UHAA, 0165, Enterprise Project Online Tool

The Colorado Department of Health Care Policy and Financing (HCPF) is conducting a Documented Quote (DQ) procurement for an Enterprise Project Management Tool to serve Denver County and Denver City. This solicitation seeks a comprehensive solution that will function as a centralized repository for departmental projects, provide project tracking capabilities through work breakdown structures, enable executive-level dashboards and reporting, facilitate change request prioritization with scoring models, and deliver electronic timesheet functionality for federal reporting compliance. The tool must integrate seamlessly with the Department's existing Office 365 SharePoint and MS Project systems and be compatible with Microsoft Office 2016 and Microsoft Office 365. Key deliverables include a Change Management Plan, Project Plan, Timesheet Tool (due May 19, 2019), Enterprise Project Tool (due June 30, 2019), comprehensive training materials and sessions for multiple staff levels, weekly Quality Management Reports, and one year of ongoing support following implementation. Respondents must submit quotations by April 23, 2019 at 2:30 p.m. Mountain Time via email to RFPQuestions@hcpf.state.co.us, with vendor selection estimated for the week of April 29, 2019. Evaluation criteria emphasize experience implementing enterprise project management systems for large organizations, government agency experience, training and support capabilities, personnel qualifications with relevant IT project experience, feasibility of the proposed statement of work, work product samples including past change management documentation and training materials, details on ongoing support and licensing renewal options with warranty information, and a firm fixed-price quotation.

The contract structure consists of two phases, with Phase One running from the effective date through June 30, 2019, and Phase Two running from July 1, 2019 through August 31, 2019, subject to state fiscal year 2020 funding approval. The total contract term does not exceed one year, though extensions may be granted at the Department's discretion. The procurement documentation does not specify any set-aside designations or restrictions limiting the types of organizations that can respond. Compensation is structured as a fixed-price amount per deliverable upon Department approval, with the total bid amount capped at $100,000.00. Respondents must provide a completed W-9 Form for tax identification purposes and execute a HIPAA Business Associate Agreement to ensure compliance with Protected Health Information safeguards, including mandatory annual security assessments by independent third parties, encryption of all PHI transmissions using FIPS-compliant algorithms, and immediate breach notification protocols. Vendors must also maintain Professional Liability Insurance with minimum limits of $1,000,000 per occurrence and $1,000,000 aggregate, as well as Cyber Privacy Insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate, in accordance with the State of Colorado's standard Purchase Order Terms and Conditions.