MS Client Services RFP

The Colorado Department of Human Services (CDHS), Division of Contracts and Procurement, on behalf of Denver County and Denver City, is issuing a Request for Proposals (RFP 2026_186) to procure comprehensive MINDSOURCE Client Services for individuals with brain injuries throughout Colorado. The contractor shall provide statewide intake and eligibility determination, person-centered brain injury resource facilitation, skill development programming, and classes/workshops/groups serving Coloradans across the lifespan. Key deliverables include maintaining a toll-free helpline during business hours (Monday-Friday, 8:30 a.m. to 4:00 p.m.), establishing and managing a secure cloud-based database with real-time data visualization and public-facing dashboard, ensuring statewide accessibility including face-to-face service delivery regardless of geographic location, and delivering a minimum of 70 hours annually of groups, classes, and workshops. The contractor must maintain detailed program client records, submit monthly aggregate data to the dashboard, provide semi-annual reports by January 30th and annual reports by September 1st, and present findings to the Brain Injury Trust Fund Board each October. All staff must complete brain injury-specific training and certification (such as Certified Brain Injury Specialist certification) within twelve months of hire, with direct service staff required to spend 60 percent of their time on client services and alternative communication methods and reasonable accommodations provided upon request. The RFP establishes strict compliance requirements including HIPAA compliance, Americans with Disabilities Act standards, Colorado Accessibility Standards, and Colorado Revised Statutes 26-1-301 and 26-1-304. Proposals, limited to 80 pages excluding attachments and submitted as a single zip file, are due electronically by April 13, 2026, at 1:00 p.m. MT, with a public opening scheduled for April 13, 2026, from 1:15 to 1:30 p.m. MT via Google Meet; vendor questions must be submitted by March 20, 2026, at 5:00 p.m. MT, with responses posted by March 27, 2026. No pre-bid conference will be held, and the single point of contact is Shannon Robinson at shannon.robinson@state.co.us.

The anticipated contract start date is July 1, 2026, with an initial one-year term through June 30, 2027, renewable for up to four additional one-year terms (through June 30, 2031) at the State's sole discretion, subject to appropriated funds and satisfaction of contractual requirements. The Colorado Brain Injury Trust Fund finances program activities through surcharges on traffic offense convictions (driving under the influence, driving while ability-impaired, helmet law violations, and speeding), with State Fiscal Year 2025 revenue of $2,437,389 and anticipated annual revenue of approximately $1.9 million; by statute, a minimum of 55 percent of Trust Fund monies must be allocated to direct services, establishing the likely budget range for this procurement. Vendors must comply with Colorado procurement regulations, including registration in CORE and the System for Award Management (SAM.gov), E-Verify participation, and background check requirements for employees with direct contact with vulnerable populations. The contractor must comply with the nondiscrimination policy established by CDHS Office of Children, Aging, and Community Services, prohibiting discrimination based on race, color, ethnic group, national origin, age, religion, mental or physical disability, sex, sexual orientation, gender identity and expression, marital status, familial status, pregnancy, veteran status, and HIV status. Required attachments include intake and evaluation tools, sample client plans, client satisfaction surveys, outcome measures, organizational charts, job descriptions, organizational and project budgets, and fiscal statements. The Department reserves the right to waive mandatory criteria, request clarifications, conduct reference checks, and consider best and final offers. The awarded contractor shall be bound by the CDHS Model Contract Template (Terms & Conditions v 4.13), which mandates comprehensive insurance coverage, strict confidentiality protocols for protected health information and personally identifiable information, and compliance with all applicable federal and state laws, with all work product and intellectual property developed under the contract becoming the exclusive property of the State.