26_010 RFP _ Mental Health Data Management Sy.pdf

RFP 26-010

Due: 09/15/2025 @ 8 AM, EST.

RFP: 26-010

RFP TITLE: Mental Health Data Management System

RFP Schedule - Date & Time RFP Issued 08/12/2025

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08/27/2025 @ 9:30 am, EST.

Email Mrs. Kimberly McKay for a direct invite if you desire:

Kimberly.McKay@bcsdk12.net

Questions Due 09/02/2025 @ 9 AM, EST.

RFP Due Date and Time 09/15/2025 @ 8 AM, EST.

Proposals must be received by the due date and time. No late proposals will be accepted.

RFP Buyer Contact Information

Name Elaine M Wilson - Beverly

E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer in writing.

Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFP Submittal Location

All Submittals are completed Via

BONFIRE:

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

RFP Term

Bibb County Public Schools reserves the right to enter a one year with renewal if deemed necessary. This is anticipated to be a one-year contract.

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Good Day, The Bibb County School District takes this opportunity to announce that we are requesting bids for a provider to complete a software package that will comprise of Mental Health Data Management System

All bids will be evaluated as described in the attached document. The time is of the essence, and any bids received after the announced time and date for submittal, whether by mail or otherwise, will be rejected.

Late bids received will be so noted in the bid file in order that the vendor's name will not be removed from the subject commodity/service list. Late bids will not be considered.

If you have any questions concerning this bid, please submit them in writing to Elaine M. Wilson, Elaine.wilson@bcsdk12.net.

In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing Department to Elaine Wilson, via email ONLY;

Elaine.Wilson@bcsdk12.net.

Dr. Elaine M. Wilson-Beverly

Executive Director of Procurement mailto:Elaine.wilson@bcsdk12.net

Due: 09/15/2025 @ 8 AM, EST.

Introduction/Background:

Bibb County School District (BCSD) is seeking proposals from qualified vendors to provide a secure, web-based data management platform to support the delivery, tracking, and evaluation of mental health-related services across district programs. This system will support functions related to school counseling, psychological services, and mental health programming. The goal is to streamline service workflows, improve data accuracy and visibility, and drive improved student outcomes through an integrated digital solution.

As mental health needs continue to rise among school-aged populations, the district is enhancing its infrastructure for managing behavioral health data. This platform will centralize key processes, from intake and assessment through service documentation and reporting, while enabling integration with the district’s existing processes, student information systems, and supporting both virtual and in-person care delivery.

1. Invitation:

The procurement office, on behalf of the Bibb County School District, would like to extend a formal offer to all qualified contractors according to the specifications indicated within this RFP. Please review carefully all sections of the RFP along with the Closing Date and Time.

All questions about this RFP should be emailed to the Procurement Director, Elaine M. Wilson, Elaine.wilson@bcsdk12.net, The purpose of this solicitation is to contract a qualified mental health provider or agency to deliver a secure website to handle all items within the scope of work as indicated.

The funding will be Grant Funding

2. SPECIFICATIONS/REQUIREMENTS:

Proposal Submission Information:

Interested vendors must submit proposals that include the following information:

A. Target Users

The platform will be used by:

• School counselors, psychologists, school social workers, and mental health service providers

• Program administrators and evaluators

• Limited access to approved external service providers

Due: 09/15/2025 @ 8 AM, EST.

• Families and caregivers (limited access for necessary functions such as form completion, etc.)

B. Required System Capabilities

The system must fulfill the following core functional areas:

A. Online Assessments & Forms

• Allow students, staff, and caregivers to complete validated behavioral health screening and assessments online using any internet-connected device.

• Include auto-scoring with immediate access to results and summaries for authorized staff.

• Support age-specific assessments addressing emotional, psychological, and social indicators.

• Allow secure submission of electronic guardian consents, releases, and caregiver-completed tools.

• Enable addition of custom or grant-specific assessments and forms as needed.

B. Referral Management

• Allow staff to create, track, and manage internal and external referrals.

• Enable collaboration with external providers via secure, role-based access.

• Provide intelligent search features for matching students with appropriate providers based on service type, location, insurance, or funding options.

• Include task management functionality for follow-up reminders and tracking referral outcomes.

C. Service Documentation

• Allow staff to document individual and group sessions, including date/time, service type, duration, and notes.

• Support time tracking where applicable.

• Enable accurate attribution of group session participation to individual student records.

D. Tracking Non-Client Services

• Allow users to log indirect service activities (e.g., staff training, parent workshops, community outreach).

Due: 09/15/2025 @ 8 AM, EST.

• Capture event details such as date, location, duration, type of event, and audience size.

E. Virtual Care Capabilities

• Include a built-in HIPAA-compliant telehealth feature that requires no external software.

• Support secure video conferencing from common devices (e.g., desktop, mobile, tablet).

• Allow for real-time documentation and collection of digital consent during virtual sessions.

F. Data Reporting & Analytics

• Provide intuitive dashboards and data visualizations showing trends by school, grade, and program.

• Allow export of de-identified data in commonly used formats (e.g., CSV, Excel) for grant and other reporting.

• Support disaggregation of data by demographic variables (e.g., race, age, gender), service type, and presenting concerns.

G. System Integration

• Integrate with the Infinite Campus Student Information System.

• Provide Single Sign-On (SSO) compatibility using industry-standard protocols

• Ensure data synchronization and user management tools are robust and secure.

H. Deliverables

Deliverable Frequency/Timing Details

Fully functioning system

Within 30 days of contract All core capabilities configured and tested

Staff training & onboarding Initial + ongoing

Live or virtual training sessions; user guides;

technical support documentation

Monthly usage reports Monthly Data on system utilization, logins, documentation rates, etc.

Due: 09/15/2025 @ 8 AM, EST.

Deliverable Frequency/Timing Details

Helpdesk/support access Ongoing

Prompt response to system issues (no later than the next business-day response time for technical issues)

Data export for grant reporting

Quarterly or upon request

In required formats and scopes (e.g., de-identified service logs, demographics)

I. VI. Minimum Vendor Qualifications

• Demonstrated experience implementing data platforms for K–12 school systems or behavioral health providers.

• Compliance with HIPAA, FERPA, and all applicable state/federal privacy regulations.

• Proven history of successful integration with Infinite Campus or other SIS platforms.

• Ability to provide secure cloud hosting with uptime guarantees and disaster recovery protocols.

J. VII. Contract Term

• Anticipated Start Date: August/September 2025

• Initial Term: 4 months (September – December 2025); Then 12-month terms moving forward (Jan – December) each year

• Renewal: Annual renewal subject to performance and funding availability

K. VIII. Compensation

Bidders must submit a detailed cost proposal that includes:

• Licensing fees (per user or enterprise-wide)

• Initial setup, configuration, and integration costs

• Training and onboarding costs

• Annual maintenance and support fees (if applicable)

• Optional enhancements or additional module pricing

Due: 09/15/2025 @ 8 AM, EST.

Respondents must submit a proposal including the following components:

• Cover Letter

• Executive Summary

• Company Profile - A narrative or outlined/bulleted response addressing experience and approach to the Scope of Work

• A staffing plan with bios/resumes of proposed clinicians

• A cost proposal (as outlined above)

• Three or more references from from similar K–12 or youth-serving mental health projects

• A timeline for implementation, training, and go-live

• A cost proposal broken down by category (as outlined above)

• Security and compliance documentation (e.g., HIPAA, FERPA, data encryption practices)

3. Contract Award:

• The contract will be awarded to the vendor(s) whose proposal best meets the needs of the Bibb County School District, as determined by the maintenance department.

4. Inquiries:

• Any inquiries regarding this RFP should be directed to the Bibb County School

District Procurement Office at elaine.wilson@bcsdk12.net,

• The Bibb County School District reserves the right to reject any or all proposals and to waive any informalities or irregularities in the proposal process. This RFP does not commit the Bibb County School District to award a contract, nor does it obligate the district to pay any costs incurred in the preparation of proposals.

5. Evaluation:

• The contract, if awarded, will be awarded to the bidder responsible. Product quality, service issues and other factors stipulated above must be met to the satisfaction of the

Board for a bid to be considered responsive. The Bids will be evaluated with the following Criteria.

Scoring Criteria: 2000 points

• Narrative and Documented Experience – 700

• Initial setup, configuration, and integration costs – 600 pts

• Licensing fees (per user or enterprise-wide) – 400 pts

• Training and onboarding costs – 200 pts

• At least three references from school-based or youth-focused mental health projects –100 pts

• Annual maintenance and support fees (if applicable) – 0 pts

• Optional enhancements or additional module pricing – 0 pts mailto:elaine.wilson@bcsdk12.net

Due: 09/15/2025 @ 8 AM, EST.

6. INTERPRETATION/ADDENDA:

• If any questions should arise pertaining to the RFP Documents, the bidders may email the Director of Procurement, Elaine M. Wilson, Elaine.wilson@bcsdk12.net please include the RFP number in the Subject line, in order to guarantee a response to the question submitted. The questions should be received prior to the deadline within the TENTATIVE TIMELINE.

7. AWARDS

• The BCSD reserves the right to accept or reject any part of a submitted bid (in whole or in part), to accept the entire bid from one bidder, to accept portions of the bid from several bidders, or to reject any and/or all bids submitted or waive any minor irregularity.

• The BCSD reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof.

• Award will be made to the lowest responsive and responsible bidder meeting all specifications and requirements. This is the bidder who submits the lowest price, whose bid meets the specifications, terms, conditions set forth in the Invitation to

Bid, and who is clearly capable of delivering the product or services specified. The lowest responsible bidder will not, therefore, always be the bidder who has submitted the lowest monetary bid. Award of bids will be made in the best interest of BCSD

8. CONTRACT:

• THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE BIDDER

AND RETURNED WITH THIS BID IN ITS ENTIRETY.

• It is understood and expressly agreed that, upon proper acceptance of any or all items by the Purchasing Department, a contract shall hereby be created.

• Failure to observe any of the general or special terms of this contract may constitute for rejection of the award and removal from the bidders list.

• Unless otherwise stated in the Special Terms and Condition, BCSD requires that all prices quoted will be firm for 12 months from the award of contract.

• By signing of contract, the vendor confirms responsibility as an authorized agent to sell, distribute all products and services as bid. In addition, vendor confirms ability and responsibility of providing all manufacturer warranties for the items proposed.

This includes additional warranty items that may be included in Special T&C.

• Authority- Each party warrants that such party has full power and authority to enter into and perform this contract. The person signing on behalf of each party represents that person as duly authorized to enter into this contract on behalf of such party.

• Choice of Law and Venue-The Laws of the State of Georgia shall govern this contract in all respects. Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum of competent jurisdiction in Bibb

County, Macon Georgia.

• Entirety of Contract- All documents submitted in response to the BID, including any attachments and appendices are incorporated into the contract between BCSD and the

Vendor and contain the entire agreement between the parties and supersedes all prior

Due: 09/15/2025 @ 8 AM, EST.

oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the Bid Response by the Vendor conflicts with the language of the Bid, the language of the Bid shall govern and control for all purposes, unless consented and agreed to by BCSD in writing.

• BCSD reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, marketplace or acts of God. This option will only be exercised if it is deemed in the best interest of the BCSD.

9. INVOICING

• Payment will be made by the BCSD after final delivery and acceptance of all items/services.

However, final acceptance will not be made until after inspection and approval by the BCSD authorized representative.

• All accounts are paid on a current basis. Best effort will be made by BCSD to take any discounts offered; however, cash discounts will not factor into price consideration for award of contract.

Time will be computed from delivery (date of BCSD signature) at destination or from the date a correct invoice is received, if later than the date of delivery.

• Invoicing Procedure- Invoices must be original. Copies or facsimiles are not acceptable.

• Invoices must not be altered in any way from the original by handwriting or by machine. Invoices will be paid within 30 days of receipt of invoice and within 30 days of notification receipt of goods or services by receipt. Computer-produced invoices are preferred. Invoices must contain the company name, the address, and BCSD purchase order number.

ADDITIONAL INFORMATION:

We have provided documentation to be reviewed for these appraisals we asked if you have any other questions, or concerns. Please mail the Procurement Office, utilizing the email

Elaine.Wilson@bcsdk12.net, please make sure you put your bid number in the subject line, and your questions will be addressed in a timely manner.

A. "Responsive" Bidder Criteria

• Capability of providing report as indicated

• Warranties /Guarantees

• Ability to meet specifications/bid documents as indicated.

• Service and Support Capability

• Documented licensed as required by the State of Georgia

• Applicable Bond Information as needed

• Responsible Award Amount for the Bibb County School District

B. Cancellation/Default of Contract

In the event the successful bidder, through any cause, should fail to fulfill the agreed upon obligations in an effective and timely manner, the Board shall have the right to terminate its contract by specifying the date of termination in a written notice to the selected vendor at least thirty (30) days before that

Due: 09/15/2025 @ 8 AM, EST.

termination date. The Board also reserves the right to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess cost incurred.

C. Indemnity Provisions

Where bidder is required to enter or go onto property to provide services or gather information, the bidder shall be liable for any injury (including death), damage or loss occasioned by negligence of the bidder, his agent, or any person the bidder has designated to visit Board property and shall indemnify and hold harmless the Board, its officers, employees, agents and volunteers from any liability arising offerors should not include an indemnity or hold harmless agreement from the Board in any proposal. The Board will not be bound by any such agreement. Board Policy provides in part: No contract, provision, agreement or term of any procurement, contract or agreement with the Board shall obligate the Board or

System to indemnify, save or hold harmless any vendor for any future claim, loss, expense or liability.

D. Errors in Bids

Bidders or their authorized representatives are expected to fully inform themselves as to conditions, requirements, and specifications before submitting bid proposals. Failure to do so will be at the bidder's own risk. The bidder may withdraw a bid prior to the bid opening date and time by requesting to do so in writing.

E. Standards of Acceptance of Bid Proposal for Contract Award

The Board reserves the right to reject all bids and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the Board. The Board has the right to disqualify a bid of any bidder as being unresponsive when such bidder cannot document its ability to deliver requested services or when investigation shows it is not able to perform the contract.

F. Compliance with Laws

The bidder shall obtain and maintain all licenses, permits, liability insurance, worker's compensation insurance and comply with all other standards or regulations required by Federal, State, or County statutes, ordinances and rules during the performance of any contract between the Board and the bidder.

Any such requirement specifically set forth in any contract document between the bidder and the Board shall be supplementary to this section and not in substitution thereof.

G. PRICING

Pricing on this RFP must be firm and remain open for a period of not less than 180 days from the proposal due date. Pricing should reflect bulk purchasing benefits and be structured to accommodate various orders from different sites.

H. BCSD NONDISCRIMINATION

The contractor, by the submission of a proposal or the acceptance of a contract, does agree that he will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor shall take appropriate action to ensure that applicants are employed, and that employees are treated during employment without regard to

Due: 09/15/2025 @ 8 AM, EST.

their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation and training. In the event of the contractor’s noncompliance with the nondiscrimination policy of the BCSD, any contract or purchase order may be canceled, terminated or suspended in whole or in part and the contractor may be declared ineligible to transact further.

I. UTILIZATION OF MINORITY AND SMALL BUSINESS ENTERPRISES AND LOCAL

AND MINORITY LABORERS

Minority and Small Business Subcontractors. The Owner has adopted a policy indicating its desire to increase the opportunity for participation by minority business enterprises and small business concerns in all its construction projects. The Contractor acknowledges this policy and agrees that it will actively solicit and encourage bids from qualified subcontractors identified by the Minority Assistance Corporation or other agencies as minority business enterprises. The

Contractor shall also actively encourage and solicit bids from subcontractors who qualify as small business concerns.

Utilization of Minority and Local Labor. It is the policy of the Owner that the contractor and all subcontractors shall, consistent with efficient contract performance, utilize to the maximum extent possible minority and local laborers and mechanics as on-site employees. The Contractor acknowledges this policy and agrees that the on-site labor force of contractors and all subcontractors shall include a meaningful representation of skilled and unskilled local and minority laborers and mechanics, consistent with the efficient performance of this contract.

Meaningful representation for minorities means the employment of minority laborers and mechanics in at least the same proportion that minorities are represented in a discrete construction skill or craft in Bibb County and all adjacent counties, provided such individuals are available at the time of need. Meaningful representation of local laborers and mechanics means that at least

75% of the on-site work force of contractor and all subcontractors, taken as a whole, shall reside in the Bibb County and surrounding counties, provided such individuals are available at the time of need.

J. DRUG-FREE WORKPLACE

By submission of a proposal, the Offeror certifies that he/she will not engage in the unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled substance or drug during the performance of the contract and that a drug-free workplace will be provided for the contractor’s employees during the performance of the contract. The Offeror also certifies that he will secure from any subcontractor who works on the contract, written certification of the same drug free workplace requirements. False certification or violation by failing to carry out requirements of

O.C.G.A. 50-24-3 may cause suspension, termination of contract, or debarment of such Offeror.

K. CERTIFICATION OF NONCOLLUSION

By submitting a proposal, the Offeror certifies: “that this proposal is made without prior understanding, agreement, or connection with any corporation firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. That collusive pricing is understood to be a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.”

L. IMMIGRATION REFORM AND CONTROL ACT

Offerors must abide by all federally mandated laws enforced by United States Department of

Homeland Security which are established to verify information of newly hired employees, pursuant to the

Immigration Reform and Control Act of 1986 (IRCA) P.L. 99-603), in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

M. AUTHORIZED OFFICIAL

It is agreed that all conditions of the proposal shall be abided and that the person signing this proposal is authorized to sign the proposal for the Offeror.

N. SOLICITATION TERMINATION

In any event in which this solicitation is terminated or cancelled, in whole or in part, or all proposals are rejected, there shall be no liability on the part of BCSD for any costs incurred by Offerors or potential Offerors in relation to the solicitation.

O. RIGHTS AND REMEDIES

The rights and remedies of BCSD provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

P. BEST AND FINAL OFFER

The district will utilize the final bid as the Best and Final Offeror from each responder.

Q. TYPE AND TERM OF CONTRACT

The district intends to sign a contract with one respondent(s) to fulfill the requirements in this

RFP The term of the contract shall be for one year with the option of renewals (4) four.

Proposals should not include any tax from which the State is exempt.

R. COMPLIANCE CERTIFICATION

Responses to this RFP serve as a representation that it has no current or outstanding criminal, civil, or enforcement actions initiated by the State and/or other District, and it agrees that it will immediately notify the district of any such actions. The Respondent also certifies that neither it nor its principals are presently in arrears in payment of its taxes, permit fees or other statutory, regulatory or judicially required payments to the district. The Respondent agrees that the district may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that district may bar the

Respondent from contracting with the district, cancel existing contracts, withhold payments to setoff such obligations, and withhold further payments or purchases until the entity is current in its payments on its liability to the district and has submitted proof of such payment to the district.

S. INSURANCE

When the selected contractor has been identified, he will be notified of the necessity to provide required insurance. Proof of insurance shall be provided within 15 days of the date of written notification to the contractor.

Worker’s Compensation and Employer’s Liability Insurance

The contractor shall procure and maintain Worker’s Compensation and Employer’s Liability Insurance in the following limits. Such insurance is to cover each and every employee who is or may be engaged in work under the contract.

Worker’s Compensation Limits: Statutory

Employer’s Liability Limits:

Bodily Injury by Accident $ 100,000 each accident

Bodily Injury by Disease $ 100,000 each employee

Bodily Injury by Disease $ 100,000 policy limit

Contractor waives all rights against Owner and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the workers compensation and employer’s liability or commercial umbrella liability insurance obtained by Contractor pursuant to this agreement. The Waiver of Our Right to Recover from Others Endorsement, ISO Form SC 00 03 13 shall be attached to the policy showing the Owner listed in the Schedule.

Commercial General and Umbrella Liability Insurance

The Contractor shall procure and shall maintain commercial general liability (CGL) and if necessary, commercial umbrella insurance with a limit of not less than $250,000 each occurrence, as shall protect him and any Subcontractor performing Work covered by this Contract from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from operations under the Contract Agreement, whether such operations are by himself or by any

Subcontractor or by anyone directly or indirectly employed by either of them.

(1) Comprehensive Form

(2) Contractual Insurance

(3) Personal Injury

(4) Broad Form Property Damage

(5) Premises - Operations

(6) Completed Operations

This coverage cover the use of all equipment, hoists, and vehicles on the site(s) not covered by

Automobile Liability under the contract. Policy coverage must be on an occurrence basis.

The Board assumes no responsibility or obligation to respondents and will make no payment for any costs associated with the preparation or submission of the bid proposal. Bidders are encouraged to carefully review all provisions and attachments of this document prior to submission. Each bid proposal constitutes an offer and may not be withdrawn except as provided herein. ***

Due: 09/15/2025 @ 8 AM, EST.

BID TABULATION PAGE

Complete Pricing Information

Category Total Pricing

• Licensing fees (per user or enterprise-wide)

• Initial setup, configuration, and integration costs

• Training and onboarding costs

• Annual maintenance and support fees (if applicable)

• Optional enhancements or additional module pricing