Project Information

Bid Title

RFP 2026-012 AI Clinical Documentation Assistance Tool

Issuing Agency

The Center for Health Care Service

Location

Texas

Published Date

Mar 17, 2026

Closing Date

Apr 23, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFP 2026-012 AI Clinical Documentation Assistance Tool – Posted 03/17/2026

Attachment Preview

REQUEST FOR PROPOSAL

(“RFP”)

(RFP-2026-012)

for

AI Clinical Documentation Assistance Tool

Release Date: 03/17/2026

Proposals Due: 04/23/2026 at 12:00 P.M. Central Standard Time

* Proposals not received by deadline will be rejected and returned unopened.

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002 - TABLE OF CONTENTS

002 - TABLE OF CONTENTS................................................................................................................................................. 2

003 - BACKGROUND ............................................................................................................................................................. 3

004 - SCOPE OF SERVICES ................................................................................................................................................. 4

005 - ASSURANCES .............................................................................................................................................................. 5

006 - TERM OF CONTRACT.................................................................................................................................................. 6

007 - PRE-SUBMITTAL CONFERENCE ................................................................................................................................ 6

008 - PROPOSAL REQUIREMENTS ..................................................................................................................................... 6

009 - SUBMISSION OF PROPOSAL ..................................................................................................................................... 7

010 - RESTRICTIONS ON COMMUNICATION ..................................................................................................................... 8

011 - EVALUATION OF CRITERIA ........................................................................................................................................ 8

012 - AWARD OF CONTRACT AND RESERVATION OF RIGHTS ...................................................................................... 9

013 - SCHEDULE OF EVENTS ............................................................................................................................................ 10

014 - INSURANCE REQUIREMENTS.................................................................................................................................. 10

015 - RFP ATTACHMENTS .................................................................................................................................................. 13

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003 - BACKGROUND

The Bexar County Board of Trustees for Mental Health Mental Retardation Services d/b/a The Center for Health Care

Services (“CENTER”) is a multi-facility community mental health and intellectual disability center created under the

authority of Section 534.001 of the Texas Health and Safety Code by its sponsoring agencies, Bexar County and the

Bexar County Hospital District d/b/a University Health. The CENTER has been providing services to Bexar County

residents experiencing mental health, intellectual developmental disabilities and/or substance use issues for over sixty

(60) years and is the Texas Health and Human Services’ designated Local Mental Health Authority for Bexar County,

Texas. The CENTER is considered a quasi-governmental entity, a political subdivision of the state of Texas, but is not a

Texas state agency. The CENTER’S administrative offices are located at 6800 Park Ten Blvd. Suite 200-S, San Antonio,

Texas 78213.

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004 - SCOPE OF SERVICES

The Center for Health Care Services (“CHCS”, “CENTER”) is seeking Proposals from qualified and experienced entities

(“RESPONDENT”) to provide a comprehensive Artificial Intelligence (AI) Clinical Documentation Assistance Tool capable

of supporting the CENTER’S mission to facilitate effective care, delivery and coordination. The awarded vendor must

provide an AI Clinical Documentation Assistance Tool that will support the CENTER’S current needs, be capable of

supporting the CENTER’S growth and development in the behavioral health sector as the Information Technology

environment changes. This includes but is not limited to: enhancing service delivery to CENTER consumers, improving

access, efficiency, and quality of care, as further defined in this Request for Proposals (“RFP”).

The CENTER currently uses Netsmart - MyAvatar as its primary electronic health record (EHR) and is searching for an AI

Clinical Documentation Assistance Tool capable of integrating and complementing the Netsmart - MyAvatar EHR system.

The AI Clinical Documentation Assistance Tool would need to support and enhance various clinical roles and streamline

documentation and workflows to reduce clinician burnout, improve documentation quality, and ensure compliance with

local, state and federal statutes and regulations.

Applicants should provide a comprehensive overview of their AI Clinical Documentation Assistance Tool and its

application within the behavioral health industry and confirm ability to integrate with the Netsmart - MyAvatar EHR system.

The overview should include a detailed description of the AI Clinical Documentation Assistance Tool and its key function

that adds value to behavioral health clinical workflows, improve documentation quality, and ensure compliance with local,

state and federal statutes and regulations.

A. Scope of Work

The scope of this project includes the design, training and deployment of an AI Clinical Documentation Assistance Tool

intended for integration with the CENTER’S EHR system. The objective of the project is to support behavioral health

providers across a variety of clinical settings.

Key components of the project scope include, but are not limited to:

The RESPONDENT must ensure the AI Clinical Documentation Assistance Tool will allow for real-time transcription and

note-writing assistance, and be compliant with the Health Insurance Portability and Accountability Act (HIPAA) and any

other state or regulatory agency pertaining to AI. RESPONDENT must be able to articulate a clear implementation

timeline and strategy that is compatible with behavioral health clinical workflows (or changing workflows, as needed) and

the Netsmart – MyAvatar EHR system.

Tool Integration and Configuration. The AI Clinical Documentation Assistance Tool proposed must be capable of

interfacing with the CENTER’S EHR system, with an emphasis on security, data privacy, and ease of use. It should also

offer seamless EHR integration and support documentation, clinical decision support, and workflow automation.

Training and Change Management. The RESPONDENT will provide initial training during the implementation process

and continuous support and training materials for CENTER staff, including live sessions, documentation, and user guides

thereafter. A clear management approach should be proposed to support staff adoption, competence, and to address

potential workflow disruptions.

Data Collection and Evaluation. Throughout the utilization of the AI Clinical Documentation Assistance Tool, the

RESPONDENT will work with the CENTER to collect qualitative and quantitative data related to usability, efficiency gains,

clinical outcomes, and user satisfaction. The RESPONDENT will also provide reporting tools or dashboards for real-time

monitoring and periodic evaluation for testing and validation.

Security & Compliance. Comply with HIPAA, 42 CFR Part 2, and other applicable regulations, including role-based

access controls, data encryption, and audit trails.

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005 - ASSURANCES

The RESPONDENT assures the following (signature required):

1.

That all addenda and attachments to the RFP as distributed by CENTER have been received.

2.

No attempt will be made by the RESPONDENT to induce any person or firm to submit or not to submit a Proposal, unless so

described in the RFP document.

3.

The RESPONDENT does not discriminate in its services or employment practices on the basis of race, color, religion, sex,

sexual orientation, national origin, disability, veteran status, or age.

4.

That no employee of CENTER or Health and Human Services Commission (“HHSC”) and no member of CENTER’S Board of

Trustees will directly or indirectly receive any pecuniary interest from an award of the proposed contract. If the RESPONDENT

is unable to make the affirmation, then the Proposal must disclose any knowledge of such interests.

5.

RESPONDENT accepts the terms, conditions, criteria, and requirements set forth in the RFP.

6.

RESPONDENT accepts CENTER’S right to cancel the RFP at any time prior to contract award.

7.

RESPONTENT accepts CENTER’S right to alter the timetables for procurement as set forth in the RFP.

8.

The Proposal submitted by the RESPONDENT has arrived at independently without consultation, communication, or

agreement with another party for the purpose of restricting competition.

9.

Unless otherwise required by law, the information in the Proposal submitted by the RESPONDENT has not been knowingly

disclosed by the RESPONDENT to any other RESPONDENT prior to the notice of intent to award.

10.

No claim will be made to CENTER for payment to cover costs incurred in the preparation of the submission of the Proposal or

any other associated costs.

11.

CENTER has the right to complete background checks and to verify information submitted by a RESPONDENT.

12.

The individual signing this document, and the contract, is authorized to legally bind the RESPONDENT.

13.

The address submitted by the RESPONDENT to be used for all notices sent by CENTER is current and correct.

14.

All cost and pricing information is reflected in the Proposal documents or attachments.

15.

That the RESPONDENT is not currently held in abeyance or barred from the award of a federal or state contract.

16.

That the RESPONDENT is not currently delinquent in its payments of any franchise tax or state tax owed to the state of Texas,

pursuant to Texas Tax Code, Title 2, Subchapter F, Chapter 171, Subchapter H and Title 34 of the Texas Administrative Code,

Part 1 Chapter 3, Subchapters A and F.

17.

RESPONENT shall disclose whether any of the directors or personnel of RESPONDENT has either been an employee or a

trustee of CENTER within the past two (2) years preceding the date of submission of the Proposal. This requirement applies

to all personnel, whether or not they are identified as key personnel. If such employment has existed, or term of office served

as trustee, the RESPONDENT shall state in an attached writing the nature and time of the affiliations as defined.

18.

RESPONDENT shall identify in an attached writing any trustee or employee of CENTER who has a financial interest in

RESPONDENT or who is related within the second degree by consanguinity or affinity to a person having such financial

interest. Such disclosure shall include a complete statement of the nature of such financial interest and the relationship, if

applicable. Moreover, RESPONENT shall state in an attached writing whether any of its directors or personnel knowingly has

had a personal relationship with employees or officers of CENTER within the past two (2) years that may interfere with fair

competition.

19.

No current or former employee or officer of a federal, state, or local governmental agency, and/or the CENTER directly or

indirectly aided or attempted to aid in the procurement of RESPONDENT’S services.

20.

RESPONDENT shall disclose in an attached writing the name of every CENTER key person with whom RESPONDENT is

doing business or has done business during the 365 day period immediately prior to the date on which the Proposal is due;

failure to include such a disclosure will be a binding representation by RESPONDENT that the natural person executing the

Proposal has no knowledge of any CENTER key persons with whom RESPONDENT is doing business or has done business

during the 365 day period prior to the immediate date on which the Proposal is due.

21.

Under Section 231.006 of the Texas Family Code, the vendor or RESPONDENT certifies that the individual or business entity

named in this Proposal is not ineligible to receive the specified grant, loan, or payment and acknowledges that this contract

may be terminated, and payment may be withheld if this certification is inaccurate.

22.

RESPONDENT has no conflict of interest and meets the standards of conduct requirements pursuant to Texas Administrative

Code Section 412.54(c).

23.

That all information provided in the Proposal is true and correct.

Company Name: _________________________________________________

Contact Person: _________________________________________________

Address:

_________________________________________________

Telephone: _________________________________________________

Signature:

_________________________________________________

________________________________

Printed Name of Signing Authority

________________

Date

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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