Hosted Social Service Programs Database Software

Volusia County Community Assistance is conducting a procurement for a turnkey cloud-hosted software solution to manage four specific social service programs: Housing Rehabilitation, Down Payment Assistance, Wind Hazard Mitigation, and Emergency Repair. The county requires a centrally managed database with comprehensive functionality for program enrollment, participant qualification tracking, program administration, and robust reporting capabilities. The software must be web-based, support single sign-on, provide 99.5% minimum uptime, and maintain SOC 2 Type II certification and HIPAA compliance. The solution will support approximately 18 internal users (4 administrative staff, 6 program managers, 8 read-only users) and anticipate around 200 annual applicants. The RFP was released on July 28, 2025, with a deadline for questions on August 4, 2025, and proposal responses due by August 11, 2025 at 3:01 pm. The proposed implementation timeline includes a project kickoff in the week of August 25, 2025, system configuration by September 5, 2025, staff training by September 15, 2025, and go-live by September 30, 2025. The evaluation will be based on a comprehensive scoring system covering firm qualifications, project approach, program overview, technical capabilities, and pricing, with a total possible score of 100 points.

The RFP does not explicitly specify set-aside designations or restrictions for specific types of organizations. The software solution requires specific technical integrations, including compatibility with major browsers, mobile-responsive interfaces, and potential integration with Microsoft Active Directory. Insurance requirements are stringent, including $1,000,000 in Professional Liability coverage and $3,000,000 in Cyber Insurance, with a mandatory 30-day cancellation notice. While specific budget ranges are not explicitly detailed, the pricing structure includes one-time implementation costs and annual recurring costs for software licensing, technical support, data storage, and maintenance. The county reserves the right to award the contract to the respondent offering the best overall solution, not necessarily the lowest price. The software must provide role-based access control, automated notifications, audit trail capabilities, and support for document management, workflow automation, and financial disbursement across the four social service programs.