RFP Data Tracking & Case Management System Quinault Indian Nation

Location:	Washington
Posted:	Mar 16, 2026
Due:	Mar 26, 2026
Agency:	Quinault Indian Nation
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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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:

Evaluation Criteria

Maximum

Points

Score

OVW Reporting

manual work

Capability

–

Ability

generate

OVW

progress

reports

with

minimal

OVC Reporting Capability – Alignment with OVC PMT data fields and reporting

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

Vendor Experience – Experience with victim services programs and/or Tribal programs 10

Implementation & Training Plan – Quality of onboarding, training, and transition 5

support

Customer Support – Technical support availability and responsiveness

Cost & Value – Pricing reasonable for approximately 10 users

TOTALS: __________ _________

Notes

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	RFP Data Tracking & Case Management System Quinault Indian Nation
Category:	Tribal Employment Rights Ordinance (TERO)
Status:	Open

RFP Data Tracking & Case Management System Quinault Indian Nation

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