Exhibit A - Statement of Work .docx

Exhibit A Exhibit A - Statement of Work Pre-Arrest Evaluation, Intervention and Linkage (PREVAIL) Case Management System and Database Management Services

1. Article 1: Purpose and Target Population

1.1. Background

1.1.1. The Pre-Arrest Evaluation, Intervention, and Linkage (PREVAIL) program (formerly known as LEAD) is implemented across multiple sites in Colorado and utilizes a shared case-management database to document participant information, service engagement, and program outcomes. The database is a critical operational component of the PREVAIL program, supporting day-to-day case management activities at the site level as well as program oversight and reporting at the Behavioral Health Administration (BHA) level.

1.1.2. Historically, individual PREVAIL sites have maintained direct contractual relationships for access to the PREVAIL case management database using BHA funding. This decentralized approach has increased administrative complexity and limited BHA’s ability to consistently access and manage program data across sites.

1.2. Purpose

1.2.1. The purpose of this Statement of Work is to establish a single contract to provide centralized hosting and support services for the PREVAIL case management database on behalf of participating BHA-funded PREVAIL sites. These services are intended to ensure the continuity of operations, system availability, and consistent data access to support BHA program administration, oversight, and reporting.

1.3. Intended Users

1.3.1. The services described in this Statement of Work are intended to support BHA-funded PREVAIL program sites and authorized program staff by ensuring continued access to the PREVAIL case management database and associated support services. While the database supports documentation related to individuals participating in PREVAIL programs, the Contractor does not provide direct services to program participants under this contract.

2. Article 2: Definitions and Acronyms

2.1. “BAA” means Business Associate Agreement, as defined in Exhibit D- HIPAA Business Associate Addendum - Qualified Service Organization Addendum.

2.2. “BHA” means Behavioral Health Administration, which is part of the Colorado Department of Human Services.

2.3. “HIPAA” refers to the Health Insurance Portability and Accountability Act, as defined in Exhibit D

2.4. “LEAD” stands for Law Enforcement Assisted Diversion, a program that was recently replaced by, and integrated into the PREVAIL program.

2.5. “POC” means BHA PREVAIL Point of Contact

2.6. “PREVAIL” stands for Pre-Arrest Evaluation, Intervention, and Linkage

3. Article 3: Activities and Services

3.1. Database Hosting and System Availability - The Contractor shall provide centralized hosting of the PREVAIL case management database for use by five (5) participating BHA-funded PREVAIL program sites. The Contractor shall ensure that the system remains operational and accessible to authorized users throughout the contract term.

3.1.1. Note: The number of participating sites may expand from five (5) up to ten (10) during the contract period.

3.2. System Administration and User Access Support - The Contractor shall provide system administration services to support authorized users, including the creation, modification, and deactivation of user accounts (if applicable) upon direction from BHA or designated site administrators. User access shall be managed in accordance with the Colorado Information Security Policies found at https://oit.colorado.gov/standards-policies-guides/technical-standards-policies

3.3. Data Stored in the System - The PREVAIL database stores referral information for case management used to support program participation and service coordination. Information maintained in the system may include basic client identifiers, referral information, case management contacts, and referrals to external service providers.

3.3.1. The database does not store Social Security numbers, driver’s license information, medical treatment or provider records, criminal history information, or law enforcement investigative records.

3.4. Technical Support and Issue Resolution - The Contractor shall provide technical support services related to data collection, system access, functionality, and performance. Support shall include responding to reported system issues, troubleshooting errors, and coordinating the resolution of technical problems affecting system availability or usability.

3.5. Data Access and Reporting Support - The Contractor shall support BHA’s access to PREVAIL program data maintained within the database for purposes of program administration, oversight, and reporting. This includes facilitating data exports upon request by BHA, consistent with system capabilities and applicable data governance requirements.

3.6. Ongoing System Maintenance - The Contractor shall perform routine system maintenance necessary to support the continued functionality and stability of the PREVAIL database. Maintenance activities shall be conducted in such a way as to minimize disruption to system users.

3.7. Coordination with BHA and Participating Sites - The Contractor shall coordinate with BHA and five (5) participating PREVAIL sites as needed to support the services described in this Statement of Work, including communication related to system updates, maintenance activities, or service issues.

3.7.1. The current system supports five (5) participating sites. During the contract term, BHA may elect to expand participation. Up to five (5) additional sites may be added, for a total of up to ten (10) participating sites. Any expansion will require written authorization from the BHA and shall remain within the scope of services described in this Statement of Work.

3.7.2. If BHA elects to add participating sites during the contract term, pricing for additional sites will follow the rates proposed by the Contractor in its solicitation response and incorporated into this Contract.

3.7.2.1. The total annual compensation under this contract will not exceed $50,000. Any expansion of participating sites must be accommodated within the contract funding available, no additional monies will be made available.

4. Article 4: Contractor Requirements

4.1. HIPAA and Data Privacy Compliance - The Contractor shall comply with all applicable federal and state privacy and security requirements, including the Health Insurance Portability and Accountability Act (HIPAA), in the performance of services under this Statement of Work. The Contractor shall execute and comply with the Exhibit D - HIPAA Business Associate Agreement (BAA), incorporated into the Contract as an exhibit, which governs the use, disclosure, safeguarding, and handling of protected health information.

4.2. Confidential Information - The Contractor shall protect all confidential and sensitive information accessed or maintained in connection with this Contract in accordance with the Contract and applicable law.

4.3. Data Access and Use - In the performance of services under this Statement of Work, the Contractor may access or host data entered into the PREVAIL case management database by participating PREVAIL program sites. The Contractor shall use such data solely for the purpose of performing the services described in this Statement of Work and shall not use, disclose, or retain the data for any other purpose except as permitted by the Contract and applicable law.

4.4. Operational Capacity and Continuity - The Contractor shall maintain sufficient technical staff, system capacity, and infrastructure to support concurrent access to the PREVAIL case management database by multiple participating PREVAIL program sites and authorized users. The Contractor shall ensure continuity of services throughout the contract term and shall reasonably cooperate with BHA to support an orderly transition of services upon contract expiration or termination.

4.5. Allowable and Unallowable Costs - Allowable costs are limited to those reasonable, necessary, and directly related to the delivery of services described in this Statement of Work.

4.5.1. Allowable costs may include:

4.5.1.1. Costs associated with hosting, operating, and maintaining the PREVAIL case management database

4.5.1.2. Personnel costs directly related to system administration, technical support, and maintenance

4.5.1.3. Costs associated with supporting authorized user access and resolving system-related issues

4.5.1.4. Routine system maintenance necessary to ensure system availability and continuity

4.5.1.5. Costs associated with providing data access or data exports requested by BHA

4.5.1.6. Costs necessary to support continuity of services and orderly transition activities, as applicable

4.5.2. Unallowable Costs

4.5.2.1. Costs associated with direct services to PREVAIL program participants or site-level program operations

4.5.2.2. Costs related to system development, customization, enhancement, or expansion not expressly authorized by BHA in writing

4.5.2.3. Costs associated with research, evaluation, or analysis of program outcomes

4.5.2.4. General administrative or overhead costs not directly attributable to performance under this Statement of Work

4.5.2.5. Costs associated with proposal preparation, contract negotiation, or activities outside the contract term

4.6. Period of Performance

4.6.1. This contract period begins upon execution of the agreement and ends on June 30, 2027.

4.6.2. Subject to the availability of funds and satisfactory performance, BHA may approve annual contract renewals at its discretion. The total contract term, including renewals, shall not exceed five (5) years or extend beyond June 30, 2031.

4.6.3. The State Fiscal Year (FY) runs from July 1 through June 30.

4.7. Invoicing and Payments:

4.7.1. Monthly invoices must be submitted no later than forty-five (45) days after the period in which services were rendered.

4.7.2. The Contractor must utilize BHA-provided invoice templates.

4.7.3. Upon request by the BHA, the Contractor shall submit payroll records and other relevant supporting documentation reasonably necessary to support and justify the submitted invoices.

4.7.4. Invoices shall be emailed to the BHA PREVAIL Point of Contact and CDHS_BHApayment@state.co.us

4.7.5. Funding Limitations: For State Fiscal Year 2027, total payments shall not exceed $50,000 per year, or as determined by the Documented Quote received from the solicitation for these services.

4.7.5.1. Each invoice must include a cumulative summary of total amounts billed for FY 2027. Funding is subject to State approval and may be adjusted based on availability or program needs.

5. Article 5: Deliverables Table

5.1. The Contractor shall submit the deliverables listed below in accordance with the schedule and submission requirements specified in this Statement of Work. Deliverables summarized in this table are further described in Articles 3 and 6. Deliverable name, due dates, and submission requirements shall remain consistent across the contract.

5.2. Deadlines may be altered administratively with BHA approval.

Q2 - January 15 Q3 - April 15 Q4 - July 15

and BHA PREVAIL Point of Contact

Q2 - January 15 Q3 - April 15 Q4 - July 15 Exhibit A, Article 6.2

6. Article 6: Performance Measures and Contract Monitoring

6.1. System Availability and Support Attestation - Quarterly confirmation that the PREVAIL case management database remained operational and accessible to authorized users during the reporting period and that technical support services were provided as required under this Statement of Work. Response shall not exceed one-half (0.5) page.

6.1.1. DUE: Quarterly, within 15 days of the end of the previous quarter (Oct 15th, Jan 15th, Apr 15th, Jul 15th)

6.1.2. DELIVER TO: BHA PREVAIL Point of Contact

6.2. Data Access and Export Utilization - A quarterly count of the number of BHA-requested data access actions or data exports provided from the PREVAIL case management database during the reporting period. Response shall not exceed one-half (0.5) page.

6.2.1. DUE: Quarterly, within 15 days of the end of the previous quarter (Oct 15th, Jan 15th, Apr 15th, Jul 15th)

6.2.2. DELIVER TO: BHA PREVAIL Point of Contact

6.3. Transition Support Deliverable (End-of-Contract Only) - Reasonable cooperation with BHA to support an orderly transition of data and services upon contract expiration or termination, including facilitating access to or transfer of data as requested by BHA in accordance with the Contract.

6.3.1. DUE: June 30th, if applicable

6.3.2. DELIVER TO: BHA PREVAIL Point of Contact