About this opportunity
AI summaryThe buyer seeks an onshore USA organization to deliver offsite CAREWare managed services for a government authority in Ohio. The selected vendor will host and implement the CAREWare application, convert current system data, supply necessary datacenter hardware and connectivity, and perform routine maintenance, operating system and SQL Server updates, patches, and anti-virus updates. Managed services requirements also encompass 24/7 support, nightly system backups, hourly disaster recovery replication, restoration testing, system monitoring, anti-malware protection, and periodic vulnerability scanning. Only USA-based organizations are eligible to participate. Interested vendors must submit their proposals digitally through email or online for a four-year contract term. All questions regarding this opportunity must be submitted no later than November 23, 2026.
Buyer and opportunity details
- Client
- Columbus Public Health
Scope of work
- Host CAREWare on a dedicated, secure server exceeding jProg minimum requirements
- Provide managed services including nightly backups, hourly replication, monitoring, patching, and 24/7 support
- Provide technical assistance for process improvements and complex data problem solving
- Perform annual CAREWare upgrades coordinated prior to the Ryan White Services Report
- Execute data migration of CAREWare data from FY13-FY26 to the new server
- Conduct an annual HIPAA data security audit and risk analysis
- Maintain disaster recovery with a 1-hour RPO and 24-hour RTO
- Enforce HIPAA/HITECH compliance, BitLocker/TDE encryption, WAF, and multi-factor authentication
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Project Summary | 0 points |
| Organizational Experience and Capacity | 15 points |
| Deliverable One: Maintain CAREWare on a dedicated, secure server | 30 points |
| Deliverable Two: Provide technical assistance for CAREWare | 25 points |
| Deliverable Three: Perform annual upgrade for RSR | 5 points |
| Deliverable Four: Perform annual security audit | 15 points |
| Deliverable Five: Transfer data from existing server to new server, if necessary | 10 points |
| Budget and Budget Narrative | 0 points |
Minimum qualifications
- Accord with U.S. Department of Health and Human Services standards for culturally and linguistically appropriate services
- Have an active City of Columbus Contract Compliance Number registered with Vendor Services
- Not be debarred or suspended from federally assisted projects, Ohio projects, or City of Columbus projects
- Capacity to implement the funded program by March 1, 2027
- Registered with the Ohio Secretary of State to conduct business in the state of Ohio
- Proven administrative, fiscal, technological, and program capacity to implement the award and participate in electronic reporting
- All contractor and subcontractor employees must perform work within the United States
Documents to include with your response
- Project Summary
- Program Narrative
- Budget
- Budget Narrative
- Signed Business Associate Agreement
- Required forms and attachments
Key dates
- Posted in Bonfire
- November 3, 2026, 12:00 pm
- Questions and Answers Posted in Bonfire
- November 23, 2026, 12:00 pm
- Proposal Due Date
- November 24, 2026, 12:00 pm local time
- Award(s) Recommendation Announcement
- December 4, 2026 12:00 pm
- Beginning of Grant Period
- March 1, 2027
- End of Grant Period
- February 28, 2031
How to submit
- Method
- Electronic via the City of Columbus Bonfire hub
- Instructions
- Submit at https://columbus.bonfirehub.com/projects. Paper and email bids will not be accepted. Must be typed in 12-point Arial font, 1.5 spaced with footer page numbering and an authorized signature.
Contract details
- Term
- 47-month grant period from March 1, 2027 to February 28, 2031, issued as annual contracts
- Place of performance
- United States (all City data must remain in the continental US; work performed in US)
- Funding
- Ryan White Part A and Ending the HIV Epidemic (EHE) grant funds