RFP Resources for Case Management Software
Evaluating Collaborate for Your Organization
If you're researching case management software vendors for a Request for Proposal (RFP), this page provides the technical specifications, compliance documentation, and vendor information procurement teams need.
We've been building social services case management software for over 20 years, serving 300+ organizations including Children's Advocacy Centers, domestic violence coalitions, government agencies, and nonprofits.
Quick Vendor Overview
Company
Network Ninja, Inc. (established 1998)
Product
Collaborate Case Management Software
Deployment
Cloud-based SaaS, no installation required
Users
12,000+ across 300+ organizations
Cases Managed
5.76 million+
Team
50+ employees, 100% remote
Uptime SLA
99.8% monthly (excluding scheduled maintenance)
Support
<24hr response on critical incidents
Latest SOC 2 Audit
Sept 2023 - Aug 2024 (Type 2)
Infrastructure
AWS multi-availability zone
Why Organizations Choose Collaborate
- 20+ years serving this exact sector - Not a generic CRM adapted for social services. Built from the ground up for human services case management.
- 300+ successful implementations - Including 50+ statewide networks and government agencies that navigated their own procurement processes to select us.
- In-house data migration team - Dedicated staff (not outsourced) with hundreds of successful migrations from legacy systems.
- Built by people who understand your work - Team includes former social workers, victim advocates, and civil legal aid professionals.
Compliance & Security
SOC 2 Type 2 certified for Security, Availability, and Confidentiality. Most recent completed audit: Sept 1, 2023 - Aug 31, 2024 by Dansa D'Arata Soucia LLP. Current audit period: Aug 31, 2024 - Aug 30, 2025 (report pending). HIPAA compliant with signed Business Associate Agreements.
Encryption: TLS 1.3 for data in transit, AES-256 for data at rest (databases, S3 storage, document storage).
Access Controls: MFA required for all administrative access, role-based permissions, SSO support, quarterly access reviews.
Monitoring: 24/7 infrastructure monitoring (AWS CloudWatch, GuardDuty), PagerDuty incident alerting, 365+ day log retention.
Vulnerability Management: Continuous automated scanning, quarterly and annual penetration testing, critical/high findings remediated within SLA.
Business Continuity: Multi-availability zone deployment, continuous database replication, annual DR testing, cybersecurity insurance.
Full compliance documentation at our Trust Center.
Implementation & Support
Typical deployment: 8-12 weeks from contract to go-live, including data migration, customization, and staff training.
Data migration: Dedicated in-house team (not outsourced) handles transfers from spreadsheets, Access databases, or legacy case management systems. Hundreds of successful migrations completed. Supports SFTP, SCP, API, and direct integration methods.
Backups: Continuous database replication with 7+ day point-in-time restore capability. Multi-region backup storage.
Disaster Recovery: Multi-availability zone deployment, annual DR testing, documented recovery procedures. Most data loss prevented through continuous replication, not just periodic backups.
Support: Email and phone support, online knowledge base, on-demand video training library. <24hr response time on critical incidents, tracked via Jira ticketing system.
Employee Security: Background checks on all employees, annual security training, MFA required for all system access, access removed within 24hrs of termination.
Pricing: Custom pricing based on organization size, user count, and modules. No per-seat licensing fees. Contact us for a quote tailored to your requirements.
Technical Specifications
Platform: Cloud-based SaaS, no installation required. Web-based access via modern browsers.
Infrastructure: AWS primary cloud provider (multi-availability zone), Microsoft Azure secondary. PHP/PostgreSQL/Linux (LAPP stack).
Encryption: TLS 1.3 in transit, AES-256 at rest. HTTPS enforced, valid SSL certificates from trusted CAs.
Authentication: Username/password, MFA support, SSO integration available. Configurable password policies (length, complexity, expiration).
Access Control: Role-based permissions, principle of least privilege. Quarterly access reviews. 24hr deprovisioning on employee termination.
Backups: Continuous database replication, automated daily backups, 7+ day point-in-time restore. Immutable cloud storage.
Availability: 99.8% monthly uptime SLA (excluding scheduled maintenance). Multi-region failover capability.
Monitoring: 24/7 infrastructure monitoring, PagerDuty alerting, 365+ day log retention, AWS CloudWatch + GuardDuty.
Security Testing: Continuous vulnerability scanning, quarterly and annual penetration testing, automated compliance monitoring via Vanta.
Integrations: REST API, webhooks, SFTP/SCP, state data systems (DCFS, law enforcement), DocuSign, SMS providers.
Data Residency: US-only data storage. Customer data segregation via virtual and physical isolation.
Audit Logging: All access and changes logged, tamper-proof logs stored 365+ days, available for compliance reporting.
Core Capabilities
Case Management: Client profiles, case assignments, task management, complex relationship tracking (families, offenders, referral sources)
Intake & Services: Customizable forms, 100+ pre-built templates, batch entry, service scheduling, conflict checking
Document Management: DocuSign integration, custom templates, drag-and-drop upload, automated packet generation for MDT meetings
Reporting: Dynamic reports, data visualizations, 1-Click funder reports (VOCA, NCA, VAWA, SASP), custom report builder
AI Analytics: Natural language queries, on-demand dashboards, Census data integration, pattern recognition (Collaborate Agents)
Deployment: Standalone organizations or networked systems for statewide coalitions with aggregate reporting
"Network Ninja has a keen understanding of our need to be able to process and access a deep analysis of our data."
Adam Rosenberg
Vice President, Violence Intervention and Prevention, LifeBridge Health
"Thanks to the Collaborate team, we have a very professional system that is going to be a model for all other states in the country."
Thomas Knapp
Executive Director, South Carolina Network of Children's Advocacy Centers
"Collaborate has made our VOCA reporting take about ¼ the amount of time it used to with our former system."
Crystal Shackleford, MSW
Manager, Riverside County Child Assessment Team
Industries Served
- Children's Advocacy Centers (300+ implementations)
- Domestic violence and sexual assault programs
- Government human services departments
- Campus-based victim services
- Healthcare violence prevention programs
- CSEC case management
- Substance abuse treatment centers
- Refugee and immigrant assistance
- Youth services agencies
- Homelessness services
- Corrections and community supervision
- General assistance programs
RFP Response Materials Available
- SOC 3 Report - Sept 1, 2023 to Aug 31, 2024 audit for Security, Availability, and Confidentiality (publicly available, no NDA required). Current audit Aug 31, 2024 - Aug 30, 2025 (report pending).
- SOC 2 Type 2 Report - Full detailed audit report from most recent completed period (available under NDA)
- HIPAA Business Associate Agreement - Standard BAA template ready for execution
- Penetration Test Summary - Quarterly and annual penetration testing results (available under NDA)
- Technical Architecture Documentation - AWS infrastructure diagrams, security controls, network segmentation, encryption specifications
- Disaster Recovery Plan - Backup procedures, multi-region failover strategy, annual testing documentation
- Sample Implementation Timeline - Typical 8-12 week deployment with milestones and deliverables
- Client Reference List - Government agencies, statewide coalitions, nonprofit organizations (including procurement success stories)
- Security Policies - Incident response, access control, data management, vendor management, change management
- Subprocessor List - AWS, Microsoft Azure, DocuSign, and other third-party services with security attestations
- Product Roadmap - Upcoming features and AI capabilities, release schedule
- Sample Reports - VOCA, NCA, VAWA, SASP funder reports, custom dashboards, visualizations
Many compliance documents available immediately at trust.networkninja.com. Additional materials requiring NDA provided upon request.
Request RFP Materials or Schedule a Demo
Email collaborate@networkninja.com with your RFP requirements and timeline. Include your organization type, user count estimate, and any specific compliance or integration needs.
Or schedule a 30-minute call to discuss your case management requirements and see the platform in action.
Your Cases, Your Clients, Your Workflow
Collaborate is customizable case management software for non-profits and social services agencies.
- Track Case information, from Intake, providing Services, setting Goals, to recording Outcomes.
- Efficiently access Case history, medical exams, test results, custom Reports, and more.
- Tap a single, secure, HIPAA-compliant, easy-to-use, web-based platform for all your Case management needs.
Who's Using Collaborate
Children’s Advocacy Centers of Georgia
Member of the National Children’s Alliance, The Children’s Advocacy Centers of Georgia, Inc. is Georgia’s statewide membership association of 50 local children’s advocacy centers.
- Dozens of networked Children's Advocacy Centers (CACs), each with own private customizable instance
- CACs able to search through entire state database of clients, caregivers, and offenders
- Statewide reporting
- Mix of Multi-Disciplinary Teams (MDTs) and non-MDT children’s advocacy centers
- 500+ users, years of case data, tens of thousands of cases, hundreds of thousands of services
South Carolina Coalition Against Domestic Violence and Sexual Assault
SCCADVASA is the statewide partnership of organizations providing services to victims and survivors of domestic violence and sexual assault in South Carolina.
Members include rape crisis centers and women's shelters throughout the state, serving clients 24 hours a day, 7 days a week.
- Dozens of member organizations, many cross-trained with partner CACs
- Cross-trained Users can quickly switch between DV/SA and CAC sides
- Hotline Intakes, with ability to easily change Case type for full Intakes later
- Optional Modules include Batch Simple Services, Document Queue, and Document Templates
LifeBridge Health's Center for Hope
LifeBridge Health's Center for Hope is a comprehensive violence prevention and intervention agency. Programs include child advocacy, domestic violence, community violence, and elder justice for survivors, caregivers, and communities.
- Referral Module to manage internal and external Referrals, across Programs
- "1-Click" VOCA Report to easily meet funding requirements
- Custom Services for Treatment Plans, Clinical Assessments, and Forensic Interviews
Douglas County, Nebraska
Three human services departments of the Douglas County, Nebraska municipal government run on Collaborate, each with their own tailored software implementation.
- No need for additional systems or network administrators
- No software to install
- Lightning fast, with as much bandwidth, processing power, and storage as you need
- Access from anywhere, any time
The Spot / Project Ark
The Spot / Project Ark is a cooperative focusing on social justice and health care for at-risk youth.
- Collaborate facilitates all data management and reporting for SPARK
- Medical services, mental health counseling, sexual and reproductive health services
- Work development / workforce coaching services
- Substance abuse counseling
- Fully electronic medical records, charting, even immunization records
Substantial Cost Savings
Catholic Charities of the Archdiocese of Miami (CCADM) was established in 1931 to serve impoverished families during the Great Depression. Since then, CCADM has grown to offer a diverse slate of Services in the Miami area, including alcohol & substance abuse treatment, child development, behavioral health, elderly assistance, homelessness, and help for immigrants & refugees.
- Universal Intake to facilitate a quick implementation
- Custom workflow allows Clients to have several open Cases at once
- Reporting for over 40 distinct Service offerings across dozens of sites
- Optional Modules include Batch Simple Services, Case Review, and Class Management
