RFP 202606104 Public School Electronic Health Record_FINAL.docx

This is a Request for Proposals (RFP) document issued by the State of Maine Department of Health and Human Services, Office of Aging and Disability Services, seeking proposals for a Quality Improvement Organization (QIO) or QIO-Like entity to provide quality management and critical incident support services. The scope of work encompasses comprehensive reportable event management for approximately 30,000 annual incidents across multiple Home and Community Based Services waiver populations, including services for older adults, individuals with developmental disabilities, intellectual disabilities, autism spectrum disorder, and brain injury. Core services include event triage with one-business-day completion requirements, desk-level reviews, routing of high-risk and non-high-risk events to appropriate parties, consumer grievance and complaint intake and resolution, and trend analysis with monthly and quarterly reporting. The proposal submission deadline is July 20, 2026 by 4:00 p.m., with questions due by June 24, 2026. The initial performance term runs from September 1, 2026 through August 31, 2028 (two years), with three optional two-year renewal periods available through August 31, 2034, for a total potential contract period of eight years. Mandatory performance measures include 100 percent triage completion within one business day and 100 percent written acknowledgment of grievances within established timeframes.

The cost proposal must cover the entire eight-year period and accounts for 30 evaluation points, with the lowest bidder receiving full points and higher bids receiving proportionally fewer points. Organization qualifications and experience are weighted at 30 points, while proposed services account for 40 points. Bidders must be CMS-designated QIO or QIO-Like entities and must submit three years of audited or reviewed financial statements, CMS certification documentation, litigation history, and detailed staffing plans demonstrating clinical expertise and project management capacity. The awardee is required to establish an on-site presence in Maine and maintain enhanced Medicaid Federal Financial Participation designation while complying with federal and state confidentiality requirements. The state anticipates making one award and reserves the right to reject all proposals or negotiate with the highest-ranked bidder; no best and final offers will be solicited.