Project Information

Bid Title

Multi-Vendor Licensing, Subscription Management, and Support Services

Issuing Agency

California Mental Health Services Authority

Location

California

Published Date

May 19, 2026

Closing Date

Jul 2, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Multi-Vendor Licensing, Subscription Management, and Support Services

CalMHSA is pleased to announce a Request for Proposals (RFP) for Multi-Vendor Licensing, Subscription Management, and Support Services.

CalMHSA is seeking proposals from qualified and experienced resellers and service providers to provide licensing, subscription management, and related advisory and support services across a range of technology vendors and platforms. The selected vendor or vendors will support CalMHSA’s enterprise technology environment by helping to ensure cost-effective licensing, ongoing compliance, optimized subscription management, and access to appropriate vendor support resources.

All submissions must be made electronically using CalMHSA’s e-procurement portal, Bonfire, at https://calmhsa.bonfirehub.com/ .

For your convenience, please see the following documents:

1. RFP (PDF)

Proposal Timeline

EVENT	Key Dates
RFP Issued	May 19, 2026
RFP Questions Due	June 2, 2026
RFP Questions Answered	June 18, 2026
Deadline for Responses to be Submitted	July 2, 2026 by 5 p.m. PST
Application Review	July 8, 2026 to July 10, 2026
Notice of Intent to Award	July 14, 2026

Attachment Preview

California Mental Health Services Authority

(CalMHSA)

Request for Proposals (RFP) for

Multi-Vendor Licensing,

Subscription Management, and

Support Services

Applications due by 5 p.m. PST on July 2, 2026

Potential responders must submit proposals only through CalMHSA’s

e-Procurement Portal at https://calmhsa.bonfirehub.com/

Potential responders must submit proposals only through CalMHSA’s e-Procurement

Portal (Bonfire) at https://calmhsa.bonfirehub.com/

The RFP does not constitute a contract or an

offer. In addition, any contract awarded because

of this RFP is subject to any additional restrictions,

limitations, or conditions required by CalMHSA in

any manner. CalMHSA reserves the right to make

one award, multiple awards, or to reject all

proposals, in whole or in part, submitted in

response to this RFP.

CalMHSA reserves the right to amend this RFP

via written addendum. addendum or cancel the

RFP at any time.

CalMHSA Request for Proposal

1. Multi-Vendor Licensing, Subscription Management, and Support Services

RFP Summary

The California Mental Health Services Authority (CalMHSA) is a Joint Powers of Authority

– an independent government entity – formed in 2009 by counties and cities throughout

the state to focus on collaborative, multi-county projects that improve behavioral health

care for all Californians. By pooling resources, forging partnerships, and leveraging

technical expertise on behalf of counties, CalMHSA develops strategies and programs

with an eye toward transforming community mental health; creates cross-county

innovations; and is dedicated to addressing equity to better meet the needs of our most

vulnerable populations.

CalMHSA is seeking proposals from qualified and experienced resellers and service

providers to provide licensing, subscription management, and related advisory and

support services across a range of technology vendors and platforms. The selected

vendor or vendors will support CalMHSA’s enterprise technology environment by helping

to ensure cost-effective licensing, ongoing compliance, optimized subscription

management, and access to appropriate vendor support resources.

Requested services may include, but are not limited to, the procurement of software

licenses, cloud subscriptions, and related services; lifecycle and entitlement

management; licensing optimization and cost analysis; billing consolidation; renewal

management; and technical advisory support across multiple platforms and vendors.

CalMHSA intends to select one or more vendors with the capability to support its

operational, security, scalability, and governance requirements in alignment with public-

sector best practices.

This RFP does not commit CalMHSA to contract for any supply, product or service

whatsoever. In addition, applicants are advised that CalMHSA will not pay for any

information or administrative costs incurred in response to this RFP; all costs associated

with responding to this RFP will be solely at the applicant’s expense. Not responding to

this RFP does not preclude participation in any future RFP, if any is issued.

2. Project Scope of Work

CalMHSA is seeking qualified vendors with the expertise and capacity to provide licensing

reseller services, subscription management, and related support services across a range

of technology platforms and vendors. The goal of this engagement is to ensure that

CalMHSA maintains compliant, cost-effective, and well-managed licensing and

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2

CalMHSA Request for Proposal

subscription environments while benefiting from expert guidance on licensing models,

renewals, vendor management, and optimization opportunities.

I. Deliverables

The deliverables expected for this scope of work include, but are not limited to:

• Procurement and resale of software licenses, cloud subscriptions, and related

services.

• License and subscription entitlement tracking, inventory management, and

documentation.

• Consolidated, accurate, and transparent billing and invoicing.

• Renewal planning, co-terming strategies, and license true-up support.

• Licensing and subscription optimization, including cost analysis and usage

recommendations.

• Access to vendor support resources and escalation management, as

applicable.

• Periodic reporting on license and subscription utilization, costs, and

optimization opportunities.

II. Requirements

The primary requirements of the RFP are as follows:

• Vendor must be an authorized reseller, distributor, or service provider for the

products and services proposed.

• Demonstrated experience supporting public-sector, government, or similarly

regulated entities.

• Ability to manage enterprise licensing agreements, subscription programs, and

related renewals across multiple vendors.

• Expertise in cloud services, subscription administration, and cost management.

• Compliance with all applicable federal, state, and local laws, regulations, and

contractual requirements.

• Ability to provide responsive customer support, technical assistance, and

dedicated account management.

3. Requested Information

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CalMHSA Request for Proposal

The following response components are required to be submitted with applicant’s

submitted application. CalMHSA is not responsible for costs associated with the

development of responses or delivery of the same.

The applicant’s proposal must not exceed 15 pages maximum, including attachments.

Please submit the following components:

1. Cover sheet

2. Narrative description of applicant’s background information, to include, but

not be limited to, previous experience providing multi-vendor licensing,

subscription management, and support services within, healthcare, public-

sector, or similarly complex enterprise environments, including oversight of

enterprise agreements, cost optimization, compliance with public-sector

requirements, and coordination across clinical, administrative, and IT

stakeholders. Vendors should describe their capabilities, approach, and

experience in delivering these services with examples of relevant previous

work similar in scope and complexity.

3. Implementation roadmap and high-level tasks/milestones, including a

timeline to begin providing services based on the scope of work and

timeframe provided in this RFP.

4. A proposed total budget for the project scope of work described above. The

budget must include the total cost, a breakdown by billing frequency, and all

relevant cost components. Any related services included with the

subscription, including design, consultation, implementation support, or

resource allocation, must be included at no additional cost unless separately

identified and approved under a separate Statement of Work.

5. Three (3) signed letters of support, including references from organizations

with whom the applicant has contractual or other business relationships who

can substantiate the applicant's capacity to provide such services as

described in the project scope of work.

4. Minimum Requirements

Applicant must meet the requirements below; otherwise, they may be considered non-

responsive, and the proposal may be rejected at CalMHSA’s sole discretion.

1. Applicant must have a minimum of five (5) years of demonstrated experience

providing licensing reseller services, subscription management, and related

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CalMHSA Request for Proposal

support services across diverse technology platforms and vendors, including

ensuring compliance, cost-effectiveness, and optimization of licensing

environments, as well as managing renewals and vendor relationships.

2. Applicant’s staff assigned to perform services under this agreement must be

located within the continental United States. This requirement applies to

support, implementation, administrative, technical, and any other personnel

who may access CalMHSA systems, environments, data, or related

operational information. Vendors located outside the United States may be

considered only if they can demonstrate a strong U.S. presence and confirm

that all work under this agreement will be performed solely by staff located

within the continental United States.

3. Applicant must not currently have a settlement agreement or claim against

them with any of CalMHSA’s member counties or any state agency. If there

are current claims against the applicant in excess of $10,000 within the last

five (5) years, applicant must disclose claims information as part of their

response submittal.

4. Financial information: Applicant is required to submit copies of their most

recent audited financial statements.

5. All applicants must provide the information and/or

documents requested below before the proposal due date of July 2, 2026.

• Organization name, address, and telephone number (head office and

local office).

• Organization structure (i.e., what type of entity).

• Is the organization a sole proprietorship? (provide name, address and

phone numbers of owner)

• Is the organization a 501c3 entity?

• Number of employees.

• Lead representative (name, role within the organization, contact

information).

• Key management staff (names, roles, and whether they will be a part of

the services provided, if awarded a contract).

• Organization’s public website URL address.

• How long has the organization been in business? (minimum two years

is required).

6. If requested, and prior to contract execution, the applicant must provide the

following items:

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Commodity Codes

• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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