Hospital Beds (HBeds) - DGS-OTA

The California Department of General Services Procurement Division is issuing a Request for Proposals on behalf of the California Department of Public Health to procure a contractor-hosted, pre-existing Software as a Service (SaaS) solution with hospital onboarding services to support CDPH compliance with Assembly Bill 177. The system, known as the Hospital Bed and Emergency Medical Services Data System (HBEDS), must collect and transmit real-time staffed bed availability data from hospital Electronic Medical Records and Electronic Health Records systems on a continuous 24/7 basis in 15-minute increments, with bed capacity data transmitted to the CDC's National Healthcare Safety Network at least twice daily. Key deliverables include a secure dashboard displaying real-time bed availability by bed type, automated data collection from hospital EMR/EHR systems, hospital staff and state/local government access, and comprehensive hospital onboarding services replacing manual bed-polling processes. The contract term is three years with two optional one-year extensions, with statewide service delivery required. Required qualifications include demonstration of successful implementation of an operational hospital bed capacity system or comparable solution in a similar healthcare environment, client onboarding and deployment capability for hospital bed capacity systems within healthcare settings, and healthcare or Emergency Medical Services engagement experience with comparable operational needs within the United States. Evaluation criteria include Bidder's Approach and Understanding (320 points), Demonstration capability (180 points), and Cost (500 points). Critical deadlines include a mandatory bidders conference on March 6, 2026 (with a secondary session on March 9, 2026), written questions due by March 10, 2026, state responses posted by March 17, 2026, protest deadline of March 20, 2026, and final proposal submission by April 2, 2026 at 5:00 PM.

The RFP includes set-aside designations providing preferences for California certified Small Businesses (5 percent), Disabled Veteran Business Enterprise (DVBE) incentives ranging from 1 to 3 percent based on participation levels, and Target Area Contract Preference Act (TACPA) preferences as applicable. The procurement is open to either Original Equipment Manufacturers or authorized resellers, with only one prime contractor permitted and additional entities identified as subcontractors. The incumbent vendor for the prior pilot program was Apprise Health Insights, which is permitted to bid on this opportunity. Bidders must be able to integrate with existing hospital systems and transmit data via multiple methods including SFTP, API, and FHIR standards, with all system hosting and data storage managed by the contractor. The RFP does not establish a specific budget range or award value; instead, bidders submit pricing via a detailed Cost Workbook reflecting quarterly per-hospital subscription rates and per-hospital onboarding fees across all contract years, with Year 1 projecting 215 expected onboarded hospitals, Year 2 projecting 85 additional hospitals for a total of 300 subscriptions, and Year 3 projecting 85 additional hospitals for a total of 385 subscriptions, plus optional extension years. Mandatory compliance requirements include insurance coverage of $1,000,000 Commercial General Liability per occurrence, information security and privacy safeguards per Exhibit E and F specifications, federal compliance certifications, and disclosure of any Generative Artificial Intelligence use in system deliverables.