Case Management Software

The Vendor is required to provide case management software for county safety.
- Comprehensive, cloud-based case management software system (“the system”) for its department.
- Provide a configurable, secure, and user-friendly solution that supports data driven decision-making, ensures compliance with applicable privacy and reporting requirements, and enhances coordination of care among multiple County departments and partner organizations.
- Objectives:
•    Implement a centralized case management system that consolidates client data and service documentation across programs.
•    Improve efficiency in client intake, assessment, referral, and follow-up processes.
•    Support compliance with federal, state, and local data security and privacy standards, including HIPAA.
•    Enable robust data reporting, analytics, and performance monitoring to support program evaluation and funding compliance.
•    Facilitate secure information sharing among authorized staff and external partners, as permitted by law.
•    Support approximately 30 total users, including 2 system administrators (w/ability to add users/admins).
•    Accommodate an estimated 4,500 client cases annually across all participating programs.
- Functional Requirements:
•    Client Management: Record demographic, contact, eligibility, and assessment data.
•    Case Notes & Service Tracking: Document all client interactions, services provided, referrals made, and outcomes achieved.
•    Cost Tracking: Track expenditures tied to client services, supplies, and program resources.
•    Assessment Tools: Support customizable forms and assessment instruments.
•    Task & Workflow Management: Track assignments, reminders, and follow-up actions.
•    Referral Management: Facilitate internal and external service referrals with status tracking.
•    Reporting & Analytics: Generate ad-hoc and scheduled reports for performance metrics, compliance, and funding requirements.
•    Document Management: Upload and store client-related documentation with appropriate permissions.
•    Role-Based Access Controls: Ensure user access levels align with staff roles and responsibilities.
•    Mobile Access: Offer mobile-friendly data entry and navigation interfaces for field-based staff.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 7, 2026