Veteran Affairs Electronic Claims Submission Software

Parker County, Texas is seeking competitive sealed proposals for a Veteran Affairs Electronic Claims Submission Software Solution to support the County Veterans Service Officers. The procurement requires a comprehensive, web-based electronic system enabling preparation, submission, tracking, and management of veterans' benefit claims across multiple claim types including Disability Compensation, Pension, Dependency and Indemnity Compensation, Education Benefits, Healthcare Enrollment, Burial Benefits, and Appeals. The solution must integrate with VA Stakeholder Enterprise Portal and Veterans Benefits Management System, provide centralized veteran profile management, secure document storage, case notes, task tracking, role-based access controls, and comprehensive audit trails. Key technical requirements include compliance with Section 508 and WCAG 2.1 AA accessibility standards, initial staff training, user manuals, and technical support with defined service level agreements. Sealed proposals are due February 3, 2026 at 2:00 PM CDT, to be submitted either physically to the Parker County Purchasing Department or electronically via Bonfire Bid Software, with an initial contract term of three years and potential renewal options.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must provide three governmental references and demonstrate prior experience with VA claims or veterans service software, with preference given to those with Texas county experience. The proposal must include comprehensive documentation including an executive summary, technical response, security compliance details, implementation plan, pricing proposal, vendor qualifications, and references. While specific award values are not disclosed, the procurement requires detailed pricing encompassing software licensing, implementation, training, maintenance, and support fees. Critical compliance requirements include adherence to HIPAA, Federal Privacy Act, VA security standards, and Texas Government Code Chapter 552, with mandatory data hosting within the United States and preference for SOC 2 Type II certification. Encryption must meet AES-256 standards at rest and TLS 1.2 in transit, with multi-factor authentication required. Parker County reserves the right to accept or reject any proposals and terminate the contract with 30 days' written notice.