Exhibit A - Statement of Work.docx
DOCX document 2 MB Posted
- Attached to
- FY27;Cash;CJ Diversion PREVAIL
- Solicitation number
- RFP IBEH 2027000023 2
- Issued by
- Denver County, Denver City, Colorado
About this file
This is a Statement of Work (Exhibit A) for the Colorado Department of Human Services, Behavioral Health Administration (BHA), establishing centralized data services to support Criminal Justice Behavioral Health programs. The BHA seeks a contractor to provide comprehensive data integration, management, analysis, and reporting support for three primary programs: Pre-Arrest Evaluation, Intervention, and Linkage (PREVAIL), Co-Responder Programs, and Jail-Based Behavioral Health Services (JBBS). The contractor must develop and maintain approved Work Plans within two weeks of contract execution and annually by April 30th, with final deliverables due no later than June 30th each year. Core services include data integration across multiple platforms (CiviCore, Google Cloud Platform, BigQuery, Tableau), data cleaning and validation, dashboard and visualization development, reporting support, technical assistance to program staff, and process improvement recommendations. The contractor must respond to data-related inquiries within seventy-two hours (excluding weekends and state holidays) and securely handle all data transfers between sites. Monthly status reports documenting work performed, progress against approved Work Plans, hours by task and program, issues, and upcoming work are due on the last calendar day of each month.
The contract compensates the contractor for labor costs directly associated with approved work performed under the Statement of Work, with costs limited to those reasonable, necessary, and directly related to service delivery. Non-allowable costs include unauthorized work, general administrative overhead not tied to deliverables, internal contractor meetings not supporting contract work, rework due to contractor error, and activities outside the defined scope. The contractor must execute a HIPAA Business Associate Agreement (Exhibit D) and comply with all federal and state privacy and security requirements, including Colorado Information Security Policies. All data accessed—including demographic information, client identifiers, referral information, service utilization data, and behavioral health assessments—must be protected under strict confidentiality requirements, with identifying data destroyed within fourteen days of task completion. The contractor is responsible for reporting any data breaches to the BHA Contract Manager and maintaining sufficient technical staff, system capacity, and infrastructure to ensure service continuity throughout the contract term.
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Exhibit A
Exhibit A - Statement of Work Criminal Justice Behavioral Health Data Integration, Analytics and Transformation Services
1. Article 1: Purpose and Target Population
1.1. Purpose
1.1.1. The purpose of this contract is to establish centralized data services to support Criminal Justice Behavioral Health programs within the Behavioral Health Administration (BHA). The Contractor shall provide data integration, management, analysis, and reporting support to improve data quality, enhance program evaluation, and support operational and strategic decision-making.
1.1.2. These services are intended to support multiple BHA programs, including but not limited to Pre-Arrest Evaluation, Intervention, and Linkage (PREVAIL), Co-Responder Programs, and Jail-Based Behavioral Health Services (JBBS), through a coordinated and consistent approach to data services.
1.1.3. These programs continue to evolve in response to legislative priorities, operational needs, reporting requirements, funding availability, and potential future program expansion. The Contractor shall support a flexible and scalable approach to data services that can adapt to changing program structures, participating sites, reporting requirements, and technical environments throughout the term of the Contract.
1.2. Target Population
1.2.1. This contract supports Criminal Justice Behavioral Health programs administered by BHA, including PREVAIL, Co-Responder, and JBBS. Primary users of these services include BHA staff and contracted program providers who are responsible for data collection, reporting, and program management.
1.2.1.1. The ultimate beneficiaries are individuals with behavioral health needs who are served through these programs, including those involved in or at risk of involvement in the criminal justice system.
2. Article 2: Definitions and Acronyms
2.1. “BAA” means Business Associate Agreement, as defined in Exhibit D-HIPAA Business Associate Addendum.
2.2. “BHA” means Behavioral Health Administration, which is part of the Colorado Department of Human Services.
2.3. “CiviCore” is the case management database system created by NeonOne (now Libera) and utilized by JBBS program sites funded by the BHA for tracking participant information, services, and outcomes.
2.4. “Co-Responder” means Co-Responder Programs, which dispatch behavioral health clinicians along with law enforcement, or provide a joint secondary response on calls for service wherein behavioral health appears to be a relevant factor.
2.5. “GAIN” means Global Appraisal of Individual Needs
2.6. “HIPAA” refers to the Health Insurance Portability and Accountability Act, as defined in Exhibit D
2.7. “JBBS” means Jail Based Behavioral Health Services program
2.8. “OIT” stands for the Governor’s Office of Information Technology
2.9. “PREVAIL” stands for Pre-Arrest Evaluation, Intervention, and Linkage
2.10. “SOW” stands for Statement of Work
2.11. “TaDa” stands for Technology and Data Analytics, which is the BHA team that leads Data and Analytics services
2.12. “Work Plan” means a written document, developed in coordination with the State and approved by the BHA, that defines the specific activities, deliverables, timelines, and level of effort to be performed under this Contract. The Work Plan shall identify the programs supported, describe the tasks to be completed, and establish the expected outputs and schedule for completion.
3. Article 3: Activities and Services
3.1. Work Plan Development
3.1.1. The Contractor shall perform services in accordance with an approved Work Plan for each Supported Criminal Justice Behavioral Health program. The work plans shall be developed in coordination with BHA and shall serve as administrative project management tools for organizing, prioritizing, scheduling, and monitoring activities authorized under this Statement of Work.
3.1.2. Each work plan shall:
3.1.2.1. Identify the supported Criminal Justice program: PREVAIL, JBBS, or Co-Responder.
3.1.2.2. Work with the identified BHA Program to define specific activities and priorities within the scope of Article 3.2 through 3.7.
3.1.2.3. Identify the expected applicable deliverables, milestones, and anticipated completion dates. With final deliverables due annually, no later than June 30th
3.1.2.4. Include the estimated level of effort, expressed in hours, for the identified activities and deliverables.
3.1.2.5. Establish timelines for completing the identified activities, milestones, and deliverables.
3.1.2.6. Identify relevant dependencies and coordination needs, as applicable.
3.1.3. The work plans shall be developed annually and may be updated periodically, as determined by BHA.
3.1.4. The Contractor shall only perform work that is included in the approved work plan, which has been authorized in writing by BHA.
3.1.4.1. Verbal or informal requests are not sufficient authorization
3.1.4.2. Updates to the work plan shall be agreed to administratively by the Contractor and BHA.
3.1.5. BHA reserves the right to prioritize and reprioritize work across programs based on program needs, timelines, and available funding.
3.1.5.1. DELIVERABLE: Three Approved Work Plans defining activities, deliverables, timelines, and level of effort for JBBS, Co-Responder, and PREVAIL.
3.1.5.2. DUE: 2 weeks after contract execution, and by April 30th for the upcoming State Fiscal Year (SFY) thereafter
3.1.5.3. DELIVER TO: BHA Contract Manager
3.2. Data Integration & System Coordination
3.2.1. The Contractor shall support integration of program data into BHA systems, including alignment with existing data infrastructure, reporting environments, and BHA lakehouse architecture.
3.2.2. The Contractor shall coordinate with BHA teams, including the three Criminal Justice programs, Technology and Data Analytics (TaDa), OIT, external system vendors (e.g., Civicore, Chestnut), and other relevant stakeholders to support data integration, reporting, and system interoperability activities.
3.2.3. The Contractor may access, process, and support data originating from multiple BHA Criminal Justice Behavioral Health programs, including Co-Responder Programs, JBBS, and PREVAIL.
3.2.4. The contractor shall support flexible and scalable data integration activities across approved BHA systems and technical environments, including evolving systems, reporting platforms, integration methods, and operational environments, as further described in Exhibit E - Technical Environment and Data Environment Overview.
3.2.5. Data handled under this contract may include demographic information, client identifiers, referral information, discharge information, service utilization data, behavioral health assessment information, case management information, program participation data, and related program outcome information necessary to support reporting, evaluation, and operational functions. BHA databases do not store Social Security numbers, driver’s license information, medical treatment or provider records, criminal history information, or law enforcement investigative records.
3.2.6. Program data is currently maintained across multiple platforms and storage environments, including secure cloud-based storage environments, case management systems, and reporting platforms utilized by BHA and its program partners. Data sources may include systems such as Civicore, secure file transfer/upload environments, Google Cloud Platform (GCP) environments, BigQuery, Tableau reporting environments, Google Drive storage, and other approved systems used for program administration and reporting.
3.2.7. Access to data is limited to authorized personnel supporting BHA program administration, reporting, monitoring, evaluation, technical operations, and contracted data services. The Contractor shall coordinate with BHA and OIT regarding access controls, authorized user management, and secure handling practices for all systems and data accessed under this contract.
3.2.8. The Contractor shall ensure data is structured and formatted to support system ingestion, interoperability, reporting, and visualization needs.
3.2.9. All data-related activities performed under this contract shall comply with applicable State and federal privacy, confidentiality, cybersecurity, and information security requirements, including the Colorado Information Security Policies issued by the Colorado Governor’s Office of Information Technology (OIT). Current policies, standards, and technical guidance are available at: https://oit.colorado.gov/standards-policies-guides/technical-standards-policies
3.2.9.1. DELIVERABLE: Structured datasets prepared for system integration, reporting, and ingestion.
3.2.9.2. DUE: As defined in the approved Work Plan
3.2.9.3. DELIVER TO: BHA Contract Manager
3.3. Data Management, Cleaning, and Validation
3.3.1. The Contractor shall:
3.3.1.1. Collect, organize, clean, and normalize program data from multiple sources
3.3.1.2. Validate data for accuracy, completeness, and consistency
3.3.1.3. Maintain structured datasets suitable for analysis and reporting
3.3.1.4. Document data definitions, transformations, and processes
3.3.1.4.1. DELIVERABLE: Cleaned and validated datasets with supporting documentation
3.3.1.4.2. DUE: As defined in the approved Work Plan
3.3.1.4.3. DELIVER TO: BHA Contract Manager
3.4. Data Analysis and Visualization
3.4.1. The Contractor shall:
3.4.1.1. Develop and maintain dashboards, visualizations, and analytical outputs to support program monitoring and evaluation
3.4.1.2. Incorporate program data into the established, program-specific dashboards on the BHA website.
3.4.1.3. Analyze program data to identify trends, outcomes, and performance indicators
3.4.1.4. Present findings in formats appropriate for program staff, leadership, and external reporting
3.4.1.4.1. DELIVERABLE: Dashboards using Tableau or similar dashboard tools, visualizations using Tableau and Python or similar data visualization tools, and analytical outputs, including reports and other documents or spreadsheets as needed in .csv, Microsoft Excel, Microsoft Word, Google Docs, Google Sheets, or similar easily transferable formats
3.4.1.4.2. DUE: As defined in the approved Work Plan
3.4.1.4.3. DELIVER TO: BHA Contract Manager
3.5. Reporting and Deliverable Support
3.5.1. The Contractor shall:
3.5.1.1. Support the development of required reports, including annual reports and ad hoc data requests, by providing visualizations using Tableau and Python or similar data visualization tools and analytical outputs, including reports and other documents or spreadsheets as needed in .csv, Microsoft Excel, Microsoft Word, Google Docs, Google Sheets, or similar easily transferable formats.
3.5.1.2. Produce charts, tables, and summaries that meet accessibility and reporting standards, including visualizations using Tableau and Python or similar data visualization tools and analytical outputs, including reports and other documents or spreadsheets as needed in .csv, Microsoft Excel, Microsoft Word, Google Docs, Google Sheets, or similar easily transferable formats.
3.5.1.3. Provide data outputs and analysis in formats specified by BHA
3.5.1.3.1. DELIVERABLE: Reports, charts, tables, and data summaries supporting program reporting needs
3.5.1.3.2. DUE: As defined in the approved Work Plan
3.5.1.3.3. DELIVER TO: BHA Contract Manager
3.6. Technical Assistance and Program Support
3.6.1. The Contractor shall:
3.6.1.1. Provide structured technical assistance to BHA staff, relevant vendors, and program providers related to data collection, reporting, and use
3.6.1.2. Respond to data-related inquiries and provide guidance on tools, processes, and interpretation of data
3.6.1.3. Support program staff in understanding and utilizing data for decision-making
3.6.1.4. Respond to communications, requests, and inquiries within seventy-two (72) hours, but do not require acknowledgment and an estimated timeline for follow-up or completion, as applicable. This excludes weekends and State holidays.
3.7. Data Collection and Process Improvement
3.7.1. The Contractor shall:
3.7.1.1. Evaluate existing Criminal Justice programming data collection processes and identify opportunities for improvement.
3.7.1.2. Recommend and implement strategies to improve data quality and reduce administrative burden.
3.7.1.3. Destroy all identifying data when no longer needed, within 14 days of task completion.
3.7.1.4. Support the standardization of data collection practices across Criminal Justice programs (e.g., PREVAIL, JBBS, Co-Responder)where appropriate.
3.7.1.5. Be responsible for securely transporting any data between sites when needed. See Article 3.2.5 for types of data.
3.7.1.6. Report any breach that occurs to the BHA Contract Manager.
3.7.1.6.1. DELIVERABLE: Written recommendations and documentation of process improvements
3.7.1.6.2. DUE: As defined in the approved Work Plan
3.7.1.6.3. DELIVER TO: BHA Contract Manager
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 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, personally identifiable information, protected health information, 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 data entered into the various databases by BHA and participating 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 this contract.
4.5. 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.
4.6. Coordination and Communication
4.6.1. The Contractor shall:
4.6.1.1. Coordinate regularly with BHA program staff, data teams, and relevant stakeholders
4.6.1.2. Participate in meetings to provide updates, gather input, and align on priorities
4.6.1.3. Communicate issues, risks, and recommendations in a timely manner
4.7. 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.
4.7.1. Allowable costs may include:
4.7.1.1. The State shall reimburse the Contractor for labor costs associated with the performance of approved work under this Contract.
4.7.2. Non-allowable labor costs may include:
4.7.2.1. Work that has not been authorized through the approved work plans.
4.7.2.2. General administrative overhead not directly tied to contract deliverables.
4.7.2.3. Internal Contractor meetings that do not directly support contract work.
4.7.2.4. Rework due to Contractor error or failure to meet requirements.
4.7.2.5. Time spent on activities outside the defined scope of this Contract.
5. Article 5: Deliverables
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.
5.3. Deliverables Table
| Deliverable |
| Due Date |
| Contract Reference |
| Delivered to: |
| Initial Work Plan outlining activities, deliverables, timelines, and level of effort for the following programs - Co-Responder, JBBS, PREVAIL |
| Within two weeks of contract execution |
| Exhibit A, Article 3.1 and Article 6.2 |
| BHA Contract Manager |
and cdhs_BHAdeliverables@state.co.us
| Annual Work Plan |
| April 30th, Annually |
| Exhibit A, Article 3.1 |
| Activities and Services to be included in the Work Plans |
| Due dates shall be as approved by BHA via the Work Plans created under Article 3.1 |
| Exhibit A, Article 3.2 - 3.6 and Article 6.2 |
| Updated Work Plans (as applicable) reflecting revised priorities, scope, or program needs. |
| Within 15 Days after the need has been identified. |
| Exhibit A, Article 3.1, and Article 6.3 |
| Monthly Status Report summarizing work completed, progress against work plan, hours by task/program, issues, and upcoming work |
| Monthly, no later than the last calendar day of each month |
| Exhibit A, Article 6.4 |
6. Article 6: Contract Monitoring & Performance Standards
6.1. The Contractor’s performance shall be evaluated based on adherence to the approved Work Plan and the accuracy and completeness of Monthly Status Reports.
6.2. Work Plan Accountability
6.2.1. The Contractor shall perform work only as defined in the approved Work Plans and this SOW
6.2.2. Completion of activities and deliverables will be measured against the timelines established in the Work Plans
6.2.3. Failure to complete the activities or deliverables within the agreed timelines in the Work Plans must be communicated and approved by the BHA.
6.2.4. See Article 3 for details regarding the Work Plans
6.3. Updating the Work Plans
6.3.1. The contractor shall submit an updated Work Plan when requested by the State or when changes in priorities or timelines occur.
6.3.2. Updates shall accurately reflect current work and planned activities.
6.3.3. Updates to a Work Plan must be reviewed and formally accepted by BHA to be considered approved.
6.3.4. Updates to the Work Plans may not change the scope of work outlined in this Exhibit A, and may not provide additional funding outside of what is defined in Exhibit B - the Budget.
6.3.5. See Article 3 for additional details on Work plans
6.3.5.1. DELIVERABLE: Updated Work Plan
6.3.5.2. DUE: Within 15 days after the need has been identified
6.3.5.3. DELIVER TO: BHA Contract Manager
6.4. Monthly Status Reports
6.4.1. Monthly Status Reports shall document work performed during the reporting period.
6.4.2. Reported work must align with:
6.4.2.1. Approved Work Plan activities
6.4.2.2. Deliverables completed or in progress
6.4.2.3. Hours invoiced
6.4.3. DELIVERABLE: Monthly Status Report
6.4.4. DUE: On the last calendar day of each month
6.4.5. DELIVER TO: BHA Contract Manager
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