Integrated Electronic Health Record (EHR) and Social Service Case Management System - Human Services ARPA

Pinellas County, Florida is seeking a comprehensive Integrated Electronic Health Record (EHR) and Social Service Case Management System through a competitive Request for Proposal (RFP #23-0840-P) funded by American Rescue Plan Act (ARPA) resources. The procurement aims to establish a single contract for a fully integrated technology solution that enables proactive service delivery, community care coordination, program planning, and critical decision support across health and human service programs. The proposed system must combine EHR functionality with a scalable social service case management interface, supporting client data management, program tracking, eligibility functions, invoice management, and robust analytics capabilities. Key deliverables include a cloud-based (SaaS) platform with expandable, API-based architecture that supports integration with existing systems, ensures HIPAA compliance, and provides ADA accessibility. The evaluation will be points-based, totaling 1000 points distributed across vendor qualifications (200 points), approach (300 points), statement of work (400 points), and compensation (100 points). The proposal submission deadline is August 8, 2023, at 3:00 pm, with a non-mandatory pre-conference meeting scheduled for June 27, 2023. The initial contract term is ten years, with potential extensions for three additional 36-month periods.

The RFP does not explicitly outline specific set-aside designations or restrictions on respondent types. The system requires integration with multiple external entities, including State Health Management Systems, hospital systems (BayCare, Bayfront, Advent Health), pharmacy benefit management platforms, and various healthcare and social service interfaces. Desired integrations include Florida HIE, E-FORCSE Prescription Drug Monitoring Program, and various community partner platforms. While specific budget ranges are not directly stated, the fee worksheet indicates a comprehensive 10-year cost of ownership model that will cover product costs, installation, testing, licensing, support, maintenance, data migration, and integration efforts. The system must support complex reporting needs, including HRSA, UDS, and NCQA reporting formats, and provide functionality across electronic health records, social service case management, client self-service portals, provider management, and advanced analytics capabilities. The procurement emphasizes the need for a dynamic, configurable system that can support integrated client records, telehealth access, case management, and comprehensive reporting across health and social service programs.