Guardianship Program Electronic Records/Case Management System

The South Dakota Department of Human Services (DHS) Guardianship Program is seeking proposals for an electronic records and case management system through a Request for Proposal (RFP) issued on June 30, 2023. The procurement targets a comprehensive HIPAA-compliant system designed to house, manage, and secure guardianship program information with robust functionality including task automation, data management, reporting capabilities, and permission-based user access. Proposals are due by 5:00 PM Central Time on July 21, 2023, with an anticipated award and contract negotiation date of August 18, 2023. Offerors may submit either off-the-shelf or custom-built solutions, and must include data migration options for implementation by the end of calendar year 2023. Evaluation criteria will focus on the offeror's specialized expertise, technical competence, project management techniques, past performance, and ability to meet project constraints, with cost being a significant consideration. The system must streamline current inefficient information storage methods (currently using spreadsheets, word documents, PDFs, and emails) and provide a secure, user-friendly platform for managing guardianship program data.

While no specific set-aside designations were explicitly mentioned in the documentation, the RFP is open to various types of technology vendors capable of meeting the system requirements. The proposed contract is negotiable but suggests a five-year term with renewal options. No incumbent vendor is currently in place, as the department is transitioning from manual record-keeping methods. The RFP does not specify a predetermined budget, instead requesting detailed cost proposals that break down expenses for off-the-shelf or custom solutions, including implementation, annual support, maintenance costs, and total proposed project cost. The system can be either cloud-based or on-premises, with DHS open to alternative hosting options. Potential vendors should be prepared to demonstrate their ability to create a comprehensive, secure, and efficient electronic records management system that meets the specific needs of the Guardianship Program while ensuring HIPAA compliance and robust data management capabilities.