To procure HCBS and Quality and Member Experience Monitoring

The Colorado Department of Health Care Policy and Financing is requesting proposals for Home and Community Based Services (HCBS) Quality and Member Experience Monitoring administration under RFP UHAA 2026000258, with proposals due October 24, 2026.

The contractor will administer the National Core Indicators for Intellectual and Developmental Disabilities (NCI-IDD), National Core Indicators for Aging and Disabilities (NCI-AD), and Colorado Waiver-Specific Survey (CWSS) on a rotating basis across State Fiscal Years 2026-2027 through 2030-2031. Services include interviewer recruitment, hiring, background checks, training, and management; remote and in-person survey administration; quality assurance; database management; and data analytics. Historical completion data shows NCI-AD targeting 5,184 participants with 33.5% completion (1,260 surveys) and NCI-IDD targeting 3,484 participants with 34% completion (1,028 surveys), with response rates by service area ranging from 23.51% to 53.85% for AD and 20.59% to 66.04% for IDD. Survey interviewers may be located out-of-state and conduct remote surveys provided NCI protocols are satisfied. The Department will not reimburse interviewer travel; contractors must incorporate travel costs into survey rates for in-person interviews.

The contract begins approximately 60 calendar days after solicitation publication and continues through June 30, 2027, with a maximum five-year total duration. Compensation consists of fixed fees for deliverables plus monthly survey payments calculated by completed-survey count multiplied by established survey rate. Maximum available funding is $400,000 for SFY 2026-2027 and $340,000 for each subsequent fiscal year through SFY 2030-2031; proposals exceeding the SFY 2026-2027 maximum will be rejected without consideration. Subcontracting is permitted up to 40% of contract dollars as a general guideline, with Department approval for amounts exceeding this threshold. The contractor must maintain comprehensive insurance including workers' compensation, commercial general liability ($1 million per occurrence), automobile liability ($1 million combined single limit), protected information liability ($1 million per occurrence / $2 million aggregate), professional liability ($1 million per occurrence), and crime insurance ($1 million per occurrence). HIPAA Business Associate Agreement compliance and Colorado accessibility standards are mandatory. Evaluation criteria include organizational experience, survey administration and sample-management approach, overall risk assessment, and price, with discretion to award higher-cost proposals if technical benefits justify the differential. Payment is due within 45 days of invoice receipt for accepted work.