Request for Offers (RFO) for Critical Incident Management System (CIMS)

The Texas Health and Human Services Commission (HHSC) has issued Request for Offers (RFO) No. HHS0014749 seeking a Critical Incident Management System (CIMS) for Medicaid waiver providers. The procurement calls for a modern, cloud-based Software as a Service (SaaS) or Commercial Off-The-Shelf (COTS) solution that enables comprehensive reporting and tracking of critical incidents as defined by federal law. Key deliverables include improved data analytics capabilities, centralized incident data tracking, automated data feeds, and Power BI reporting functionality at no additional cost. Qualified vendors must demonstrate five years of experience in CIMS operations, solution development, and cloud-based hosting support, and must obtain TX-RAMP Level 2 certification prior to contract award. The RFO was released on November 19, 2024, with a pre-proposal conference held on November 25, 2024. Questions were due by November 27, 2024, and proposals must be submitted by December 19, 2024, at 10:30 AM Central Time. The evaluation criteria will weight qualifications and experience at 25%, project work plan at 15%, technical proposal at 30%, and cost/price reasonableness at 30%.

The solicitation does not include specific set-aside designations or restrictions on organization types that can respond to the procurement. The current CIMS system is operated by FEI Systems under contract number HHS000888900001, and the new system will need to integrate with existing state infrastructure and comply with federal Medicaid waiver provider reporting requirements. The HUB (Historically Underutilized Business) utilization goal is set at 26.0% for the Other Services classification, requiring respondents to submit a completed HUB Subcontracting Plan. Historical compensation for similar contracts has been approximately $950,000 per state fiscal year, though HHSC reserves the right to adjust projected amounts based on state funding availability. The initial contract term is four years with two optional one-year renewals, with an anticipated start date in July 2025 and system go-live required by November 29, 2025. Funding for the project will come from a combination of state and federal sources, and the contract will be awarded based on best value determination rather than lowest price.