Ada County Juvenile Services Case Management System

Ada County, Idaho is issuing Request for Proposal (RFP) 26028 seeking a qualified vendor to provide a modern, configurable Software-as-a-Service (SaaS) Juvenile Case Management System (JCMS) to replace legacy systems and support case intake, tracking, reporting, and outcomes management for youth in the juvenile justice system. The system must support approximately 135 users across five operational divisions—Probation, Diversion, Detention, Clinical Services, and Resource Center—with role-based access controls and serve a client capacity including 350 new probation cases annually, 450 new diversion clients annually, 460 annual detention admissions, and approximately 400 youth in clinical services. Key objectives include streamlining case workflows, enhancing data accuracy, supporting compliance with state and federal reporting requirements, and improving accessibility for staff and stakeholders. The project timeline encompasses 9-12 months total duration across five phases: Requirements & Planning (1-2 months), Configuration & Development (3-4 months), Data Input & Testing (2 months), Training & Go-Live (2 months), and Post Go-Live Support (1-2 months). Proposals will be evaluated on a 100-point scale based on compliance with RFP requirements (10 points), approach to the project (30 points), experience with similar services and government entities (30 points), and anticipated project costs (30 points), with optional presentations and interviews worth up to 50 additional points for a maximum total of 150 points. Required qualifications include submission of a signed Proposal Response Cover Sheet, letter of introduction, company history, qualifications, experience with comparable projects within the past three years, and minimum three client references, along with completion of an IT Questionnaire addressing security policies, data protection, access controls, network infrastructure, incident response, compliance, and business continuity. Written questions are due by March 6, 2026, at 4:00 p.m. local time, proposals must be submitted electronically through the Bonfire platform (https://adacounty.bonfirehub.com) no later than March 23, 2026, at 4:00 p.m. local time, and the Board of Ada County Commissioners will consider award recommendations on April 7, 2026, at approximately 9:00 a.m. local time.

The RFP documentation does not identify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendors. However, the vendor must maintain comprehensive insurance coverage including workers' compensation, employers' liability ($100,000 each accident), commercial general liability ($2,000,000 aggregate), professional liability ($2,000,000 per claim), and cyber liability ($2,000,000 per occurrence). All data entered into the system remains the sole property of Ada County Juvenile Services and must be hosted within the United States with encryption at rest and in transit, multi-factor authentication, and audit logging capabilities. The vendor must comply with Criminal Justice Information Services (CJIS), Health Insurance Portability and Accountability Act (HIPAA), and applicable state and federal regulations, support juvenile record sealing and expungement per Idaho law, and provide SaaS hosting, security updates, system maintenance, and technical support under defined Service Level Agreements. The RFP documentation does not specify an anticipated award value or budget range for this procurement.