1-RFP PC26-24 V.A. Elec. Claims Sub.pdf

RFP PC 26-24 Due: 02/03/2026 2:00 PM

Parker County RFP PC26-24 Veteran Affairs Electronic Claims Submission Software

Bid Due

FEBRUARY 3, 2026

2:00 PM

Kim Rivas Purchasing Agent

1112 Santa Fe Drive

Weatherford · Texas 76086 kim.rivas@parkercountytx.com

THE COUNTY OF PARKER

STATE OF TEXAS

RFP #: RFP PC26-24

FOR: Veteran Affairs Electronic Claims Submission Software OPENS: February 3, 2026, 2:00 PM

INSTRUCTIONS TO BIDDERS

Sealed proposals shall be received no later than 2:00 PM CDT, February 3, 2026 in the office of the Parker County Purchasing Department located at 1112 Santa Fe Drive, Weatherford Texas.

Parker County appreciates your time and effort in preparing and submitting a Proposal. Please note that all proposals must be received at the designated location by the deadline shown. However, if Parker County offices are closed due to bad weather or an emergency, bids will be accepted and opened the following business day at the prescribed time.

Proposals are solicited for furnishing the merchandise, supplies, services and/or equipment set forth in this bid proposal. All costs associated with the preparation and/or submission of a proposal are the sole responsibility of the proposer and will not be reimbursed by Parker County.

ONE (1) COMPLETE TYPED ORIGINAL and one (1) digital copy, must be submitted in a sealed envelope with the words clearly marked on the outside "Sealed Proposal – Veteran Affairs Electronic Claims Submission Software” on or before February 3, 2026, 2:00 PM CDT the above prescribed opening date; OR electronically via Bonfire Bid Software. Please address your proposals to:

Parker County Purchasing Agent

Attention: Kim Rivas 1112 Santa Fe Drive

Weatherford, TX 76086

LATE PROPOSALS WILL NOT BE ACCEPTED AND WILL BE RETURNED UNOPENED.

PROPOSALS, IF NOT COMPLETE, COULD BE CONSIDERED NOT RESPONSIVE. ALL

QUESTIONS ARE TO BE ANSWERED AND ALL FORMS ARE TO BE SUBMITTED.

QUESTIONS CAN BE ANSWERED IN SPACE PROVIDED OR IN SEPARATE FORMAT.

PLEASE IDENTIFY BY SECTION AND NUMBER.

Proposals may be withdrawn any time prior to the official opening. Alterations made before opening time must be initialed by bidder guaranteeing authenticity. Proposals may not be amended, altered or withdrawn after the official opening, except as allowed by State law.

Parker County is exempt from federal excise and state sales taxes, ad valorem taxes and personal property taxes; therefore, tax must not be included in bids tendered. Bid prices offered must be complete and all-inclusive. Parker County will not pay additional taxes, surcharges or other fees not included in bid prices.

The undersigned agrees, if this proposal is accepted, to furnish any/all insurance coverage upon which prices are offered, at the prices and upon the terms and conditions contained in this document. The period for acceptance of this proposal will be 90 calendar days unless a different period is noted.

Parker County expressly reserves the right to accept or reject in part or in whole any bids submitted, and to waive any technicalities or formalities considered to be in the best interest of Parker County.

Parker County further reserves the right to award this proposal as unit price or lump sum as it deems to be in the best interest of the County.

This proposal, accompanying documents, and any negotiated terms, when properly accepted by Parker County, shall constitute a contract equally binding between the successful offerer and Parker County. No different or additional terms will become part of this contract with the exception of additional agreed contractual terms.

No public official shall have interest in this contract, in accordance with Vernon’s Texas Codes Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. The offerer shall not accept or offer gifts or anything of value nor enter into any business arrangement with any employee, official or agent of Parker County. All vendors must disclose any relationships personal or business to the Parker County Commissioners Court. Failure to do so will result in immediate cancellation of the contract.

Successful offerer shall defend, indemnify and hold harmless Parker County and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful offerer, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from bid award. Successful offerer shall pay any judgment with cost, which may be obtained, against Parker County growing out of such injury or damages.

Parker County reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the County in the event of breach or default of this contract. This contract can be cancelled by either party with 30 days written notice to the other party. Parker County reserves the right to terminate the contract immediately in the event the successful bidder fails to: 1.) Meet delivery or completion schedules, or 2.) Otherwise perform in accordance with these specifications. Breach of contract or default authorizes the County to award to another offerer, purchase elsewhere and charge the full increase in cost and handling to the defaulting successful offerer.

Under this contract, Parker County may appoint a contract administrator with designated responsibility to ensure compliance with contract requirements, such as but not limited to, acceptance, inspection and delivery. The contract administrator will serve as liaison between the Parker County Purchasing Department (which has the overall contract administration responsibilities) and the successful offerer.

A purchase order(s) shall be generated by Parker County to the successful offerer. The purchase order number must appear on all itemized invoices. Parker County will not be held responsible for any orders placed/delivered without a valid current purchase order number.

Invoices shall show all information as stated above and shall be mailed directly to the Parker County Auditor’s Office, 1112 Santa Fe Drive, Weatherford, TX 76086.

In accordance with the State of Texas Prompt Payment Act, Article 601f V.T.C.S., payment will be made after receipt and acceptance by the County of the merchandise ordered and of a valid invoice.

Successful offerer is required to pay sub-agents within ten (10) days after the successful offerer receives payment from the County. This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable and venue shall be Parker County, Texas.

The successful offerer shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of Parker County.

The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

Funds for payment have been provided through the Parker County budget approved by Commissioners Court for this fiscal year only. State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved.

Therefore, anticipated orders or other obligations that may arise past the end of the current Parker County fiscal year shall be subject to budget approval.

Please Note: If any portions of this contract become void the remaining items will still be in effect.

Proposals will be received and publicly acknowledged at the location, date and time stated above.

Offerers, their representatives and interested persons may be present. The proposals shall be reviewed and acknowledged only so as to avoid disclosure of the contents to competing offerers and kept secret during negotiations. However, all proposals shall be open for public inspection after the contract is awarded, except for trade secrets and confidential information contained in the proposal and identified by offerer as such, subject to the Public Information Act.

The undersigned affirms that they are duly authorized to execute this contract; that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other bidder, and that the contents of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other bidder or to any other person(s) engaged in this type of business prior to the official opening of this bid. And further, that the manager, secretary or other agent or officer signing this bid is not and has not been for the past six months directly or indirectly concerned in any pool or agreement or combination to control the price of supplies, services or equipment bid on, or to influence any person to bid or not to bid thereon.

(Please read carefully. Failure to follow instructions could result in rejection of bid.)

RFP PC26-24

VETERAN AFFAIRS ELECTRONIC CLAIMS SUBMISSION SOFTWARE

I. SPECIFICATIONS & REQUIREMENTS:

Purpose: Parker County, Texas (“County”) is soliciting competitive sealed proposals from qualified vendors to provide a Veteran Affairs Electronic Claims Submission Software Solution for the Parker County Veterans Affairs Office.

The purpose of this Request for Proposals (RFP) is to obtain a secure, compliant, and efficient electronic system that enables County Veterans Service Officers to prepare, submit, track, and manage veterans’ benefit claims with the United States Department of Veterans Affairs (VA).

Requests for information regarding contractual matters and scope of services related to this RFP should be made in writing to:

Kim Rivas, Purchasing Agent kim.rivas@parkercountytx.com

1112 Santa Fe Drive Weatherford, TX 76086

817-598-6080

It is understood that Parker County reserves the right to accept or reject any and/or all proposals and to waive informalities, technicalities, or defects in proposal as it shall deem to be in the best interest of Parker County.

II. SCOPE OF WORK

The selected vendor shall provide a turnkey electronic claims submission software solution, including but not limited to:

• Software licensing (cloud-based or hosted)

• Configuration and implementation

• Integration with VA systems

• Training for County staff

• Ongoing technical support and maintenance

• Compliance with all applicable federal, state, and local laws

III. FUNCTIONAL REQUIREMENTS

3.1 Claims Preparation and Submission

The system must support electronic preparation, submission, tracking, and management of VA claims, including:

• Disability Compensation

• Pension

• Dependency and Indemnity Compensation (DIC)

• Education Benefits

• Healthcare Enrollment

• Burial Benefits

• Appeals, Higher-Level Reviews, and Supplemental Claims

3.2 VA Systems Integration

• Integration with VA Stakeholder Enterprise Portal (SEP)

• Integration with Veterans Benefits Management System (VBMS)

• Compliance with VA electronic filing standards

• Automated claim status updates

• Built-in error detection and validation

• Timely updates to VA forms and requirements

3.3 Case and Veteran Management

• Centralized veteran profile management

• Secure document storage and attachment management

• Case notes and internal communication

• Task tracking and deadline reminders

• Role-based user access

• Full audit trail of claims and system activity

IV. SECURITY AND COMPLIANCE REQUIREMENTS

4.1 Regulatory Compliance

The solution must comply with:

• Health Insurance Portability and Accountability Act (HIPAA)

• Federal Privacy Act

• VA security standards

• Texas Government Code Chapter 552 (Public Information Act)

4.2 Data Security

• Encryption at rest (AES-256 or equivalent)

• Encryption in transit (TLS 1.2 or higher)

• Multi-factor authentication (MFA)

• Role-based access controls

• Secure user session management

• Detailed audit logging

4.3 Hosting and Infrastructure

• Data hosted within the United States

• SOC 2 Type II or equivalent certification preferred

• Disaster recovery and business continuity plans

• Routine vulnerability scans and security assessments

V. REPORTING AND MANAGEMENT

• Standard reports including:

o Claims submitted o Claims approved or denied o Processing timelines o Workload by Veterans Service Officer

• Management dashboards

• Custom report creation

• Export to PDF, Excel, and CSV

VI. USABILITY AND ACCESSIBILITY

• Web-based system accessible via modern browsers

• Intuitive user interface suitable for non-technical users

• Compliance with:

o Section 508 accessibility standards o WCAG 2.1 AA guidelines

• Mobile or tablet compatibility preferred

VIII. TRAINING AND SUPPORT

8.1 Training

• Initial training for PCVSO staff (virtual or on-site)

• User manuals and documentation

• Refresher or supplemental training as needed

8.2 Technical Support

• Help desk support during standard business hours

• Defined service level agreements (SLAs)

• Software updates and VA form updates included

• Dedicated support or account manager preferred

IX. IMPLEMENTATION REQUIREMENTS

Vendors must provide:

• Detailed implementation plan and timeline

• System configuration and setup

• Data migration support (if applicable)

• Go-live assistance

• Minimal disruption to County operations

X. VENDOR QUALIFICATIONS

Vendors must demonstrate:

• Experience providing VA claims or veterans service software

• Public-sector or Texas county experience preferred

• At least three (3) governmental references

• Disclosure of any subcontractors

XI. PRICING AND COST PROPOSAL

Vendors shall submit a detailed pricing proposal including:

• Software licensing costs

• Implementation costs

• Training costs

• Ongoing maintenance and support fees

• Optional features and add-ons

XII. PROPOSAL SUBMISSION REQUIREMENTS

Proposals must include:

1. Executive Summary

2. Technical Response

3. Security and Compliance Documentation

4. Implementation Plan

5. Pricing Proposal

6. Vendor Qualifications and References

7. Signed Required Forms

XIII. EVALUATION CRITERIA

Proposals will be evaluated based on:

• Compliance with functional requirements

• VA system integration capability

• Security and regulatory compliance

• Vendor experience and qualifications

• Implementation approach

• Cost effectiveness

• Quality of training and support

XIV. CONTRACT TERM

Initial contract term: three (3) years with renewal options.

XV. GENERAL CONTRACT TERMS AND CONDITIONS

A. CONTRACT: This request for proposal (RFP), submitted documents, and any negotiations, when properly accepted by Parker County (County), shall constitute a contract equally binding between the successful offerer and Parker County. No different or additional terms will become a part of this contract with the exception of a change order.

B. CONFLICT OF INTEREST: No public official shall have any interest in this contract, except as permitted by and subject to the disclosure requirements of Vernon's Texas Codes Annotated, Local Government Code, Title 5, Subtitled C, Chapter 171.

C. CONFIDENTIALITY: All information disclosed by Parker County to the successful offerer for the purpose of the work to be done or information that comes to the attention of the successful offerer during the course of performing such work is to be kept strictly confidential.

D. ADDENDA: Any addendum issued during the time allowed for the preparation of bids shall be covered in the proposal and, in executing the contract, shall become a part thereof. Failure of an offerer to receive any addendum shall not release the offerer from any obligations under his bid. Offerers are responsible for ensuring all addenda are reviewed prior to bid submittal. All addenda can be reviewed at www.parkercountytx.com

E. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the Parker County Purchasing Agent subject to the approval of the Parker County Commissioner’s Court.

F. ASSIGNMENT: The successful offerer shall not sell, assign, transfer, or convey any contract resulting from this RFP, in whole or in part, without the prior written consent of the Parker County Commissioner’s Court.

G. VENUE: This agreement will be governed and construed according to the laws of the

State of Texas. This agreement is performable in Parker County, Texas.

H. SUBMITTAL OF CONFIDENTIAL MATERIAL: Any material that is to be considered confidential in nature must be clearly marked as such by the offerer and will be treated as confidential by Parker County to the extent allowed by State Law.

I. SUCCESSFUL OFFERER SHALL: The successful offerer shall defend, indemnify, and save harmless Parker County and all its officers, agents, and employees from all suits, actions, or other claims of any character, name, and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful offerer, or of any agent, employee, subcontractor, or supplier in the execution of or performance under any contract which may result from proposal award. The successful offerer shall pay any judgment with cost that may be obtained against Parker County growing out of such injury or damages.

J. SALES TAX: Parker County is by statute exempt from the state sales tax and federal excise tax. Therefore, the proposal price shall not include taxes.

K. PROPOSALS/OFFERERS MUST COMPLY WITH: Offeror must comply with all federal, state, county, and local laws governing or covering this type of service.

L. PATENTS/COPYRIGHTS: The successful offerer agrees to protect Parker County from claims involving infringements of patents and/or copyrights.

M. TERMINATION FOR DEFAULT: Failure of either party in the performance of any of the provisions of this contract shall constitute a breach of contract, in which case either party may require corrective action within ten (10) business days from date of receipt of written notice citing the exact nature of such breach. Failure of the party being notified to take corrective action within the prescribed ten (10) business days, or failure to provide written reply of why no breach has occurred, shall constitute a Default of Contract.

All notices relating to default by qualifier of the provisions of the contract shall be issued by the County through its Legal Department, and all replies shall be made in writing to the County Legal Department. Notices issued by or issued to anyone other than the County Legal Department shall be null and void and shall be considered as not having been issued or received.

Parker County reserves the right to enforce the performance of this contract in any manner prescribed by law in the event of breach or default of this contract, and may contract with another party, with or without solicitation of Proposals or further negotiations. At a minimum, qualifier shall be required to pay any difference in service or materials, should it become necessary to contract with another source, plus reasonable administrative costs and attorney fees.

In the event of Termination for Default, Parker County, its agents or representatives shall not be liable for loss of any profits anticipated to be made by qualifier.

In addition to the remedies stated herein, the County has the right to pursue other remedies permitted by law or in equity.

No waiver by either party of any event of default under this agreement shall operate as a waiver of any subsequent default under the terms of this agreement.

County reserves the right to terminate this contract immediately in the event contractor:

A. Fails to meet delivery or completion schedules; and/or

B. Fails to otherwise perform in accordance with the accepted Proposals and the contract.

N. TERMINATION FOR CONVENIENCE: County may terminate this contract upon at least thirty (30) calendar days prior written notice for its convenience or for any reason deemed by the County to serve the public interest. As well, County may terminate this contract upon thirty (30) calendar days prior written notice for any reason resulting from any governmental law, order, ordinance, regulation, or court order. In no event shall County be liable for loss of any profits anticipated to be made hereunder by qualifier should this contract be terminated early.

O. PERFORMANCE OF CONTRACT: Parker County reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the County in the event of breach or default or resulting contract award.

P. PURCHASE ORDER: A purchase order(s) shall be generated by Parker County to the successful offerer.

Q. INVOICES: Invoices shall be submitted to the County with the corresponding County purchase order number. Invoices shall be mailed to the following address unless otherwise specified by the County:

Parker County Auditor’s Office 1112 Santa Fe Dr.

Weatherford, TX 76086 All invoices must be submitted with a hard or electronic copy of the invoice with detailed progress or equipment delivered at time of billing. Only 100 percent accurate and complete invoices shall be forwarded by the County-authorized representative to the County Auditor for payment.

R. PAYMENT: Payment will be made upon receipt and acceptance by the County of completed services and/or products ordered and receipt of a valid invoice, in accordance with the Texas Government Code, Chapter 2251. The successful offerer is required to pay subcontractors within 10 days.

1. The County or its authorized representative will monitor, verify, and document the completion of all work, as defined in the scope of work. The offerer will be provided with copies of this documentation. These documents will be used by the offerer as backup data for invoice submittals. Work not authorized by the County will not be approved for payment.

2. The offerer is responsible for paying all subcontractors used for services rendered within this scope of work. The offerer shall execute release waivers with all subcontractors to release the County from payment to subcontractors directly. The release waivers for all subcontractors shall be provided to the County prior to final retainage release.

5. The offerer must submit a final invoice within 30 days of completion of the scope of work. Completion of the scope of work will be acknowledged in writing by the County Debris Manager. The final invoice must be marked “FINAL INVOICE.” No additional payments will be made after the offerer’s final invoice.

6. In the event that any portion of this scope of work is to be funded by state or federal funds, the offerer will comply with all requirements of the state or federal government applicable to the use of the funds. The County will only pay for those items deemed eligible by the Federal Emergency Management Agency (FEMA) or Federal Highway Administration (FHWA), unless the County otherwise agrees in writing.

7. The offerer will retain all records pertaining to the services and the contract for these services and make them available to the County for a period of seven years following receipt of final payment for the services referenced herein.

S. FUNDING: Funds for payment have been provided through the Parker County budget, which has been approved by the Parker County Commissioners Court for this fiscal year only. State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current Parker County fiscal year shall be subject to budget approval.

XVI. WARRANTY OF PERFORMANCE

The successful respondent expressly warrants that all services specified in the RFP will be performed with care and diligence and in accordance with all specifications of the RFP. The successful bidder agrees to correct any deficiencies in performance of service upon notification by the County and without additional expense to the County.

CONTINUING NON-PERFORMANCE of the bidder, in terms of specifications, shall be bases for the termination of the contract by the County. The County shall not pay for merchandise/services that are unsatisfactory. Failure to perform any provision will constitute a default of contract, in which case, corrective action shall take place within ten (10) days from the written notice citing the nature of breach. Failure to take corrective action or to provide a satisfactory written reply excusing such failure within the prescribed ten (10) days will authorize the County to terminate this agreement by written notice.

COMPLIANCE WITH LAWS: The successful Respondents shall comply with all applicable federal, state and local laws and regulations pertaining to the practice of the profession and the execution of the duties under the solicitation. Any contract executed as a result of this RFP shall be governed by the laws of the State of Texas.

VENDOR REFERENCES

List three current customers who can verify the quality of service your company provides.

Parker County prefers customers of similar size and scope of work to this proposal. THIS

FORM MUST BE RETURNED WITH YOUR PROPOSAL.

REFERENCE ONE

Government/Company Name:

Address:

Contact Person and Title:

Phone: Fax:

Contract Period: Cubic Yards

Email:

REFERENCE TWO

Address:

Contact Person and Title:

Phone: Fax:

REFERENCE THREE

Address:

Contact Person and Title:

Phone: Fax:

VENDOR ACKNOWLEDGEMENT

The undersigned hereby certifies that he/she understands the specifications and any addenda, has read the document in its entirety, and the prices submitted in this proposal have been carefully reviewed and are submitted as correct and final. If the proposal is accepted, the vendor further certifies and agrees to furnish any or all products/services upon which prices are extended at the price offered, and upon conditions in the specifications of the request for proposal.

The undersigned hereby certifies the foregoing proposal submitted by the company listed below (hereafter called "offerer") is the duly authorized agent of said company and the person signing said proposal has been duly authorized to execute the same. The offerer affirms that they are duly authorized to execute this contract; this company, corporation, firm, partnership, or individual has not prepared this bid in collusion with any other offerer; and the contents of this bid as to prices, terms, or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid.

Company Name

Address of Principal Place of Business

Street

County, State, Zip

Phone of Principal Place of Business

Fax of Principal Place of Business

E-mail of Representative

Federal ID

Date

Acknowledgement of Addenda #1 #2 #3 #4 #5

Authorized Representative Name

Authorized Representative Title

Authorized Signature