- Title
- FOR JUVENILE JUSTICE SERVICES CASE MANAGEMENT PLATFORM
- Bid Type
- RFP
- Pdf Text
- ERIE COUNTY
REQUEST FOR PROPOSAL (RFP)
FOR JUVENILE JUSTICE SERVICES CASE
MANAGEMENT PLATFORM
RFP #2026-052VF
September 15, 2026
Gale R. Burstein, MD, MPH, FAAP, Commissioner
Department of Health
EDWARD A. RATH COUNTY OFFICE BUILDING
95 FRANKLIN STREET
BUFFALO, NEW YORK 14202
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COUNTY OF ERIE, NEW YORK
REQUEST FOR PROPOSALS (“RFP”) #2026-052VF
JUVENILE JUSTICE SERVICES CASE MANAGEMENT PLATFORM
I. BACKGROUND
The County of Erie, New York (the “County”) is currently seeking proposals from qualified entities (“Proposer”) able to
provide a customizable case management platform for outcome tracking with justice involved juveniles to facilitate
compliant data management and detailed case reporting. In addition to case management, data including outcomes and
practices of each treatment provider will be tracked to inform systems level improvements. Proposers interested providing
these services to the County are invited to respond to this request.
It is the County's intent to select the Proposer(s) that provides the best solution for the County's needs. The County
anticipates that contracts from this RFP would be for a period of 2 years with the option to extend based on satisfaction,
program needs, and available funding, commencing by the end of 2026.
The County reserves the right to amend this RFP, reject any or all of the proposals, or any part thereof, submitted in response
to this RFP, and reserves the right to waive any irregularities or informalities, if such action is deemed to be in the best
interest of the County. The County reserves the right to request additional information from any Proposer, and to award
negotiated contracts to one or more Proposers.
This RFP is not intended and shall not be construed to commit the County to pay any costs incurred in connection with any
proposal or to procure or contract with any firm.
The County will only contract with firms that do not discriminate against employees or applicants for employment because
of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status or any other
status protected by New York State and Federal laws.
II. FUNDING AND BUDGET
The award is subject to approval by the Erie County Legislature, as well as, contingent upon the availability of funding
appropriated for this purpose. This RFP will fund one award for up to $17,000 in the first year to include the cost of software
development and training. Anticipated extended funding for years two and three shall be at a maximum of $8,000 per year.
III. PROPOSAL TIMEFRAMES
The following schedule is for informational purposes only. The County reserves the right to amend this schedule at
any time.
Issue RFP: September 15, 2026
Questions due: September 22, 2026
Answers posted: September 24, 2026
Proposals Due: October 15, 2026, 4:00 p.m.
Selection Made By: November 2026
Contract Signed: Following all necessary County approvals
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IV. GENERAL REQUIREMENTS
1. Each proposal shall be prepared simply and economically avoiding the use of elaborate promotional materials
beyond what is sufficient to provide a complete, accurate and reliable presentation. Specific instructions for the
proposal format and content are outlined below.
2. One (1) PDF copy (by email) of the full proposal shall be submitted. Proposals MUST be signed using the attached
Schedule A: Proposer Certification. Unsigned proposals will be rejected.
3. Submission of the proposals shall be directed to:
Erie County Department of Health
health@erie.gov
Edward A. Rath County Office Building
95 Franklin Street
Buffalo, NY 14202
All proposals must be delivered to the above office on or before October 15, 2026 at 4:00 p.m. Proposals received
after the above date and time will not be considered. The County is under no obligation to return proposals.
4. Requests for clarification of this RFP must be written and submitted to Department of Health at the above address
or at health@erie.gov no later than September 22, 2026 at 4:00 p.m. A list of questions and answers will be
posted on the County website on September 24, 2026. No communications of any kind will be binding against the
County.
5. Proposers may be required to give an oral, written or visual presentation to the County to clarify or elaborate on the
written proposal. Those Proposers will be notified to arrange specific times.
6. No proposal will be accepted from nor any agreement awarded to any Proposer that is in arrears upon any debt or
in default of any obligation owed to the County. Additionally, no agreement will be awarded to any Proposer that
has failed to satisfactorily perform pursuant to any prior agreement with the County.
7. Information on the Standard Insurance Provisions required of agencies selected as a contractor of this service is
included in this RFP. This document is for informational purposes only, and is not to be submitted by the Proposer
for the purposes of this RFP.
8. All potential contract-holders with Erie County shall agree to comply with Executive Order 13 (2014), and the
Agency shall make such records available, upon request, to the County’s Division of Equal Employment
Opportunity for review. All contract holders will be required to sign the Erie County Equal Pay Certification
(attached). The County shall have the right, upon reasonable notice and at reasonable times, to inspect the books
and records of the Agency, its offices and facilities, for the purpose of verifying information supplied in the Erie
County Equal Pay Certification and for any other purpose reasonably related to confirming the Agency’s
compliance with Erie County Executive Order No. 13 (2014). Violation of the provisions of Executive Order 13
(2014), which is attached hereto and made a part hereto and made a part hereof, can constitute grounds for the
immediate termination of a contract, and may constitute grounds for determining that a bidder is not qualified to
participate in future county contracts.
9. Certified Minority Business Enterprise/ Women’s Business Enterprise (MBE/WBE) proposers should include the
Erie County MBE/WBE Certification letter with their proposal.
10. Proposers who operate a Veteran-Owned Business should include the letter indicating their company is 51% or
more veteran-owned with their proposal.
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11. All Proposers must disclose the name, title, and department of any employee or officer who was an employee or
officer of Erie County within the 12 months immediately prior to the proposal.
12. All Proposers must provide a list of at least 3 references from community partners and collaborators or an individual
with knowledge of and experience with the specific services being offered relevant to software development for
Health and Human Services. Erie County departments or employees may not be used as references.
13. All Proposers must provide a list of all prime contractors and subcontractors with whom their agency does business.
V. SCOPE OF SOFTWARE SERVICES REQUIRED
INTRODUCTION
Erie County (The County), on behalf of the Department of Health, is seeking a company to provide and support a
customizable case management platform used for work with at risk and justice involved youth with behavioral
health needs including substance use disorder. Youth case details and outcomes will be tracked in the software
including referrals to treatment providers with data capture at various intercepts to measure the rate of success of
interventions. This software will support the Juvenile Substance Use Services Coordination Program through its
pilot period and into its implementation phase. As such the ability to continue to customize and improve data
collection and reporting is paramount to the measure of success of implemented programming and evaluation of
treatment resources.
NECESSARY COMPONENTS
Administrative
Qualified respondents will have experience in the creation of HIPAA compliant secure software platforms for case
management focusing on youth and juvenile justice.
Qualified respondents will confirm that all data entered into the platform must be and remain the sole and exclusive
property of the County. The Proposer is prohibited from sharing data with third parties without expressed written
consent.
Qualified respondents’ platform must support data retention in a manner that is searchable and compliant
with records retention laws and best practices.
Proposer may not suspend or terminate the County’s access to The County’s Data or the system for
breach of contract without providing reasonable notice and opportunity to remediate an alleged breach.
Qualified respondent will provide a timeline outlining the length of time from issue of the award to completion of
the platform including expectations of the County at each point in the setup process.
Qualified respondents shall explain scalability of programming including any associated fees to support growth.
Qualified respondents will include information on the respondent’s frequency of software updates and a report of
the percentage of down time over the last 2 years.
Technical
Qualified respondents will have software that is cloud-based and tested on portable mobile devices.
Qualified respondents shall describe the encryption standards utilized by the platform.
Qualified respondents will provide documentation ensuring HIPAA compliance and third-party audits of data
practices such as SOC 2 Type II.
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Qualified respondents shall provide secure user authentication through role-based access controls and support
Multi-Factor Authentication (MFA). The platform shall maintain audit logs of user activity and administrative
actions.
Qualified respondents will adhere to parameters laid out in section VI. Data Management, Infrastructure, Ownership
and Security.
Programmatic
Qualified respondents should provide an explanation of secondary portals to share information with families and
providers without exposing sensitive or protected information.
Qualified respondents’ software should include means to contact clients, treatment providers, Probation Officers,
Judges, and other outside providers as needed through the platform for appointment notifications as well as
necessary forms requiring secure signatures that are then retained in the platform.
Qualified respondents should provide a list of included validated behavioral health screening tools included in the
platform for youth and adolescents under the age of 25.
Qualified respondents will include the ability to send text reminders to youth and their families about services and
appointments.
Operational
Qualified respondents will demonstrate the ability to support the creation of customizable forms and reports based
on the requests of the County.
Qualified respondents will provide training on the use of the software platform as well as technical support request
responses within one business day at no additional cost.
Qualified respondents should provide an example of an available dashboard interface or landing page to provide an
overview of case load, status, tasks, and outcomes visible to staff overseeing case management work.
Qualified respondents shall have a platform that is user-friendly and does not require excessive coding by the end-
user to create forms and reports.
VI. DATA MANAGEMENT, INFRASTRUCTURE, OWNERSHIP, AND SECURITY
The County will be the sole owner of collected data within the infrastructure of the software program.
US Only Data Storage Requirement:
All data collected, processed, transmitted or stored as part of the case management platform shall reside exclusively
within the United States. The Proposer must utilize data centers located physically within U.S. territory for all primary
systems, backups, disaster recovery environments, and log retention systems. No County data may be transferred,
accessed, stored, or backed up outside of the United States at any time.
The Proposer shall certify that:
• All cloud hosting, storage and backup solutions maintain U.S. based infrastructure only
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• No foreign nationals or foreign operated entities have access to County data unless explicitly approved in writing
by the County.
• All subcontractors with any system access also comply fully with the U.S. only data requirement.
The county reserves the right to audit vendor compliance with U.S. data residency, including reviewing hosting locations,
subcontractor relationships and infrastructure documentation.
Vendor shall handle all Erie County data in accordance with the County’s mandatory minimum information security
requirements, including required protection of the confidentiality, integrity, and availability of information assets. Vendor
shall process, store, transmit, retain, and dispose of data according to its classification level (Restricted, Confidential, Internal,
Public) and shall comply with all County directives governing information handling.
1. Data Sovereignty
1.1 Geographic Restrictions
Vendor shall ensure that all County data—including primary data, backups, metadata, logs, credentials, derived data, cache, and
replicated copies—remain stored, processed, transmitted, and retained exclusively within geographic regions explicitly approved by
Erie County. No data may be transferred, accessed from, stored within, or routed through non-approved jurisdictions.
1.2 Prohibition on Offshore Storage or Processing
Vendor shall not store or process County data outside of approved locations. Offshore replication, cloud region failover, or indirect
access via foreign support personnel is prohibited unless the County grants explicit written authorization.
1.3 Verification and Documentation
Vendor shall maintain real-time configuration controls (e.g., geofencing, region locking) to enforce data sovereignty. Upon request,
Vendor shall provide documentation validating the geographic residency of County data.
1.4 Subcontractor Restrictions
Any subcontractors involved in service delivery must comply with all sovereignty requirements; Vendor is fully responsible for
subcontractor adherence.
2. Use of Erie County Identity Provider (IdP)
2.1 Exclusive Authentication Source
Vendor shall integrate the Service with the County’s designated identity provider (IdP). All County users—including employees,
contractors, volunteers, and administrators—shall authenticate exclusively through the County’s IdP using approved federation
standards (SAML, OAuth2, or OpenID Connect).
2.2 Prohibition on Local Accounts
Vendor shall not create local usernames, local passwords, or proprietary identity systems for County user access. Local accounts are
prohibited except for break-glass emergency accounts explicitly authorized by the County. Such accounts must be strictly controlled,
logged, monitored, and reviewed monthly.
2.3 Identity Governance Requirements
Vendor must support the following County identity security controls:
• Multi-Factor Authentication (MFA) enforced via County IdP
• Least privilege authorization
• Immediate deactivation of access upon termination or role change
• Quarterly access reviews
• Prevention of shared, generic, or service accounts with interactive login
• Full logging of authentication, privilege escalation, failed login attempts, and administrative actions
• Continuous monitoring for orphaned accounts and credential misuse
2.4 Directory Integration and API Support
Vendor shall support modern authentication protocols, SCIM user provisioning (if applicable), audit log export, and integration with
County directory governance processes.
3. Access Control Requirements
Vendor shall:
• Enforce role-based access control (RBAC) aligned to County-defined permissions.
• Protect all credentials via secure salted hashing and encryption.
• Log and retain records of all access events.
• Deprovision accounts immediately at County request.
• Prevent concurrent administrative sessions unless specifically allowed.
• Ensure privilege escalation events are auditable and monitored.
4. Vulnerability & Patch Management
Vendor shall maintain a formal vulnerability management program including:
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• Timely remediation of vulnerabilities based on severity:
o Critical: remediation within 7 days
o High: remediation within County-required timeframes
• Monitoring of CVE/OVAL and vendor advisories
• Use of vendor-trusted patch sources only
• Documented patch processes and testing before deployment
• Notification to County within 24 hours of any vulnerability that impacts systems hosting County data
5. Security Monitoring and Logging
Vendor must implement monitoring and logging systems to detect, block, or alert on:
• Unauthorized access attempts
• Malware and intrusion activity
• Privilege misuse
• Configuration changes
• Data exfiltration anomalies
• Break-glass account usage
Logs must be retained for one year minimum. Logs must be exportable upon County request.
6. Incident Response Requirements
Vendor shall maintain an incident response program capable of:
• Immediate detection and containment of security events
• 24-hour notification to the County of any actual or suspected incident
• Full cooperation during County-led investigations
• Providing complete post-incident documentation including root cause analysis, impact assessment, and remediation steps
• Preserving evidence as required for forensic review
7. Data Protection Requirements
• Encrypt all County data in transit (TLS 1.2+) and at rest (AES-256 or equivalent)
• Protect all backups with encryption and region controls
• Ensure proper disposal of data using NIST-compliant secure deletion
• Ensure credential conversion from legacy systems follows secure methods
• Retain County data only as strictly required for contracted services
• Purge or delete data securely upon termination or at County request
8. Compliance With County Policies and Laws
Vendor shall comply with all applicable:
• Erie County Information Security Policies
• NIST and industry cybersecurity standards
• State and federal regulations governing privacy, PII, PHI, and CJIS (if applicable)
Vendor agrees that these County policies supersede Vendor policies where conflicting.
9. Third-Party, Subcontractor, and Provider Controls
Vendor shall impose identical security obligations on all subcontractors or service providers. Vendor remains fully accountable for
subcontractor compliance and shall not permit any subcontractor access to County data or systems without County approval.
10. Audit & Security Assessment Rights
County reserves the right to:
• Review Vendor’s security controls and documentation
• Request export of logs, identity events, and configuration states
• Conduct security assessments or audits directly or through a third party
• Require remediation of deficiencies within agreed timeframes
Vendor shall fully cooperate with such assessments.
11. Termination, Data Return & Secure Disposal
Upon termination of the Agreement:
• Vendor shall immediately cease processing County data
• Vendor shall return all data in a County-approved format
• Vendor shall securely delete all County data and provide written certification within 30 days
• Vendor shall remove all credentials, cached data, logs containing sensitive identifiers, and backups containing County data
12. Material Breach & Enforcement
Non-compliance with any requirement in this Exhibit constitutes a material breach of the Agreement. The County may suspend
services or terminate the Agreement if Vendor fails to meet security requirements.
VII. STATEMENT OF RIGHTS & UNDERSTANDINGS
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Please take notice, by submission of a proposal in response to this request for proposals, the Proposer agrees to and
understands:
• that any proposal, attachments, additional information, etc. submitted pursuant to this Request for Proposals
constitute merely a suggestion to negotiate with the County and is not a bid under Section 103 of the New York
State General Municipal Law;
• submission of a proposal, attachments, and additional information shall not entitle the Proposer to enter into an
agreement with the County for the required services;
• by submitting a proposal, the Proposer agrees and understands that the County is not obligated to respond to the
proposal, nor is it legally bound in any manner whatsoever by submission of same;
• that any and all counter-proposals, negotiations or any communications received by a proposing entity, its officers,
employees or agents from the County, its elected officials, officers, employees or agents, shall not be binding against
the County, its elected officials, officers, employees or agents unless and until a formal written agreement for the
services sought by this RFP is duly executed by both parties.
• In addition to the foregoing, by submitting a proposal, the Proposer also understands and agrees that the County
reserves the right, and may at its sole discretion; exercise the following rights and options with respect to this
Request for Proposals:
• To reject any or all proposals;
• To issue amendments to this RFP;
• To issue additional solicitations for proposals;
• To waive any irregularities or informalities in proposals received after notification to Proposers affected;
• To select any proposal as the basis for negotiations of a contract, and to negotiate with one or more of the Proposers
for amendments or other modifications to their proposals;
• To conduct investigations with respect to the qualifications of each Proposer;
• To exercise its discretion and apply its judgment with respect to any aspect of this RFP, the evaluation of proposals,
and the negotiations and award of any contract;
• To enter into an agreement for only portions (or not to enter into an agreement for any) of the services contemplated
by the proposals with one or more of the Proposers;
• To select the proposal that best satisfies the interests of the County and not necessarily on the basis of price or any
other single factor;
• To interview the Proposer(s);
• To request or obtain additional information the County deems necessary to determine the ability of the Proposer;
• To modify dates;
• All proposals prepared in response to this RFP are at the sole expense of the Proposer, and with the express
understanding that there will be no claim, whatsoever, for reimbursement from the County for the expenses of
preparation. The County assumes no responsibility or liability of any kind for costs incurred in the preparation or
submission of any proposal;
• While this is a RFP and not a bid, the County reserves the right to apply the case law under New York State General
Municipal Law § 103 regarding bidder responsibility in determining whether a Proposer is a responsible vendor for
the purpose of this RFP process; and
• The County is not responsible for any internal or external delivery delays which may cause any proposal to arrive
beyond the stated deadline. To be considered, proposals MUST arrive at the place specified herein and be time
stamped prior to the deadline.
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VIII. EVALUATION
The County reserves the right to weigh its evaluation criteria in any manner it deems appropriate. The following criteria,
will be used to review the proposals by a team consisting of members from multiple stakeholder departments and weighted
as described in Appendix I including:
• The Proposer’s demonstrated capability to provide the services outlined in Section V.
• Evaluation of the identified experiences of references as end users of the product.
• A determination that the Proposer has submitted a complete and responsive proposal as required by this RFP.
• An evaluation of the Proposer’s projected approach and plans to meet the requirements of this RFP.
• Proposers MUST sign the Proposal Certification attached hereto as Schedule A. Unsigned proposals will be
rejected.
• No proposal will be accepted from nor any agreement awarded to any Proposer that is in arrears upon any debt or
in default of any obligation owed to the County. Additionally, no agreement will be awarded to any Proposer that
has failed to satisfactorily perform pursuant to any prior agreement with the County.
Proposals will be scored on a scale of unacceptable (0) – outstanding (4) and raw scores have a predetermined weight.
Evaluation criteria and the associated weight reflect Section V. Evaluation Schedule is in Schedule D.
Administrative Response 15%
Technical Response 25%
Programmatic Response 30%
Operational Response 15%
Financial Response 15%
IX. CONTRACT
After selection of the successful Proposer, a formal written contract will be prepared by the County and will not be binding
until signed by both parties and approved by the Erie County Legislature and the County. NO RIGHTS SHALL ACCRUE
TO ANY PROPOSER BY THE FACT THAT A PROPOSAL HAS BEEN SELECTED BY THE COUNTY FOR
SUBMISSION TO THE ERIE COUNTY LEGISLATURE FOR APPROVAL.
X. INDEMNIFICATION AND INSURANCE
The Proposer accepts and agrees that language in substantially the following form will be included in the contract between
the Proposer and the County:
“In addition to, and not in limitation of the insurance requirements contained herein the Proposer agrees:
(a) that except for the amount, if any, of damage contributed to, caused by or resulting from the negligence
of the County, the Proposer shall indemnify and hold harmless the County, its officers, employees and agents
from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorneys' fees or
loss arising directly or indirectly out of the acts or omissions hereunder by the Proposer or third parties under
the direction or control of the Proposer; and
(b) to provide defense for and defend, at its sole expense, any and all claims, demands or causes of action
directly or indirectly arising out of this Agreement and to bear all other costs and expenses related thereto.
Upon execution of any contract between the Proposer and the County, the Proposer will be required to provide
proof of the applicable insurance coverage.
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Insurance coverage in amount and form, as outlined in Schedule C, shall not be deemed acceptable until approved by the
County Attorney.
XI. NON-COLLUSION
The Proposer, by signing the proposal, does hereby warrant and represent that any ensuing agreement has not been solicited,
secured or prepared directly or indirectly, in a manner contrary to the laws of the State of New York and the County of Erie,
and that said laws have not been violated and shall not be violated as they relate to the procurement or the performance of
the agreement by any conduct, including the paying or the giving of any fee, commission, compensation, gift, gratuity or
consideration of any kind, directly or indirectly, to any County employee, officer or official.
XII. CONFLICT OF INTEREST
All Proposers must disclose with their proposals the name of any officer, director or agent who is also an employee of the
County. Further, all Proposers must disclose the name of any County employee who owns, directly or indirectly, an interest
of ten percent (10%) or more in the firm or any of its subsidiaries or affiliates.
There shall be no conflicts in existence during the term of any contract with the County. The existence of a conflict shall
be grounds for termination of a contract.
XIII. COMPLIANCE WITH LAWS
By submitting a proposal, the Proposer represents and warrants that it is familiar with all federal, state and local laws and
regulations and will conform to said laws and regulations. The preparation of proposals, selection of Proposers and the
award of contracts are subject to provisions of all Federal, State and County laws, rules and regulations.
XIV. CONTENTS OF PROPOSAL
The New York State Freedom of Information Law as set forth in Public Officers Law, Article 6, Sections 84 et seq., mandates
public access to government records. However, proposals submitted in response to this RFP may contain technical, financial
background or other data, public disclosure of which could cause substantial injury to the Proposer's competitive position or
constitute a trade secret. Proposers who have a good faith belief that information submitted in their proposals is protected from
disclosure under the New York Freedom of Information Law shall:
a) Insert the following notice in the front of its proposal:
“NOTICE
The data on pages ___ of this proposal identified by an asterisk (*) contains technical or
financial information constituting trade secrets or information the disclosure of which
would result in substantial injury to the Proposer’s competitive position.
The Proposer requests that such information be used only for the evaluation of the
proposal, but understands that any disclosure will be limited to the extent that the County
considers proper under the law. If the County enters into an agreement with this Proposer,
the County shall have the right to use or disclose such information as provided in the
agreement, unless otherwise obligated by law.”
and
b) Clearly identify the pages of the proposals containing such information by typing in bold face, on the top of each
page, the following: "THE PROPOSER BELIEVES THAT THIS INFORMATION IS PROTECTED FROM
DISCLOSURE UNDER THE STATE FREEDOM OF INFORMATION LAW."
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The County assumes no liability for disclosure of information so identified, provided that the County has made a good faith
legal determination that the information is not protected from disclosure under applicable law or where disclosure is required
to comply with an order or judgment of a court of competent jurisdiction.
The contents of the proposal which is accepted by the County, except portions "Protected from Disclosure", may become
part of any agreement resulting from this RFP.
XV. EFFECTIVE PERIOD OF PROPOSALS
All proposals must state the period for which the proposal shall remain in effect (i.e. how much time does the County have
to accept or reject the proposal under the terms proposed). Such period shall not be less than one hundred eighty (180) days
from the proposal date.
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PROPOSAL CONTENT
For Proposers to be considered for an award, the terms, conditions and instructions contained in this RFP and attachments
must be met. Any proposals which do not meet these criteria may be considered non-responsive. All proposals must be
limited to fifteen (15) pages, not including required schedules and attachments.
1. RFP Coversheet.
2. Executive Summary
a. Include company background and qualifications
3. Administrative responses
a. Include relevant government experience, juvenile justice experience, project team, training, certifications
obtained or required, and references
b. Identify Proposer’s key contact personnel for project related matters including contract management and
permission as signee entering a contract with the County and technical support staff.
4. Technical responses
a. Cloud hosting, security, multi-factor identification, HIPPA compliance, data ownership, data sharing
policies, mobile compatibility, disaster recovery and management, records retention, software updates and
frequencies, multi-factor authentication, user logs, technical support parameters aligning at minimum with
the specifications in section VI.
5. Programmatic responses
a. Including information on outcome tracking, youth intake, case management and planning, referral
management, diversion management, family engagement and interaction, built in screening and assessment
tools, document management, electronic signature capture, data sharing capabilities outside of the platform
6. Operational responses
a. Include examples and descriptions of workflow configuration, task management, available dashboards,
custom forms and reporting, notifications, user roles and experience, search functionality, notification,
quality assurance measures
7. Financial Response
a. A complete breakdown of all anticipated costs including setup, implementation, training, licensing, future
costs, optional models and add-ins relevant to the work, scalability costs, data retention after discontinuation
of services, data extraction, and five-year cost of ownership
8. Supplemental documentation:
a. Include the signed Schedule A - Proposer Certification.
b. Include the signed Schedule B - Erie County Equal Pay Certification.
9. Provide any other information that you feel would distinguish your organization’s approach to the delivery
of the requested services, including any prior experiences, successes and written referrals with contact
information.
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ERIE COUNTY RFP COVERSHEET
RFP # 2023-037VF
Name of Company:
Company Mailing Address:
Executive Director:
Executive Director’s Phone Numbers:
Executive Director’s Email:
Project Contact Person:
Project Contact Person’s Phone Number:
Project Contact Person’s Email:
Company Website:
Federal Employer ID# (FEIN):
Is agency debarred/suspended from receiving funds/doing business
with the Federal government?
Please provide DUNS #, if available:
Is agency a non-profit or unit of government?
If non-profit, please provide 501(c)(3) not-for-profit entity ID # and
date established as such:
If non-profit, please provide roster of agency’s volunteer board: Please provide attachment
Copy of companies' most recent annual audit: Please provide attachment
Is agency a Certified Minority Business Enterprise/ Women’s
Business Enterprise (MBE/WBE)?
Please provide the Erie County MBE/WBE
Certification letter as attachment
Is agency a Veteran-Owned Business?
Please provide the letter indicating their
company is 51% or more veteran-owned as
attachment
Name, title, and department of any employee or officer who was an
employee or officer of Erie County within the 12 months
immediately prior to the proposal:
List of all prime and subcontractors that your agency does business
with: Please provide attachment if more space
needed
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SCHEDULE A
PROPOSER CERTIFICATION
The undersigned agrees and understands that this proposal and all attachments, additional information,
etc. submitted herewith constitute merely an offer to negotiate with the County of Erie (the “County”) and is NOT
A BID. Submission of this proposal, attachments, and additional information shall not obligate or entitle the
proposing entity to enter into a service agreement with the County for the required services. The undersigned
agrees and understands that the County is not obligated to respond to this proposal nor is it legally bound in any
manner whatsoever by the submission of same. Further, the undersigned agrees and understands that any and all
proposals and negotiations shall not be binding or valid against the County, its directors, officers, employees or
agents unless an agreement is signed by a duly authorized County officer and, approved by the Erie County
Legislature and the Office of the County Attorney.
It is understood and agreed that the County reserves the right to reject consideration of any and all
proposals including, but not limited to, proposals which are conditional or incomplete. It is further understood
and agreed that the County reserves all rights specified in the Request for Proposals (RFP).
It is understood and agreed that the undersigned, prior to entering into an agreement with Erie County,
will provide proof of insurance in accordance with the instructions herein.
It is represented and warranted by those submitting this proposal that except as disclosed in the proposal,
no officer or employee of the County is directly or indirectly a party to or in any other manner interested in this
proposal or any subsequent service agreement that may be entered into.
___________________________________________________________________
Proposer Agency Name
By: ___________________________________________________________________
Name and Title
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SCHEDULE B
Erie County Equal Pay Certification
In order to comply with Executive Order 13 dated November 6, 2014, we hereby certify that we are in compliance
with federal law, including the Equal Pay Act of 1963, Title VII of the Civil Rights Act of 1964, Federal Executive
Order 11246 of September 24, 1965 and New York State Labor Law Section 194 (together “Equal Pay Law”).
The average compensation for female employees is not consistently below the average compensation for male
employees, taking into account mitigating factors. We understand that this certification is a material component
of this contract. Violation of the provisions of Executive Order 13, which is attached hereto and made a part
hereof, can constitute grounds for the immediate termination of this contract and may constitute grounds for
determining that a bidder is not qualified to participate in future county contracts.
We have evaluated wages and benefits to ensure compliance with the Federal Equal Pay Law.
______________________________________
Signature
Verification
STATE OF _______________ )
COUNTY OF _____________ ) SS:
A)
___________________________________________, being duly sworn, states he or she is the owner of (or a
partner in) ________________________________________, and is making the foregoing Certification and that
the statements and representations made in the Certification are true to his or her own knowledge.
B)
_______________________________________, being duly sworn, states that he or she is the Name of Corporate
Officer _______________________________________, of _________________________________, Title of
Corporate Officer Name of Corporation the enterprise making the foregoing Certification, that he or she has read
the Certification and knows its contents, that the statements and representations made in the Certification are true
to his or her own knowledge, and that the Certification is made at the direction of the Board of Directors of the
Corporation.
Sworn to before me this ______
Day of ______________, 20__
__________________________
16
SCHEDULE C
Juvenile Services Case Management Software RFP# ______________
Reviewer:______________
NAME OF AGENCY/PROPOSER:
Unacceptable
0
Marginal
1
Acceptable
2
Good
3
Outstanding
4
Score
(raw)
Weight Total
(weighted)
Administrative
Response
Fails to meet the
minimum
administrative
requirements or
provides
insufficient
information for
evaluation.
Meets only some
requirements;
significant
concerns exist
regarding the
Respondent's
ability to perform
successfully.
Adequately meets
the minimum
administrative
requirements but
lacks detail or
demonstrate
moderate risk.
Meets all
administrative
requirements
with only minor
weaknesses.
Exceeds all
administrative
requirements with
exceptional
experience, a highly
qualified team, and a
comprehensive
implementation and
support approach.
15%
Technical
Response
Does not meet the
County's minimum
technical
requirements.
Meets only some
technical
requirements;
significant
deficiencies or
concerns are
identified.
Meets the
minimum
technical
requirements but
presents moderate
technical
limitations or
implementation
risk.
Meets all
technical
requirements
with only minor
limitations.
Technical
solution exceeds
County requirements
and demonstrates
exceptional security,
flexibility, reliability,
and scalability.
25%
Programmatic
Response
Does not
adequately
support the
County's required
programmatic
functions.
Provides limited
support for
required program
functions;
significant
concerns exist.
Adequately
supports required
program functions
but includes
moderate gaps or
limitations.
Meets all
programmatic
requirements
with only minor
limitations.
Provides
comprehensive
functionality that
exceeds
programmatic
requirements and
significantly enhances
service delivery.
30%
SCHEDULE D: Evaluation Schedule
Juvenile Services Case Management Software RFP# ______________
Operational
Response
Does not
adequately
support the
County's
operational needs.
Operational
functionality is
limited or difficult
to use, creating
concerns for
adoption.
Supports basic
operational needs
but may require
additional effort or
workarounds.
Meets
operational
requirements
and supports
efficient day-to-
day use.
System is highly
intuitive,
configurable, and
significantly improves
daily operations and
- Page Type
- rfps
- Bid Number
- RFP-purchasing-sites-www3.erie.gov.purchasing-files-2026-09-2026-052vf-for-juvenile-justice-services-case-management-platform
- Department
- HEALTH
- Opening Date
- Thursday, October 15, 2026
- Pdf Enriched
- Yes
County of ErieIssuing agency·Buffalo, NY·via the Erie County NY Purchasing Department