Project Information

Bid Title

RFP 2026-012 AI Clinical Documentation Assistance Too

Issuing Agency

The Center for Health Care Service

Location

Texas

Published Date

Apr 29, 2026

Closing Date

May 4, 2026

Government Level

State & Local

Status

Closed

Original Source

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Project Description

RFP 2026-012 AI Clinical Documentation Assistance Too l – Revised 04/29/2026

• Addendum I – Posted 03/18/2026
• Addendum II – Posted 03/26/2026
• Addendum III – Posted 04/13/2026
• Addendum IV – Posted 04/29/2026

Attachment Preview

REQUEST FOR PROPOSAL

(“RFP”)

(RFP-2026-012)

for

Augmented Intelligence

Clinical Documentation Assistance Tool

Release Date: 03/17/2026

Revised: 04/29/2026

Proposals Due: 05/04/2026 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 .............................................................................................................................................................. 6

006 - TERM OF CONTRACT.................................................................................................................................................. 7

007 - PRE-SUBMITTAL CONFERENCE ................................................................................................................................ 7

008 - PROPOSAL REQUIREMENTS ..................................................................................................................................... 7

009 - SUBMISSION OF PROPOSAL ..................................................................................................................................... 8

010 - RESTRICTIONS ON COMMUNICATION ..................................................................................................................... 9

011 - EVALUATION OF CRITERIA ........................................................................................................................................ 9

012 - AWARD OF CONTRACT AND RESERVATION OF RIGHTS .................................................................................... 10

013 - SCHEDULE OF EVENTS ............................................................................................................................................ 11

014 - INSURANCE REQUIREMENTS.................................................................................................................................. 11

015 - RFP ATTACHMENTS .................................................................................................................................................. 14

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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 Augmented 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 and be capable

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

environment changes. The CENTER is searching for a tool to enhance workforce quality through the strategic

augmentation of human capabilities and the automation of key activities. This includes but is not limited to: enhancing

service delivery to CENTER consumers, improving access, efficiency, and quality of care, while supporting user, clinical,

operational and financial workflows, 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.

Modules and Capabilities. RESPONDENT should propose an AI Clinical Documentation Assistance Tool solution and

applicable add-ons, to include functionality items and features for any items to meet the requirements of this Scope of

Work. Potential capabilities could include, but are not limited to multi-service progress notes, ambient listening, charting

and care documentation continuity, etc.

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Technical Specifications. At a minimum, the CENTER’S EHR requires a full note write-back for progress notes.

Inclusion of section-level write-back is preferred for treatment plan development to include, but not be limited to, the

following sections: needs, goals, objectives, and interventions.

The CENTER’S EHR supports both FHIR APIs and HL7v2 for integration. While The CENTER anticipates that an

embedded user interface (UI) would be the most streamlined access method for the proposed solution, RESPONDENTS

should propose a solution that meets the requirements of this Scope of Work. The CENTER also recognizes that many

solutions may be Google Chrome™ extensions that would be an overlay for the CENTER’S EHR with application

programming interfaces (APIs).”

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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