Case Management Software for Hidalgo County Community Service Agency

Hidalgo County is seeking proposals for a cloud-based customer and case management software solution for its Community Service Agency, as outlined in RFP No. 26-0480-09-18-03. The required solution must provide comprehensive functional capabilities, including client portals, intake, case records, eligibility and benefits administration, document management, and bilingual English/Spanish support. Key deliverables involve a structured implementation process encompassing discovery, solution design, data migration, and rigorous testing, such as user acceptance and security testing. The software must adhere to strict security standards, including encryption of data at rest and in transit, multi-factor authentication, and compliance with HIPAA, the HITECH Act, and various Texas health and safety codes to protect sensitive client information. Proposals must be submitted by September 18, 2026, at 3:00 pm CST via either hand delivery of a hard copy and USB or through an electronic submission method. The County will award the contract to the most advantageous offeror based on a combination of price and other factors, rather than price alone. Successful respondents must demonstrate financial responsibility, a satisfactory performance history, and compliance with various federal and state regulations, including Title VI nondiscrimination, ADA accessibility, and 2 CFR 200 requirements for federal awards. Mandatory submission documents include proof of insurance, a HUB declaration, certifications regarding debarment, and a proposer's affidavit of non-collusion. The resulting contract is expected to have a one-year base term with optional renewals.