RFP - Medical Examiner Services Case Data Management System for the Harris County Institute of Forensic Sciences

Harris County is seeking a comprehensive web-based Medical Examiner Case Management system for the Harris County Institute of Forensic Sciences through a Request for Proposal (RFP). The procurement aims to replace an existing system with inadequate automation, poor data integration, and limited remote accessibility. The proposed solution must provide web-based functionality, compatibility with existing Laboratory Information Management System (LIMS), robust security features, evidence tracking capabilities, customization options, and comprehensive reporting tools. Evaluation criteria will be weighted as follows: 35% for Scope of Services, 20% for Implementation Plan, 15% each for Security/Compliance and Reporting/Analytics, 10% for Fee Schedule, and 5% for Training and Support Services. Key implementation requirements include 16-hour initial on-site training for up to 50 users, monthly online training sessions, a video tutorial library, and a 30-day stabilization period post-launch. The project is scheduled to begin approximately November 1, 2025, with the option of four additional one-year renewals. The final proposal submission deadline is September 8, 2025, at 2:00 p.m. local time in Houston, TX, with questions accepted until August 28, 2025.

The RFP includes several provisions for vendor qualifications and participation, with a focus on ensuring diverse and compliant vendor engagement. The county requires vendors to complete a Subcontractor Listing Form, which mandates detailed information about potential subcontractors, including certification status for HUB/MWBE and Section 3 programs. Vendors must provide comprehensive cybersecurity documentation, including annual cybersecurity training certifications, background checks, and security control artifacts such as SOC2 Type 2 Reports and penetration testing results. Minimum insurance requirements are stringent, with coverage limits typically set at $1,000,000 per category and requiring A.M. Best rating of at least A-VII. The project requires a project manager with five years of project management experience, particularly in telematics implementations. While specific budget ranges are not explicitly stated, the county anticipates awarding to a single vendor but reserves the right to select multiple vendors. The procurement emphasizes compliance with various data protection standards, including protocols for handling Personally Identifiable Information (PII), Payment Card Information (PCI), Protected Health Information (PHI), and Criminal Justice Information (CJI).