FY26;PREVAIL Database - Documented Quote Request

The Colorado Department of Human Services, Behavioral Health Administration (BHA) is issuing a Documented Quote Request for hosting and support services for the PREVAIL (Pre-Arrest Evaluation, Intervention, and Linkage) Database, a behavioral health data management system serving the statewide PREVAIL program. The procurement is soliciting proposals from eligible organizations authorized to conduct business in Colorado to provide centralized database hosting, system administration, technical support, data access and reporting, and ongoing system maintenance for the case management platform. The system currently supports five participating sites with anticipated expansion to ten sites during the contract period, and the contractor must demonstrate the ability to accommodate this expansion within the existing $50,000 annual funding envelope. Key deliverables include quarterly System Availability and Support Attestations and Data Access and Export Utilization reports due on October 15, January 15, April 15, and July 15 each year, a Transition Support Deliverable upon contract conclusion if applicable, and monthly invoices submitted within 45 days of service delivery using BHA-provided templates. Required qualifications include organizational experience in system administration, demonstrated system functionality and HIPAA compliance capability, scalability infrastructure to support multi-site expansion, and sufficient technical staff to maintain 24/7 operational support with information security expertise. Evaluation criteria address organizational experience, system functionality and compliance standards, scalability and expansion capabilities, and budget submissions detailing base costs for five sites, per-site costs for additional sites, one-time onboarding costs, and recurring annual expenses. The contract period commences July 1, 2026 and concludes June 30, 2027, with potential annual renewals not exceeding five years or extending beyond June 30, 2031. Questions are due April 14, 2026, with responses published April 17, 2026, and quotes due April 24, 2026 at 3:00 PM MST; no pre-bid conference will be held.

No set-aside designations specific to disadvantaged enterprises are identified in this procurement, though all eligible organizations must be authorized and in good standing to conduct business in Colorado. Selected vendors must be registered in CORE, the System for Award Management (SAM.gov), and with the Colorado Secretary of State before contract execution. The database currently serves five existing PREVAIL program sites and requires integration with the established data structure containing referral information, client identifiers, case management contacts, and service referrals while maintaining compliance with HIPAA and applicable federal and state privacy requirements through execution of a Business Associate Agreement. Allowable costs include database hosting, personnel costs directly related to system administration and technical support, routine maintenance, and transition activities, while unallowable costs encompass direct services to program participants, unauthorized system development or customization, research or program evaluation, and general administrative overhead. The total available annual funding is limited to $50,000, with proposals required to remain within this constraint and demonstrate the capacity to operate the system for all ten potential sites without additional funding. Award notification will be issued upon Notice of Intent to Award, with funding subject to State approval and potential adjustment, reduction, or discontinuation based on legislative actions and program needs.