RFP IBEH 2027000023 Criminal Justice Behavioral Health Data Integration, Analytics and Transformation Services.1.docx

Request for Proposals Criminal Justice Behavioral Health Data Integration, Analytics and Transformation Services

RFP IBEH 2027000023

August 5, 2026 Basic Information and Timeline

Tuesday, September 8 · 2:15 – 2:30pm Time zone: America/Denver Google Meet joining info Video call link: https://meet.google.com/ies-anwv-apb Or dial:

More phone numbers: https://tel.meet/ies-anwv-apb?pin=9077838703602

All dates and times are subject to change and are in Mountain Time.

Colorado Department of Human Services Solicitation Number: 2027000023 Division of Contracts and Procurement (v. 03/26) Page 1 of 2

A. Quick Resources

1. For questions about this solicitation, contact the Single Point of Contact identified above.

2. For help with Vendor Self Service (ColoradoVSS), contact the Vendor Self Service Help Desk vsshelp@state.co.us or 303-866-6464.

3. For information about doing business with the state of Colorado generally, go to: https://osc.colorado.gov/spco/accesscolorado.

4. The Department is always interested in improving. Please take this survey at any time: https://docs.google.com/forms/d/e/1FAIpQLScIgv9lgrT3x5AGzcvT1xkvpucrRhhN5QJ23vLcbyfvc2smaw/viewform (We do actually read the responses)

B. Introduction and Background The Behavioral Health Administration (BHA), within the Colorado Department of Human Services (CDHS), is responsible for coordinating, improving, and evaluating behavioral health services across the state, including programs that serve individuals involved in or at risk of involvement in the criminal justice system. BHA administers several Criminal Justice Behavioral Health programs, including Pre-Arrest Evaluation, Intervention, and Linkage (PREVAIL), Co-Responder Programs, and Jail-Based Behavioral Health Services (JBBS).

These programs are supported by state legislation aimed at improving outcomes for individuals with behavioral health needs who come into contact with the criminal justice system, including:

· Colorado State Senate Bill (SB)20-1017

· Colorado State Senate Bill (SB)19-008

· Colorado State Senate Bill (SB)18-250

Collectively, this legislation emphasizes the importance of access to treatment, diversion from the criminal justice system, and coordination across service providers and state and local agencies.

As part of its statutory responsibilities under C.R.S. § 27-50-101 et seq., BHA is responsible for monitoring program performance, supporting data-informed decision-making, and meeting statewide reporting and accountability requirements, including annual reporting under the SMART Act (C.R.S. § 2-7-203). BHA programs also produce program-specific reports that require the collection, analysis, interpretation, and reporting of data across multiple stakeholders.

To support these responsibilities, BHA utilizes multiple systems, reporting tools, operational workflows, and data sources to support its Criminal Justice Behavioral Health programs. These environments support ongoing program operations and reporting needs; however, continued coordination and technical support is needed to support consistent data management, data quality, reporting, analysis, and cross-program visibility.

1. Project Overview and Services Sought Through this solicitation, BHA seeks a qualified Contractor to provide hands-on operational data integration, management, analysis, visualization, and reporting support within BHA’s existing data and technology environments. The BHA seeks a Contractor who will supplement BHA’s existing capacity and work under BHA’s direction in coordination with the Office of Information Technology (OIT), BHA program staff, service providers, and other technical and program partners.

As described in Exhibit A - Statement of Work, the Contractor’s responsibilities shall include supporting activities such as:

· Collecting, extracting, compiling, and organizing data received through established systems and processes;

· Cleaning, standardizing, validating, reconciling, and documenting data from multiple programs, providers, and sources;

· Maintaining existing data workflows, processes, databases, and reporting needs;

· Identifying, investigating, and assisting with the resolution of data quality, data processing, and reporting issues;

· Developing, maintaining, and updating reports, dashboards, visualizations, and other analytical products;

· Performing recurring and ad hoc analysis to support program performance, monitoring, decision-making, and legislative or program-specific reporting;

· Documenting data definitions, business rules, reporting requirements, workflows, and data management procedures;

· Coordinating with BHA and its partners to implement practical improvements and respond to changing program and reporting needs.

This solicitation is for operational and technical data support within an existing environment. BHA is not seeking the development of a new statewide data infrastructure, replacement of its existing systems, or implementation of a new technology platform through this solicitation.

2. Desired Future State BHA’s desired future state is a coordinated, standardized, and sustainable approach to operating and improving data integration, management, analysis, and reporting across Criminal Justice Behavioral Health programs. This includes improving data quality and consistency, enhancing cross-program reporting capabilities, and supporting the timely delivery of actionable information to program staff, leadership, and legislative stakeholders.

Through this effort, BHA aims to strengthen centralized data support services, reduce duplicative reporting efforts where feasible, improve transparency and accountability, and support ongoing program evaluation and continuous improvement activities.

Because these programs and their associated data environments continue to mature, data sources, reporting requirements, integration methods, participating sites, priorities, and operational workflows may evolve throughout the Contract term. BHA seeks a Contractor capable of operating effectively within this collaborative and evolving multi-stakeholder environment.

3. Estimated Available Funding The maximum amount currently available for the initial six-month contract term is $65,400. Proposed pricing, staffing, and work plans should be realistic and achievable within the available funding.

Funding beyond the initial Contract term, including any future years, extensions, or renewals, is subject to the availability of funds, program needs, legislative appropriations, and applicable State approval processes, and is not guaranteed.

Bidders are encouraged to review Exhibit A - Statement of Work, which describes the activities, deliverables, and requirements necessary to successfully perform these services.

C. How to Submit a Proposal

1. In General. Email the proposal, Signature Page, and any other required documents in one zip file as an attachment to this email address: RFP_IBE.ks8c5b9xkqfo31ed@u.box.com. Please be aware of email server file size limitations. The maximum file size the Department can accept is 15 GB.

2. Only Attachments. Only the zip file goes through. The Department cannot see any text or messages sent to the email address identified above. Written questions may be emailed to the Single Point of Contact.

3. File Names. The zip file name should start with the solicitation type, solicitation number, and vendor name (e.g., “RFP 2024000XXX Vendor Name…”). Vendors may include additional information in the zip file name.

4. Timing. The zip file typically uploads within five minutes; however, vendors should submit zip files at least thirty minutes prior to any deadline to ensure the file is received.

5. Confirmation. Vendors will receive an email confirmation from box.com that the zip file was uploaded correctly. If not, please contact the Single Point of Contact.

6. No Encryption. Do not encrypt emails sent to the submission email as it may prevent full submission.

7. Pre-bid Conference. There will not be a pre-bid conference.

8. Questions. Vendors may submit questions by email to the Single Point of Contact prior to the Questions Due Date identified in the Basic Information and Timeline above. The Department may answer some, all, or none of the questions asked by posting them publicly.

9. Late Proposals will not be accepted unless specifically allowed by rule and at the Department’s sole discretion.

D. Proposal Format

1. Maximum Length. Proposals should not exceed five (5) pages. The Department may evaluate proposals negatively if this page limit is not followed.

i. This page count excludes;

i. Completed Exhibit B - Budget Template

ii. Signature Page, located in section K

2. Please complete and return Section K, Signature Page

E. Proposal Content: Please respond to each of the following questions. Proposers may cross-reference information provided elsewhere in their proposal when appropriate rather than repeating the same project example.

1. Relevant Organizational Experience: Describe your organization’s overall experience providing centralized data integration, data management, data analysis, visualization, and reporting services. (10 points) Include:

i. Length and breadth of relevant experience;

ii. Types and complexity of projects completed;

iii. Types of clients and programs supported

iv. Up to three representative projects comparable to the services described in Exhibit A - Statement of Work.

2. Organizational Capacity: Please describe your organization’s capacity to perform the work described in Exhibit A - Statement of Work. Include information about staffing, relevant expertise, and how your team is structured to support data management, analysis, and reporting activities. (10 points)

3. Public Sector or Health/Human Services Experience: Describe your organization’s experience working in one or more of the following environments (10 points):

i. State or local government;

ii. Behavioral health, healthcare, or human services programs; and/or

iii. Criminal justice-related programs or systems.

iv. Note: Describe the client or program environment, the services provided, and your organization's role.

4. Multi-Stakeholder Data Environment Experience: Describe your organization’s experience supporting data services across multiple programs, agencies, or organizations. Include examples of how your organization coordinated (10 points):

i. Data collection and reporting activities;

ii. Data definitions and standardization;

iii. Program-specific priorities and reporting requirements;

iv. Timelines, dependencies, and deliverables; and

v. The needs of program staff, technical teams, external system vendors, and other stakeholders.

5. Data Integration and System Coordination: Describe your organization’s experience supporting data integration and system coordination relevant to Exhibit A - SOW and Exhibit E - Technical Environment and Data Environment Overview. Include any experience with (10 points):

i. Tableau or similar data visualization and dashboard platforms;

ii. Case management or database systems such as CiviCore;

iii. Google Cloud Platform, BigQuery, or comparable data environments;

iv. Data extraction, integration, ingestion, interoperability across multiple systems or platforms;

v. Coordination with program teams, technical teams, external system vendors, and other stakeholders.

vi. Note: Include relevant examples of how these tools or systems were used to support reporting, operational workflows, program monitoring, or decision-making.

6. Reporting and Data Visualization: Describe your organization’s experience developing reports, dashboards, or other data visualizations, or other analytical outputs. Include examples of how these products supported program monitoring, performance measurement, or decision-making. (10 points)

7. Data Privacy and Security Practices: Describe your organization’s approach to data privacy and security. Include experience handling sensitive or confidential data and how your practices align with applicable state and/or federal requirements, described in Exhibit A - Statement of Work, including Article 3.2.9 - Data Integration & System Coordination, Article 4.1 - HIPAA and Data Privacy Compliance, Article 4.2 - Confidential Information, Exhibit D - HIPAA Business Associate Agreement, and applicable State and federal privacy and security requirements. (10 points)

8. Budget Submission: Complete and return Exhibit B- Budget Template outlining all costs associated with supporting the Criminal Justice Behavioral Health Data Integration, Analytics and Transformation Services for Fiscal Year (FY) 2027, which spans the following time period: 1/1/2027 - 6/30/2027. (30 points)

i. Funding Limitation: $65,400 is currently available for the initial six-month Contract term.

ii. Submitted budgets should clearly distinguish the following in Exhibit B - Budget Template:

a. Costs for the initial six-month Contract term

b. Recurring annual costs.

c. Optional services or other cost elements, if applicable.

iii. Proposed budgets and staffing approaches should be realistic, achievable, and aligned with available funding and services as described in Exhibit A - Statement of Work.

iv. Budget Evaluation: Budgets will be evaluated on allowable, reasonable, and allocable costs in accordance with State regulations and program requirements. Additional details on allowable and unallowable costs are defined in Exhibit A - SOW, Section 4.7.

a. Allowable costs are those necessary and appropriate to support the objectives of this project, the PREVAIL, JBBS, and Co-Responder programs.

b. Reasonable costs reflect cost-effectiveness, consistent with market rates, and reflective of sound business practices.

c. Allocable costs directly benefit this project and are distributed in proportion to the benefit received. (e.g., the portion of a staff member's salary attributable to the progress of the work or).

Additional Information:

· Budgets submitted above the available funding amount of $65,400 will not be considered for award.

· No additional funding will be made available.

· Note: BHA is seeking operational data support services within an existing and evolving data environment and is not seeking the development of a new statewide data infrastructure or enterprise technology platform through this solicitation

· Funding is subject to State approval and may be adjusted, reduced, or discontinued based on the State’s available funding, legislative actions, program needs, or other applicable State considerations.

F. Demographic Form

1. In an effort to best comply with Colorado Procurement Code rule R-24-103-901 re maximizing opportunities, we like to gather certain voluntary demographic information from potential vendors where possible. This is entirely voluntary and does not affect an organization’s application/proposal/quote/bid or contract whatsoever in any way. It is not taken into consideration in this procurement process or reviewed by evaluators in this process. The information gathered is submitted directly to a data gathering team at CDHS who provide general statistics on outcomes and trends to CDHS Contracts & Procurement leadership on approximately a quarterly basis so that this leadership can look for ways to generally and overall maximize opportunities as described in the Code. Please fill out the following form regarding your organization’s demographic information if and to whatever extent you are willing. This is again entirely voluntary and has no impact on your potential work for the State: https://app.smartsheet.com/b/form/219f6db8803b4994afb9bf70e84fa421 G. How Proposals are Evaluated

1. In General. The Department will identify the proposal(s) most advantageous to the State through an objective and competitive process. A committee will review all acceptable proposals and may request more information or clarifications from any vendor. The committee will then recommend one or more proposals for award. The Single Point of Contact will notify all vendors of the final decision.

2. Mandatory Criteria. The Department may identify mandatory criteria. However, the Department reserves the right to waive mandatory requirements pursuant to Rule 24-103-301-03.

3. Evaluation Factors. The Department may evaluate proposals based on the information requested or referenced in the proposal content section, or as noted throughout the solicitation.

4. References. The Department may contact references, whether provided or not, and also consider them as part of the evaluation.

5. Standard Contracting Terms. Vendors must submit any requested changes to the attached standard CDHS Contract/PO terms and conditions and exhibits ("State Agreement Pieces") in redline with their submission. These terms are difficult to modify and the State does not guarantee acceptance of any changes, even after a notice of intent to award. Requested modifications increase risk and cost to the State, which may negatively impact any evaluation or award. Changes also significantly delay contract execution, as approvals are required from multiple State agencies (e.g., DPA, AG, OIT, CDHS). If no exceptions are noted, the Vendor accepts the State's terms as-is. A notice of intent to award does not imply acceptance of any proposed changes.

H. Ethics and Accessibility

1. Any person involved in the purchasing process for the State, any end users of such goods and services, any vendor or contractor that does business with the state, and any other interested third parties to the procurement process shall enhance the proficiency and stature of the purchasing process by adhering to the highest standards of ethical behavior.

2. Accessibility Requirements. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §24-85-103 (2.5), C.R.S. and 3) all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

I. Administrative Information

1. Communication. All communication regarding this solicitation must be done through the Single Point of Contact identified above. Unauthorized contact with any Department personnel other than the Single Point of Contact regarding this solicitation is prohibited and may result in disqualification.

2. Notices. The Department may modify this solicitation by posting changes via the Colorado VSS website. All communications will be posted on the VSS, www.colorado.gov/vss , and/or through a direct email from the Single Point of Contact.

3. Modifications of Proposals. Proposals may be modified or withdrawn by the vendor prior to the established proposal due date and time.

4. Public Opening. On the date and time shown above, the Department will hold a public opening pursuant to Rule 24-103-201-13. Vendors may request an accommodation to attend the public opening from the Department.

5. Presentations or Site Visits. At the Department’s sole discretion, the Department may request presentations or site visits. Vendors should not, however, prepare the proposal with the assumption that an opportunity for oral presentations or revisions will be offered.

6. Acceptance of solicitation terms. A proposal submitted in response to this solicitation shall constitute a binding offer and acknowledgment that all terms and conditions of this solicitation are accepted. Vendors must identify any variations between its proposal and the solicitation. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance.

7. Contract. Vendors must agree to the State’s contract terms, found here: https://cdhs.colorado.gov/procurement or as an exhibit to this solicitation. Please note that any referenced or attached model contract lists the State’s standard required legal provisions but may not include the specific scope of work and other specific terms or requirements for this solicitation. Vendors must review any attached contract terms and note any exceptions. If no exceptions are noted, Vendor is indicating an intent to accept the terms as-is. Modifications to the State’s contract terms constitute increased risk and costs to the State. Therefore, Vendor’s noted exceptions may be considered in any evaluation.

8. Award. The Department will notify all vendors who submitted a proposal when it issues a Notice of Intent to Award. The awarded vendor(s) must act in good faith to execute an agreement on or before the Anticipated Contract Start Date identified above. If this date is not met, through no fault of the State, the State, at its sole discretion, may cancel the Notice of Intent to Award.

9. Protests. Any actual or prospective vendor who is aggrieved in connection with the solicitation or award of a contract may protest to Lauren Ingalls (email to lauren.ingalls@state.co.us), Procurement Director, Division of Contracts and Procurement, Department of Human Services. The protest shall be submitted in writing within ten business days after such aggrieved person knows, or should have known, of the facts giving rise thereto.

10. CORE Registration. Unless otherwise noted, before the Department can award to any vendor, that vendor must be registered in CORE, which can be completed through Vendor Self Service at www.colorado.gov/vss.

11. EFT. Awarded vendors are encouraged to sign up for EFT transfers.

12. Secretary of State Registration. Before Contract execution, the awarded vendor must be registered to do business in the State of Colorado. If a vendor is a foreign corporation (formed under a statute or common law in a jurisdiction other than Colorado) or other foreign entity transacting business in the State of Colorado, it shall warrant that it currently has obtained and shall maintain any applicable certificate of authority to transact business in the State of Colorado and has designated a registered agent in Colorado to accept service of process.

13. System for Award Management. Before Contract execution, the awarded vendor(s) must be registered with the System for Award Management (SAM.gov).

14. Confidentiality. The State of Colorado is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act. Anything submitted by a vendor is likely to become public information. Vendors may submit, as a part of its solicitation response, a written request for classification of certain portions of the proposal as confidential information pursuant to Colorado Procurement Code R-24-101-401-03. Material for which confidentiality has been requested shall be readily identifiable and separable from other portions of the solicitation to facilitate public inspection of the non-confidential portion of the solicitation response, if it is not, the confidentiality request will not be considered. Commingling of confidential and non-confidential information is not acceptable and any confidentiality request made in this fashion will not be considered. In no event shall an entire proposal be classified as confidential. Marking an entire proposal as confidential is a confidentiality request that will not be considered. Price information will not be considered confidential. In addition to complying with the aforementioned restrictions, in order for the confidentiality request to be considered, the vendor must include the rationale for the request to classify portions as confidential, as specified in the Colorado Procurement Code R-24-101-401-03, specifying by line which section of §24-72-204, C.R.S. is the purported authority for the requested confidentiality determination ("Confidentiality Request Justification"). The confidentiality request shall also include both a proposed redacted version and an unredacted version of the submission. The Procurement Official or his or her designee shall determine if the information identified in the Offeror’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Offeror in writing of his or her determination. If the Offeror does not agree with the determination, the Offeror may protest the determination in accordance with article 109 of the Colorado Procurement Code and the terms of this solicitation. Reference Procurement Rule R-24-101-401-03. A confidentiality request, even if granted, will not render any potential later mutually-negotiated contract terms confidential, as such a resulting contract would be a matter of public record.

15. Background Checks. Pursuant to C.R.S. §27-90-111 and Department policy, any vendor, and its agent(s), who has direct contact with vulnerable persons in a state-operated facility, or who provides state-funded services that involve direct contact with vulnerable persons in the vulnerable person’s home or residence, shall:

a. submit to and successfully pass a criminal background check, and

b. report any arrests, charges, or summonses for any disqualifying offense as specified by C.R.S. §27-90-111 to the Department.

16. Proposal Prices. Estimated proposal prices are not acceptable. Best and final offers may be considered in determining the apparent successful vendor. Proposals shall be firm for a period of not less than 180 calendar days from the date of award.

17. Cancellation. A solicitation may be cancelled only when there are cogent and compelling reasons to believe that the cancellation of the solicitation is in the state's best interest. An award of a contract under a solicitation may be cancelled, in whole or in part, when the procurement official determines in writing that such action is in the state's best interest.

18. Costs. The Department is not liable for any cost incurred by vendors prior to any formal contract, purchase order, or other agreement. No property interest of any nature shall occur until a contract is signed by all concerned parties.

19. Proposal Rejection. The Department may reject a proposal, waive informalities, and minor irregularities, or accept any portion.

20. Tax ID. Any tax identification number provided must be that of the vendor responding to the solicitation. The vendor must be a legal entity with the legal right to contract.

21. News Releases. Vendors may not issue any news releases pertaining to this solicitation without the Department’s prior written approval.

22. Taxes. The Department is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes C.R.S. §39-26-114(a). The Colorado State and Local Sales Tax Exemption Number is 98-02565. When materials are purchased in certain political subdivisions (for example - City of Denver), the vendor may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by the State.

23. E-Verify. Vendors must participate in the federal E-Verify program or the Colorado Department of Labor and Employment Program as required by C.R.S. §8-17.5-101.

24. Services Outside of Colorado or the United States. Vendors must disclose services performed outside of Colorado or the United States as required by C.R.S. §24-102-206.

25. Notice to NonResident Bidders. If a nonresident vendor is from a state that provides a bidding preference to vendors from that state, then a comparable percentage disadvantage will be applied to the bid of that nonresident vendor pursuant to C.R.S. §24-103-908. The vendor may obtain additional information from the department of personnel's website.

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J. Exhibit List

1. Exhibit A - Statement of Work (All Offerors must review this document for complete details on Activities, Services, and Responsibilities.)

2. Exhibit B - Budget Template (Complete and Return)

3. Exhibit C - Miscellaneous Provisions (For Review Only)

4. Exhibit D - HIPAA Business Associate Agreement (BAA) (For Review Only)

5. Exhibit E - Technical Environment and Data Environment Overview

6. Exhibit F - CDHS IT Provisions Exhibit

7. Exhibit G – CDHS Original Contract Template v 4.13- Signature and Cover Pages Final.docx

8. Exhibit H - CDHS Original Contract Template, Terms & Conditions v 4.13 031726 Locked.docx

K. Signature Page The vendor must complete and submit the Signature Page along with the bid.

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