Hospital Portal Tool

The Colorado Department of Health Care Policy and Financing is requesting proposals for design, development, maintenance, and support of a web-based Hospital Portal Tool supporting six Medicaid supplemental payment programs (CHASE, UPL, DSH, HAS, HFT, HCBA), with proposals due September 21, 2026 at 3:00 p.m. Mountain Time and questions due September 18, 2026 at 11:00 a.m. Mountain Time.

The portal must serve approximately 85 hospital and provider organizations with an estimated 30 peak concurrent users, processing approximately 1,000 submissions annually with file sizes ranging from 100KB to 600KB. The contractor-hosted system requires WCAG 2.1 Level AA accessibility compliance, SOC 2 Type II or FedRAMP authorization, HIPAA Business Associate Agreement requirements, and deployment in U.S.-based commercial cloud environments (AWS, Azure, or government cloud regions) subject to Colorado Office of Information Technology review and approval. All work product and state records are owned by the Department; the contractor retains ownership of pre-existing or third-party proprietary technology. Key personnel positions may be filled by subcontractor employees provided all qualification requirements are met.

The contract term runs from April 1, 2027 (start-up period through June 30, 2027) through June 30, 2032, with operational activities commencing July 1, 2027. The maximum contract value is $438,202 annually (SFY 2028–2032), totaling $2.191 million over five years; all start-up period costs must be incorporated within SFY 2028–2032 deliverable pricing with no separate payment. The contract does not provide annual escalation of deliverable prices, though CPI-U adjustment may apply if extended beyond five years. Ad hoc work is separately authorized and funded only if additional funding becomes available through modification. Compensation is deliverable-based upon acceptance, with monthly invoicing permitted for approved ad hoc work calculated at hourly rates. Payment is due within 45 days of invoice acceptance.

The incumbent contractor is Myers & Stauffer LC, operating the existing portal since 2021. The selected contractor must account for data migration from the existing system (SFY 2021–2022 forward) and will receive historical data, uploaded files, correspondence history, and document repository content in formats such as CSV or Excel via SFTP during start-up.

Evaluation criteria include organizational experience, similar work performed, current portal tool usage, personnel qualifications, reporting capabilities, quality control processes, system security planning, accessibility compliance, and pricing. The Department anticipates publishing the Notice of Intent to Award on November 20, 2026. Award is contingent on contract negotiations being completed within 30 calendar days of draft contract issuance and continuing availability of federal and state funds. Service-Disabled Veteran-Owned Small Businesses must provide U.S. Department of Veterans Affairs certification. All proposals become state property upon submission and are subject to public inspection following the Notice of Intent to Award, except for information designated confidential or proprietary and approved by the Department. All official communications occur through the Colorado Vendor Self Service website; Nancy Kay Clark is the sole point of contact.