RFP: Enterprise Case Management RFI Contract No. 111626-ECM RFI

Description: Notice is hereby given that Washington County will be receiving sealed responses for the provision of 'Enterprise Case Management' software for the Washington County Department of Human Services, at the Office of the County Controller, to be mailed or delivered to, 95 West Beau Street, Suite 505, Washington, PA 15301, until 11:00 A.M. Prevailing Time, on Monday, November 16th, 2026. All submissions shall contain one unbound original and two copies. RFIs will be promptly opened at the time indicated above, names only to be read. Late submissions will not be accepted. The above-mentioned RFI document may be obtained on or before Wednesday, October 28th 2026 from the Washington County website. Vendors receiving documents are responsible for checking for contract changes and addenda at the website. Applicants shall be prepared to offer information pertaining to the County's search for a centralized intake software for Human Services case management. All responses must be in the format requested and must comply with all applicable laws, regulations, and specifications. All submissions must be accompanied by a certification of nonprofit status. Washington County Commissioners reserves the right to reject any and all proposals. Interested parties may email any written request for clarifications or RFI documents to the Washington County Purchasing, Dalton Thompson at dalton.thompson@washcopa.gov or for technical information; Human Services, Dr. John Tamiggi at john.tamiggi@washcopa.gov. Requests for Information (RFI's) will be distributed and responded to in question-and-answer form. Responses will be posted to the County website as listed herein in the form of an addendum. SEALED RFI SUBMISSION MUST BE MARKED: RFP: Enterprise Case Management RFI Contract No. 111626-ECM RFI CONTRACT: #111626, Department of Human Services - Enterprise Case Management Software REQUEST FOR PROPOSAL APPLICATIONS OVERVIEW: I. Statement of Purpose/Overview: The Department of Human Services (DHS) is issuing this Request for Information (RFI) to identify a centralized, hosted Enterprise Case Management (ECM) software platform that will strengthen the coordination, delivery, and administration of human services across County departments, programs, and contracted providers. The proposed solution will provide DHS with a secure, HIPAA-compliant, person-centered technology platform that connects human services, behavioral health, housing and homelessness services, and other community-based programs while enabling appropriate coordination with justice-system partners and other authorized agencies. II. The Opioid Settlement Fund The platform should provide DHS with a comprehensive, real-time view of individuals and households receiving services across multiple programs. Inspired by integrated frameworks such as Pennsylvania's Enterprise Case Management Subsystems, the solution should replace fragmented data silos with an agile enterprise environment that balances standardized data, security, and regulatory compliance with the flexibility needed to support diverse County programs and service-delivery models. The proposed ECM solution should support the full human-services case management lifecycle, including intake, assessments, eligibility and enrollment, referrals, service planning, documentation, care coordination, task management, outcomes tracking, and ongoing communication with individuals and service providers. Role-based access should ensure that DHS staff, supervisors, contracted providers, County leadership, and other authorized partners have access to the information necessary to perform their respective responsibilities while protecting sensitive client information. III. Goals & Impacts The system must provide configurable workflows, automated tasks, alerts, and notifications to track service-plan milestones, appointments, referrals, eligibility and recertification deadlines, compliance requirements, and mandatory reporting. Client-facing capabilities should include secure portals or mobile-accessible functionality for document submission, electronic forms, notifications, appointment information, and secure communication with DHS and authorized providers. Interoperability is a critical requirement. The solution must be capable of securely exchanging information with existing and future County, Commonwealth, and provider systems, including the Child Welfare Information System (CWIS), Home and Community-Based Services Subsystems (HCSIS), Homeless Management Information Systems (HMIS), behavioral health systems, electronic health records, benefits and eligibility systems, and other applicable applications. The platform should support modern APIs, configurable interfaces, and data-exchange standards to reduce duplicate data entry and allow authorized information to follow the individual across participating programs and providers. The platform must incorporate robust security, privacy, and governance capabilities, including role-based access controls, encryption, comprehensive audit trails, authentication, configurable information-sharing permissions, consent management where applicable, and compliance with HIPAA and all applicable federal, Commonwealth, and County requirements. IV. Questions/Submission Questions pertaining to this RFP in form can be directed to Dalton Thompson - Contract Manager, Purchasing at dalton.thompson@washcopa.gov. Questions pertaining to scope, submission and review procedures/scoring can be directed to Dr. John Tamiggi - Human Services Director - john.tamiggi@washcopa.gov and Tiffany Milovac - Human Services Deputy Director - tiffany.milovac@washcopa.gov. Completed RFP Applications should be mailed to the Controller's Office at 95 W Beau Street Suite 430, Washington PA 15301. Following RFI deadline, November 16th, at 11:00 a.m., please additionally submit your proposal via email to john.tamiggi@washcopa.gov. Following the submission deadline of 11:00 a.m., the Human Services Team will review all submitted information. In the event that additional information is needed from applicants, applicants may be invited to attend an interview at the Human Services office with any panel members for necessary clarification and/or discussions.