RFP Collaborative Case-Management and Participant Monitoring System

QUINAULT TRIBAL COURT | REQUEST FOR INFORMATION & QUOTATION
1. Purpose
Quinault Tribal Court is evaluating replacement of its current RecoveryTrek platform and seeks information, a
product demonstration, and complete pricing for a secure, collaborative case-management and participant-
monitoring system for its Healing to Wellness Courts. The Court intends to compare qualified vendors using the
same functional, security, implementation, support, and pricing criteria.
2. Operational Environment
The Court anticipates a graduated implementation across multiple Wellness Court programs, beginning with
approximately 50 participants in Year 1 and increasing to approximately 75 participants in Year 2. The system must
support coordinated work among judicial officers, Wellness Court staff, probation, treatment and behavioral-health
providers, peer-support personnel, evaluators, and other authorized contracted service providers while preserving
appropriate confidentiality and role-based access.
3. Required Functional Capabilities
* Participant case management, including enrollment, phases, goals, requirements, appointments, treatment,
services, attendance, incentives, sanctions, court hearings, staffing notes, and outcomes.
* Drug-testing management, including randomization, laboratory-result integration, missed tests, presumptive
and confirmed results, testing history, and notifications.
* Secure provider access allowing authorized outside providers to enter participant updates directly without
duplicate data entry.
* Granular role-based permissions and configurable access by program, provider, user role, and information
type.
* Complete audit trails showing user access, entries, edits, and timestamps.
* Automated alerts and ticklers for overdue reports, appointments, testing requirements, assessments, phase
requirements, follow-up dates, and other compliance items.
* Document storage and management.
* Dashboards, outcome measurement, aggregate reporting, and export to commonly usable formats.
* Mobile and remote access where appropriate.
* API and integration capabilities, including interfaces with laboratories or other testing systems.
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QUINAULT TRIBAL COURT | REQUEST FOR INFORMATION & QUOTATION
4. Federal Grant & GPRA Requirements
The Court administers federally funded programming and requires robust grant-performance tracking. The vendor
shall describe the system's ability to support SAMHSA GPRA requirements, including baseline/intake, six-month
follow-up, and discharge requirements. The response must identify whether GPRA functionality is native,
configurable, available through an integration, or requires customization. The vendor should also identify
capabilities for other federal performance and outcome reporting.
5. Confidentiality, Security & Tribal Data Sovereignty
* HIPAA-appropriate security and data handling.
* 42 CFR Part 2-appropriate confidentiality, consent, disclosure, and access controls.
* Encryption in transit and at rest; authentication and account-security options.
* Tribal ownership and control of Court data.
* Data-hosting location and cloud environment.
* Backup, disaster recovery, retention, and business-continuity practices.
* Identification of subcontractors or subprocessors with potential access to Court data.
* Procedures, format, timing, and cost for a complete data export during the contract and upon termination.
* Confirmation that vendor access to Court data is limited to authorized operational purposes and contractual
requirements.
6. Customer Support & Service Levels
Customer support is a significant factor in this procurement. The vendor must describe its support model and
indicate whether the proposed service levels can be incorporated into the final agreement.
Vendor Proposed
Priority Required Vendor Response Vendor Proposed Response
Resolution/Escalation
Describe 24/7 or emergency
Critical / system unavailable
process
Describe response and
High priority
escalation
Routine Describe standard response
After-hours support State availability
* Identify whether a designated account representative is included.
* State telephone support hours and whether live telephone support is available.
* Describe ticket escalation and executive escalation procedures.
* Provide uptime commitments and service-credit remedies, if offered.
* Provide at least three public-sector or treatment-court references, preferably including a Tribal or rural
jurisdiction.
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QUINAULT TRIBAL COURT | REQUEST FOR INFORMATION & QUOTATION
7. Implementation, Migration & Training
The Court currently uses RecoveryTrek. The vendor shall describe its experience migrating data from
RecoveryTrek or comparable treatment-court systems and identify what historical participant information can be
migrated. The response must separately identify migration, configuration, implementation, training,
interfaces/integrations, and professional-services costs.
* Provide an estimated implementation timeline from contract execution through production launch.
* Describe vendor and Court staffing requirements during implementation.
* Identify training included for administrators, Court staff, probation, and external providers.
* Describe post-go-live support and any included refresher or new-user training.
* Describe the process for testing migrated data and obtaining Court acceptance before go-live.
8. Demonstration Requirements
The Court requests a demonstration using a realistic Wellness Court workflow rather than a general sales
presentation. The demonstration should show the following end-to-end scenario:
Participant admitted assessment/intake treatment provider enters update probation enters
compliance information drug-test result received Wellness Court staff reviews participant
multidisciplinary team staffing judicial review phase advancement/incentive or sanction
automated follow-up requirement grant/outcome report.
The demonstration must also show how multiple providers can work with the same participant while access to
sensitive information is restricted according to role, program, consent, and applicable confidentiality requirements.
9. Pricing Instructions
Provide a complete graduated cost proposal based on the Court's projected participant growth: 50 participants in
Year 1 and 75 participants in Year 2. Pricing must show the actual cost at each participation level rather than
pricing all three years at the 150-participant level. Do not combine implementation and recurring costs. Identify
whether licensing is per participant, per user, per program, per Court, tiered, or unlimited. Separately price optional
modules and identify any governmental or Tribal-government discounts. If the vendor uses participant tiers,
minimum commitments, or true-up provisions, those terms must be clearly identified.
Year 1 Year 2 Year 3
Cost Component 50 Participants 75 Participants Not Requested Notes / Unit Basis
Core software/license
Implementation/configuration
Data migration
Training
Hosting
Case manager/full-user
licenses
Provider/portal users
State per-participant
Participant charges Price for 50 Price for 75
Not Requested rate, tier/minimum, and
(graduated volume) participants participants
true-up rules
Drug-testing software
Laboratory/testing
integration
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QUINAULT TRIBAL COURT | REQUEST FOR INFORMATION & QUOTATION
API/interfaces
Maintenance/support
Optional modules
Other required costs
TOTAL
Please also provide the following. For any participant-based charge, show the unit price and extended annual cost
separately at 50 and 75 active participants:
* Three-year total cost of ownership.
* Five-year total cost of ownership.
* Price-increase limitations or escalation schedule.
* Costs associated with adding users, participants, programs, providers, or interfaces.
* Costs to retrieve/export all Court data during or at termination of the agreement.
* Any minimum commitment, implementation deposit, or early-termination charge.
10. Vendor Response Checklist
Item Included? Comments / Location in Proposal
Completed pricing table Yes No

Product architecture and hosting
Yes No
description
Security/privacy documentation Yes No

42 CFR Part 2 capability description Yes No

Tribal data ownership/sovereignty terms Yes No

Implementation plan and timeline Yes No

Migration plan Yes No

Training plan Yes No

Support SLA and escalation matrix Yes No

GPRA capability explanation Yes No

Drug-testing/laboratory integration
Yes No
explanation
API/integration documentation Yes No

Three references Yes No

Sample agreement, terms of service, and
Yes No
data-processing/security terms
Available demonstration dates Yes No

11. Evaluation Matrix
The following matrix is intended to support consistent internal evaluation. Scores should be based on demonstrated
functionality, written commitments, references, and total cost-not marketing representations alone.
Evaluation Category Weight Vendor Score (1-5) Weighted Score Evaluator Notes
Treatment/Wellness
20%
Court functionality
Provider collaboration &
12%
role-based access
Drug testing &
10%
laboratory integration
GPRA/federal grant
10%
reporting
Security, HIPAA & 42
10%
CFR Part 2
Tribal data sovereignty,
10%
ownership & portability
Customer support &
12%
enforceable SLA
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QUINAULT TRIBAL COURT | REQUEST FOR INFORMATION & QUOTATION
Implementation,
6%
migration & training
Reporting, analytics &
5%
integrations
Three-year total cost of
5%
ownership
TOTAL 100%
12. Demonstration Scoring Sheet
Demonstration Item Score (1-5) Pass/Concern Notes
Participant intake and
assessment
Phase/requirement
management
Treatment provider entry
Probation compliance entry
Drug-test workflow/integration
Staffing and judicial review
Incentive/sanction workflow
Automated alerts/ticklers
GPRA follow-up workflow
Federal/outcome reporting
Role-based confidentiality
demonstration
Audit trail
Data export
Ease of use
Support portal/escalation
demonstration
13. Submission
Please submit the completed response, pricing, proposed agreement, and available demonstration dates to
bids@quinault.org on or before September 30, 2026. The Court may request clarification, negotiate scope or
pricing, request additional demonstrations, or decline to proceed with any proposal.
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