RFP - Case Management Software

COUNTY COMMISSION of BERKELEY
COUNTY, WEST VIRGINIA
Request for Proposal (RFP)
For
Case Management Software
July 2026

REQUEST FOR PROPOSALS
REGARDING QUALIFICATION AND PRICE PROPOSALS FOR
CASE MANAGEMENT SOFTWARE
The County Commission of Berkeley County, West Virginia (herein referred to as the "County
Commission" or "Commission") is requesting Qualification and Price Proposals from interested parties
for Case Management System to be used in the Prosecuting Attorney's Office.
The County Commission (or its designated representatives) will be evaluating submissions to this
request and will ultimately select a firm judged to be both responsible and responsive to the request in
every way, including having offered the most beneficial, appropriate price proposals. The County
Commission reserves the right to interview some or all prospective firms to discuss Qualifications & Price
Proposals. Inquiries should be directed to Casey Putney, Assistant Prosecuting Attorney at
cputney@berkeleywv.org or 304-264-1971.
One (1) copy of submittals of Qualification & Price information from interested businesses should
be enclosed in a sealed opaque envelope marked "CMS Software". Proposals must be submitted and
time-stamped into the County Commission Office, Suite 201, 400 W. Stephen Street, Martinsburg, WV,
25401 no later than 4:00 p.m. on Wednesday; August 12, 2026. Failure to provide the required
information as requested in the RFP for Berkeley County's review may result in disqualification.
Proposals will be opened and entered into public record at 10:10 AM on Thursday, August 13,
2026 in the County Commission Meeting Room, 400 W. Stephen Street, Room 205, Martinsburg, WV,
25401.
Berkeley County shall make positive efforts to utilize Disadvantaged Business Enterprises for its
supplies and services and shall allow these sources the maximum feasible opportunity to compete for
contracts. Berkeley County does not discriminate on the basis of race, color, national origin, sex, religion,
age or disability for the provision of services.
Berkeley County reserves the right to accept or reject any or all proposals, to waive technicalities,
and to take whatever action is in the best interest of the Berkeley County Commission.

I. INTRODUCTION:
Proposals are being requested from qualified vendors for a Case Management System for use in
the Prosecuting Attorney's Office as ordered by the County Commission of Berkeley County,
West Virginia, (hereinafter referred to as "County Commission" or "Commission"). Only written
responses to this RFP shall be considered. All materials submitted shall become part of the
proposal.
II. SCOPE OF WORK
A. GENERAL
The County Commission is requesting price quotations for case management software to
support (28) internal users with the ability to add/subtract depending on office needs.
Minimum features should include:
* Web-based with a secure hosted CJIS compliant environment
* Master name tracking across cases
Defendant, Victim, and Witness
o
* Scheduling functionality
Notifications triggers
o
* Bar-coding for case file control
* Dynamic Reporting functionality
* File storage ability should include but not be limited to:
Emails
o
Images
o
Videos
o
Soft documents
o
ALL other formats as necessary
o
* Advance search features to allow for easy data query and analysis
* eDiscovery portal to allow sharing case data
It is preferred that the system have the ability to add Bates Stamps (or some
o
other form of identifiers) to images/documents for additional tracking
* Case type management (allow end user to create/modify)
* Workflow management & rule creation
* 3rd party integration options - It is preferred that the system have the ability to
integrate/share data with existing CAD/RMS systems:
Motorola FLEX CAD
o
AXON Evidence.com
o
* All training/implementation costs shall be included in proposal
* Vendor should specify in detail how the user data will be secured/archived/backup
protected
Maintenance/subscription costs
* Vendor should provide pricing for annual maintenance/support
III. Q&E / TECHNICAL PROPOSAL:
Respondent shall respond to and reference each section and subsection for portion(s) of RFP
proposal. At a minimum, your Proposal shall include the following information. Failure to

discuss each item may deem the submittal non-responsive and may result in non-consideration
of respondent's services.
A. Firm Information
1. Name, address, telephone number (landline and cell), fax number of Contracting
firm and parent company, if any, from which the project will be managed.
2. Nature of Contracting firm and parent company, if any.
B. Firm Capabilities
1. Describe the size of your firm/project office as related to size of staff.
C. Firm Principals and Background
1. Submit the names, titles, and resumes of the "principal" staff member(s) who will
be responsible for the project during the performance of the contract. Please assure
that the information provided includes specialized experience and technical
competence in providing relevant services on similar sized projects during the past
three (3) years.
2. Describe in depth the operations team available to the "principal" staff member(s).
Include an organizational chart of manpower, titles, qualifications, roles in contract
performance, and availability for telephone consultations and on-site meetings.
3. Provide a list of at least three (3) but no more than five (5) similar and/or relevant
projects that you have completed during the past five (5) years. This information
must include the business name, contact person, address, email address, and phone
number.
D. Miscellaneous Requirements:
All proposals must provide written proof that:
The selected Company is licensed to conduct business in the State of West Virginia.
The selected Company/Contractor must certify that it is employing only US
Citizens or those persons legally in the United States.
The selected Company/Contractor must show proof of current workers
compensation coverage in good standing or payroll information which will show
that coverage is not required.
E. All technical proposals should include any conclusions, remarks and/or supplemental
information that is pertinent to this request. Submitters are also required to provide written
information regarding their inability to conform to any of the technical requirements listed
above. Failure to do so will result in disqualification of proposal.

IV. PRICE PROPOSAL:
A. At a minimum, your Price Proposal shall include the following:
1. Completion of Price Proposal (Attachment A) in its entirety.
2. Fully executed Non-Collusion Certificate - Attachment B.
3. Proof of current business license
4. Statement that only US Citizens or legal immigrants are employed.
5. Proof of current workers compensation coverage, if required.
6. Any conclusions, remarks and/or supplemental information pertinent to this
request.
V. TERM OF CONTRACT:
A. The contract will commence upon award by the County Commission.
B. The term of the contract will be for one (1) year with the option to renew it for four (4)
additional years.
C. If the Firm and/or Company awarded the bid subsequently fails to comply with the
specifications, it will be given thirty (30) calendar days' notice to render satisfactory
service. If at the expiration of such thirty (30) calendar days' notice, the unsatisfactory
conditions have not been corrected, the County Commission reserves the right to terminate
the contract.
VI. USE OF EXISTING DOCUMENTS:
Berkeley County will cooperate to the fullest extent by making available to the Firm/Company all
documents pertinent to this service that may be in the County Commission's possession. Berkeley
County makes no warranty as to the accuracy of existing documents nor will the County
Commission accept any responsibility for errors and omissions that may arise from the
Firm/Consultant having relied upon them.
VII. COMPENSATION TO THE VENDOR:
Invoices must be submitted to:
Berkeley County Commission
400 W. Stephen Street
Suite 201
Martinsburg, WV, 25401
Payment will be made within thirty (30) days of receipt and approval.

VIII. SELECTION PROCESS:
A. This solicitation is issued pursuant to the implementation of Berkeley County's Purchasing
Policy. Berkeley County shall not be liable for any costs not included in the proposal, not
contracted for subsequently, or in regard to preparation of your proposal.
B. A Selection Committee appointed may by the County Commission will evaluate responses
to this request and select those firms judged to be most qualified.
C. It is the County Commission's intent to open and review each firm's Qualifications &
Experience/ Technical Proposal to determine a firm's qualifications, experience and
technical approach to the services. If the Selection Committee determines that a firm's
Qualifications & Experience/Technical Proposal is acceptable, than price will be
considered.
D. Since it is the County Commission's desire to select the most qualified firm, the Selection
Committee reserves the right to schedule oral presentations from those firms it deems most
qualified, to take place within ten (10) business days following notification.
E. Selection criteria to be used by the Committee are:
1. Responsiveness to the scope of work and these instructions;
2. Past performance of the firm including timely completion of services, compliance
with scope of work performed within budgetary constraints, and user satisfaction;
3. Specialized experience and technical competence in performing relevant services
in the past ten (10) years, including qualifications of staff members who will be
involved in these services;
4. Oral presentations, if required;
5. Composition of the principals and staff assigned to provide these services,
particularly the proposed manager and immediate staff, and their qualifications and
experience with services such as that being proposed;
6. Adequacy of the personnel of the firm to accomplish the proposed scope of work
in the required time;
7. Firm's capacity to perform the work, giving consideration to current workloads;
8. Firm's familiarity with problems applicable to this type of services;
9. References from previous clients, including size and scope of the services, name
and telephone number of contact person.
10. Price Proposal.
IX. PROPOSALS AND AWARD SCHEDULE:
A. Proposals received prior to the deadline will be treated as confidential, until receipt of all

Proposals and opening of the same. Proposals received after the deadline will not be
considered in the evaluation process and will be returned unopened.
B. It is expected that the contract award will be made within forty-five (45) calendar days
after the opening of proposals. The contract will be awarded to the Company whose
proposal, conforming to this request, will be the most advantageous to Berkeley County.
C. Proposals must give the full name and address of the proposer and the person signing the
proposal shall indicate his or her title and/or authority to bind the firm in a contract.
D. Proposals may not be altered or amended after they are opened.
E. The approval or disapproval of the Company's Proposal will be determined by its response
to this request and on past performance. No assumptions should be made on the part of the
Firm/Company as to this Committee's prior knowledge of their abilities.
F. Berkeley County reserves the right to request clarification of information submitted and to
request additional information of one or more applicants.
XII. TERMS AND CONDITIONS:
A. The County Commission reserves the right to reject any or all proposals or to award the
contract to the next recommended Company if the successful Company fails to execute an
agreement within ten (10) calendar days after being notified of the award of this proposal.
B. Berkeley County reserves the right to request clarification of information submitted and to
request additional information of one or more applicants.
C. Any proposal may be withdrawn up until the date and time set within this RFP for the
opening of the proposals. Any proposal not so withdrawn will constitute an irrevocable
offer, for a period of ninety (90) calendar days, to sell to Berkeley County the services set
forth above, in the manner and at the costs set forth.
D. The selected Company shall be required to enter into a contract agreement with the County
Commission. Any agreement or contract resulting from the acceptance of the proposal shall
be made on forms approved by the Berkeley County In-House Legal Director and shall
contain, at a minimum, applicable provisions of this request for proposal. The County
Commission reserves the right to reject any agreement that does not conform to this request
for proposal and any Berkeley County requirements for agreements or contracts.
E. Selected Firm/Company shall not assign any interest in the contract and shall not transfer
any interest in the same without prior written consent of the Berkeley County Commission.
F. No reports, information or data given to or prepared by the Firm/Company under this
agreement shall be made available to any individual or organization by the Firm/Company
without the prior written approval of the Berkeley County Commission.
G. Firms/Companies shall give specific attention to the identification of those portions of their
proposals that they deem to be confidential, proprietary information or trade secrets and
provide any justification why such materials, upon request, should not be disclosed by the
County Commission under the West Virginia Freedom of Information Act.

H. Berkeley County shall not be liable for any costs incurred by the Firm/Company in regard
to preparation of its proposal.
I. Berkeley County reserves the right to request interviews.
J. The County Commission reserves the right to reject any and/or all proposals, to waive
technicalities, and to take whatever action is in the best interest of the County.
K. Berkeley County reserves the right to not hold discussions after award of the contract.
L. By submitting a proposal, the Firm/Company agrees that it is satisfied, as a result of its
own investigations of the conditions set forth in this request, and that it fully understands
the obligations set forth therein.
M. The Firm/Company shall abide by and comply with the true intent of the RFP and its Scope
of Work and shall not take advantage of any unintentional error, ambiguity or omission,
but shall fully complete every part as contemplated by the true intent and meaning of the
scope of services described herein. Clarifications may be requested and dealt with at the
Pre-Proposal Conference.
N. The Firm/Company hereby represents and warrants:
1. That it is now, or will be by the time its Proposal is opened, qualified to do business
in the State of West Virginia and that it will take such action as, from time to time
hereafter, may be necessary to remain so qualified;
2. That it is not in arrears with respect to the payment of any monies due and owing
the State, or any department or agency thereof, including, but not limited to, the
payment of taxes and employee benefits, and that it shall not fall into arrears during
the term of the contract; that it shall comply with all federal, State, and local laws,
ordinances, and legally enforceable rules and regulations applicable to its activities
and obligations under the contract;
3. That it shall procure, at its expense, all licenses, permits, insurance, and
governmental approvals, if any, necessary to the performance of its obligations
under the contract;
4. That the facts and matters set forth hereafter in the contract and made a part hereof
are true and correct.
O. In addition to any other remedy available to Berkeley County, breach of any of the services
contracted herein shall, at the election of the County Commission, be grounds for
termination of the contract. Failure of the County Commission to terminate the contract
shall not be considered or construed as either a waiver of such breach or as a waiver of any
rights or remedies granted or available to Berkeley County.
P. Hold Harmless/Indemnification: If a contract is awarded, the successful Firm/Company
will be required to indemnify and hold Berkeley County, its agents and/or employees
harmless from and against all liability and expenses, including attorney's fees, howsoever
arising or incurred, alleging damage to property or injury to, or death of, any person arising

out of or attributable to the Firm's/Company's performance of the contract awarded. Any
property or work to be provided by the Firm/Company under the contemplated contract
will remain at the Firm's/Company's risk until written acceptance by the County
Commission; and the Firm/Company will replace, at Firm's/Company's expense, all such
property or work damaged or destroyed by any cause whatsoever, prior to its acceptance
by the County.
Q. Termination for Convenience: Berkeley County may terminate this or any contract, in
whole or in part, whenever the County Commission determines that such termination is in
the best interest of the County, without showing cause, upon giving 30 days written notice
to the Firm/Company. Berkeley County shall pay all reasonable costs incurred by the
Firm/Company up to the date of termination. However, in no event shall the
Firm/Company be paid any amount that exceeds the price proposed for the work
performed. The Firm/Company will not be reimbursed for any profits which may have
been anticipated but which have not been earned up to the date of termination.
R. Termination for Default: When the Firm/Company has not performed or has
unsatisfactorily performed the contract, Berkeley County may terminate the contract for
default. Upon termination for default, payment may be withheld at the discretion of the
County Commission. Failure on the part of a Firm/Company to fulfill the contractual
obligations shall be considered just cause for termination of the contract. The
Firm/Company will be paid for services satisfactorily rendered prior to
termination less any excess costs incurred by Berkeley County in re-procuring and
completing the work.
S. The contractual obligation of Berkeley County under the contemplated contract is
contingent upon the availability of appropriated funds from which payment for this contract
can be made.
T. Interpretation: The contract resulting from this proposal shall be construed under the laws
of the State of West Virginia.
XIII. INTERPRETATIONS, DISCREPANCIES, OMISSIONS:
Should any Firm/Company find discrepancies in, or omissions from, the documents or be in doubt
of their meaning, they should at once request in writing an interpretation from the County
Commission. All necessary interpretations will be issued to all Firms/Companies in the form of
addenda to the specifications, and such addenda shall become part of the contract documents.
Failure of any Firm/Company to receive any such addendum or interpretation shall not relieve
such Firm/Consultant from any obligation under their proposal as submitted. Berkeley County
will assume no responsibility for oral instructions or suggestions. ORAL ANSWERS SHALL
NOT BE BINDING ON BERKELEY COUNTY. No requests received after 4:00 p.m., Friday,
August 7, 2026, will be considered. Every interpretation made by Berkeley County will be made
in the form of an addendum that, if issued, will be sent by Berkeley County to all interested parties.

LIST OF APPENDICES THAT ARE ATTACHED
Attachment A - Case Management System
Attachment B - Non-Collusion Certificate