Community Supports IT SystemsBid Documents

The Indiana Department of Administration (IDOA), on behalf of the Family and Social Services Administration (FSSA), is requesting proposals for ongoing maintenance and operations and enhancement services for Community Supports IT Systems supporting Medicaid waiver and non-waiver programs, with proposals due September 10, 2026, and a pre-proposal conference scheduled for July 30, 2026.

A 3% Indiana Veteran Owned Small Business (IVOSB) subcontractor participation goal applies; respondents who meet or exceed this goal receive evaluation points, and the Buy Indiana Initiative preference also carries scoring weight. The State strongly prefers vendors with prior experience developing and maintaining case management and incident reporting systems, integration with .NET and SQL technologies, legacy system management, and work with state health and social service agencies in Medicaid and Home and Community-Based Services contexts.

The scope encompasses maintenance and operations of eight integrated systems (BDS Portal, BDS Gateway, DART, DDARS Provider Site, IFUR, interRAI toolsets, IMP, and PIP) serving approximately 10,000 to 24,000 active users across seven environments with databases ranging from 50 GB to 700 GB, plus design, development, and implementation of enhancements under an estimated annual pool of 52,200 hours. The contractor must support FSSA's ongoing system consolidation initiative, including the Waiver Reset project targeted for 2027 completion. Infrastructure must align with one of four hosting models: state-owned cloud tenant (preferred), vendor-hosted cloud tenant (exception-based), vendor-provided hardware in State datacenters (preferred on-premises), or state-owned hardware managed by the vendor (exception-based on-premises). For cloud solutions, the State strongly prefers Microsoft Azure or Amazon Web Services under the State's enterprise agreements. The contractor must maintain vital positions including Project Executive, Project Manager, and Technical Lead/Lead Developer, with all staff working within the United States unless approved otherwise. Integration with State systems requires MuleSoft API Management and GoAnywhere Managed File Transfer; the contractor must serve as a Registered Publisher for interRAI tools.

The contract term is four years with two optional one-year renewals, for a potential six-year period. Cost proposals include fixed monthly M&O fees, enhancement hours billed at contractual hourly rates (changes of 80+ hours), transition costs, and pre-populated interRAI pass-through costs of $249,000 annually. The State may adjust the Enhancement Hours Pool throughout the contract term. Evaluation criteria allocate 50 points for Management Assessment/Quality, 30 points for Cost, 5 points for Buy Indiana, and 5 points for IVOSB participation (with a potential 1-bonus point). Written questions are due August 6, 2026, at 3:00 PM Eastern Time, with responses posted by August 20. Award is targeted for November 2026, and pricing must remain firm for at least 180 days from the award date. Respondents must complete the Indiana Economic Impact Form, provide audited financial statements or Dunn & Bradstreet reports for the two most recent fiscal years, register with the Indiana Secretary of State, and comply with all Indiana Office of Technology Information Security Framework standards, Medicaid compliance clauses, and comprehensive PaaS, IaaS, and SaaS terms addressing data encryption, U.S.-based storage, SOC 2 audits, and 24/7 technical support. All AI usage in the solution and development processes must be disclosed per Indiana Code 4-13.1-5-1.