Cost Allocation Software RFP

Ventura County Behavioral Health, a division of the County of Ventura Health Care Agency, is soliciting proposals for cost allocation software services and related report development through this Request for Proposal issued May 18, 2026, with proposals due by 5:00 p.m. on June 1, 2026. The procurement seeks a customized, cloud-based, vendor-hosted cost allocation software solution that is compatible with Windows 11 environments, MS Edge browser, and MS O365 office applications. The software must perform cost allocation calculations, provide customized reports at client, program, and agency levels, and generate system-wide reporting across VCBH's complex structure of over 200 cost accounting centers with multiple funding streams. Required qualifications include a minimum of three years' experience operating governmental cost allocation software, active status with the California Secretary of State, and verification that the vendor is not on exclusion lists maintained by the U.S. Department of Health and Human Services Office of Inspector General or the System for Award Management database. Evaluation criteria include proven performance, support capability, requirements and specifications compliance, and cost reasonableness, with the contract awarded to the bidder offering the most advantageous proposal. Key dates include bidder intent to bid due May 22, 2026; bidder questions due May 21, 2026; contractor selection and notification targeted for June 26, 2026; contract finalization by July 10, 2026; and Board of Supervisors approval by August 18, 2026. The anticipated contract period begins September 1, 2026, and extends through August 31, 2027, with the possibility of two additional one-year extensions, and payment terms are established at Net 45 days for work performed.

The RFP does not specify set-aside designations or restrictions limiting responses to particular organization types or disadvantaged enterprises. No incumbent vendor or current contractor information is identified in the procurement documents. The required integration infrastructure includes compatibility with existing Windows 11 and MS O365 environments, and vendors must demonstrate their ability to work within VCBH's established technical ecosystem. Bidders must submit comprehensive proposals including a Non-Collusion Affidavit, financial statements, three references from similar projects completed within the last three years, a standard contract agreement for County review, and budgets for three fiscal years (September 1, 2026, through August 31, 2029) detailing direct costs, operational expenses, and indirect costs using the provided budget template. While the RFP does not explicitly specify an award value or budget range, proposals will be evaluated for cost reasonableness, and the County reserves the right to negotiate final payment methodology, including conversion to a rate-based payment structure, during contract execution. County Board of Supervisors approval is required for all contracts exceeding $200,000.