Digital client engagement and care coordination saas platfor

Palm Beach County Board of County Commissioners, through its Procurement Department on behalf of the Community Services Department, is soliciting proposals under RFP 26-081/BW for an existing, commercially available SaaS digital client engagement and care coordination platform, with proposals due November 17, 2026 at 4:00 p.m. local time, as extended by Amendment No. 2 from November 12. No set-asides are identified.

The platform must support engagement, care coordination, self-management, medication adherence, and appointment attendance for participants in County behavioral health and substance use programs, with planned expansion to additional systems and partner organizations. It must support up to 5,000 participants at launch, provide iOS and Android mobile applications, and offer telehealth and text/email messaging. Integration with existing County systems occurs through HL7/FHIR-compatible APIs without replacing current systems. Integration with OSCARSS, the Community Services Department's in-house client application, is a potential path that has not been finalized. Required services include configuration, customization, systems integration, implementation, training, technical support, and maintenance. HIPAA Business Associate Agreement and 42 CFR Part 2 consent requirements will be determined from actual data flows before implementation. The prime may be the software publisher or an implementation partner with delineated roles, and all subcontractors must register in County Vendor Self Service before award. Commercial General Liability and Business Auto Liability must each be at least $500,000 per occurrence, with the County as additional insured. County data remains County property, subject to export and transition assistance.

Amendment No. 1 cites an estimated budget allocation of up to $200,000 for development and ongoing support, while Amendment No. 3 states the RFP establishes no budget range. The County anticipates blended funding without identified sources. Pricing must cover the full initial term with annual subscription rates, and renewal pricing is submitted separately and excluded from the evaluated price. The initial term ends June 30, 2028 (approximately 19 months), with two optional 12-month renewals at the County's sole discretion. The County has no existing digital client engagement platform.

Evaluation weights are experience and qualifications at 15%, platform capabilities and project approach at 35%, interoperability, data, security, and technology readiness at 30%, implementation, scalability, training, and support at 10%, and price at 10%.

Questions closed October 29, 2026, and Amendment No. 3 responds to 32 vendor questions. The Selection Committee meets December 2, 2026 at 9:00 a.m., with a Notice of Intent to Award posting December 4, 2026 and an anticipated award and contract start of January 12, 2027. Proposals must include a signed acknowledgment of Amendment No. 2, or they will be deemed non-responsive. Submissions require one unbound original, three bound copies, and one electronic PDF on CD or flash drive, delivered to the Procurement Department, 50 South Military Trail, Suite 110, West Palm Beach, Florida 33415, Attention: Bridget Williams, Procurement Manager.