RFP 26-081-BW Digital Client Engagement and Care Coordination SaaS Platform.pdf

Board of County Commissioners County Administrator

Sara Baxter, Mayor Joseph Abruzzo Marci Woodward, Vice Mayor Maria G. Marino Gregg K. Weiss Joel G. Flores Maria Sachs Procurement Department Bobby Powell, Jr. www.pbcgov.org/procurement

REQUEST FOR PROPOSAL

RFP NO. 26-081/BW

Palm Beach County Board of County Commissioners and

The Community Services Department are seeking

Proposals for:

Digital Client Engagement and Care Coordination SaaS Platform

Date issued/available for distribution: October 13, 2026

Proposer shall submit one (1) unbound original, three (3) bound copies, and one (1) electronic copy in PDF (CD or flash drive) of the complete proposal to be received in the Offices of the Procurement Department no later than November 12, 2026, at 4:00 p.m. local time. See Section 1.9 of the RFP for Mailing Instructions.

ENVELOPE MUST BE IDENTIFIED WITH THE

DEADLINE DATE FOR THE RECEIPT OF PROPOSALS

AND THE RFP NUMBER.

C A U T I O N In order to do business with Palm Beach County vendors are required to create a Vendor Registration Account OR activate an existing Vendor Registration Account through the Procurement Department’s Vendor Self Service (VSS) system which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. If proposer intends to use subcontractors, proposer must also ensure that all subcontractors are registered as vendors in VSS. All subcontractor agreements must include a contractual provision requiring that the subcontractor register in VSS. County will not finalize a contract award until a contractor has verified that the contractor and all of its subcontractors are registered in VSS. As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on our VSS system.

Palm Beach County shall not be responsible for the completeness of any Request for Proposal package not downloaded from our VSS system or obtained directly from Palm Beach County Procurement Department.

IN ACCORDANCE WITH THE PROVISIONS OF ADA, THIS DOCUMENT MAY BE

REQUESTED IN AN ALTERNATE FORMAT

http://www.pbcgov.org/purchasing https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService i

TABLE OF CONTENTS

SECTION 1 GENERAL INFORMATION

1.1 Issuing Office

1.2 Introduction

1.3 General Information

1.4 History And Background

1.5 PURPOSE OF THE PROJECT

1.6 Period Of Contract

1.7 Qualification Of Proposers

1.8 Timetable

1.9 Proposal Submission

1.10 Contact Person

1.11 Cone Of Silence

1.12 Additional Information/Amendment(s)

SECTION 2 GENERAL TERMS AND CONDITIONS

2.1 Proposal Guarantee

2.2 Modified Proposals

2.3 Withdrawal Of Proposals

2.4 Late Proposals, Late Modified Proposals

2.5 RFP Postponement / Cancellation

2.6 Costs Incurred By Proposers

2.7 Proprietary/Confidential Information

2.8 Negotiations

2.9 Right To Protest

2.10 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL

AUDIT REQUIREMENTS

2.11 Rules; Regulations; Licensing Requirements

2.12 Criminal History Records Check

2.13 Review Of Proposals

2.14 WAIVER OF MINOR IRREGULARITY

2.15 Exceptions To The RFP

2.16 Selection Process

2.17 Evaluation Criteria

2.18 Award Of Contract

2.19 DISCLOSURE OF OWNERSHIP INTERESTS

2.20 Standard Contract Provisions (Attachment 1)

2.21 Commencement Of Work

2.22 Insurance Requirements

2.23 Drug-Free Workplace Certification

2.24 Authorized Signature

2.25 PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR

IDEOLOGICAL INTERESTS IN GOVERNMENT CONTRACTING - F.S.

287.05701 ii

2.26 DISCLOSURE OF FOREIGN GIFTS AND CONTRACTS WITH FOREIGN

COUNTRIES OF CONCERN

2.27 FEDERAL TERMS AND CONDITIONS

SECTION 3 PROPOSAL REQUIREMENTS

3.1 EXPERIENCE / QUALIFICATION / BACKGROUND / REFERENCES

INFORMATION

3.2 PROJECT APPROACH / UNDERSTANDING INFORMATION

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION

3.4 BUSINESS LOCATION / LOCAL PREFERENCE

3.5 COMMERCIAL NON-DISCRIMINATION

*3.6 Financial / Business Stability

3.7 PRICE PROPOSAL INFORMATION

3.8 BUSINESS INFORMATION

3.9 DEBARMENT AND SUSPENSION (CERTIFICATION REQUIRED)

3.10 AMENDMENTS TO THE RFP

3.11 NON-GOVERNMENTAL ENTITY HUMAN TRAFFICKING AFFIDAVIT .. 21

3.12 PROHIBITION AGAINST USING DIVERSITY, EQUITY, AND INCLUSION

MATERIAL - F.S. 287.139

3.13 ADDITIONAL APPENDICES - ADDITIONAL INFORMATION

3.14 LITIGATION HISTORY

3.15 RELATED ENTITIES

SECTION 4 SCOPE OF WORK/SERVICES

4.1 PROJECT OVERVIEW

4.2 COMMERCIAL/SaaS PLATFORM REQUIREMENT

4.3 CLIENT-FACING TOOLS

4.4 CARE TEAM AND CASE MANAGEMENT TOOLS

4.5 DATA INTEGRATION AND INTEROPERABILITY

4.6 ANALYTICS AND DECISION SUPPORT

4.7 SECURITY, PRIVACY AND COMPLIANCE

4.8 IMPLEMENTATION AND CONFIGURATION

4.9 TRAINING AND SUPPORT

4.10 SCALABILITY AND MULTI-PROVIDER SUPPORT

4.11 EVALUATION AND OUTCOMES REPORTING

SECTION 5 ATTACHMENTS

iii

ATTACHMENT 1-SAMPLE STANDARD CONTRACT

EXHIBIT A-SCOPE OF WORK/SERVICES

EXHIBIT B- CONTRACTOR’S PROPOSAL

CONTRACT EXHIBIT C- NONGOVERNMENTAL ENTITY HUMAN TRAFFICKING

AFFIDAVIT

CONTRACT EXHIBIT D -CERTIFICATION FOR THE PROHIBITION AGAINST

DIVERSITY, EQUITY AND INCLUSION MATERIAL

SECTION 6 APPENDICES

APPENDIX A- PRICE PROPOSAL PAGES

APPENDIX B-BUSINESS INFORMATION

APPENDIX C-CERTIFICATION OF BUSINESS LOCATION

APPENDIX D- CERTIFICATION REGARDING DEBARMENT AND SUSPENSION

APPENDIX E- CERTIFICATION REGARDING LOBBYING

BYRD ANTI-LOBBYING AMENDMENT

APPENDIX F-DRUG-FREE WORKPLACE CERTIFICATION

APPENDIX G-DISCLOSURE OF OWNERSHIP INTERESTS

SECTION 1

GENERAL INFORMATION

1.1 ISSUING OFFICE

This Request for Proposal (RFP) is issued for the County of Palm Beach, hereinafter referred to as “County”, by the Procurement Department for the benefit of the Community Services Department. The Procurement Department is the SOLE point of contact concerning this RFP. All communication regarding this RFP must be done through the Procurement Department. See Section 1.10, Contact Person.

1.2 INTRODUCTION

Palm Beach County Community Services Department is seeking an existing, commercially available Software-as-a-Service (SaaS) digital client engagement and care coordination platform to support County residents and service providers serving individuals with behavioral health needs, co-occurring conditions, substance use disorders, and other serious or chronic medical conditions.

The selected platform will be configured, customized, integrated, and implemented to support the County's programs and participating provider organizations. The solution should enhance participant engagement, communication, care coordination, medication adherence, access to services and resources, and data-informed decision-making.

1.3 GENERAL INFORMATION

The County intends to implement a countywide digital client/participant engagement program designed to improve health outcomes, care retention, and service coordination.

The solution will support participants and multidisciplinary care teams through secure, scalable digital tools.

Program goals include:

• Improved retention in outpatient and community-based care programs;

• Improved medication adherence and appointment attendance;

• Enhanced client-provider communication and care coordination;

• Reduction in emergency department utilization, hospitalizations, and adverse health events;

• Improved efficiency and workflow for Palm Beach County-funded providers and service organizations;

• Interoperability with clinical and non-clinical systems;

• Capture and use of Social Determinants of Health information; and

• Countywide evaluation of digital client/participant engagement strategies and outcomes.

1.4 HISTORY AND BACKGROUND

Palm Beach County Community Services Department administers and supports behavioral health, substance use, housing, public health, economic stability, and human service initiatives throughout Palm Beach County. Programs serve diverse populations, including individuals with behavioral health needs, substance use disorders, serious mental health conditions, co-occurring conditions, infectious diseases such as HIV/AIDS, and prevention-focused chronic care populations.

The County seeks an existing technology platform that enhances participant engagement, supports care coordination, promotes recovery and wellness, improves access to resources, and provides meaningful data to support service delivery, quality improvement, and evaluation activities. The selected platform should support participants, providers, care coordinators, case managers, peer specialists, community health workers, administrators, and partner organizations through integrated communication, resource navigation, monitoring, reporting, and engagement capabilities.

1.5 PURPOSE OF THE PROJECT

Palm Beach County is seeking proposals from qualified Contractors to provide an existing, commercially available Software-as-a-Service (SaaS) digital client engagement, care coordination, recovery support, and wellness platform for individuals served through County-funded behavioral health, substance use, public health, housing, and human service initiatives.

The County is not seeking the development of a new custom application. The selected Contractor shall provide an existing, operational platform and all services necessary to configure, customize, integrate, implement, maintain, and support the platform in accordance with the requirements of this RFP.

Services shall include, as applicable, platform configuration and customization, systems integration, implementation, onboarding, training, technical assistance, maintenance, upgrades, and ongoing support.

1.6 PERIOD OF CONTRACT

The proposed effective date of this Contract is December 1, 2026. The selected proposer(s) will provide services for a nineteen (19) month period ending June 30, 2028.

Two (2) twelve (12) month renewal option(s) offered by the County, at the County’s sole discretion, may be included.

1.7 QUALIFICATION OF PROPOSERS

All proposers to this RFP shall have demonstrated experience in supplying such services and shall meet all criteria/requirements identified in this RFP.

1.8 TIMETABLE

The anticipated schedule and deadline for the RFP and Contract approval are as follows:

Activity Date Time Location

RFP available for 10/13/2026 Procurement Department Download from 50 S. Military Trail, Ste. 110 Procurement Dept. VSS: West Palm Beach., FL 33415

Deadline for receipt of 10/29/2026 5:00 p.m. Procurement Department questions or comments 50 S. Military Trail, Ste.110 West Palm Beach., FL 33415

Deadline for receipt 11/12/2026 4:00 p.m. Procurement Department of proposals 50 S. Military Trail, Ste. 110 West Palm Beach., FL 33415

Selection Committee 11/24/2026 09:00a.m. Procurement Department Meeting 50 S. Military Trail Room 1N-142 North/South West Palm Beach., FL 33415

Posting Date of Notice 11/30/2026 Procurement Department of Intent to Award 50 S. Military Trail, Ste. 110 West Palm Beach., FL 33415 www.pbcgov.org/procurement

Award Date 01/12/2027

Anticipated Contract Start Date 01/12/2027

NOTE: County reserves the right to alter the above activities and/or times at the

County’s sole discretion.

http://www.pbcgov.com/purchasing

1.9 PROPOSAL SUBMISSION

All proposals must be submitted on 8 ½” x 11” paper.

One (1) unbound original, three (3) bound copies, and one (1) electronic copy in PDF (CD or flash drive) of the complete proposal must be received in the Procurement Department by November 12, 2026, 4:00 p.m. local time. The original and all copies must be submitted in a sealed envelope or container. The proposer’s complete return address must be included on the outer envelope or wrapper enclosing any materials submitted in response to this RFP. The outer envelope or wrapper should be addressed as follows:

Proposer Name Address Phone No.

Palm Beach County Board of County Commissioners Procurement Department 50 South Military Trail, Suite 110 West Palm Beach, Florida 33415 ATTENTION: Bridget Williams, Procurement Manager RFP No. 26-081/BW

Title: Digital Client Engagement and Care Coordination SaaS Platform Due Date: November 12, 2026, 4:00 p.m. local time.

The Procurement Department’s office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays observed by the County.

Proposers are responsible for informing any commercial delivery services, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

The Price Proposal Page(s) (Appendix A) must be signed by an officer of the company who is legally authorized to enter into a contractual relationship in the name of the proposer (“Authorized Person”).

The submission of a signed proposal by a proposer will be considered by the County as constituting a legal offer by the proposer to perform the required services at the proposed pricing identified therein.

1.10 CONTACT PERSON

The contact person for this RFP is Bridget Williams, Procurement Manager, at (561) 616- 6817, e-mail address PURteam4@pbc.gov or PUR-Procure-Solicit@pbc.gov in the Procurement Department.

Proposers are advised that from the date of release of this RFP until award of the contract, NO contact with County staff and/or designated Selection Committee members concerning this RFP is permitted, except as authorized by the contact person designated herein.

1.11 CONE OF SILENCE

Proposers are advised that the “Palm Beach County Lobbyist Registration Ordinance” prohibits a proposer or anyone representing the proposer from communicating with any County Commissioner, County Commissioner’s staff, or any County Employee authorized to act on behalf of the Board of County Commissioners to award this contract regarding its proposal, i.e., a “Cone of Silence”.

The “Cone of Silence” is in effect from the date/time of the deadline for submission of the proposal, and terminates at the time that the Board of County Commissioners, or a County Department authorized to act on their behalf, awards or approves a contract, rejects all proposals, or otherwise takes action which ends the solicitation process.

Proposers may, however, contact any County Commissioner, County Commissioner’s Staff, or any County Employee authorized to act on behalf of the Board of County Commissioners to award this contract via written communication, i.e., fax, e-mail, or U.S.

Mail.

Violations of the “Cone of Silence” are punishable by a fine of $250.00 per violation.

1.12 ADDITIONAL INFORMATION/AMENDMENT(S)

Any questions, comments (i.e., additional information or clarifications) must be made, in writing via fax, e-mail or U.S. Mail, no later than the date specified and to the address listed in the RFP Timetable (Section 1.8) or fax number or e-mail address listed for the Contact Person (Section 1.10) above. The request must contain the proposer’s name, address, phone number, facsimile number and e-mail address.

Facsimiles must have a cover sheet which includes, at a minimum, the proposer’s name, address, number of pages transmitted, phone number, facsimile number and e-mail address.

Changes to this RFP, when deemed necessary by the County, will be completed only by written Amendment(s) issued prior to the Deadline for receipt of proposals. Proposers should not rely on any representations, statements or explanation other than those made mailto:PURteam4@pbc.gov mailto:PUR-Procure-Solicit@pbc.gov in the RFP or in any Amendment to this RFP. Where there appears to be a conflict between the RFP and any Amendment issued, the last Amendment issued shall prevail.

As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on the County’s on-line Vendor Self-Service (VSS) system at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. It is the sole responsibility of the proposer to routinely check VSS for any Amendments that may have been issued prior to the Deadline for receipt of proposals. The County shall not be responsible for the completeness of any RFP package not downloaded from VSS or obtained directly from the Palm Beach County Procurement Department.

It is the proposer’s sole responsibility to assure receipt of all Amendments. The proposer should verify with the designated Contact Person (see Section 1.10) prior to submitting a proposal that all Amendments have been received. Proposers are required to acknowledge the receipt of all Amendments as part of their proposal.

SECTION 2

GENERAL TERMS AND CONDITIONS

2.1 PROPOSAL GUARANTEE

Proposer guarantees their commitment, compliance, and adherence to all requirements of the RFP by submission of their proposal.

2.2 MODIFIED PROPOSALS

Proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal until the Deadline for receipt of proposals. The County will only consider the latest proposal submitted.

2.3 WITHDRAWAL OF PROPOSALS

A proposal may be withdrawn only by written notification. Letters of withdrawal received after the Deadline for receipt of proposals will not be accepted unless the contract has been awarded to another vendor or no award has been made within ninety (90) days after the Deadline for receipt of proposals.

Unless withdrawn, as provided in this subsection, a proposal shall be irrevocable until the time that a contract is awarded.

2.4 LATE PROPOSALS, LATE MODIFIED PROPOSALS

Proposals and/or modifications to proposals received after the Deadline for receipt of proposals specified in the RFP Timetable (Section 1.8) are late and shall not be considered.

2.5 RFP POSTPONEMENT / CANCELLATION

The County may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; waive any minor irregularities in this RFP or in the proposals received as a result of this RFP; postpone or cancel, at any time, this RFP process; or re-issue this

RFP.

2.6 COSTS INCURRED BY PROPOSERS

All expenses incurred with the preparation and submission of proposals to the County, or any work performed in connection therewith, shall be borne by the proposer. No payment will be made for proposals received, nor for any other effort required of or made by the proposers, prior to commencement of work as defined by a contract approved by the Board of County Commissioners.

2.7 PROPRIETARY/CONFIDENTIAL INFORMATION

Any material submitted in response to this Request for Proposal is considered a public document in accordance with Section 119.07, F.S. This includes material which the responding proposer might consider to be confidential. All submitted information that the responding proposer believes to be confidential and exempt from disclosure (i.e., a trade secret or as provided for in Section 119.07 and Section 812.081, F.S.) must be specifically identified as such. Upon receipt of a public records request for such information, a determination will be made as to whether the identified information is, in fact, confidential.

2.8 NEGOTIATIONS

The County may award a contract on the basis of initial proposals received, without discussions. Therefore, each submitted proposal should contain the proposer’s best price and technical offer.

2.9 RIGHT TO PROTEST

Any proposer may protest any recommendations for contract award by submitting a written protest and applicable protest bond to the Director of Procurement within five (5) business days after posting the Notice of Intent to Award in accordance with Chapter 2, Article II, Section 2-55 of the Palm Beach County Code. Protests must be submitted in writing, addressed to the Director of Procurement, via hand delivery, or mail using the Procurement Department’s address noted in Section 1.9 PROPOSAL SUBMISSION of this RFP.

2.10 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL AUDIT

REQUIREMENTS

Pursuant to Palm Beach County Code, Section 2-421 - 2-440, as amended, Palm Beach County’s Office of Inspector General is authorized to review past, present and proposed County contracts, transactions, accounts, and records. The Inspector General’s authority includes, but is not limited to, the power to audit, investigate, monitor, and inspect the activities of entities contracting with the County, or anyone acting on their behalf, in order to ensure compliance with contract requirements and to detect corruption and fraud.

Failure to cooperate with the Inspector General or interfering with or impeding any investigation shall be a violation of Palm Beach County Code, Section 2-421 – 2-440, and punished pursuant to Section 125.69, F.S., in the same manner as a second degree misdemeanor.

2.11 RULES; REGULATIONS; LICENSING REQUIREMENTS

The proposer shall comply with all laws, ordinances and regulations applicable to the services contemplated herein, to include those applicable to conflict of interest and collusion. Proposers are presumed to be familiar with all federal, state and local laws, ordinances, codes and regulations that may in any way affect the services offered, by the Department of Labor Regulations (41 CFR, Part 60).

2.12 CRIMINAL HISTORY RECORDS CHECK

Pursuant to Palm Beach County Code Section 2-371 – 2-377, the Palm Beach County Criminal History Records Check Ordinance (“Ordinance”), the County will conduct fingerprint based criminal history record checks on all persons not employed by the County who repair, deliver, or provide goods or services for, to, or on behalf of the County.

A fingerprint based criminal history record check shall be conducted on all employees of contractors and subcontractors of contractors, including repair persons and delivery persons, who are unescorted when entering a facility determined to be either a critical facility ("Critical Facilities") or a criminal justice information facility ("CJI Facilities"), which are critical to the public safety and security of the County. County facilities that require this heightened level of security are identified in Resolution R2013-1470, R2015-0572 and R2024-0549, as may be amended. In October 2013, compliance with the requirements of the U.S. Federal Bureau of Investigation’s CJI Security Policy was added to the Ordinance, which includes a broad list of disqualifying offenses. The proposer is solely responsible for understanding the financial, schedule, implications, and/or staffing implications of this Ordinance. Further, the proposer acknowledges that its proposal price includes any and all direct or indirect costs associated with compliance of this Ordinance, except for the applicable FDLE/FBI fees that shall be paid by the County.

2.13 REVIEW OF PROPOSALS

Each proposal will be reviewed to determine if the proposal is responsive to the RFP.

Proposals deemed to be non-responsive will be rejected without being evaluated by the Selection Committee. A responsive proposal is one which has been signed, has been submitted by the specified submission time, and has provided the information required to be submitted with the proposal (as stated in Section 3). While poor formatting, poor documentation, and/or incomplete or unclear information may not be cause to reject a proposal without evaluation, such substandard submissions may adversely impact the evaluation of your proposal, especially information relating to establishing financial/business stability. Proposers who fail to comply with all of the required and/or desired elements of this RFP, do so at their own risk.

2.14 WAIVER OF MINOR IRREGULARITY

An irregularity in a proposer’s submitted proposal is deemed minor for purposes of correction when: (1) its waiver would not deprive the County of its assurance that the contract will be entered into, performed and guaranteed according to its specified requirements, and (2) the irregularity is of such a nature that its waiver would not adversely affect competitive proposals by placing a proposer in a position of advantage over other proposers or by otherwise undermining the necessary common standard of competition. Pricing errors are never considered a minor irregularity.

In situations where a proposal has incomplete, missing or unsigned required documents, which are deemed a minor irregularity, the Director of Procurement may allow the Proposer up to five (5) business days to correct said minor irregularity, per Section 2- 54(C)(6)(a)(2), Palm Beach County Code. The decision whether to waive a minor irregularity is within the sole discretion of the Director of Procurement.

2.15 EXCEPTIONS TO THE RFP

All exceptions taken must be specific, and the proposer must indicate clearly what alternative is being offered to allow the County a meaningful opportunity to evaluate the proposal. Proposers are cautioned that submitting an alternative proposal does not relieve the proposer from submitting the “Minimum Requirements” as stated in Section 3.

The County is under NO obligation to accept any proposed exceptions or alternatives.

2.16 SELECTION PROCESS

All proposals timely received will be reviewed first by the Procurement Department to determine if each proposer has submitted the required information and met all Proposal Requirements (as stated in Section 3). Those proposals fulfilling the Proposal Requirements shall be referred to the Selection Committee for review and further consideration.

The Selection Committee will evaluate all responses to this RFP that meet the Proposal Requirements and are deemed responsive. The Selection Committee may evaluate all proposals based solely on the information submitted with the proposal. Accordingly, proposers are urged to ensure that their proposal contains all the necessary information for the Selection Committee to fairly and accurately evaluate each of the criteria listed below in Section 2.17. However, an oral presentation, additional written information, internal staff analysis, proposer presentations, outside consultants, and/or any other information may be required, at any time during the selection process, to help the Committee determine the final ranking of proposers. The Selection Committee may determine, as the result of additional information, that the impact of this information is significant and may be considered in the scoring and/or ranking, at the discretion of the Committee.

The Selection Committee shall meet in public session as necessary to score each proposal by reviewing each proposal against the evaluation criteria listed below in Section

2.17. Upon completion of the Selection Committee’s review and discussion of all the responsive proposals submitted, each Selection Committee Member shall score each proposal and total the scores for each proposal. The proposals shall be assigned a ranking based upon the totals of each Selection Committee Member’s score for each proposal.

After the Selection Committee has developed an overall ranking for each proposer, the committee will then review, discuss, and declare the proposer ranked the highest as its “finalist” and make its recommendation for award of the contract.

2.17 EVALUATION CRITERIA

1. Experience / Qualifications & Weight 15 % (15 pts) Demonstrated Outcomes (See Section 3.1)

2. Platform Capabilities & Project Approach Weight 35 % (35 pts) (See Section 3.2 and Section 4)

3. Interoperability, Data, Security & Technology Readiness Weight 30 % (30 pts) (See Section 3.2 and Section 4)

4. Implementation, Scalability, Training & Support Weight 10 % (10 pts) (See Section 3.2 and 3.3)

5. Price Proposal/Overall Value Weight 10 % (10 pts) (See Section 3.7 and Appendix A)

2.18 AWARD OF CONTRACT

The award, if any, will be made to the responsive, responsible proposer whose proposal is considered to be the most advantageous to the County based on the Selection Committee’s opinion after review of every such proposal including, but not limited to, price.

Upon review and approval of the Selection Committee’s recommendation for award, the Procurement Department will post the award recommendation at the Procurement Department and on the Procurement Department website at www.pbcgov.org/procurement for a period of five (5) business days for review by interested parties prior to final approval of the award. The apparent successful proposer will be notified of the recommendation for award by mail. The recommended awardee shall provide documentation that demonstrates that the individual(s) executing the Contract has the authority to do so and to legally bind the recommended awardee. A contract must be completed and executed by the successful proposer and the County and, when appropriate, by the Board of County Commissioners before it becomes valid and effective. If these conditions and contract negotiations, if applicable, are not met and/or completed within a reasonable timeframe as determined by the County, the County may elect to cancel the Recommended Award to that proposer and make the award recommendation to the next most advantageous proposer. This process may continue until such time as the County has determined to cancel the procurement in its entirety.

The official posting on the Procurement Department website shall prevail if a discrepancy exists between the referenced listings.

2.19 DISCLOSURE OF OWNERSHIP INTERESTS

Pursuant to a directive by the Board of County Commissioners, the Disclosure of Ownership Interest affidavit (DOIA, Appendix F) must be completed on behalf of any individual or business entity that seeks to do business with the County when applicable.

Disclosure does not apply to nonprofit corporations, government agencies, or to an individual’s or entity’s interest in any entity registered with the Federal Securities Exchange Commission or registered pursuant to Chapter 517, F.S., whose interest is for sale to the general public.

Upon request from the Procurement Department, the recommended awardee shall submit a completed DOIA (Appendix F) within a reasonable time, as requested. If the recommended awardee fails to submit a completed DOIA in a timely manner, the County, at its sole discretion, may elect to cancel the Recommended Award.

2.20 STANDARD CONTRACT PROVISIONS (ATTACHMENT 1)

The selected proposer will be required to execute a contract similar to the attached Sample Standard Contract (Attachment 1). If a proposer has comments related to any of the provisions in this RFP and/or the Sample Standard Contract, comments must be made, in writing, no later than the date specified in the RFP Timetable (see Section 1.8).

The Sample Standard Contract provisions (general and specific) will be incorporated into any contract resulting from this RFP. Should any selected proposer and the County be unable to consummate a written contract, the County may proceed to the next most advantageous proposal as determined by the Selection Committee or issue a new solicitation or cancel the procurement process in its entirety.

2.21 COMMENCEMENT OF WORK

This RFP does not, by itself, obligate the County. The County’s obligation will commence when the contract is approved by the Board of County Commissioners or their designee and upon written notice to the proposer. The County may set a different starting date for the contract. The County will not be responsible for any work done by the proposer, even work done in good faith, if it occurs prior to the contract start date set by the County.

2.22 INSURANCE REQUIREMENTS

Prior to the effective date of the Contract, it shall be the responsibility of the successful proposer to provide evidence of the minimum amounts of insurance coverage specified in Attachment 1, Article 12, to Palm Beach County through the Contact Person set forth in Section 1.10, until otherwise notified by County.

The successful proposer shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverages and limits (including endorsements) as described herein (see Attachment 1, Article 12). Failure to maintain the required insurance shall be considered default of the Contract. The requirements contained herein, as well as the County’s review or acceptance of insurance maintained by the successful proposer, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the successful proposer under the Contract.

2.23 DRUG-FREE WORKPLACE CERTIFICATION

Proposers should submit, with their proposal, an executed Drug-Free Workplace Certification (Appendix E) indicating that the proposer has implemented a Drug-Free Workplace Program which meets the requirements of Section 287.087, F.S.

2.24 AUTHORIZED SIGNATURE

The authorized representative signature required on all offers and the Contract must be made by an officer of the company (if applicable).

2.25 PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR

IDEOLOGICAL INTERESTS IN GOVERNMENT CONTRACTING - F.S. 287.05701.

Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the County will not request documentation of or consider a Proposer’s social, political, or ideological interests when determining if the Proposer is a responsible Proposer. Proposers are further notified that the County's governing body may not give preference to a Proposer based on the Proposer’s social, political, or ideological interests.

2.26 DISCLOSURE OF FOREIGN GIFTS AND CONTRACTS WITH FOREIGN

COUNTRIES OF CONCERN

Pursuant to F.S. 286.101, as may be amended, by entering into a Contract or performing any work in furtherance hereof, the Proposer certifies that it has disclosed any current or prior interest of, any contract with, or any grant or gift received from a foreign country of concern where such interest, contract, or grant or gift has a value of $50,000 or more and such interest existed at any time or such contract or grant or gift was received or in force at any time during the previous five (5) years.

2.27 FEDERAL TERMS AND CONDITIONS

Proposers are hereby notified that Federal Terms and Conditions, as amended, will apply in the event federal funds apply to any good and/or service the County is seeking proposal for. Proposer certifies Proposer has read the Federal Terms and located online at:

https://discover.pbcgov.org/procurement.

https://discover.pbcgov.org/purchasing

SECTION 3

PROPOSAL REQUIREMENTS

PROPOSAL FORMAT AND CONTENT

Format

Proposer shall submit one (1) unbound original, three (3) bound copies, and one (1) electronic copy in PDF (CD or flash drive) of the complete proposal. Proposals should be typed and submitted on 8 ½” x 11” size paper. Copies should be bound using a single method of fastening (e.g., stapled, binder, etc.). Proposals should include only brief and concise narrative. The enclosure of elaborate or unnecessary verbiage or promotional material is discouraged.

Table of Contents

Proposals should contain a Table of Contents. The Table of Contents outlines, in sequential order, all of the areas of the proposal and it allows for clarity and ease of review of the proposal.

Letter of Transmittal

Proposals should contain a Letter of Transmittal addressed to Bridget Williams, Procurement Manager, and should, at a minimum, contain the following:

a. Identification of Proposer, including name, address and telephone number.

b. Proposed working relationship between proposer and subcontractors, if applicable.

c. Name, title, address, telephone/fax numbers and e-mail address of contact person during period of proposal evaluation.

d. Signed by a person authorized to bind proposer to the terms of the proposal.

Technical Proposal

Proposals shall contain all of the documents listed below, each fully completed, signed, and notarized as required. Failure of a proposer to provide the required information is considered sufficient cause to deem the proposal non-responsive.

The item(s) marked by an asterisk (*) should be a part of the proposal; however, if these items are omitted, the proposer must submit the item(s) upon request from the County within a time frame specified by the County (normally within two working days of request) or the proposal shall be deemed non-responsive. All other items must be submitted with the proposal or it shall be deemed non-responsive.

Notwithstanding these proposal requirements, the County reserves the right, at its sole discretion, to waive any minor irregularity relating to the proposal. Upon request, it shall be the responsibility of the proposer to address the determined minor irregularity within a time frame specified by the County (normally within two working days of request). Failure of a proposer to provide the required information within the specified time frame is considered sufficient cause to deem the proposal non-responsive.

Each of the following requirements should be addressed in separate sections of the proposal.

3.1 EXPERIENCE / QUALIFICATION / BACKGROUND / REFERENCES

INFORMATION

3.1.1 Proposer shall describe its qualifications and experience providing existing commercial/SaaS digital health, client engagement, care coordination, case management, recovery support, or similar technology platforms.

*3.1.2 Proposer shall describe its experience serving behavioral health, substance use disorder, co-occurring condition, chronic disease, public health, healthcare, human services, and/or public-sector populations. Additionally, each proposer should submit a minimum of three (3) references demonstrating the successful implementation and operation of digital client engagement, digital health, and/or care coordination platforms of similar size and complexity within the past five (5) years.

Each reference should include the following:

a. Name of client company, contact names, addresses, e-mail address, telephone/fax numbers, dollar amount of contracts and dates of service.

b. Scope of Work, types of services performed and number of full-time staff provided.

3.1.3 Proposer shall identify comparable implementations, including the size and scope of the implementation, populations served, number of users and/or participants, number of participating organizations, services provided, and implementation results.

3.1.4 Proposer shall describe measurable outcomes associated with comparable implementations, including available program evaluation results or other documented evidence demonstrating effectiveness of the platform.

3.2 PROJECT APPROACH / UNDERSTANDING INFORMATION

The proposer shall provide a detailed description of its proposed solution and its approach to implementing and supporting the platform described in Section 4, including, at a minimum:

3.2.1 Platform Capabilities and Project Approach

The proposer shall:

• Identify the proposed commercial/SaaS platform and how long it has been operational.

• Describe its core participant/client-facing functionality.

• Describe provider/care-team functionality.

• Describe care coordination and case management capabilities.

• Describe behavioral health, substance use disorder and recovery-support capabilities.

• Describe peer/community engagement capabilities.

• Describe SDOH functionality.

• Explain how the platform will be configured and customized to meet County requirements.

• Identify each requirement as:

o Standard functionality;

o Available through configuration;

o Requires customization;

o Requires integration;

o Requires an optional module;

o Requires a third-party solution; or o Not available.

3.2.2 Interoperability, Data, Security & Technology Readiness

a. Available APIs and integration capabilities.

b. Support for HL7, FHIR, and other applicable interoperability standards.

c. Integration with EHRs and other clinical systems.

d. Integration with non-clinical, County, provider, and third-party systems.

e. Supported data import, export, exchange, and portability formats and methods, including the information included in a complete data export.

f. Dashboards, reporting, population-level analytics, and outcomes measurement.

g. Risk stratification and automated flagging/alert capabilities.

h. Human-in-the-loop decision-support capabilities.

i. Data hosting and storage architecture.

j. Role-based access controls.

k. Audit logging capabilities, including the events captured, log-retention periods, and the County’s ability to retrieve and export audit logs.

l. Consent management.

m. Data encryption in transit and at rest.

n. Privacy and security controls applicable to protected or confidential information.

o. Ability to accommodate future system integrations and emerging technologies

p. Data ownership, retention, destruction, backup deletion, data return, and transition-assistance procedures upon expiration or termination of the Contract.

3.2.3 Implementation, Scalability, Training & Support

The proposer shall provide:

a. Proposed implementation methodology and project plan.

b. Proposed implementation timeline, including major milestones and anticipated production launch.

c. County and proposer responsibilities during implementation.

d. Platform configuration and customization approach.

e. Integration and testing approach.

f. Participant, provider and administrator onboarding approach.

g. Training plan and available training methods/materials.

h. Change-management and adoption-support strategy.

i. Technical support model and hours of support.

j. Issue escalation and resolution procedures.

k. Ongoing maintenance and upgrade procedures.

l. Scalability across multiple programs and provider organizations.

m. Scalability across increasing numbers of participants and system users.

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION

The proposer shall provide:

3.3.1 An organizational chart identifying the structure of the firm.

3.3.2 A list of the key personnel assigned to the project, along with complete resumes detailing their experience, education, expertise, qualifications and knowledge of the project.

3.3.3 A description of the role of each staff member who will be responsible for handling and monitoring the Contract.

3.3.4 Identification of projects of similar nature in which each staff member has been involved.

3.3.5 Identify the proposed project manager and key personnel responsible for implementation, configuration, integration, training, technical support, and ongoing account management.

3.3.6 Describe the proposer's customer support model, including hours of availability, methods for obtaining technical assistance, escalation procedures, and roles responsible for ongoing support of the County and participating provider organizations.

3.4 BUSINESS LOCATION / LOCAL PREFERENCE

Pursuant to Section 2-80.47 of the Palm Beach County Local Preference Code, unless prohibited by federal, state or local law or where prohibited under the conditions of any grant, the location of a business shall be addressed through the evaluation criteria set forth in this solicitation.

Proposer shall submit at the time of proposal submission the attached “Certification of Business Location” (Appendix C) (the “Certification”) together with a valid Business Tax Receipt issued by the Palm Beach County Tax Collector, unless the proposer is exempt from the Business Tax Receipt requirement by law, which will be used to verify that the proposer had a permanent place of business prior to the issuance of this Notice of Solicitation/Request for Proposal. The Palm Beach County Business Tax Receipt and the Certification are the sole determinant of Business Location/Local Preference points. Errors in the completion of the Certification or failure to submit the completed Certification will cause the proposer to not receive points for Business Location/Local Preference.

Local proposers who submit the Certification, together with the required Business Tax Receipt at the time of proposal submission, shall receive five (5) points.

3.5 COMMERCIAL NON-DISCRIMINATION

As a condition of submitting a proposal to the County, the proposer agrees to comply with the County’s Commercial Non-discrimination Policy as described in Resolution R2025-0748, as may be amended. In accordance with Palm Beach County Code Section 2-80.24, proposer hereby certifies and agrees that the following information is correct: In preparing its response to this solicitation, the proposer has considered all proposals submitted from qualified, potential subcontractors and suppliers, and has not engaged in "discrimination" as defined in the County’s Commercial Nondiscrimination Policy as set forth in Resolution R2025-0748, as may be amended, to wit: discrimination in the solicitation, selection or commercial treatment of any subcontractor, vendor, supplier or commercial customer on the basis of race, color, national origin, religion, ancestry, sex, age, marital status, familial status, sexual orientation, disability, or genetic information, or on the basis of any otherwise unlawful use of characteristics regarding the vendor's, supplier's or commercial customer's employees or owners;

provided that nothing in this policy shall be construed to prohibit or limit otherwise lawful efforts to remedy the effects of discrimination that have occurred or are occurring in the County’s relevant marketplace of Palm Beach County. Without limiting the foregoing, "discrimination" also includes retaliating against any person or other entity for reporting any incident of "discrimination." Without limiting any other provision of the solicitation, it is understood and agreed that, if this certification is false, such false certification will constitute grounds for the County to reject the proposal submitted by the proposer for this Solicitation, and to terminate any contract awarded based on the response.

At the time of proposal submission, the proposer shall provide to the County a list of all instances within the immediate past four (4) years where there has been a final adjudicated determination in a legal or administrative proceeding in the State of Florida that the proposer discriminated against its subcontractors, vendors, suppliers or commercial customers, and a description of the status or resolution of that complaint, including any remedial action taken.

Indicate your agreement to the foregoing by signing the Price Proposal Page(s).

In accordance with Palm Beach County Code Section 2-80.24, this certification and agreement must be completed and submitted with the proposal for all solicitations.

*3.6 FINANCIAL / BUSINESS STABILITY

Proposer should submit the following:

The firm’s most recent financial audit, within the past two (2) years, with a statement from an independent certified public accountant, prepared in accordance with generally accepted accounting principles, demonstrating the firm’s financial stability.

3.7 PRICE PROPOSAL INFORMATION

The proposer shall submit the attached Price Proposal Page(s) (Appendix A) filled out and signed. The proposer shall indicate the amount of money to be paid by the County during the Contract term.

Offers will receive up to the maximum points listed in 2.17 above, based upon the reasonableness of the total price and competitiveness of this amount with other offers received.

In order for the County to make payment, the Vendor’s Legal Name, Vendor’s Address and Vendor’s TIN/FEIN Number on the Contractor’s proposal and Contract must be exactly the same as it appears on the invoice and in the County’s Vendor Self Service (VSS) system. Contractor shall send ALL ORIGINAL invoices to the following address and shall send copies of invoices to the County’s representative set forth in the Contract. Invoices submitted on carbon paper shall not be accepted.

PALM BEACH COUNTY

FINANCE DEPT.

P.O. BOX 4036

WEST PALM BEACH, FL 33402-4036

Note: Palm Beach County Vendors can now be paid by Credit Card via the County’s voluntary Payment Manager Program. For vendors who do not have a merchant account, one is needed to utilize the Program. For vendors with a merchant account, you will need to enroll with the Palm Beach County Clerk & Comptroller’s office. For information, contact the Palm Beach County Clerk & Comptroller at pbcpaymentmgr@mypalmbeachclerk.com.

3.8 BUSINESS INFORMATION

Each proposer shall complete and submit the attached Business Information page (Appendix B).

3.9 DEBARMENT AND SUSPENSION (CERTIFICATION REQUIRED)

A completed "Certification Regarding Debarment and Suspension" (Appendix D) is required at time of submission of proposal. Upon request, the successful proposer agrees to provide the County with subsequent certification(s) for it and/or its suppliers, subcontractors and subconsultants after Contract award.

3.10 AMENDMENTS TO THE RFP

It is the proposer’s responsibility to assure receipt of all amendments. The proposer shall verify with the designated contact person, prior to submitting a proposal, the number of amendments that have been received. Each amendment to the RFP shall be signed by an authorized person and shall be submitted with the proposal or the proposal shall be deemed non-responsive.

3.11 NON-GOVERNMENTAL ENTITY HUMAN TRAFFICKING AFFIDAVIT

Proposer warrants and represents that it does not use coercion for labor or services as defined in section 787.06, Florida Statutes. Proposer has executed Exhibit C, Nongovernmental Entity Human Trafficking Affidavit, which is attached hereto and incorporated herein by reference.

mailto:pbcpaymentmgr@mypalmbeachclerk.com

3.12 PROHIBITION AGAINST USING DIVERSITY, EQUITY, AND INCLUSION

MATERIAL - F.S. 287.139

Proposer hereby certifies to the County that proposer does not and will not use County funds in requiring its employees, contractors, volunteers, vendors, or agents to ascribe to, study, or be instructed using materials relating to diversity, equity, and inclusion as defined in section 125.595, Florida Statutes, as amended.

Proposer has executed Exhibit D, Prohibition Against Using Diversity, Equity, and Inclusion Material - F.S. 287.139, which is attached hereto and incorporated herein by reference.

3.13 ADDITIONAL APPENDICES - ADDITIONAL INFORMATION

Information considered by the proposer to be pertinent to this project and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Proposers are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief.

3.14 LITIGATION HISTORY

Proposers shall list and provide the following:

1. All pending litigation against Palm Beach County.

a. Provide the case style and corresponding case number

2. All pending litigation where Proposer and Palm Beach County are parties.

3. All past litigation against Palm Beach County or where Proposer and Palm Beach County were parties.

4.