CMHW Case Management System (Tobi)Bid Documents

The Indiana Department of Administration, on behalf of the Family and Social Services Administration Division of Mental Health & Addiction, is requesting proposals for management, triage, enhancement, and training services for the Tobi case management system under RFP 26-86873, with proposals due September 16, 2026 at 3:00 p.m. Eastern Time. A pre-proposal conference is scheduled for August 26, 2026 from 9:30 a.m. to 11:30 a.m. at the Indiana Government Center South (virtual attendance available). An Indiana Veteran Owned Small Business participation goal of 3% has been established.

The Tobi system, built on Microsoft Dynamics 365 and Power Apps with Dataverse backend, serves the 1915(i) Child Mental Health Wraparound program and supports youth enrollment and provider management across Indiana. The contractor must deliver four primary service streams: end-user training conforming to WCAG 2.1 Level AA and Section 508 accessibility standards; help desk support via Jira with 48 business-hour response time; software enhancements including project management and architecture; and system administration. The solution must integrate with Access Indiana single sign-on, comply with MuleSoft API Management and GoAnywhere Managed File Transfer standards, and meet Indiana's Information Security Framework. Monthly deliverables include training reports, help desk metrics, enhancement status, and system performance data. The contractor must maintain an annually updated Business Continuity-Disaster Recovery Plan and provide a comprehensive End of Contract Turnover Plan if services terminate.

The contract term is four years with two optional one-year renewals (potential six-year total). Evaluation is on a 90-point scale: mandatory requirements (pass/fail), management and quality (50 points), cost (30 points), Buy Indiana Initiative status (5 points), and IVOSB subcontractor commitment (5 points with 1 bonus point available). The lowest cost proposal receives 30 points, with others scored proportionally. Pricing must be all-inclusive and firm for 180 days from award. No specific funding amount or budget is disclosed. An Award Recommendation is targeted for November 2026. Written questions are due August 27, 2026 at 3:00 p.m. Eastern Time, with responses posted by September 9. The contractor must comply with infrastructure requirements favoring state-owned cloud tenants on Microsoft Azure or Amazon Web Services; vendor-hosted cloud or on-premises solutions require exception-based justification and independent verification of NIST 800-53 Revision 5 compliance. Contractors must register with the Indiana Secretary of State and the Department of Administration Procurement Division prior to or upon contract award.