Invitation for Bids for Incident Reporting Software

Integral Care is seeking bids for incident reporting software tailored to behavioral health and developmental disabilities services in Travis County, Texas, with proposals due by November 3, 2025, at 5:00 PM CST. The contract emphasizes strict compliance with federal and state laws, notably HIPAA and HITECH, requiring all data—including PHI and PII—to be stored, processed, and transmitted exclusively within the United States, with encryption at rest and in transit. The software must support diverse incident types, facilitate data collection, customizable templates, approval workflows, notifications, and reporting functionalities, and be accessible to all employees and external providers. The vendor is responsible for initial setup, staff training, ongoing support, and ensuring full regulatory compliance. The contract size is estimated between $50,000 and $200,000, with evaluation criteria focusing on cost, service description, experience, ability to meet deadlines, and organizational needs, all assessed through a point-based system with a mandatory signed assurances document. The contractual framework does not incorporate specific FAR clauses but mandates adherence to applicable federal, state, and local laws, including disclosure of conflicts of interest via a Conflict of Interest Questionnaire if applicable. Bidders must complete and submit Attachment B (Assurances Document), disclose any relationships with Integral Care officials, and provide HUB certification if qualified. There are no explicit requirements for physical packaging, marking, or line-item pricing; instead, bidders submit a detailed cost breakdown and a proposed contract with all terms and conditions. Delivery performance is expected to commence by January 1, 2026, with the primary place of performance in Texas, and all services must meet industry standards for quality and professionalism. Payment procedures are not detailed, but successful bidders must provide proof of insurance meeting specified minimums. The proposal must be submitted electronically via email to Brody Ballard at [email hidden], with no alternative submission methods accepted, and all submissions are subject to the specified deadline.