ESBD_458420_1759263769033_2610-001 (RFI) Financial Software Systems.pdf

RFI 2610-001 Page | 1

Request for Information

RFI # 2610-001

Financial Software Systems

September 30, 2025

Contact: Central Health Purchasing Office c/o Misty Salamero, Procurement Manager

1111 E. Cesar Chavez St. Austin, TX 78702 Phone: 512-978-8599 Email: misty.salamero@centralhealth.net or CHpurchasing@centralhealth.net

RESPONSE ACCEPTANCE ONGOING THRU:

Wednesday, September 30, 2026 - 2:00 P.M. Prevailing Central Time

RFI 2610-001 Page | 2

SCHEDULE OF EVENTS

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SUBMISSION INSTRUCTIONS

Respondents should note that this Request for Information (RFI) is published and accessible through electronic means. Respondents who received notification of this RFI by means other than through any of the three websites listed below should register with Bidnet in order to receive timely notification of any addenda, amendment, and/or other forms of information that may be issued prior to the RFI submittal date:

http://www.centralhealth.net/finance/purchasing https://www.txsmartbuy.com/esbd https://www.bidnetdirect.com/texas/traviscountyhealthcaredistrictdbacent ralhealth

Registration is free.

Request for Information Submissions: Respondents are strongly encouraged to submit Submittals online via Bidnet. Submittal via Bidnet is the preferred method of submission.

A secondary option is to deliver one (1) printed Submittal via USPS mail, FedEx, DHL, etc.

DUE TO STAFF HYBRID WORK SCHEDULES AND CURRENT BUILDING ACCESS

RESTRICTIONS, IF YOU PLAN TO DELIVER A PRINTED COPY TO THE PURCHASING

OFFICE, YOU MUST CONTACT THE PROCUREMENT AUTHORITY PRIOR TO DELIVERY.

The printed Submittal with any supporting and/or sample documentation must be delivered in a sealed container that is labeled and addressed as follows:

RFI# 2610-001 Financial Software Systems Attn: Misty Salamero Central Health - Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702

Should a Respondent submit both a Submittal via Bidnet and deliver a printed Submittal, the Bidnet submission will be the Submittal of record and will be used for the purposes of the RFI. Submittals submitted in a format other than 1) online via Bidnet or 2) delivery of a printed original to the address above will not be considered.

It is the Respondent’s sole responsibility to ensure that it obtains any and all addenda and/or amendments to this RFI; addenda and amendments will be posted on the website the day they are released. In the event of a conflict between a version of the RFI in the Respondent’s possession and the version maintained by Central Health, the version maintained by Central Health will control.

All Submittals will be submitted and/or delivered on or before the closing date and time for receipt of Submittals. Submittals received at the designated location after the published time and date will not be considered.

http://www.centralhealth.net/finance/purchasing https://www.txsmartbuy.com/esbd https://www.bidnetdirect.com/texas/traviscountyhealthcaredistrictdbacentralhealth

RFI 2610-001 Page | 4

TABLE OF CONTENTS

I. KEY RFI INFORMATION Page No.

A. DESCRIPTION OF ENTITY

B. PROCUREMENT AUTHORITY

C. DEADLINE TO SUBMIT QUESTIONS

D. DEFINITION OF TERMINOLOGY

E. RESPONSE TO WRITTEN QUESTIONS

F. SUBMITTALS

II. RFI OBJECTIVE AND DISCLAIMER

A. RFI OBJECTIVE

B. PROBLEM STATEMENT/BUSINESS NEED

C. GOALS

D. FEATURES AND FUNCTIONALITIES

III. GENERAL REQUIREMENTS

A. INCURRING COSTS

B. BASIS OF RESPONSES

C. RESPONDENTS QUALIFICATIONS

D. RIGHT TO WAIVE MINOR IRREGULARITIES

E. OWNERSHIP OF SUBMITTALS

F. USE OF ELECTRONIC VERSIONS OF THIS RFI

G. TERMINATION

ATTACHMENTS:

A – Operational Information B – Required and Preferred Features Worksheet

RFI 2610-001 Page | 5

I. KEY RFI INFORMATION

A. Description of Entity The Travis County Healthcare District d/b/a Central Health (“Central Health” or the “district”) is a hospital district created under Chapter 281 of the Texas Health and Safety Code that is responsible for providing or arranging for the provision of hospital and medical care to low-income residents of Travis County. Central Health’s mission is to improve the health of the community by caring for those who need it most – particularly the uninsured and underinsured. Central Health is making healthcare better through the direct practice of medicine, partnerships and collaborations with other providers, and building facilities to provide care in the communities most in need. The district’s Healthcare Equity Plan, adopted in early 2022, is guiding up to $700 million in investments to close the gaps that persist throughout the safety-net healthcare system.

Central Health owns Sendero Health Plans, a community nonprofit insurer that covers members through the Affordable Care Act Health Insurance Marketplace. Central Health clinical partner, CommUnityCare Health Centers, is a federally qualified health center network with more than 27 primary care locations throughout Central Texas. A network of partners, including Integral Care (behavioral health), Lone Star Circle of Care (a Federally Qualified Health Center), and the Dell Medical School at The University of Texas at Austin, help Central Health extend services deeper into the community.

B. Procurement Authority

Central Health has designated a Procurement Authority who is responsible for the conduct of this RFI on behalf of Central Health; therefore, all deliveries (including Submittal delivery) shall be addressed as follows:

RFI# 2610-001 Financial Software Systems Attn: Misty Salamero Central Health – Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702 purchasing@centralhealth.net

Any inquiries or requests regarding this RFI should be submitted to the Procurement Authority as identified on Bidnet and Central Health’s Website:

http://www.centralhealth.net/finance/purchasing. Respondents shall ONLY contact the Procurement Authority regarding this RFI. Respondents shall NOT contact individual Central Health Board Members, Central Health executive team leaders, or any TCHD Entity staff regarding this RFI.

C. Deadline to Submit Questions

All Respondents are expected to carefully examine this RFI. Any ambiguities or inconsistencies therein should be brought to the attention of the Procurement Authority as described in this RFI. Additionally, it is the responsibility of the Respondent to obtain

RFI 2610-001 Page | 6 clarification of any information contained herein that is not fully understood. Respondents may submit written questions via Bidnet.

D. Definition of Terminology

This section contains definitions and abbreviations that are used throughout this procurement document.

"Bidnet Website" is the following link:

https://www.bidnetdirect.com/texas/traviscountyhealthcaredistrictdbacentralhe alth

"Central Health Website" is the following link:

http://www.centralhealth.net/finance/purchasing.

"Close of Business (COB)" means 5:00 PM Prevailing Central Time.

"Contract" means a written agreement for the procurement of items of tangible personal property or services.

"Desirable" means that the terms “may”, “can”, “should”, “preferably”, or “prefers” identify a Desirable or discretionary item or factor (as opposed to “Mandatory”).

“Duly Authorized Representative” means the individual who is authorized to submit a Submittal to this RFI on behalf of Respondent.

“ESBD” is the following link: https://www.txsmartbuy.com/esbd

"Mandatory" means that the terms “must”, “shall”, “will”, “is required”, or “are required” identify a Mandatory item or factor (as opposed to “Desirable”). Failure to meet a Mandatory item or factor will result in the rejection of the Respondent’s Submittal.

“Principal” is a person in charge of an organization who takes leadership.

"Procurement Authority" means a person or designee authorized by Central Health to manage or administer the communications and events for this Request for Information.

"Request for Information" or “RFI” means all documents, including Attachments and Exhibits, which are hereby incorporated by reference and considered a part of the Submittals.

“Respondent” is any person or entity that submits Submittals in response to this RFI.

“Submittal” means the act of presenting something for approval, consideration, etc.

https://www.txsmartbuy.com/esbd

RFI 2610-001 Page | 7

E. Response to Written Questions Written responses to all questions submitted by potential Respondents will be addressed in either a RFI addendum or question and answer document that will be posted on Bidnet by Close of Business per the Question Response Date as indicated in the Schedule on page 2 of this RFI.

Any verbal statement made by Central Health regarding the RFI prior to the submittal date will be considered non-binding. The only formal interpretation of the RFI will be made by addendum or a question-and-answer document issued by the Procurement Authority.

F. Submittals

The Procurement Authority or designee will be accepting Submittals for review throughout the duration of this RFI. Evaluation for demos may be conducted as Submittals are received.

Respondents who Submittals received after the deadline may not be considered for a scheduled demonstration of the product.

Submittals via Bidnet (preferred method), Bidnet.com will automatically record the date and time of receipt of each correctly submitted Submittal.

The date and time of receipt will be recorded on each printed Submittal. The Submittal must be addressed and delivered to the Procurement Authority in a sealed container at the address listed in Submission Instructions on page 3. Submittals submitted by facsimile or other electronic means will not be accepted.

A public log will be kept of the names of all organizations that submit a Submittal.

II. RFI OBJECTIVE AND DISCLAIMER

A. RFI Objective This RFI is intended to collect information on financial software capabilities, functionality, integration capabilities, support offerings, implementation approach, and potential budgetary costs. Information gathered is intended to educate Central Health’s Finance and Procurement departments on capabilities and new technology is available in the market.

Information gathered will be used to develop a scope of work for a formal Request for Proposals process. Based on the responses, selected vendors may be invited to participate in a demonstration. Demonstrations are tentatively planned to occur at least once per quarter.

Demonstrations are not mandatory and may not be scheduled with all or any Respondent.

If a Respondent is selected for a demo, Central Health does not expect participants to be available for all days or stay for the full day. Formal presentations need not be prepared.

B. Disclaimer

This is not a solicitation to purchase services and/or goods. No contract will be awarded based on the responses received to this RFI. Central Health may or may not choose to issue

RFI 2610-001 Page | 8 a solicitation to contract for these or similar goods or services. Central Health may or may not choose to incorporate information gathered through this RFI into possible future requirements. Responding to this RFI is not a pre-requisite to submitting a Submittal for any subsequent procurement. Responders should not provide any confidential or proprietary information.

III. GENERAL REQUIREMENTS

A. Incurring Cost

Any cost incurred by the Respondent in preparation, transmittal, presentation of any submittal or material demonstration submitted for, or in response to this RFI, shall be borne solely by the Respondent.

B. Basis of Responses Only information supplied by Central Health in writing through the Procurement Authority or in this RFI should be used as the basis for the preparation of Respondent’s Submittal.

Any entity, by and through the submission of a Submittal, understands verbal communication regarding the RFI is not binding.

A. Respondents Qualifications

The Procurement Authority may make such investigations as necessary to determine the ability of the Respondents to adhere to the requirements specified within this RFI. The Procurement Authority will reject the Submittal of any Respondent who is not a responsible Respondent or fails to submit a response that conforms to the requirements of the RFI.

D. Right to Waive Minor Irregularities

The Procurement Authority reserves the right to waive minor irregularities. The Procurement Authority also reserves the right to waive mandatory requirements provided that all of the otherwise responsive Submittals failed to meet the mandatory requirements and/or doing so does not otherwise materially affect the RFI. This right is at the sole discretion of the Procurement Authority.

E. Ownership of Submittals All documents submitted in response to this RFI shall become the property of Central Health. Central Health reserves the right to use any and all materials submitted in response to this RFI in possible future procurement solicitations.

F. Use of Electronic Versions of this RFI This RFI is being made available by electronic means. If accepted by such means, the Respondent acknowledges and accepts full responsibility to ensure that no changes are made to the RFI. In the event of conflict between a version of the RFI in the Respondents’ possession and the version maintained by Central Health, the version maintained by Central Health shall govern.

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G. Termination This RFI may be canceled at any time and any and all responses may be rejected in whole or in part when Central Health determines such action to be in the best interest of Central Health.

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ATTACHMENT A

Operational Information

Current Financial software used: Multiview Target Go-Live: Late 2027

Current State Overview:

Our current system with Multiview supports core financial functions including:

• General Ledger and financial reporting

• Accounts payable and accounts receivable

• Fixed asset management

• Budgeting and forecasting by department and sub-departments

• Purchase order processing

• Workflow approvals

• Journal entries and intercompany transactions

• Document storage and reporting customization

Volumes:

• Approx 1500 requisitions per year

• Approx 8,000 invoices processed annually

• Approx 288 GL Accounts

• 65 Departments/business units

• 138 Users

System Shortfalls

• Lacks advanced integration like APIs

• Flexible in reporting abilities

• Connections between the modules for approvers to view budget to actuals and receiving

• Customized requests for system enhancements are consistently delayed

• Portal users have limited viewing capabilities

Desired State and Wish List Features

• Full requisition to payment automation

• Shopping cart for requisition entry

• Electronic approval routing for requisitions and AP with email notification

• Unlimited document storage linked to transactions

• Customizable data fields

• Computational fields and pre-populated GL codes

• Electronic 3-way document match (PO, Receipt, Invoice)

• Ability to manage backorders and track receipts

RFI 2610-001 Page | 11

• Grant tracking and capital project tracking

• 1099 processing and reporting

• Fixed assets management with tracking for warranties and equipment leases

• Debt Service Tracking

Reporting and Compliance

• GASB and FASB compliant reporting

• Audit trails for all transactions and changes

• Automated report generation and scheduling

• Trial balances and AP aging reports

• Business segments support for complex financial reporting

• Ability to assign NAICS codes and track HUB vendors/spend at the transaction level

Integration and Technology

• Integration/API capability with:

o UKG (HR/Payroll) o Concur (Travel & Expense) o JP Morgan (Banking/Payments) o Agiloft (Contract Management) o EPIC (Clinical) o Snowflake data warehouse o Any receiving/inventory management system

• Ability to build custom APIs or export data to Snowflake

• Support bank reconciliations

• Electronic invoice receipt directly into the system

• Workflow to-do list for users

• Data center compliance with HIPAA

• Built-in Disaster Recovery and backup solutions

Support and Services

• Ongoing vendor support post go-live (help desk, updates, user training)

• Transparent update/upgrade schedule

• Implementation Support with 20% support from company employees

Vendor who meets the above criteria and can support Central Health’s goals may be invited to participate in quarterly demonstrations. Please provide the following in your RFI response.

• Overview of your software solution:

o General accounting o AP o AR o Procurement

RFI 2610-001 Page | 12 o Capital Project Management o Accrual Accounting o Fund Accounting o Budgetary Pricing catalog for a solution for the magnitude described.

• Completed Attachment B (Required and Preferred Features Worksheet)

• List of current clients specifically in the healthcare sector

• System architecture and hosting options

• Integration capabilities with listed systems

• Compliance with HIPAA and financial reporting standards

• Implementation and support approach

• Estimated timeline for implementation

• Pricing model