Developmental Disabilities Case Management System

The Oregon Department of Human Services (ODHS), Office of Developmental Disabilities Services (ODDS) is procuring a comprehensive statewide case management system through a multi-round Request for Proposal (RFP) process. The procurement seeks a cloud-based, Software-as-a-Service (SaaS) or Commercial-off-the-Shelf (COTS) solution to replace existing decentralized and paper-based case management processes for Intellectual and Developmental Disabilities services. The system must support approximately 10,000 concurrent users across 45 Community Developmental Disability Program and Support Services Brokerage providers, serving over 32,000 clients. Key objectives include achieving legislative compliance, improving program integrity, and enhancing operational efficiency through a solution that supports client assessment, service planning, and integration with existing state systems, including Medicaid reporting. The RFP evaluation process includes three rounds of scoring, with demonstrations, interviews, and reference checks. The proposal submission deadline is March 25, 2024, with initial demonstrations scheduled for May 28-29, 2024, and June 5-6, 2024. The implementation timeline is expected to be 9-12 months, with an initial contract term of three years and potential renewal options.

The state encourages participation from certified disadvantaged business enterprises, including minority-owned, woman-owned, service-disabled veteran-owned, and emerging small businesses. Proposers must complete a Certified Disadvantaged Business Outreach Plan, detailing their approach to subcontracting and engagement with certified firms. The RFP indicates that four proposers were identified in the competitive range: Guidehouse, Ahead, Visionary Integration, and RSM Public Sector. As of the Intent to Award Notice, RSM Public Sector was ranked first and is the anticipated contract recipient, subject to final negotiations. While specific funding details are limited, the contract is funded by Medicaid (CFDA #93.778) and is anticipated to have a value of $150,000 or more. The existing system involves multiple decentralized IT solutions that create challenges in program management and compliance with federal and state regulations. Proposers must demonstrate capabilities in system integration, data migration, accessibility, account management, collaboration, cloud services, customer support, reporting, and workflow management.