ESBD_429716_1750451106365_RFP 000018-2025 Enterprise Resource Planning System.pdf

PROFESSIONAL SERVICES,

ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM

Issued By:

Hill Country Community MHMR Center

HCCMHMRC RFP 000018-2025

06/20/25

Proposals due on July 18, 2025 by 5:00 PM

Wendi Finkbeiner, CTCM, Purchaser 819 Water Street, Suite 300

Kerrville, Texas 78028 Phone: (830) 792-3300

Procurement

Hill Country Community MHMR Center

HCCMHMRC RFP 000018-2025

REQUEST FOR PROPOSAL FOR

Table of Contents

Section Title Page SECTION 1. Overview SECTION 2. Point of Contact SECTION 3. Schedule of Events SECTION 4. Scope of Work/Specifications SECTION 5. Proposal Requirements SECTION 6. Proposal Submission Instructions SECTION 7. Evaluation Criteria SECTION 8. Performance Standards and Compliance SECTION 9. General Instructions & Conditions

Exhibit

Exhibit A – HCCMHMRC Key Personnel

Exhibit B – HCCMRC BAA Sample

Attachments

Attachment A – Business Information Form Attachment B – Assurances & Certification Form Attachment C – Signature Page Form Attachment D – HUB – Good Faith Effort Form Attachment E – Pricing Worksheets

Hill Country Community MHMR Center

HCCMHMRC RFP 000018-2025

SECTION 1. Overview

Introduction/Purpose

Hill Country Community MHMR Centers (HCCMHMRC) is soliciting proposals from qualified vendors to provide a comprehensive Enterprise Resource Planning System (ERP) that enhances financial operations, streamline accounting processes, ensure regulatory compliance, and improve financial reporting. The system must be scalable, user-friendly, and interoperable, seamlessly integrating with existing third-party Procurement, Contract Management, and HR/Payroll systems.

HCCMHMRC is a publicly funded entity serving 19 counties across Texas, requiring scalable, cloud-based Software as a Service (SaaS) solution that supports financial planning, accounting, budgeting, grants management, data warehousing, banking, asset tracking, compliance reporting, Key Performance Indicators (KPI), dashboards, and artificial intelligence. The selected system must offer automation, data accuracy, real-time reporting and security while aligning with Governmental Accounting Standards Board pronouncements (GASB), and federal/state financial regulations including compliance with the Texas Risk and Authorization Management Program

(TX-RAMP).

Through this Request for Proposal (RFP), HCCMHMRC seeks a vendor with proven expertise in implementing financial management solutions for government or healthcare organizations. The successful proposer must demonstrate the ability to deliver a fully integrated user-friendly platform with a structured implementation plan, training, and ongoing technical support to ensure a smooth transition and long-term efficiency.

Proposals must address all requirements outlined in this RFP, including system functionality, integration capabilities, implementation strategy, training approach, and cost structure.

HCCMHMRC encourages vendors to propose solutions that meet or exceed the stated requirements while offering flexibility and scalability for future needs.

No. Area Statistic 1 Operating Budget 75,000,000 2 Population Served 800,000 3 Total FTEs 500 4 Fiscal Year September 1 - August 31

Proposals will be evaluated based on demonstrated expertise, adherence to regulatory requirements, and the ability to provide competitive and effective Enterprise Resource Planning.

SECTION 2. Point of Contact RFP COORDINATOR Wendi Finkbeiner

CONTACT

INFORMATION

Email: wendi8861@hillcountry.org Address: 819 Water Street, Ste 300 City, State, Zip: Kerrville, Texas 78028 mailto:wendi8861@hillcountry.org

Hill Country Community MHMR Center

HCCMHMRC RFP 000018-2025

Communication Requirement - Proposer(s) must rely only on written statements by HCCMHMRC; other communication is unofficial and non-binding. Communication directed at parties other than the Purchaser may result in disqualification of the Proposer.

SECTION 3. Schedule of Events

EVENTS DATE AND TIME

Request for Proposal issued 06/20/25 Questions due to Purchaser 07/02/25 Addendum with answers to questions posted 07/08/25 Responses due via email to Solicitations@hillcountry.org 07/18/25 Evaluation of Proposals – During this period, the evaluation team may ask the finalists clarifying questions.

07/22/25 to 07/29/25

Staff Recommendation submitted to Board of Trustees for approval TBD Anticipated Award date: Upon recommendation and Board Approval

HCCMHMRC reserves the right to reject any and all quotes, negotiate terms, and request additional information.

HCCMHMRC is subject to and complies with the Texas Public Information Act, Chapter 552 of the Texas Government Code therefore following the Contract award, the contents of all proposals may be made available upon written request. Therefore, any information contained in the proposal that is deemed to be proprietary in nature must clearly be designated in the proposal. Such information may still be subject to disclosure under the Public Information Act depending on opinions from the Attorney General’s office.

Appeals and/or Protest Any Proposer wishing to protest or appeal the selection process must do so within 7 days of the proposal award. Protest or appeals must clearly state with specificity the ground upon which the award selection is being challenged. Send via certified mail to:

Hill Country Community MHMR Center Attn: Wendi Finkbeiner 819 Water Street. Suite 300 Kerrville, Texas 78028

SECTION 4. Scope of Work/Specifications The Enterprise Resource Planning System should support real-time data synchronization, automation of financial transactions, budget tracking, fund management, artificial intelligence and robust auditing capabilities while ensuring compliance with GASB and Texas Financial requirements, and federal/state grant and contract requirements.

Financial Management System Requirements

A. General Ledger (GL) & Core Accounting

• Configurable multi-segment Chart of Accounts with hierarchy support and ability to restrict invalid segment combinations.

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HCCMHMRC RFP 000018-2025

• Real-time posting of manual, recurring, and template-based journal entries with drill-down to source transactions.

• Support for automated journal entries, month-end/year-end close processes, and reconciliation tools.

• Encumbrance accounting for tracking committed and budgeted expenditures.

• Multi-entity and multi-fund accounting with support for distinct entity types.

• Import/export of journal entries and reports via Excel or CSV, with automation options.

• Full audit trail for financial transactions, including edits and approvals.

• Compliance with GASB, FASB, and other applicable standards.

• Automated period-end closing features, including lockout capabilities and controller checklist.

• Customizable financial reporting, ad hoc report generation, and dashboards.

• Automated report distribution to predefined lists.

• Grant and restricted fund tracking, project accounting, and cost allocation capabilities.

• Payroll cost allocation and labor distribution tools.

B. Accounts Payable (AP)

• Automated invoice processing with configurable approval workflows and vendor payment scheduling.

• Support for vendor discounts and management of vendor profiles and payment terms.

• Invoice validation through 2-way and 3-way matching processes.

• Multi-method payment processing, including ACH, wire transfers, checks, and electronic payments.

• Integration with banking platforms for real-time reconciliation and cash flow monitoring.

• Automated generation of expense reports and credit card reconciliation reports.

• Support for 1099 reporting and W-9 document tracking.

C. Accounts Receivable (AR)

• Intuitive AR system to support customer, lessee, ad hoc, recurring, milestone, and usage-based billing.

• Management of customer profiles and invoice generation.

• Processing of cash receipts and tracking of unapplied payments.

• AR aging reports with automated dunning letters and payment reminders.

D. General Requirements for AP & AR

• Scanning and digitization of invoices and remittances to support AP and AR workflows.

• Workflow automation across AP and AR modules to improve efficiency and reduce manual intervention.

• Centralized reporting tools for real-time visibility into payables, receivables, and cash position

E. Bank Reconciliation & Cash Management

• Manage multiple bank accounts and transactions

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• Automated bank feed integration and transaction matching

• Reconciliation reports and exception handling

• Positive pay file generation and bank integrations

F. Fixed Assets & Depreciation

• Track asset acquisitions, disposals, and transfers

• Schedule depreciation using various methods (SL, DB, MACRS)

• Integration with GL and AP modules

G. Budgeting & Financial Planning

• Master budget creation and tracking, with the ability to support multiple budget types

– Activity-based, incremental, continuous, Strategic, and Supplemental.

• Supports multiple budget versions.

• Budget reconciliation tools to compare actual versus planned expenditures.

• Ability to restrict transactions that are over budget.

• Cash flow forecasting and long-term financial planning.

• Integration with grants and funded programs for budget oversight.

H. Grant & Contract Management

• Ability to monitor, allocate, and track expenditures for grant- and contract- funded projects.

• Grant and contract compliance reporting, ensuring adherence to state and federal funding requirements.

• Automated reconciliation between grant and contract expenditures and the General

Ledger.

• Ability to manage multiple funding sources and overlapping grant periods.

I. Banking, Cash Flow & Treasury Management

• Automated bank reconciliation, reducing manual effort and errors.

• Able to upload credit card and PayPal data.

• Cash position tracking, providing real-time visibility into financial status.

• Fund transfers and cash flow optimization tools for multi-account management.

• Fraud detection and security protocols to prevent unauthorized transactions.

J. Fleet Management

• Comprehensive vehicle and asset inventory with unique identifiers.

• Management of vehicle acquisition, assignment, driver assignment, and disposal.

• Scheduling and tracking of preventive and corrective maintenance, with complete service history and work order management.

• Fuel usage logging with fuel card integration and mileage tracking to support usage-based cost allocation.

• Automatic reminders and notifications for maintenance, inspections, insurance, and registration deadlines.

• Compliance tracking for driver licenses and vehicle inspections.

• Integration with the General Ledger for asset capitalization and depreciation.

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• Reporting and analytics on vehicle usage, downtime, maintenance history, and total cost of ownership.

• Real-time insights into fleet operations, including location, mileage, fuel efficiency, and assignment status.

K. Purchasing

• User-friendly, platform for creating and managing purchase requisitions with customizable approval workflows.

• Ability to issue and track both purchase orders and service orders (standard, blanket, and contract) with automated approval routing.

• Support for internal shopping cart functionality to streamline item selection and requisition creation.

• Supplier management features including onboarding, compliance documentation, and performance tracking.

• 2-way and 3-way invoice matching, payment processing, and financial audits.

• Real-time dashboards and automated notifications for tracking procurement activity, pending actions, and exceptions.

• Receiving functionality for goods and services, including partial receipts, returns, and inspection integration with inventory and assets.

• Budget controls and real-time encumbrance tracking to ensure alignment with funding sources and compliance rules.

• Ability to assign multiple budget or cost center codes to a single line item for split funding or project-based accounting.

• Vendor performance tracking tools with configurable metrics, ratings, and historical reporting.

• Standard and custom reporting capabilities for spend analysis, cycle times, and compliance monitoring.

• Secure audit trails, role-based permissions, and full transaction history for accountability and transparency.

• Seamless integration with financial, project, and grant accounting systems; scalable for future growth.

System & Technology Requirements

A. Integration & Data Interoperability The Financial Management System must seamlessly integrate with existing third-party Procurement/Contract Management, HR/Payroll, and EHR Systems to ensure data consistency and financial accuracy.

• API-based integration or middleware solutions for secure, real-time data exchange.

• Automated workflows that link financial transactions with external systems, such as purchase orders, vendor payments, payroll processing, and budget adjustments.

• SQL-based open platform for full interoperability with third-party applications.

• Data warehouse with business intelligence tools.

B. Security, Compliance & Risk Management

• Data encryption and secure authentication protocols to protect financial data.

• Role-based access control, ensuring only authorized personnel can access sensitive financial records.

• Disaster recovery and backup protocols to prevent data loss.

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• Multi-factor authentication (MFA) for enhanced system security.

C. Cloud-Based SaaS Model

• Cloud-hosted solution with HCCMHMRC retaining full administrative control.

• Mobile-friendly with web-based access for remote financial management.

• Scalable infrastructure, allowing future expansion and feature enhancements such as AI.

Implementation and Deliverables

The selected proposer to implement ERP system must develop a comprehensive and detailed strategy and methods for the implementation of software including, but not limited to the following (ERP Implementation may propose others, based on their strategy or methodology):

A. Project Management in collaboration with HCCMHMRC

• Development of an overall implementation strategy and project work plan.

• Communication protocols

• Development of a comprehensive implementation plan, including allocation of resources needed.

• Project timeline, scheduling, milestones, deliverables, due dates, dependencies and critical path items.

• Task management and tracking

• Project meeting and documentation

• Testing, security risk assessment and deployment service

B. Function Expertise

• Assistance and guidance with development of the business rules and configuring the application accordingly.

• Assistance in the development of data interfaces and data transfer to/from other

HCCMHMRC systems.

• Assistance in designing the Licensed Software process, workflow, functional, technical, and security requirements via software configuration wherever applicable.

C. Additional Services

• Any implementation support required to meet the on-time, on-budget and successful completion of project

• Performance tuning

• Capacity Planning

• Assist in data integration and interoperability tasks

• Assist with data conversion tasks

• Detailed status and meeting reports

Testing

The selected proposer shall conduct system testing of the ERP system application and any customized components. Testing shall include but not limited to the following (Implementation team may propose others, based on strategy and/or methodology).

1. Unit Testing

2. Performance/Volume testing

3. System integration testing

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4. User acceptance testing

5. Testing based on functions and/or scripts

Training

The selected proposer shall deliver functional and technical training for business, IT staff and end users of the system solution including database, application software and transfer of knowledge.

1. Successful Respondent shall provide formal training to HCCMHMRC end users, albeit a myriad of methods such as, but not limited to, on-site classes, Train-the-Trainers, webinars, FAQs, user guides and PowerPoint presentations to support pre and post-launch use of the system. Online access to recorded webinars, videos, user guides, and other multimedia may also be provided by Successful Respondent.

2. The training duration and environment will be suggested and coordinated by the HCCMHMRC Implementer in collaboration with HCCMHMRC project implementation team at HCCMHMRC premises

3. The test environment required for the training must be set up by the HCCMHMRC before the training commences.

4. The Successful Respondent shall provide detailed training on the solution to officials and/or HCCMHMRC project team.

Data Migration

HCCMHMR Implementer will provide the data migration plan and will be responsible for all data migration. HCCMHMR Implementer will provide all the data master formats to ensure proper data migration. The data migration plan must include the following:

1. Knowing the data – Before migration, source data needs to undergo a complete audit to avoid unexpected issues.

2. Cleanup – Once issues are identified they must be resolved. This may require additional software tools and third-party resources because of the scale of the work.

3. Maintenance and protection – Data undergoes degradation after a period of time, making it unreliable. Controls must be in place to maintain data quality.

4. Governance – Tracking and reporting on data quality is important because it enables a better understanding of data integrity. The processes and tools used to produce this information should be highly usable and automate functions where possible.

Managing Go-Live

Successful Respondent will provide a detailed plan which lists specific activities of go live event.

The plan shall ensure that the core activities from hardware procurement, deployment, user acceptance testing sign off, end user training and documentation are all completed before the go live event. Vendor must provide support during go-live.

Post Go-Live Support

The successful respondent shall provide immediate and continuous support following the go-live event to ensure a smooth transition into production. This includes:

1. Stabilization and ongoing support for timely resolution of production issues, all operational technical, and configuration-related matters, and finalization of user guides, training materials, and system specifications.

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HCCMHMRC RFP 000018-2025

2. Scope of support services shall address user-level queries, bug fixes, system updates, upgrades, and configuration changes, incorporation of legal, statutory, and policy-driven changes, and database administration and security updates.

3. Support process requirements to provide documented procedures for logging, assigning, tracking, and resolving support requests and track and report time-to-resolution.

4. Licensing and technical support must provide all necessary licensed software maintenance, and technical support services and provide all associated costs must be clearly detailed in the Pricing Worksheet (Attachment E).

5. The response time schedule must be included, based on priority and severity levels.

Response time is defined as the time between the HCCMHMR’s service request and the initiation of repair efforts.

6. Escalation protocol shall be provided for issue resolution, inclusive of an organization chart and clearly defined steps for handling critical issues or service failures and address prioritization, communication procedures, and remedial actions for unmet service requirements. To be provided prior to Go-Live event.

The following table contains the list of functional areas of the desired future systems environment.

Functional Areas

No. Functional Area No. Functional Area 1 General Ledger and Financial Reporting 6 Project Accounting and Grant Management 2 Budgeting: Operating, Personnel, Capital 7 Asset Accounting 3 Accounts Payable, Expense Reports 8 Fleet Management

4 Accounts Receivable, General Billing and Miscellaneous Cash Receipts 9 Property Management

5 Purchasing, Shopping Carts 10 GASB 87 Lease Accounting and GASB 96 Subscription Based Software Agreement Accounting

Current Applications Environment HCCMHMRC uses Community Brands MIP Cloud Portal, Microix as an enterprise financial

ERP.

Functional Area Statistics The following table contains functional statistics of HCCMHMRC. These statistics are estimates and are provided for planning purposes only.

No. Functional Area/Metric Statistic

General Ledger and Financial Reporting Number of Funds 8 Number of Accounts 6,000 Number of Account Segments 5 Number of Journal Entries Annually 650 Chart of Accounts Structure HCCMHMRC chart of accounts (COA) Structure:

• Fund (2 digits)

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• General Ledger (4 digits)

• Revenue Code (4 digits)

• Cost Center (4 digits)

• Department (2 digits)

Budgeting Hill Country Community MHMR Center employs a structured budgeting approach that begins with utilizing spreadsheets to document various budget levels. These spreadsheets allow for detailed tracking and summarization, which are then incorporated into Microix before being transferred to the accounting system. The budget process follows a series of milestones over a span of three to four months, ensuring thorough planning and alignment with organizational needs. Once the budget is fully developed, it undergoes a final approval process, culminating in approval from the Chief Financial Officer and the Chief Executive Officer.

Operating Budget Approx. $ 75,000,000 Capital Budget Approx. $ 25,000,000

Accounts Payable Number of Active Respondent File 978 Number of Invoices Submitted for Payment per Year

FY24 – Invoices: 10,000 FY25 – Invoices: 5600

Type of Check Stock DocuGard 04501 Standard Security Check

Purchasing Number of Purchase Order s per year 300 Number of Blanket Purchase Orders per year 18+ Number of bids (IFB, RFP, RFQ) 20 Number of purchase cards 30

5 Expense Reports Number of Expense Reports Variety

Accounts Receivable and Cash Receipts General Accounts Receivable transactions per Year

Number of Cash Collection Points (including all tender types)

Project Accounting and Grant Management Number of Active Grants 15-20 Number of Active Projects 2

Fixed Assets/Capital Assets/Inventory Number of Fixed Assets 2156 Fixed Assets Classification HCCMHMRC capitalizes all assets with a value over $5,000. Assets under this amount is considered inventory/operating expenses.

Fleet Management Number of vehicles ~120 Number of vehicle locations Across 19 counties

10 Business Analytics Number of data warehouses 1

Number of Users The following user counts by module contained in the table below are estimates and are provided for planning purposes only. The number of users represents the anticipated future number of users of a new system.

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1. Core/Power Users: (Administrators & Financial Leads) Titles: CFO, Controller, Accounting Manager, Budget Analyst, Accounts Payable Supervisor, Purchaser, Director of Business Operations, IT Manager.

Description: Core Power Users have full access to the system, including configuration, user access, approvals, reporting, and system management. They oversee financial transactions, vendor setup, system workflows, banking set up, budgeting, general ledger account reconciliation, fixed asset depreciation rules, and system administration, ensuring compliance with GASB, and grant reporting requirements. These users also manager user permissions and security settings.

2. Middle Users (Departmental Finance & Operational Staff) Titles: Accountant, Accounts Payable/Receivable Specialist, Grants Accountant, Contract Managers, Program Managers, Department Directors.

Description: Middle Users have functional access to financial and operational data relevant to their roles. They can enter and approve transactions, review reports, submit budget requests, track expenditures, enter and approve requisitions, enter expense reports, process payments but do not have administrative control. Their role is essential for daily financial operations, vendor management, and grant tracking.

3. Read-Only Users: (Supervisory & Audit Roles) Titles: Chief Executive Officer, Deputy Chief Executive Officer, Department and Program Directors, Compliance Officers.

Description: Read-Only Users can view reports, financial statements, budgets, and transactions details but cannot make edits. This role ensures oversight, transparency, and compliance monitoring for executive leadership, regulatory bodies, and external auditors. Read-Only Users will still have workflow approval authority.

Functional Area Core/Power Users Middle Users Read-Only Users

Financial Management

• Government-Compliant

General Ledger and Financial Reporting

• Accounts Payable including invoice scanning and 1099 reporting

• Accounts Receivable, General Billing, Miscellaneous Cash Receipts, Invoicing and Statements

• Project Accounting and Grant Management

• Fixed Assets

Approx: 8 Approx: 15 Budget Approx: 75

Budgeting

• Operational Budgets

• Capital Budgets

• Multiple Budget Revisions

Approx 2 Approx 6 Approx 20

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Purchasing

• Requisitions

• Purchase Orders

• Encumbrances

• Automated approval workflow

• Vendor reporting

• HUB Reporting

• Procurement tracking

Approx 4 Approx 50 Approx 400

Expense Reporting

• Receipt scanning

• Automated workflow

• Integration with Payroll direct deposit

Approx 4 Approx 50 Approx 400

This RFP outlines the general requirements for Enterprise Resource Planning (ERP) software system. This list is not exhaustive, and the final contract may include additional services.

The following attachments, which are directly related to the primary objectives of HCCMHMRC Policy are attached and listed:

• Attachment A – Business Information Form

• Attachment B – Assurances & Certifications Form

• Attachment C – Signature Page Form

• Attachment D – HUB – Good Faith Effort Form

• Attachment E – Price Worksheet

Potential Phasing and Target Live Dates HCCMHMRC requests that offerors provide potential milestone start and target go-live dates in proposal responses. These dates should be estimates based on anticipated resource requirements and dependencies between functional areas. These dates are subject to negotiation.

HCCMHMRC anticipates that implementation activities would begin in August 2025.

HCCMHMRC would like to target September 2025 as a potential go-live date for financial modules. HCCMHMRC follows an September 1 – August 31 fiscal year.

Optional and Alternate Proposals

• HCCMHMR will not be accepting alternate Proposals for evaluation.

• Respondents may submit multiple Proposals for evaluation. For example, if a Respondent offers one or more “branded” products that my meet the needs of HCCMHMR they are encouraged to separately propose each software package for consideration.

• Software companies that deliver their solution through one or more consulting firms (system integrators are also allowed to submit more than one Proposal for consideration through differing consulting firms.

• A separate Proposal package submitted in accordance with Section 5 is required in order for HCCMHMRC to accurately evaluate each Proposal independently of the other.

Partnerships:

Respondents are encouraged to establish partnerships relationships to fully provide all requirements defined by the RFP.

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• Respondents engaged in a partnership relationship shall submit proposals in response to this RFP.

• Partnership relationships shall be clearly defined by proposal responses. Such definition shall identify the entity in the partnership relationship deemed to be the Prime Respondent.

• Each Respondent engaged in the partnership shall respond to any and all applicable portions of this RFP that relate to the work that will be performed, or the capabilities provided.

Period of Performance The agreement for services shall be for the term of three (3) years, commencing from the date the agreement is approved by the Board of Trustees, subject to certain conditions, with the ability to extend the agreement for up to two (2) additional years at HCCMHMRC’s sole discretion.

SECTION 5. Proposal Requirements Respondents shall complete each of the Tabs 1-9 in the table below and submit per the instructions provided in the RFP.

Any Exhibits provided by the respondent are to be inserted at the end of each applicable tab.

Respondent is instructed to organize Proposal in a tabbed format.

Respondent is requested to provide complementary narrative information, diagrams, and images to help substantiate and support their proposal response to each tab section.

The full proposal must be organized and submitted with clear labels (see Section 6), as outlined in the table below:

Tab Tab Title Tab Description

Tab 1

Transmittal Letter & Executive Summary

A signed introduction that includes:

• Company name, contact information, and authorized representative.

• Confirmation of the ability to meet project requirements.

• Brief statement of understanding of scope.

Executive Summary:

• Overview of the proposed ERP.

• Key benefits, differentiators, and how it meets HCCMHMRC’s needs.

• Summary of the implementation approach.

Company Background & Experience

• Company profile, including years in business, financial stability, and certifications.

• Experience implementing ERP in government, healthcare, or nonprofit sectors.

• Case studies or references from similar implementation.

Tab 2 System Overview & Technical Approach

Description of the ERP capabilities including:

• Summary of Modules Proposed

• General Ledger, Accounts Payable, Accounts Receivable, budgeting, banking, grants management, and asset tracking.

Integration Capabilities:

• Seamless interoperability with Procurement/Contract Management, HR/Payroll, and EHR systems.

• API-based connectivity and secure data exchange.

Technology Stack:

• Cloud-based (SaaS) architecture, mobile accessibility, and scalability.

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• Security measures, including data encryption, access controls, and compliance protocols.

Tab 3 Implementation Plan & Data Migration

Project Timeline: Key milestones, deliverables, and estimated completion dates.

Implementation Strategy:

• Project management approach, collaboration with HCCMHMRC, and risk mitigation.

Data Migration:

• Plan for transferring financial data from legacy systems

(MIP/Microix).

• Strategies for data validation, cleansing, and integrity assurance.

Tab 4 Testing, Training & Knowledge Transfer

Testing Strategy:

• Unit Testing, Performance Testing, System Integration Testing, User Acceptance Testing.

Training Plan:

• Training methods (on-site, remote, user manuals, webinars).

• Train-the-Trainer options for internal staff.

Tab 5 Post- Implementation Support & Maintenance

Go-Live Support: Remote assistance during deployment.

Ongoing Technical Support:

• Helpdesk services with response times and SLAs

• System updates, patches, and security enhancements.

System Monitoring & Optimization: Ensuring long-term performance and compliance.

Tab 6 Cost Proposal

Detail breakdown of costs - Attachment E – Pricing Worksheet, including:

• Software licensing (subscription-based or perpetual).

• Implementation, training, and support fees.

• Integration and customization costs.

• Ongoing maintenance and upgrade fees.

Tab 7 References & Compliance

Client References: At least three written references from similar projects including:

• Scope, challenges, and outcome.

Regulatory Compliance:

• Adherence to GASP, state and federal financial regulations.

• Compliance with grant reporting and security standards.

• Service Level Agreements (SLAs)

• System uptime guarantees, response times, and escalation procedures.

Tab 8 Documents & Forms

• Respondents must confirm insurance coverage as noted in Section 11.34 Insurance with a statement confirming compliance.

Note: Certificates of insurance must be submitted upon notice of award.

• Completed Attachments A, B, and C.

• Attachment D HUB – Good Faith Effort

Exhibit A Key Personnel (for reference only)

Tab 9 Additional Documentation, (If Applicable)

• Certifications, partnerships, or industry recognitions.

• Security audit reports or third-party validation of system security.

• Any additional relevant documentation supporting the proposal.

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Other Considerations

a. A Proposer may withdraw their proposal by submitting a written request for its withdrawal by the signature of an authorized individual to the RFP Coordinator any time prior to the submission deadline. The prospective Proposer may thereafter offer a new Proposal prior to the deadline. Modifications offered in any manner will not be considered if submitted after the deadline.

b. HCCMHMRC in its sole discretion expressly reserves the right to request and/or require any additional information from the Proposer(s) that it may deem relevant with respect to this RFP. The contents of the Proposal and any clarification or counter- Proposal thereto submitted by the successful vendor shall become part of the contractual obligation and incorporated by reference into the ensuing contract.

SECTION 6. Proposal Submission Instructions Vendors must submit their proposals via email in accordance with the following instructions.

Failure to comply with these instructions may result in disqualification.

Submission Deadline All proposals must be submitted no later than July 18, 2025 by 5:00pm. Late submissions will not be considered.

Submission Method

• Electronic Submission: Proposals should be submitted via email to solicitations@hillcountry.org with the subject line:

“RFP Submission – ERP System – [Vendor Name]”

• Proposals must be submitted in PDF format and should not exceed 20MB in total size.

If your submission exceeds this limit or if you experience technical difficulties with email delivery, you must contact wendi8861@hillcountry.org before the submission deadline to arrange an alternative delivery method. Failure to do so may result in dis-qualification of your proposal.

Required Proposal Format Proposals must be clearly labeled, formatted, and submitted in three (3) separate searchable PDF documents as follows:

PDF Contents

PDF 1 Part 1-3 See Section 5 Requirements for response.

• Transmittal Letter & Executive Summary & Company Background & Experience

• System Overview & Technical Approach

• Implementation Plan & Data Migration

PDF 2 Part 4-6 See Section 5 Requirements for response.

• Testing, Training & Knowledge Transfer

• Post-Implementation Support & Maintenance

• Cost Proposal - Attachment E Price Worksheet

PDF 3 Part 7-9 See Section 5 Requirements for response.

• References & Compliance

• Documents/Forms - Attachment A-D

• Additional Documentation, (If Applicable) mailto:solicitations@hillcountry.org mailto:wendi8861@hillcountry.org

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• Proposals must be signed electronically by an individual legally authorized to commit to the terms of this RFP and responses therein. Proposals received unsigned will be deemed non-responsive and therefore will not be accepted.

• Proposals will not be opened until after the submission deadline.

• Proposals must remain valid for acceptance for four (4) months post the proposal submission deadline.

• All statements made in the proposal will be considered final, and, if the proposal is accepted will be used as the basis of the Agreement.

• Submitted Proposals become the property of HCCMHMRC and will not be returned to the Proposer. Proposer agrees that HCCMHMRC has the right to use, reproduce and distribute copies of and to disclose to HCCMHMRC employees, agents and contractors and other governmental entities all or part of the Proposal, as HCCMHMRC deems appropriate to complete the procurement process or comply with state or federal laws and regulations.

SECTION 7. Evaluation Criteria All proposals received shall be evaluated based on the ability to meet HCCMHMRC requirements and best value. Best value shall be determined by considering all or part of the criteria listed below, as well as any relevant criteria specifically listed in this solicitation.

Responses will be evaluated using the following criteria:

SCORING CRITERIA POINTS

Proposal: Submitted all required information. Pass or Fail

Functionality The extent to which the proposed Financial Management System meets HCCMHMRC needs. This system should provide automation, ease of use, and compliance tracking. 30

Technical Approach & System Integration

The proposed system architecture and data integration strategy, will have compatibility with HCCMHMRC’s existing software programs and demonstratable artificial intelligence and augmented intelligence functionality. The proposal should demonstrate real-time data synchronization, API/middleware support, scalability, security, and compliance with Texas and federal regulations including Texas Risk and Authorization Management Program TX-RAMP. TX-RAMP certification is a mandatory requirement.

Respondent/Staff Experience

The Respondent’s experience and expertise in implementing Financial Management Systems for government, healthcare, or mental health organizations. This includes the qualifications of key personnel, project success stories, and familiarity with regulatory compliance.

Cost

The total cost of ownership, including software licensing, implementation, integration, training, ongoing support, and future scalability costs. The proposal should provide a clear pricing breakdown and demonstrate cost-effectiveness relative to system capabilities.

(Completed Attachment E with additional information attached)

Historically Underutilized Business

The vendor will have a current HUB Certificate issued by the State of Texas, Attachment D 5

Required Documents/Forms

Attachment A, B, C, written References, and Insurance confirmation statement. 5

TOTAL POSSIBLE POINTS 100

Upon completion of the initial review and evaluation of the proposals submitted, selected Proposer(s) may be invited to participate in oral presentations/interviews. Oral

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presentations/interviews are an option of the evaluation team and may or may not be conducted; therefore, proposals should be complete when submitted by the deadline indicated in the Schedule of Events.

SECTION 8. Performance Standards and Compliance

1. Successful Proposer’s goods and/or services will be of a standard quality and level of professionalism expected of those businesses engaged in the delivery of similar goods and/or services. The methods and means employed in the delivery of the Services must be of a standard that will withstand both public and private scrutiny, and be in compliance with all applicable laws, statutes, regulations and ordinances as may be amended from time to time including, but not limited to, the Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.

2. Successful Proposer will ensure that no person, on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, genetic characteristics, age, disability, or political affiliation will be excluded from participation in, be denied the benefits of, or be subject to discrimination under any applicable law or regulation, or under any of the policies of the Texas Health and Human Services Commission or its related agencies (collectively, “HHSC”) or HCCMHMRC.

3. HCCMHMRC reserves the right to retain all performance by any Successful Proposer, and to recover all consideration paid to any Successful Proposer pursuant to a Contract thus permitting forfeiture of such Contract, in the event that Proposer (a) was doing business at the time of submitting the Proposal or had done business during the 365 day period immediately prior to the date on which the Proposal was due with an undisclosed key person, (b) does business with a key person after the date on which the Proposal is due and prior to full performance of the Contract and fails to disclose the name of any such key person in writing to HCCMHMRC prior to commencing business with such key person, or (c) fails to submit a completed Form CIQ (see Attachment B) if required to do so by Chapter 176 of the Texas Local Government Code.

4. Successful Proposer shall perform assigned work in a prompt, efficient, and professional manner. If a Successful Proposer cannot provide the Services within the Contract requirements, HCCMHMRC reserves the right to solicit and/or procure any or all such Services outside the Contract and/or terminate the Contract.

5. Successful Proposer will provide at its sole cost all necessary supplies, equipment, software, technology support and other items in order to perform the services properly as defined in the Contract.

6. Any Contract may be terminated for any reason or without cause by HCCMHMRC by submission of written notice of at least 30 days. Successful Proposer must have and maintain at all times during the existence of any Contract any and all required federal, state, and/or local licenses with respect to the Services covered by the Proposal.

SECTION 9. General Instructions & Conditions

1. Late Proposal: Proposals received at the specified location after submission deadline shall be returned unopened and shall be considered void and unacceptable. HCCMHMRC will determine the official time of receipt of the RFP by using

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the time/date of receipt of the RFP shown on HCCMHMRC’s email server. Upon request, a receipt may be sent electronically to the deliverer of the RFP, which indicates the date and time it was received. Proposals sent via any method other than electronic mail as described in this RFP will not be accepted. Proposals received after the Proposal Submission Deadline will not be considered.

2. Funding: The resulting contractual agreement from this RFP shall be funded by State of Texas General Revenue, Medicaid and/or Third-Party Insurance, grants and/or local funds.

3. Ethics: Proposer(s) shall not offer or accept any gifts or anything of value nor enter into any business arrangement with any employee, Trustee, official or agent of HCCMHMRC.

4. Acceptance/Rejection of Proposals: It is understood that HCCMHMRC reserves the right to accept or reject any and/or all proposals for any or all services covered in this solicitation and to waive informalities or defects in proposals or to accept such proposals as it shall deem to be in the best interest of HCCMHMRC.

5. Modifications: HCCMHMRC reserves the right to modify the general description and scope of services, by issuing a written addenda of any such modifications.

6. Addenda: Any interpretations, corrections or changes to this RFP and specifications shall be made by written addenda. Sole issuing authority of addenda shall be vested in HCCMHMRC’s General Counsel. Addenda shall be emailed to all who are known to have received a copy of the Request for Proposal. All such addenda become, upon issuance, an inseparable part of the specifications which must be met for the offer to be considered. All responding Proposer(s) shall acknowledge receipt of all addenda.

7. Altering Proposals: Any corrections, deletions, or additions to offers may be made prior to closing date and time of the solicitation. No oral, telephone, telegraphic, fax, E-mail, or other electronically transmitted corrections, deletions, or additions shall be accepted. The Proposer shall submit via email substitute pages with a letter documenting the changes and the specific pages for substitution. The signatures on the form and letter must be original and of equal authority as the signatures on the offer.

8. Withdrawal of Proposals: A proposal shall not be withdrawn or canceled by the Proposer unless the Proposer submits via email a letter prior to the closing date. The signature on the withdrawal letter must be original and must be of equal authority as the signature of the initial offer.

9. Proposals Shall Be received and acknowledged only so as to avoid disclosure of the contents to competing Proposer(s) and kept confidential during negotiations.

However, all proposals shall be open for public inspection after the contract is awarded and written notification is sent to both successful and unsuccessful Proposer(s), except for trade secrets and confidential information contained in the proposal and clearly marked by the Proposer(s) as “CONFIDENTIAL.” Such information may still be subject to disclosure under the Public Information Act based on the Texas Attorney General opinions and on steps taken by the Proposer to protect the information outside the scope of the RFP process.

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10. Sales Tax: HCCMHMRC is by statute exempt from the State Sales Tax; therefore, the proposal shall not include taxes.

11. Proposals Must Comply with all federal, state, county and local laws. All services must be in compliance with federal, state, county and local rules, codes, regulations, laws, and executive orders.

12. Proposer(s) Shall Provide with this proposal response, all documentation required by this RFP. Failure to provide this information may result in rejection of proposal. There is no expressed or implied obligation for HCCMHMRC to reimburse responding firms for any expenses incurred in preparing proposals in response to this Request for Proposals and HCCMHMRC will not reimburse responders for these expenses, nor will the HCCMHMRC pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services.

a. Title page. Title page should include the RFP # and title/subject. The Proposer’s name, address, and name and telephone number of a contact person; and the date of the proposal transmitted.

b. Submission/Transmission Letter. A letter of understanding by the person or officer of the Proposer entity that is authorized to enter into a contractual agreement on behalf of Proposer indicating acceptance and commitment to the work to be done as well as a succinct statement as to why the Proposer believes itself is the best qualified.

c. Detail Proposal. Required document and detail as specified in Section 5.

d. References. Submit as specified in Section 5 of this document.

e. Proposer’s contact. Include the name of the designated individual(s), along with respective telephone numbers, who will be responsible for answering technical and contractual questions with respect to the Proposal.

13. Exceptions/Substitutions: All proposals meeting the intent of this Request for Proposal shall be considered for award. Proposer(s) taking exception to the specifications, terms and conditions or offering substitutions, shall state these exceptions in the section provided or by attachment as part of the proposal. The absence of such a list shall indicate that the Proposer has not taken exceptions and HCCMHMRC shall hold the resultant Contractor responsible to perform in strict accordance with the specifications, terms, and conditions of the contract. HCCMHMRC reserves the right to accept any and/or none of the exception(s) /substitution(s) as deemed to be in the best interest of HCCMHMRC.

14. Historically Underutilized Business (HUB) And Minority Owned Businesses (M/W/DBES): Historically Underutilized Business and/or Minority/Women/Disadvantaged Business enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race color, creed, sex, or national origin in consideration for an award. The HCCMHMRC shall make a good faith effort to utilize HUBs or M/W/DBEs in contracts for construction, services including

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professional and consulting, and commodities. Please submit HUB state certificate and/or City M/W/DBE certificate.

15. Silence Of Specifications: 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 best practices of quality services will prevail. All interpretations of these specifications shall be made on the basis of this statement.

16. References: HCCMHMRC requests Proposer to supply, with this RFP, at least three (3) written references (local preferred) where same or similar services have been provided by their organization. Include name, contact name, address, telephone number and description of services provided for each reference.

17. Minimum Standards for Responsible Prospective Proposer(s): A prospective Proposer must affirmatively demonstrate Proposer's responsibility. A prospective Proposer must meet the following minimum requirements:

a. have adequate financial resources, or the ability to obtain such resources as required;

b. be able to comply with the required or proposed performance schedule;

c. have a satisfactory record of performance;

d. have a satisfactory record of integrity and ethics

e. be otherwise qualified and eligible to receive an award, and

f. have a TX-RAMP product certification for the proposed solution.

HCCMHMRC may request representation and other information sufficient to determine Responder's ability to meet these minimum standards listed above and any other required documentation.

HCCMHMRC reserves the right to negotiate with Responders determined to have a reasonable chance of being selected. All such Responders shall be afforded fair and equal treatment with respect to such negotiations, and no such Responder shall be given information that would give that Responder a competitive advantage over any other.

18. Non-Discrimination Policy: The HCCMHMRC does not discriminate against any individual or Proposer with respect to his/her compensation, terms, conditions, or award of contract because of race, color, religion, sex, national origin, age, disability, political affiliation, or limit, segregate, or classify candidates for award of contract in any way which would deprive or tend to…