Medicaid Billing Software Services

Charles County Public Schools (CCPS) is requesting sealed proposals for Medicaid Billing Software Services with vendor support, with proposals due March 3, 2026 at 3 p.m. at the CCPS Purchasing Department in La Plata, Maryland. Written questions are due February 13, 2026 at 3 p.m. Addendum I was posted February 23, 2026 and supersedes conflicting language in the original RFP.

CCPS requires the awardee to maintain a corporate presence in Maryland. No set-aside or preference program is stated; however, Certified Minority Business Enterprises are encouraged to respond.

The software must bill Medicaid for health services provided to CCPS students with documented disabilities whose Individualized Education Programs (IEPs) establish a need for such services to ensure Free Appropriate Public Education (FAPE) under the Individuals with Disabilities Education Act (IDEA). The solution must streamline Medicaid processing while centralizing documentation for service providers, case managers, and Medicaid eligibility tracking. Vendors must demonstrate compliance with HIPAA, FERPA, and Maryland Department of Health Medicaid requirements. The awardee must provide technical support Monday through Friday from 7:30 a.m. to 6 p.m. with 24/7 emergency services, maintain disaster recovery plans with offsite backup storage, and integrate with existing CCPS infrastructure while meeting data security and confidentiality standards for student health information.

The initial contract period is one year from Notice of Award, with four one-year renewal options at CCPS's discretion. Annual price adjustments in renewal years are limited to the Consumer Price Index-Urban (CPI-U) for the Washington D.C. Metropolitan Area and are not automatic. Pricing must be submitted in a separate sealed envelope using the provided Pricing Table with fully burdened hourly rates covering all costs, including salaries, benefits, and expenses with no additional charges to CCPS. In fiscal year 2023, the current claims processor handled approximately $2.1 million in Medicaid claims, declining to approximately $1.8 million in fiscal year 2024. CCPS reserves the right to award one or multiple contracts if deemed in its best interest. The awardee must carry $1 million in commercial general liability coverage, $1 million business auto liability, workers compensation insurance, and $1 million minimum coverage for sexual abuse and molestation.