7805 - Scope of Work
RFP # 7805 Mental Health Division Software
Scope of Work
The scope of work shall be finalized upon the selection of the Firm. The respondent’s
submission shall accurately describe the understanding of the objectives and scope of the
requested goods and services as well as provide an outline of the process to implement the
requirements of the Statement of Work.
1.0 Introduction/Background:
The City of Denton (The City) is interested in receiving proposals to contract with a qualified firm
for a customized cloud-based software program or platform, including migration of existing data,
training, and support, for managing the collection, consent, and multidirectional sharing of
Protected Health Information (PHI) and Protected Identifiable Information (PII) in real-time
between entities that operate under different sectors, compliances, and protocols, that is
specifically designed for a mental health and law enforcement co-responders. The City of
Denton Police Department’s (The Department) Mental Health Division houses the Homeless
Outreach Team and the Crisis Intervention Response Team. These teams document data,
including PHI and PII, that are not traditionally tracked by law enforcement agencies. This data
includes mental health diagnoses, treatment plans, substance abuse history, medications, and
names of health care providers. Clinical documentation and documentation of individuals
experiencing homelessness, is required to be maintained and stored in a different system than
that being utilized for criminal purposes. The Mental Health Division staff are currently using
clinical documents and spreadsheets for data tracking that require time intensive culling for
reporting statistics and outcomes.
The Department desires to acquire an appropriate software system or program to provide better
documentation as well as provide automated care coordination and continuous collaboration
following an individual encounter to mitigate arrests and incarcerations by diverting clients to the
appropriate community resources while increasing access to assistance and housing the
homeless. The system or software must have a Criminal Justice Information System (CJIS)
compliant interface, store data from provider interactions, manage the sharing of consented
sensitive information across service providers, and utilize alerts and notifications.
2.0 Objectives:
The City is seeking a cloud-based software system or program that is customizable, user-
friendly, and has the capability to house two modules that are separate, but related. The
objectives of this software system or program are:
Provide the Mental Health Division officers and clinicians an appropriate system
for case management and storage of clinical documentation.
City of Denton Statement of Work for Mental Health Division Software
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Create a way for disparate organizations or agencies to work together, solving
the barriers of security, privacy, consent management, and differing interagency
policies.
Allow for detailed analysis of all processes and resource use, measuring the
impact of evidence-based care and community initiatives.
The goal is to have software that meets the unique needs of the Mental Health Division’s co-
responder model that captures critical clinical data, automates complex workflows, and allows
for referrals and data aggregation and reporting.
3.0 Scope of Work:
The software must be cloud-based and be highly customizable for the two team workflows. It
must be an interoperable platform that manages the collection, consent and sharing of PHI and
PII in real-time between entities that operate under different sectors, compliances, and protocols
(law enforcement and mental health clinicians). It must be CJIS compliant. The software is
required to store data from provider interactions in a longitudinal record for a holistic view of the
population being served, to identify patterns and facilitate reporting. It should manage the
sharing of consented sensitive information across community providers, utilize filtered datasets,
have the capability of limiting what information is available to each user. Bi-directional data
sharing between connected Hubs that utilize unique programs allow for improved decision
making and actionable data for client care.
Vendor minimum capability and qualification criterion includes but is not limited to the following:
The applicant vendor must have at least 3 years of experience in providing cloud-based
software systems for use by law enforcement and mental health clinician co-responders. This
vendor must offer a software system which has been utilized by other law enforcement
agencies. Vendor must provide complete information on all law enforcement agencies it has
contracted with.
3.1 Mental Health Division Software Specifications
1. Cloud-Based Software Package
a. Platform license
b. Two modules per hub
c. Interfaces two-directional
d. Custom forms and assessment
e. Customization of workflows and reporting
f. Dataset migration
g. Report package
h. Clinical module
i. CJIS compliant
2. Implementation Services
a. Project Manager Consultant that provides technical and business
consulting and product expertise
b. Workflow understanding and guidance
c. Initial training for the hub, including training documents and training
sessions
City of Denton Statement of Work for Mental Health Division Software
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d. Launch support
e. Onboarding of community partners
f. Access to implementation specialist
g. Help desk access via web portal, email, and hotline
4.0 Task Identification:
The proposer shall provide a detailed description of the software capabilities and compliances.
The proposer shall provide an implementation timeline with a proposed launch date. The
successful proposer will provide the software, complete any full-level integration, provide
customization work, support services and training necessary for successful implementation.
The City will provide the designated staff necessary to help with interfaces and dataset
migration. The Police Department will provide staff for customization of workflows and reporting.
5.0 Vendor Requirements:
The City’s relationship with the successful proposer is established by contract. It is important for
this contract to include confidentiality, data security, and similar provisions. This is most
important if the successful proposer will be maintaining, storing, accessing, or utilizing the
information collected about the organization’s workers.
6.0 Price Proposal Requirements:
Respondent shall clearly define, in their proposal, the proposed methodology to be used to
determine the price. Be specific on how the charges were calculated. Please provide any
quantity discount that may apply as well as any other discounts.