Adsystech - Integrated Eligibility and Client Tracking System (ACES)

Hillsborough County is pursuing a sole source procurement for the renewal of the Adsystech Case & Eligibility System (ACES) software for its Health Care Services Department. The five-year contract, valued at $4,775,364.43, will cover software licenses, maintenance, support, program development, and consulting services for a proprietary system that has been in use for over a decade. The ACES software facilitates critical healthcare administrative functions, including enrollment processing for the County Health Care Plan, applicant eligibility verification, document capture and storage, healthcare card issuance and management, and tracking card status and validity. The procurement is being conducted under Section 3-208(1)(f) of the County's Procurement Policy, which allows for sole source awards for existing software licenses and proprietary maintenance services. The contract opportunity was posted on January 5, 2026, with a response deadline of January 12, 2026, and potential vendors must submit any challenges through the EUNA Procurement system (formerly Bonfire) by the close date.

The procurement is specifically restricted to Adsystech, Inc., as the sole owner and provider of the ACES software, with no authorized distributors or third-party vendors permitted to modify, host, or support the system. The software is currently hosted in Adsystech's managed private-cloud environment and includes advanced features such as role-based security, embedded consent controls, integrated document management, and public portal capabilities. Any alternative vendor attempting to replicate or replace the system would face significant challenges, including potential data migration issues, interface rebuilds, staff retraining, and potential disruption to healthcare service access. The County reserves the right to extend the contract term, adjust service scope, and increase the award value in response to changing conditions and requirements. The total contract value of $4,775,364.43 covers the full scope of operations, including production and training environments, software maintenance, technical support, monitoring, performance tuning, backups, and disaster recovery services.