RFP resources
RFP resources for case management software
Evaluating case management software for a Request for Proposal? Here are the procurement, security and compliance facts reviewers usually ask for. If you need something that isn't here, ask us.
Vendor at a glance
- Vendor. Network Ninja, Inc., founded in 1998.
- Product. Collaborate, a cloud case management platform for human services nonprofits and agencies. It runs in a web browser, with nothing to install.
- Hosting. Amazon Web Services, in the United States.
- Built for. Child advocacy centers, VOCA-funded victim service programs including domestic violence and sexual assault, and multi-program human services organizations with grant reporting, including food banks, youth development, financial assistance, disability advocacy, helplines, county General Assistance, and corrections and reentry. Each organization's forms, intake, services and funder reports are configured to how it works.
- Contact. collaborate@networkninja.com, +1 773 782 1021, 1953 N Clybourn Ave, Suite R-164, Chicago, IL 60614.
Procurement
- Invoiced billing, so grant-funded buyers can pay against a purchase order.
- Business Associate Agreement available, accepted and recorded inside the product.
- Pricing is quoted for your organization after an intro call.
- Accessibility. We target WCAG 2.1 Level AA. A VPAT is available on request.
Security and compliance
Network Ninja is HIPAA compliant and audited annually for both HIPAA and SOC 2 Type 2.
Request the SOC 2 report and supporting documents at our Trust Center.
- Encryption. AES-256 at rest, through AWS Key Management Service. TLS 1.2 or higher in transit.
- Isolation. Each organization's data is separated inside the database itself, not only by application code.
- Sign-in. MFA, which an organization can require of every member. Sessions end after 30 minutes of inactivity.
- Audit logs. Changes to records and access to sensitive records are logged. Admins can review them by workspace, program and record.
- Data residency. Stored and processed on AWS in the United States.
- Backups. Point-in-time recovery and 30-day backup retention, with recovery tested on production.
- Breach notice. Within 72 hours of discovery, or sooner if your BAA requires it.
- AI and your data. We don't use your data to train AI models. Network Ninja turns on machine translation for your workspace; it runs on Claude through AWS Bedrock and is covered by Network Ninja's BAAs.
Funder reporting and features
- VOCA, NCA and HMIS fields are built in, and VAWA, SASP, IFSATS and TANF reports are included.
- The Funder Compliance tab shows, for each funder, which required data points each program collects and which it's missing.
- Collaborate's tested reports compute the numbers, so the same question gives the same numbers every run.
- English and Spanish across the staff app, client portal, emails and PDFs.
- Native e-signature, including Fill or Sign for any PDF from a record.
- Saved table views on program dashboards and case profiles.
- Bill.com bills created from approved records.
What clients say
“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 KnappExecutive Director, South Carolina Network of Children's Advocacy Centers
“Collaborate has been the backbone of our case management processes for close to eight years now. I’ve found Network Ninja to be great partners. Collaborate is a database that has grown with us to address the ever-expanding needs of our team for the benefit of our clients.”
Adam RosenbergVice President, Violence Intervention and Prevention, LifeBridge Health
Available for your RFP response
- SOC 2 Type 2 report, by request through the Trust Center
- BAA template
- VPAT
- Client references from statewide networks and individual centers
Email collaborate@networkninja.com with your RFP, your timeline and roughly how many staff will use the system. Or talk it through with us first.
See it configured for your programs.
Bring your forms and your funder list, and we will show you how they fit.