DQ IBEH 2026000403 PREVAIL Database - Behavioral Health Data Management System.docx

Documented Quote Request PREVAIL Database - Behavioral Health Data Management System

DQ IBEH 2026000403

April 7, 2026 Basic Information and Timeline

All dates and times are subject to change and are in Mountain Time.

A. Quick Resources

1. For questions about this solicitation, contact the Single Point of Contact identified above.

2. For help with Vendor Self Service (ColoradoVSS), contact the Vendor Self Service Help Desk vsshelp@state.co.us or 303-866-6464.

3. For information about doing business with the state of Colorado generally, go to: https://osc.colorado.gov/spco/accesscolorado.

4. The Department is always interested in improving. Please take this survey at any time: https://docs.google.com/forms/d/e/1FAIpQLScIgv9lgrT3x5AGzcvT1xkvpucrRhhN5QJ23vLcbyfvc2smaw/viewform (We do actually read the responses)

B. Introduction and Background The Colorado Department of Human Services (CDHS), Behavioral Health Administration (BHA), is soliciting proposals for the continuation and expansion of the Pre-Arrest Evaluation, Intervention, and Linkage (PREVAIL) Data Management System. The PREVAIL program originated as the Law Enforcement Assisted Diversion (LEAD) Pilot Program authorized under Senate Bill 17-207, and continues under the authority of the Behavioral Health Administration pursuant to C.R.S. 27-60-106.5, to support behavioral health–based alternatives to incarceration.

PREVAIL (formerly known as LEAD) is a collaborative initiative led by the Colorado Behavioral Health Administration. It partners with law enforcement, community programs, and criminal justice agencies to provide an alternative to the traditional criminal justice process for youth and adults whose low-level offenses may be linked to unmet behavioral health needs or substance use concerns.

Through PREVAIL, participants are connected to a trauma-informed, intensive case-management program that offers wraparound services and individually tailored intervention plans.

While making referrals, law enforcement officers are able to use discretionary authority at the point of contact to divert or deflect eligible individuals away from booking, detention, prosecution, and incarceration.

Each community has adapted the model in ways best suited to meet its unique community needs. This is accomplished through the sites’ governing bodies that identify the program priorities and referral criteria while taking into account the strengths, resources, and barriers of that community.

PREVAIL is a voluntary, community-based alternative to arrest and traditional criminal justice processing. The program seeks to:

· Reduce high-risk behaviors by addressing underlying behavioral health, substance use, and social service needs.

· Redirect eligible individuals away from the justice system and toward supportive, person-centered services.

· Strengthen community safety and well-being through collaborative partnerships between law enforcement, service providers, and the community.

Purpose The PREVAIL Database is a statewide data management system used to collect, manage, and report programmatic data from participating sites. The database supports program oversight, performance monitoring, compliance tracking, and reporting requirements.

The current database system supports five (5) participating sites. BHA anticipates potential expansion of participating sites during the contract term as part of broader program efforts to grow the PREVAIL program and increase participation. Up to five (5) additional sites may be added during the contract term, for a potential of ten (10) participating sites, if expansion occurs.

The purpose of the PREVAIL Database is to:

1. Procure a secure, scalable, and configurable data management system

2. Ensure continuity of services without interruption

3. Support potential expansion of participating sites

4. Ensure compliance with State data security requirements

5. Provide reporting functionality aligned with BHA program needs

All requirements, expectations, and performance deliverables are described in the Statement of Work (Exhibit A). Up to $50,000 is available annually, subject to BHA program needs and budget appropriations being made available from the State of Colorado legislature.

C. How to Submit a Quote

5. In General. Email the quote, Signature Page, and any other required documents in one zip file as an attachment to this email address: DQ_IBEH.7y85gvjccjw1l1bx@u.box.com. Please be aware of email server file size limitations. The maximum file size the Department can accept is 15 GB.

6. Only Attachments. Only the zip file goes through. The Department cannot see any text or messages sent to the email address identified above. Written questions may be emailed to the Single Point of Contact.

7. File Names. The zip file name should start with the solicitation type, solicitation number, and vendor name (e.g., “DQ 2026000XXX Vendor Name…”). Vendors may include additional information in the zip file name.

8. Timing. The zip file typically uploads within five minutes; however, vendors should submit zip files at least thirty minutes prior to any deadline to ensure the file is received.

9. Confirmation. Vendors will receive an email confirmation from box.com that the zip file was uploaded correctly. If not, please contact the Single Point of Contact.

10. No Encryption. Do not encrypt emails sent to the submission email as it may prevent full submission.

11. Pre-bid Conference. There will not be a pre-bid conference.

12. Questions. Vendors may submit questions by email to the Single Point of Contact prior to the Questions Due Date identified in the Basic Information and Timeline above. The Department may answer some, all, or none of the questions asked by posting them publicly.

13. Late Quotes may be accepted at the Department’s sole discretion.

D. Quote Format

1. Maximum Length. Proposals should not exceed five (5) pages. The Department may evaluate proposals negatively if this page limit is not followed.

i. This page count excludes;

i. Completed Exhibit B - Budget Template

ii. Signature Page, located in section K.

iii. Attachments related to your database privacy policies or security statements, which should be attached as a PDF.

2. Offerors should ensure that all sections are clearly labeled and organized as outlined below, in Section E. Proposal Content.

i. Well-structured, comprehensive proposals will facilitate a smoother review and demonstrate your organization's qualifications and readiness to achieve the program's goals.

3. Please complete and return section K. Signature Page.

E. Quote Content

1. Proposal Response. Address all questions below in the order presented. Responses should be clear, concise, and directly address the requested information in alignment with Exhibit A - SOW.

i. Organizational Experience

a. Describe your organization's experience providing data management systems for behavioral health, human services, or similar public sector programs.

b. Describe what differentiates your database system from other database products on the market and how it is positioned to have a positive impact on the people using the system.

ii. System Functionality & Compliance

a. Describe how your proposed system protects client data, including user access controls and data security practices. Vendors may attach supporting documentation, such as privacy policies or security statements, as a PDF.

b. Describe your cybersecurity framework.

c. Explain how the State retains ownership of data and how data would be returned in the event of contract termination.

d. Describe how your system supports interoperability and coordinated data exchange.

e. Provide an overview of how your system supports standardized data elements across multiple participating sites.

iii. Scalability & Expansion - The PREVAIL system is currently configured for five (5) sites. BHA anticipates potential expansion during the contract term by adding up to five (5) additional sites, for a potential of ten (10) participating sites.

a. Describe your approach to scaling the system from five (5) sites to include up to ten (10) additional sites. Include information on system performance, configuration, and administrative management.

b. Explain how your pricing structure adjusts as the number of sites increases.

c. Please provide attestation that your proposed solution can support services for up to ten (10) sites within the total annual funding limit of $50,000.

2. Budget Submission: Complete and return Exhibit B- Budget Template outlining all costs associated with supporting the PREVAIL database for Fiscal Year (FY) 2027, which spans the following time period 7/1/2026 - 6/30/2027.

i. Submitted budgets should clearly distinguish the following in Exhibit B - Budget Template:

a. Base annual cost for supporting five (5) participating sites.

b. Cost associated with supporting additional sites, up to a total of ten (10) participating sites.

1. Note: Proposed pricing should allow operation of the PREVAIL database for up to ten (10) participating sites within the total funding limit of $50,000. Proposals that exceed the available funding or do not demonstrate the ability to support expansion within the funding constraint may be deemed non-responsive or receive reduced evaluation scores.

c. Fixed annual cost per additional site.

d. Any one-time onboarding or configuration costs associated with additional sites, or additional sites, if applicable.

e. Recurring annual costs.

f. Optional services or other cost elements, if applicable.

g. Budgets should clearly show how costs are scaled if the number of participating sites increase.

1. The proposed budget submitted by the bidder should represent the total cost to operate and support the PREVAIL database, including services for the current five (5) sites and any additional sites added during the contract term. All proposed pricing is expected to remain within the total available annual funding. Expansion of participating sites should be accommodated within this funding. No additional funding will be made available for site expansion.

2. Note: Expansion beyond five (5) sites is not guaranteed.

3. Additional Information:

i. Budgets will be evaluated on allowable, reasonable, and allocable costs in accordance with State regulations and program requirements. Additional details on allowable and unallowable costs are defined in Exhibit A - SOW, Section 4.5.

a. Allowable costs are those necessary and appropriate to support the objectives of the PREVAIL database program.

b. Reasonable costs reflect cost-effective, consistent with market rates, and reflective of sound business practices.

c. Allocable costs directly benefit the PREVAIL program and are distributed in proportion to the benefit received. (e.g., the portion of a staff member's salary attributable to the progress of the work or travel expenses incurred for program-related activities).

d. Funding is subject to State approval and may be adjusted, reduced, or discontinued based on the State’s available funding, legislative actions, or program needs.

F. Demographic Form

1. In an effort to best comply with Colorado Procurement Code rule R-24-103-901 re maximizing opportunities, we like to gather certain voluntary demographic information from potential vendors where possible. This is entirely voluntary and does not affect an organization’s application/proposal/quote/bid or contract whatsoever in any way. It is not taken into consideration in this procurement process or reviewed by evaluators in this process. The information gathered is submitted directly to a data gathering team at CDHS who provide general statistics on outcomes and trends to CDHS Contracts & Procurement leadership on approximately a quarterly basis so that this leadership can look for ways to generally and overall maximize opportunities as described in the Code. Please fill out the following form regarding your organization’s demographic information if and to whatever extent you are willing. This is again entirely voluntary and has no impact on your potential work for the State: https://app.smartsheet.com/b/form/219f6db8803b4994afb9bf70e84fa421 G. How Quotes are Evaluated

1. In General. The Department may determine whether a quote is acceptable and may compare the relative value of competing quotes, not solely the price. “Acceptable,” means that the good or service will meet the Department's needs and that the price is fair and reasonable. The choice of vendor will be based on which acceptable quote is most advantageous to the state, price/cost being the primary consideration.

2. Mandatory Criteria. The Department may identify mandatory criteria. However, the Department reserves the right to waive mandatory requirements pursuant to Rule 24-103-301-03.

3. References. The Department may contact references, whether provided or not, and consider them as part of the evaluation.

H. Ethics and Accessibility

1. Any person involved in the purchasing process for the State, any end users of such goods and services, any vendor or contractor that does business with the state, and any other interested third parties to the procurement process shall enhance the proficiency and stature of the purchasing process by adhering to the highest standards of ethical behavior.

2. Accessibility Requirements. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §24-85-103 (2.5), C.R.S. and 3) all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

I. Administrative Information

1. Communication. All communication regarding this solicitation must be done through the Single Point of Contact identified above. Unauthorized contact with any Department personnel other than the Single Point of Contact regarding this solicitation is prohibited and may result in disqualification.

2. Notices. The Department may modify this solicitation by posting changes via the Colorado VSS website. All communications will be posted on the VSS, www.colorado.gov/vss , and/or through a direct email from the Single Point of Contact.

3. Modifications of Quotes. Quotes may be modified or withdrawn by the vendor prior to the established due date and time. Vendors may be asked by the Department to modify or clarify their quotes after the due date.

4. Presentations or Site Visits. At the Department’s sole discretion, the Department may request presentations or site visits. Vendors should not, however, prepare the quote with the assumption that an opportunity for oral presentations or revisions will be offered.

5. Acceptance of solicitation terms. A quote submitted in response to this solicitation shall constitute a binding offer and acknowledgment that all terms and conditions of this solicitation are accepted. Vendors must identify any variations between its quote and the solicitation. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance.

6. Contract. Vendors must agree to the State’s contract terms, found here: https://cdhs.colorado.gov/procurement or as an exhibit to this solicitation. Please note that any referenced or attached model contract lists the State’s standard required legal provisions but may not include the specific scope of work and other specific terms or requirements for this solicitation. Vendors must review any attached contract terms and note any exceptions. If no exceptions are noted, Vendor is indicating an intent to accept the terms as-is. Modifications to the State’s contract terms constitute increased risk and costs to the State. Therefore, Vendor’s noted exceptions may be considered in any evaluation.

7. Award. The Department will notify all vendors who submitted a quote when it issues a Notice of Intent to Award or actual award. The awarded vendor(s) must act in good faith to execute an agreement on or before the Anticipated Contract Start Date identified above. If this date is not met, through no fault of the State, the State, at its sole discretion, may cancel the Notice of Intent to Award.

8. Protests. Any actual or prospective vendor who is aggrieved in connection with the solicitation or award of a contract may protest to Lauren Ingalls (email to lauren.ingalls@state.co.us), Procurement Director, Division of Contracts and Procurement, Department of Human Services. The protest shall be submitted in writing within three business days after such aggrieved person knows, or should have known, of the facts giving rise thereto.

9. CORE Registration. Unless otherwise noted, before the Department can award to any vendor, that vendor must be registered in CORE, which can be completed through Vendor Self Service at www.colorado.gov/vss.

10. EFT. Awarded vendors are encouraged to sign up for EFT transfers.

11. Secretary of State Registration. Before Contract execution, the awarded vendor must be registered to do business in the State of Colorado. If a vendor is a foreign corporation (formed under a statute or common law in a jurisdiction other than Colorado) or other foreign entity transacting business in the State of Colorado, it shall warrant that it currently has obtained and shall maintain any applicable certificate of authority to transact business in the State of Colorado and has designated a registered agent in Colorado to accept service of process.

12. System for Award Management. Before Contract execution, the awarded vendor(s) must be registered with the System for Award Management (SAM.gov).

13. Confidentiality. The State of Colorado is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act. Anything submitted by a vendor is likely to become public information. Vendors may submit, as a part of its solicitation response, a written request for classification of certain portions of the proposal as confidential information pursuant to Colorado Procurement Code R-24-101-401-03. Material for which confidentiality has been requested shall be readily identifiable and separable from other portions of the solicitation to facilitate public inspection of the non-confidential portion of the solicitation response, if it is not, the confidentiality request will not be considered. Commingling of confidential and non-confidential information is not acceptable and any confidentiality request made in this fashion will not be considered. In no event shall an entire proposal be classified as confidential. Marking an entire proposal as confidential is a confidentiality request that will not be considered. Price information will not be considered confidential. In addition to complying with the aforementioned restrictions, in order for the confidentiality request to be considered, the vendor must include the rationale for the request to classify portions as confidential, as specified in the Colorado Procurement Code R-24-101-401-03, specifying by line which section of §24-72-204, C.R.S. is the purported authority for the requested confidentiality determination ("Confidentiality Request Justification"). The confidentiality request shall also include both a proposed redacted version and an unredacted version of the submission. The Procurement Official or his or her designee shall determine if the information identified in the Offeror’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Offeror in writing of his or her determination. If the Offeror does not agree with the determination, the Offeror may protest the determination in accordance with article 109 of the Colorado Procurement Code and the terms of this solicitation. Reference Procurement Rule R-24-101-401-03. A confidentiality request, even if granted, will not render any potential later mutually-negotiated contract terms confidential, as such a resulting contract would be a matter of public record.

14. Background Checks. Pursuant to C.R.S. §27-90-111 and Department policy, any vendor, and its agent(s), who has direct contact with vulnerable persons in a state-operated facility, or who provides state-funded services that involve direct contact with vulnerable persons in the vulnerable person’s home or residence, shall:

a. submit to and successfully pass a criminal background check, and

b. report any arrests, charges, or summonses for any disqualifying offense as specified by C.R.S. §27-90-111 to the Department.

15. Prices. Estimated prices are not acceptable. Pricing shall be FOB Destination and include any minimums, special charges, restrictions, or any other conditions. The failure of the vendor to note any special conditions or exceptions shall be deemed a waiver of any such condition or exception. Pricing shall be firm for the term of the award, including option years, unless otherwise specified.

16. Cancellation. A solicitation may be cancelled only when there are cogent and compelling reasons to believe that the cancellation of the solicitation is in the state's best interest. An award of a contract under a solicitation may be cancelled, in whole or in part, when the procurement official determines in writing that such action is in the state's best interest.

17. Costs. The Department is not liable for any cost incurred by vendors prior to any formal contract, purchase order, or other agreement. No property interest of any nature shall occur until a contract is awarded and signed by all concerned parties.

18. Quantity. The Department may request future increases or decreases to the quantity of the goods or services, or request that goods or services be delivered to other areas within the Department.

19. Quote Rejection. The Department may reject a quote, waive informalities, and minor irregularities, or accept any portion.

20. Tax ID. Any tax identification number provided must be that of the vendor responding to the solicitation. The vendor must be a legal entity with the legal right to contract.

21. News Releases. Vendors may not issue any news releases pertaining to this solicitation without prior written approval by the State.

22. Taxes. The Department is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes C.R.S. §39-26-114(a). The Colorado State and Local Sales Tax Exemption Number is 98-02565. Vendor is hereby notified that hen materials are purchased in certain political sub-divisions (for example - City of Denver), the vendor may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by the Department.

23. E-Verify. Vendors must participate in the federal E-Verify program or the Colorado Department of Labor and Employment Program as required by C.R.S. §8-17.5-101.

24. Services Outside of Colorado or the United States. Vendors must disclose services performed outside of Colorado or the United States as required by C.R.S. §24-102-206.

25. Notice to NonResident Bidders. If a nonresident bidder is from a state that provides a bidding preference to bidders from that state, then a comparable percentage disadvantage will be applied to the bid of that nonresident bidder pursuant to C.R.S. §24-103-908. The bidder may obtain additional information from the department of personnel's website.

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J. Exhibit List

1. Exhibit A - Statement of Work (All Offerors must review this document for complete details on Activities, Services, and Responsibilities.)

2. Exhibit B - Budget Template (Complete and Return)

3. Exhibit C - Miscellaneous Provisions (For Review Only)

4. Exhibit D - HIPAA Business Associate Agreement (BAA) (For Review Only)

5. Exhibit E – State Purchase Order Terms and Conditions found at https://osc.colorado.gov/state-of-colorado-purchase-order-terms-and-conditions (not an attachment but a website) K. Signature Page The vendor must complete and submit the Signature Page along with the quote.

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