Web Based Case Management System – Housing Services FY26

Purpose

NAICA is seeking proposals from qualified contractors to provide web-based case management. The selection of the successful Contractor will be made based on NAICA’s evaluation and determination of the relative ability of each Bidder to deliver quality service in a cost-effective manner.
The following specific criteria will be evaluated and must be addressed in the proposal:

1. Registration in PASSPORT & PIP
2. Insurance
3. Company History and Organization
4. Case Management tools
5. Administrative tools
6. Page Level Customization
7. Intake
8. Workflow and Task Management
9. Mobile Access
10. Calendar and Scheduling
11. Reports
12. Document Management
13. Communications and Contacts
14. Cost proposal and invoicing
15. Conflicts of Interest

NAICA is not obligated to accept the lowest bid and reserves the right to reject any and all bids or amend the contractual obligations. All of the Bidders must be duly licensed or otherwise have the ability to perform work in accordance with all governing local authorities and to the satisfaction of those authorities.

Contract Term

Contract terms will be for one year unless terminated by either side with sixty (60) days notice.

Scope of Services

The selected contractor shall provide web-based case management. The contractor will improve the effectiveness of NAICA’s services by enhancing the process by which data is collected, stored, used and reported. Contractor will facilitate better communication, collaboration and reporting among staff, interns and funders. The web-based case management system will effectively manage all aspects of a case and streamline and organize the work of advocates. It will allow for accurate reporting. The system will modernize outdated systems and automate manual processes.

Instructions to Bidders

Please provide information on the following topics regarding your proposed system.

1. Registration in PASSPORT & PIP: Provide proof of registration in PASSPORT and the Payee Information Portal (PIP) via an attachment directly from PASSPORT and PIP containing the following information: Passport vendor status; Vendor name; Filing Date; Business address; EIN; DUNS number; FMS Vendor Code; Existing address and contract assignments – PIP.
2. Insurance: Provide details on cyber security insurance? What assurances you can provide that our data will be safe. Please provide details on how data uploaded is protected. Who will be able to see the data? How is the data backed up? Please provide policies of ownership of data uploaded. Is NAICA the sole owner of data? Is data uploaded used in anyway by the company? Is exporting of data possible? Please provide a summary of your development cycle. Is NAICA able to request additional features? Please provide details on limits of storage for uploads and data.
3. Company History and Organization:Explain ownership (private or public) and include brief biographical information regarding the personnel who would be directly responsible for the management and local supervision of this project.
4. Case Management Tools: Provide details regarding the system features including case notes, case assignments, case status and case outcomes.
5. Administrative Tools: Provide details regarding user management, access permissions by role, audit trail logs, online administration and support.
6. Page Level Customization: Briefly discuss the interface as well as data field management.
7. Intake: Provide details on the intake process and how it is configured.
8. Workflow and Task Management: Provide details on the workflow capabilities and the process of configuring it to meet the needs of NAICA. Also discuss tasks and how users are able to manage work tasks and case activity.
9. Mobile Access: Provide details on mobile access and how users will be able to access the system as well as the security of these forms of access.
10. Calendar and Scheduling: Provide details on how program tasks, appointments and deadlines are tracked in the system as well as any capabilities with regards to integration with external calendars.
11. Reports: Provide details on the reporting capabilities and the various types of internal and external reports that can be customized. Also discuss the report formats available and report builder features.
12. Document Management: Provide details on the document management features and how client documents are uploaded, searched and viewed in the system. Also discuss the types of files that can be uploaded and if there are any integration features with external third-party document management systems.
13. Communications and Contacts: Provide details on how the system maintains and tracks all contacts and case communication including any web-based messaging and email functions.
14. Cost proposal and invoicing: Provide billing rates for onboarding, creation, training and maintenance of the web-based case management system. Preferably pricing should be set at yearly rate and not per user.
15. Conflict of Interests: Bidder must divulge any known potential conflicts of interest to include all known relations or associations by anyone employed or having an interest in NAICA submitting any bid as follows:
    • Relations/Associations to any NAICA Board member
    • Relations/Associations to any Senior or Executive employee of NAICA
    • Relations/Associations to Directors employed by NAICA
    • Vested personal or financial interest in NAICA or to any organization that does business with NAICA and which may be construed as a conflict of interest

Please feel free to add any other information regarding your software system that you believe would be pertinent so that we may review and make our determination based on all information and specifics of your proposed system.