RFP Data Tracking & Case Management System Quinault Indian Nation

REQUEST FOR PROPOSAL
Data Tracking & Case Management System
Quinault Indian Nation - Sacred Healing Journey
1. Overview -
Sacred Healing Journey (SHJ) of Quinault Indian Nation (QIN) is soliciting proposals from qualified
vendors to provide a secure cloud-based case management and data tracking system for a tribal
victim services program serving victims of domestic and sexual violence, sexual assault, stalking,
adult survivors of sex-abuse, and other crimes.
The system must support 10 users and be fully aligned with federal reporting requirements for:
* Office on Violence Against Women (OVW)
* Office for Victims of Crime (OVC)
It must also have the capability to be customized to any other future federal agency reporting
requirements.
2. Project Goals -
The selected system must:
* Streamline intake, case management, and service tracking
* Ensure survivor-centered data practices that will allow confidential documentation
* Produce accurate, compliant OVW and OVC reports with minimal manual manipulation
* Is simple and easy to use for staff
3. Required System Capabilities -
Core Case Management
* Document services provided, including legal services
* All types of victimizations that are listed on the provided reporting forms, to include multiple
victimization tracking
* Track referrals and outcomes
* Track outreach activities that includes amount of attendees
The system should be easy to use and require minimal training for staff.
Federal Reporting (Critical Requirement)
The system should support automated reporting for federal funding agencies, including:
* OVW Progress Reports
* OVC Performance Measurement Tool (PMT) reports
The system must:
* Align with OVW and OVC reporting data fields

* Generate reports with minimal manual calculation or data manipulation
* Allow reporting by grant period and funding source
* Prevent duplicate victim counts
* Allow export of reports in commonly used formats (Excel, PDF)
Vendors must clearly explain how the system simplifies federal reporting.
Confidentiality & Security -
Due to the sensitive nature of victim services data, the system must include:
* Secure cloud-based hosting
* Encrypted data storage and transmission
* Role-based access controls
* Multi-factor authentication
* Audit trails
* Secure data backups
* Compliance with VAWA confidentiality requirements
The system must also support Tribal data sovereignty, ensuring the Tribe retains full ownership and
control of all data.
Technical Requirements -
The system should:
* Be web-based and cloud hosted
* Require no local servers
* Support at least 10 users
* Allow secure access from multiple devices
* Allow data export if the Tribe chooses to change systems
4. Implementation & Training -
Vendors must provide:
* System implementation support
* Staff training
* Written user documentation
* Ongoing technical support
5. Vendor Qualifications -
Preference will be given to vendors who:
* Have extensive experience working with Tribal programs and victim service organizations

* Have systems already configured for OVW and OVC reporting
* Can provide references from similar programs
* Can clearly demonstrate the system has been successfully used by programs funded by
OVW and OVC
6. Pricing -
Proposals must include:
* Software licensing costs
* Setup/implementation costs
* Training costs
* Ongoing support or maintenance fees
* Cost of adding users after the initial 10
Pricing should initially reflect 10 users.
7. Proposal Submission -
Proposals must include:
* Company background
* Description of the system
* Explanation of reporting capabilities for OVW and OVC
* Security and confidentiality protections
* Pricing
* References
Submit proposals to:
* bids@quinault.org
* Subject Title: Proposal for SHJ Data and Case Management Software
8. Timeline -
* RFP Issued: March 16, 2026
* Proposals Due: Close of business on March 26, 2026
Preference will be given to inclusion of qualified Indian-owned firms per the QIN's Indian
Preference Policy. Respondents must not have been suspended or debarred by the federal
government. The determination of who is an Indian Contractor is made by the Tribal
Employment Rights Office according to Quinault Tribal Code, Title 97. Indian Contractors
must provide certification from the Tribal Employment Rights Office in order to be considered
eligible for Indian Preference. Payment will result in issuance of a 1099. This RFB does not
commit QIN to award a contract, to pay any costs incurred in preparation of a response to

this invitation, or to procure or contract for services or supplies. Respondents will not offer
any gratuities, favors or anything of monetary value to any employee, officer, or agent of the
Nation for the purpose of influencing favorable disposition toward either their proposal or
any other proposal submitted as a result of this RFB. All proposals submitted hereunder
become the exclusive property of the Nation. All work product produced under any awarded
contract will become the exclusive property of the Nation. The Nation reserves the right to
accept all or part of the bid, or to decline the whole proposal.

SCORING:
Maximum
Evaluation Criteria Score Notes
Points
OVW Reporting Capability - Ability to generate OVW progress reports with minimal
20
manual work
20
OVC Reporting Capability - Alignment with OVC PMT data fields and reporting
15
Ease of Use for Staff - Intuitive interface, minimal training required for advocates
Case Management Features - Client intake, services tracking, case notes, referrals, 10
outcomes
Confidentiality & Security - Encryption, role-based access, VAWA compliance, data 10
protection
10
Vendor Experience - Experience with victim services programs and/or Tribal programs
Implementation & Training Plan - Quality of onboarding, training, and transition 5
support
5
Customer Support - Technical support availability and responsiveness
Cost & Value - Pricing reasonable for approximately 10 users 5
TOTALS: __________ _________