide automatic lossless compression; and integrate with JusticeTrax lab software and Adobe Photoshop. The system must meet stringent security and quality management requirements, including audit trail logging of user access and actions, multi-level administrator-definable security, role-based access control, and compliance with FBI Criminal Justice Information Services (CJIS) requirements. Vendors must provide comprehensive pricing for software licenses, hardware if applicable, implementation, training, travel, onsite support and maintenance for five years post-implementation, integration with existing systems, and costs for scaling and major updates. Proposals will be evaluated on a 100-point scale based on RFP compliance (5 points), approach to services (25 points), qualifications and experience (30 points), references (10 points), and anticipated costs (30 points), with an optional additional 50 points available for presentations and demonstrations. The proposal submission deadline is 4:00 p.m. local time on April 1, 2026, via the Bonfire online portal, and the Ada County Board of Commissioners will consider proposals for award on May 5, 2026, at approximately 9:00 a.m.

The initial contract term commences upon full execution and continues through September 30, 2026, with optional annual renewal terms thereafter contingent on County budgeting and appropriating funds by September 15 of each year. Vendors must maintain cyber insurance with minimum limits of $2,000,000 per occurrence and $2,000,000 aggregate, commercial general liability insurance of $1,000,000 per occurrence, and workers' compensation and employers' liability coverage. No federal funding will be used for the initial implementation term. Vendor terms and conditions are non-negotiable and cannot conflict with Ada County's Terms and Conditions as specified in Exhibit B of the solicitation. The RFP documents do not identify any set-aside designations, restrictions on organization types, incumbent vendors, or specific budget ranges; however, all proposals must be properly completed and signed before submission through the Bonfire platform and must acknowledge receipt of any addenda issued to the RFP documents. Proposers must identify any subcontractors who will perform specified portions of the work, including their addresses and disciplines, and complete proposals must demonstrate the vendor's ability to provide all necessary labor, materials, equipment, coordination, testing, tools, and services required to implement and support the system.