Web Based Budget and Referral Management System

The vendor required to provide web-based budget and referral tracking system developing a new system it needs to be ready for plan development and implementation no later than November 1, 2026.
- Required features of the database
1. 94 plans and budget development
•    Include a statewide plan template and forms for submission.
•    Include a review and approval process of annual plans for both sb 94 and sb 215 funds by state advisory board members and the state 94 coordinators.
•    Include functionality to build in budget as structured by the state in the budget template.
•    Record and track membership of committee, including terms, title, and contact information.
•    Provide flexibility in budget structure to accommodate fee for service, flat fee, salaries divided across budget categories, etc.
2. Tracking of 94 clients and services per client
•    Include a referral process that includes flexibility for multiple layers of approval.
•    Referrals for each service for each client must be tracked and authorized, including units of service and cost per unit.
•    Include email notifications for coordinators to know a referral has been made is awaiting authorization, for providers to know a referral has been approved, for referral agents and coordinators that a referral is expiring or needs an extension.
•    Include options for modifying referrals.
•    Include a structure for providers to submit with billing documentation supporting the provision of service.
•    Include electronic signatures for supervisors approving monthly documentation of services.
3. Billing
•    Include the capacity to allow providers to bill only on open referrals and allow them to attach documentation to support the service provision.
•    Include an automated check for overlap in billing by worker or therapist when same session times are noted for different clients.
•    Include the ability to aggregate billing for all referrals within a given agency despite the number of workers involved in providing the services and developing the documentation.
•    Should be able to generate billing forms that match the required data, including account coding for each judicial district.
•    Should generate a approved invoice that meets state fiscal requirements to facilitate reimbursement to fiscal agents for each jurisdiction.
4. Provider directory and monitoring
•    Provide a directory of services by agency that are approved by committee through and track the service, rate, and service criteria.
•    Include the ability to track agency, employee and client file information required to be compliant with policy as a provider, including liability and privacy insurance, employment eligibility, employment file requirements including background checks, and client file documentation.
•    Include the ability to record and report on periodic monitoring requirements of providers set by the state and the committee of each judicial district.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: January 22, 2026