AHCA RFI 025-25.26.pdf

STATE OF FLORIDA

AGENCY FOR HEALTH CARE ADMINISTRATION

REQUEST FOR INFORMATION

AHCA RFI 025-25/26, Page 1 of 7

Electronic Licensing System Replacement

RELEASE DATE: April 1, 2026

TABLE OF CONTENTS

I. GENERAL INFORMATION

II. GOALS

III. STATEMENT OF NEED

IV. RFI RESPONSE INSTRUCTIONS

V. PUBLIC RECORDS EXEMPTIONS, TRADE SECRET OR PROPRIETARY INFORMATION 6

VI. QUESTIONS

VII. RESPONSE SUBMISSION

VIII. COSTS

IX. AGENCY FOR HEALTH CARE ADMINISTRATION WEBSITE

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AHCA RFI 025-25/26, Page 2 of 7

I. GENERAL INFORMATION

A. Request for Information Process

This is a Request for Information (RFI) as defined in Section 287.012(22), Florida Statutes (F.S.), for planning purposes. This RFI is issued by the State of Florida, Agency for Health Care Administration (the Agency), to solicit information regarding available providers and solutions for the services described herein.

An RFI is not a method of procurement. Responses to an RFI are not offers and shall not be accepted by the Agency to form a binding Contract. This RFI and Responses to it shall not result in the execution of a contract with the Agency. By submitting a Response to this RFI, a Vendor is not prohibited from responding to any related subsequent solicitation. This RFI may be used for purposes of determining whether to competitively procure a commodity or contractual service, determining what solicitation process to use, or researching general, special, and/or technical specifications for a solicitation. The Agency reserves the right to utilize the information gathered through the RFI process to develop a scope of services, which may be incorporated into a contract using a statutorily approved method of procurement.

B. Background

Currently, the Florida Agency for Health Care Administration (the Agency) is interested in replacing its existing health facility licensing system. The current system is configured with the Tyler Technologies Versa Regulation Licensing System platform (VERSA), version 2.11. The current Versa system maintains licensure, inspection, and enforcement information about Florida's Healthcare providers regulated by the Agency. The Agency is ready to explore this formal Request for Information (RFI) to replace the locally hosted Versa system in the state’s Northwest Regional Data Center with a cloud-hosted solution.

C. Purpose

This RFI seeks to gather industry solution information on how to replace the Versa system for Health facility licensing, etc. The current Versa System is integrated with other Agency systems and is considered an Agency mission-critical system.

II. GOALS

The Agency is interested in learning more about solutions that will help the Agency accomplish its goal of replacing and upgrading an existing Health Facility Licensing system.

A. Leverage cloud-hosted platforms for the solution

The Agency desires an “Evergreen” system support concept, which refers to a modern IT management approach that emphasizes perpetual updates and maintenance of end-user software, hardware, and associated services.

AHCA RFI 025-25/26, Page 3 of 7

Key aspects include:

1. Iterative Updates: Organizations focus on making small, continuous updates rather than large-scale migrations, ensuring that their IT infrastructure remains up to date.

2. Automation: The goal is to transition IT operations from manual to automated processes, reducing the risk of legacy systems.

3. Continuous Management: This approach requires a combination of people, processes, and technology to manage updates effectively, ensuring that no technology is behind the current version for a predetermined time frame.

Overall, Evergreen IT aims to enhance agility and security by maintaining a modern IT landscape that is always compliant and efficient.

B. Data Migration from the current VERSA system’s Oracle database

Current size of 265GB – Oracle Database to be migrated.

C. An industry data model for the government is desired

The data model desired is a combination of relationships to native tables and government-specific tables, including:

• Eligibility

• Licenses

• Permits

• Invoicing, hourly rate submission, and Payments

The Agency is interested in extending these data elements to build low-code or no-code applications.

D. Hosting Technologies

Delivery of the third-party public sector health facility licensing system hosted in the cloud.

III. STATEMENT OF NEED

To achieve the above goals, the Agency seeks information that will help it determine and develop a procurement approach for acquiring a Federal Risk and Authorization Management Program (FEDRAMP) cloud-based solution (the Solution) that is centered on Service-Oriented Architecture (SOA), delivered as Software as a Service (SaaS), and meets the Agency’s requirements for replacing the current Versa Regulation system and transitioning to a cloud-based system.

AHCA RFI 025-25/26, Page 4 of 7

IV. RFI RESPONSE INSTRUCTIONS

A. Respondents to this RFI are asked to be thorough but concise. The RFI Response should include the following:

1. The Respondent’s name; place of business address(s); Website address, if applicable; and contact information, including representative name and alternate, with telephone number(s) and e-mail address(s).

2. A statement of interest in the services outlined in this RFI, including an outline of a specific product, concept, technology, or approach that would meet the goals and requirements described in this RFI.

3. A description of the Respondent’s business and its experience as it relates to the services outlined in this RFI.

4. A description of how the Respondent’s approach will offer advantages or improvements. The description should also identify known or potential concerns with the approach.

5. Vendor’s Background: Provide a brief company profile, including information indicating the company’s capabilities and experience in successfully completing a project of this magnitude.

Include in this description the length of time your company has been in business, the current number of employees, current number of states worked-in, and a company’s experience working with state agencies, including aspects of the state contract that allow for successful project implementation and outcomes.

Provide a sample list of any relevant federal or state contracts the Agency should expect a vendor to have held in the past five years, including any contracts with the General Services Administration (GSA). Include a brief description of the contract, the contract effective dates, and contact information for the individuals who manage or are associated with those federal and state contracts.

A brief profile should be included for any subcontractors or partners that may be part of the collaboration.

Also include in your profile any pertinent information which differentiates your business from others in the ESI space, such as any recognitions or awards.

B. Legal Compliance

Describe how the solution operates in a public sector environment with several audit requirements.

AHCA RFI 025-25/26, Page 5 of 7

C. Business Requirements

To establish a government licensing system, consider the following requirements:

1. Digital Application Process: Implement a digital platform that allows for online submissions, document uploads, and fee payments, reducing the need for health facility application submissions. Allow for the applicant to see the status of their application throughout the process and send reminder notifications automatically based upon received information.

2. Centralized Data Management: Centralize all licensing data in a secure database with API connectivity for other applications.

3. Automated Workflows: Set up automated workflows that route applications to the appropriate departments for review, minimizing manual hand-offs.

Additionally, include assignment prioritizations, deadline alerts, and customizable reports for tracking key metrics.

4. User-Friendly Interface: Ensure the system is user-friendly and provides clear guidelines for applicants, reducing the likelihood of incomplete or incorrect applications. This would include a Chatbot to assist applicants during the application submission process.

5. Regulatory Compliance: Develop a system that helps navigate complex regulatory frameworks, ensuring adherence to local, state, and federal laws.

D. Technical Requirements

Describe the technical capabilities that are unique to your products and how they provide excellent service in the ESI space.

1. Explain how your facility licensing and permitting technology integrates as an enterprise mission critical application with various DataMart’s and Enterprise Data Warehouse configurations.

2. List all integration standards your products meet.

3. Provide details on how you incorporate feedback from your clients and partners to enhance and update your system.

4. Describe how your organization keeps abreast of evolving licensing system information technologies and how you update your system to meet the changing needs of your clients.

E. Privacy and Security

Explain your approach to privacy and confidentiality.

1. Provide information on any privacy and security credentials your organization benefits from in the IT security realm.

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2. Describe what privacy and security tools and standards you provide to protect health data.

3. Describe your in-house expertise in handling data in a safe manner and what solution you provide for managing consent and user access.

Describe your back-end process to prevent a security breach. Discuss how you identify, mitigate, and manage risks. If you have had a security breach, please provide any lessons learned.

F. General pricing Information

Please submit general pricing information along with an explanation of the pricing considerations that your company would take into account when pricing the total solution described by the Agency.

V. PUBLIC RECORDS EXEMPTIONS, TRADE SECRET OR PROPRIETARY

INFORMATION

Any portion of the submitted Response which is asserted to be exempt from disclosure under Chapter 119, Florida Statutes, shall be clearly marked “exempt”, “confidential”, or “trade secret” (as applicable) and shall also contain the statutory basis for such claim on every page. Pages containing trade secret shall be marked “trade secret as defined in Section 812.081, Florida Statutes”. Failure to segregate and identify such portions shall constitute a waiver of any claimed exemption and the Agency will provide such records in response to public records requests without notifying the Respondent. Designating material simply as “proprietary” will not necessarily protect it from disclosure under Chapter 119, F.S. An entire Response should not be considered trade secret. Respondents who fail to identify trade secrets as directed herein acknowledge and agree that they waive any right or cause of action, civil or criminal, against the Agency for Health Care Administration, its employees and its representatives, for the release or disclosure of trade secret information not so identified.

VI. QUESTIONS

Questions concerning this RFI shall be submitted in writing via email to solicitation.questions@ahca.myflorida.com no later than 2:00 PM, Eastern Standard Time (EST), A p r i l 8 , 2 0 2 6 . The Agency will reply to all questions no later than 2:00 PM EST, April 13, 2026.

All Responses to questions received will be made, in writing, directly to the sender.

VII. RESPONSE SUBMISSION

Respondents to this RFI shall submit one (1) electronic copy of its Response. The Response shall not exceed one hundred (100) pages in length. The electronic format shall be submitted via e-mail. The software used to produce the electronic files must be Microsoft Word 2013 and/or Excel 2013 or newer. The electronic files must be logically named.

The Respondent shall also submit via e-mail one (1) electronic redacted copy of the mailto:solicitation.questions@ahca.myflorida.com

AHCA RFI 025-25/26, Page 7 of 7

Response suitable for release to the public. Any confidential or trade secret information covered under Section 812.081, Florida Statutes, should be either redacted or completely removed. The redacted Response shall be marked as the “redacted” copy and contain a transmittal letter authorizing release of the redacted version of the Response in the event the Agency receives a public records request.

Responses to this RFI shall be provided no later than 2:00 PM EST, April 20, 2026 Responses shall be e-mailed to: solicitation.questions@ahca.myflorida.com.

Responses shall be addressed to:

T’Yana Young Procurement Officer

After the Agency has received all Responses to this RFI, the Agency, in its sole discretion, shall determine if a meeting with Respondents is necessary to clarify the information received. If the Agency decides to hold a meeting, the Respondent (s) will be notified via email.

VIII. COSTS

Respondents are responsible for all costs associated with preparing a Response to this RFI.

The State of Florida, Agency for Health Care Administration, will not be responsible for any Respondent costs associated with preparing a Response to this RFI.

IX. AGENCY FOR HEALTH CARE ADMINISTRATION WEBSITE

Additional information about the Florida Agency for Health Care Administration can be found on the Agency’s website at: http://ahca.myflorida.com/

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mailto:solicitation.questions@ahca.myflorida.com.

http://ahca.myflorida.com/