Request For Proposal

Long-Term Software Development Partner

1. Introduction

Calculist is seeking a long-term software development partner to support its current platform, implement upcoming legal guideline updates, and expand functionality to serve new markets. This RFP outlines the needs of our existing Rails-based tool and invites qualified vendors to propose a roadmap for ongoing development, maintenance, and DevOps support.

2. Background

Calculist is a cloud-based platform that helps legal professionals in Iowa manage child support and property division cases. Built with Ruby on Rails and PostgreSQL and hosted on AWS, the system handles sensitive financial calculations with dynamic inputs and an intuitive user interface powered by StimulusJS.

As we prepare for major regulatory changes in 2026 and look to expand into additional states with differing legal frameworks, we seek a reliable, experienced software development partner to carry this work forward with confidence.

3. Project Goals

  • Implement required feature enhancements and workflow improvements

  • Build API infrastructure for CRM syncing and future integrations

  • Modernize front-end design and UX for scalability

  • Support integration of new state-specific legal logic

  • Maintain and evolve DevOps, CI/CD, and cloud infrastructure

  • Ensure robust QA processes, especially around calculation accuracy

  • Provide help desk and issue response support

4. Scope of Work

A. Feature Enhancements

  • Develop a comprehensive API (CRUD preferred) to support integration with external systems such as CRMs. This will allow automated user management (e.g., activation/deactivation) and improve data visibility while maintaining confidentiality safeguards.

  • Redesign the public-facing website to support multi-state onboarding and improved user experience aligned with these new features.

  • Implement discount code/coupon functionality to allow promotions and reduced fees at sign-up or renewal.

  • Add a “Clear Allocations” button to the division interface to allow users to reset all allocations and start fresh.

  • Enhance Pro trial logic and plan transitions, allowing both prospective and current Basic users to explore Pro features before committing.

  • Enable ACH-based subscription renewals and automate proration, invoicing, and mid-cycle pricing adjustments. Include logic to optionally apply credit card surcharges to offset processing fees.

  • Streamline the tax year switching process to allow direct access to prior years without requiring sequential file creation.

  • Expand dashboard filtering options, enabling users to sort and search cases by attorney, client last name, state, and tax year

  • Build a scalable foundation for multi-state expansion, prioritizing states with guidelines similar to Iowa and equitable property division rules. Support modular legal logic and progressive rollout.

B. Infrastructure & Integrations

  • Build API (CRUD preferred; read-only acceptable with reasoning)

  • Improve admin access while maintaining user confidentiality

  • Enhance DevOps and CI/CD processes

  • Evaluate and recommend improvements to AWS hosting configuration

C. Legal Compliance – 2026 Child Support Updates See Attachment for more context and details.

  • Implement changes to calculation logic (childcare expenses, support charts)

  • Modify existing forms (Form 1 and 2) and summary sheet logic

  • Ensure readiness by January 1, 2026

D. UX Website Redesign & Multi-State Expansion Readiness

  • Redesign homepage to accommodate multi-state signups, continuing education options, and better onboarding

  • Integrate new features like discount codes and trial flows into public-facing site

  • Ensure a responsive, accessible design that aligns with platform branding

  • Lay groundwork for modular legal logic architecture

  • Recommend any design/UX updates that improve usability

E. Quality Assurance & Support Services

  • Implement automated and manual QA processes to ensure calculation integrity

  • Conduct regression testing for legal logic changes and core features

  • Offer ongoing support (bug fixes, issue resolution)

  • Provide documentation and update logs

  • Optional: user training, feature release notes

Support SLA Expectation:

Calculist expects a standard service-level agreement (SLA) that includes a 24-hour response time for all submitted issues during business days. Severity-based resolution timeframes should be included in vendor proposals and will be finalized during contract negotiation.

5. Technical Environment

The Calculist platform is built with Ruby on Rails and PostgreSQL and utilizes a modern front-end powered by StimulusJS. Background jobs are managed with Sidekiq.

The platform is hosted on Amazon Web Services (AWS) using a multi-environment architecture that supports scalable deployment and modular application services. Key components include:

  • Elastic Beanstalk - Serves as the application orchestration layer to manage environment configuration, application versioning, and deployment lifecycle across development, QA, staging, and production environments.

  • Amazon EC2 - Web servers are provisioned and managed by Elastic Beanstalk. EC2 instances support secure internal communication between services via IAM roles and security groups.

  • Amazon RDS / Aurora PostgreSQL - Managed PostgreSQL databases are provisioned per environment using Aurora and RDS, ensuring high availability, backup, and automated scaling features.

  • Amazon ElastiCache - Supports asynchronous processing of workload-intensive operations (e.g., recalculations) and improves performance via caching.

  • Amazon S3 - Used for storage of user-generated file attachments, exports, and deployment artifacts.

Vendors may propose alternate stack recommendations with rationale.

6. Proposal Requirements

Please include:

  • Company overview and relevant experience

  • Project approach and proposed technical plan

  • Team structure (bios of key staff)

  • Timeline, milestones, and estimated delivery dates

  • Pricing (breakdown by phases and monthly retainer)

  • Description of quality assurance practices

  • Ongoing support model

  • At least two references from past clients (SaaS or legal/financial apps preferred)

7. Evaluation Criteria

  • Alignment with technical needs and project goals

  • Demonstrated experience with proposed tech stack

  • Quality of proposed project plan and support structure

  • Strength of QA practices and attention to accuracy

  • Flexibility to support multi-year partnership

  • Cost-effectiveness and transparency

8. Submission Instructions

9. Timeline

  • May 13, 2025: RFP Issued

  • May 30, 2025: Deadline for Questions

  • June 6, 2025: Proposal Due Date

  • June 18–20, 2025: Vendor Interviews

  • July 1, 2025: Selection Notification

  • Week of July 7, 2025: Project Kickoff

10. Contact Information

Rachelle Little
Fractional CTO, Calculist
contact@rachellelittle.com

Note: The term “partner” throughout this document refers solely to a contracted working relationship. No equity or ownership interest is implied or offered.

Questions and Clarifying Answers

Video walkthrough of Basic and Pro features.

Are you specifically looking to stay in Ruby on Rails?
As mentioned, we are open to an alternative tech stack. If you feel confident in a rewrite and can meet the timeline, please propose your preferred environment.