Get instant access

to solicitation details & future business opportunities.

Get Access

Vendor packages with access to similar open solicitations

Statewide

Matching bid notifications & access to all Statewide & Group bid details

Group

Matching bid notifications from participating agencies

Basic

Access participating agency bids

Basic Information

Reference Number

0000383366

Issuing Organization

Maricopa County Public Health

Owner Organization

Maricopa County Department of Public Health

Solicitation Type

RFQ - Request for Quote (Informal)

Solicitation Number

PH RFQ 250014

Title

Project Management Software

Source ID

PU.AG.USA.2550080.2837793.C19795276

Details

Location

United States, Arizona, Maricopa County

Delivery Point

Public Health Administration 4041 N CENTRAL AVE STE 1400
PHOENIX, Arizona
United States 85012

Purchase Type

Duration: 2 years

Piggyback Contract

Description

INTENT:

The Maricopa County Department of Public Health (MCDPH) is dedicated to promoting and protecting the health of its communities through a wide range of programs, services, and initiatives. Effective project and workflow management is integral to this mission, ensuring that resources are optimized, timelines are met, and high-quality outcomes are delivered. With numerous stakeholders, interdepartmental collaborations, and complex public health challenges, MCDPH relies on strong project management and process improvement practices to maintain efficiency, accountability, and transparency.

The Maricopa County Department of Public Health (MCDPH) is seeking a qualified vendor to provide a reliable project management software solution complemented by excellent customer support and comprehensive team training. The selected software must meet MCDPH’s specific needs as outlined in the Scope of Work, including features for task management, milestone tracking, visual project reporting, system integration, and resource coordination. MCDPH requires a robust, user-friendly, and feature-rich project management software system to streamline workflows, enhance communication, and improve project delivery outcomes.

This RFQ’s intent is to ensure that MCDPH partners with a vendor capable of delivering a solution that fosters internal and external collaboration, enhances operational efficiency, and provides an intuitive user experience. By equipping staff with the right tools, MCDPH aims to continue advancing its mission of promoting and protecting community health in Maricopa County.

The cost should include licenses for at least 300 simultaneous users, with options for adding users beyond the original scope.

SCOPE OF WORK:

The successful contractor shall provide a reliable software system, timely customer service and comprehensive team training.

1. The Project Management Software shall possess the following functionalities and features:

Must Have:

1. 1. Ability to track day to day progress by providing updates on tasks and deliverables
  2. Ability to send notifications and communications of project changes
  3. Ability to set due dates for activities, project tasks, and milestones with notifications and reminders
  4. Ability to assign and unassign users across teams and programs to activities
  5. Capability to integrate with secondary applications (OnBase, REDCap, Microsoft, Envisio)
  6. Visual management of project information and project health, including progress toward various milestones (Gantt, Kanban, dashboards, timelines, list)
  7. Ability to organize projects by milestones and prioritization of tasks
  8. Easy to use platform with technical assistance and training resources
  9. Auto-built system with templates for different types of projects and workflows
  10. Ability to have all levels of tasks feed into a portfolio for portfolio management
  11. Multiple levels of user access with ability to limit what certain users can see and edit
  12. Ability to handle a minimum of 300 simultaneous users, with simple process for adding additional licenses, transferring licenses, and removing licenses
    1. Any planned maintenance of the software that will restrict user access, must be communicated at least 48 hours in advance

Prefer To Have:

1. 1. Ability to cross-collaborate with internal and external partners
  2. Ability for secure API integration and data export to external sources
  3. Ability to track resources and supplies
  4. Ability to manage files
  5. 24/7 access to application from desktop, web, and phone
  6. Internal communication features within activities and tasks
  7. Ability to create and utilize automation functions
  8. Ability to organize and manage users by program, office, or team

Nice to Have:

1. 1. Ability for mapping capability
  2. Confidentiality of EMR data
  3. Levels of user access with ability to limit what certain users can see and edit, different user types
  4. Ability to create and use meeting agendas
  5. Ability to generate performance reports with metrics on workflows, including information on turnaround and cycle time, error rates, delays, and escalations

1. Technical Specifications
  1. The platform shall be an online portal/cloud-based system
  2. User administration shall include among other functionalities, adding, removing, authorizing, and creating rights or groups and assigning permissions for users
  3. The platform shall allow for project setup, management, closure and reporting as well as workflow setup, management, and reporting
  4. Installation, configuration, and support of the basic functionality of the platform shall be maintained by the Contractor
  5. Upgrades, patches, and fixed to the platform shall be the responsibility of the Contractor
  6. Uptime and access to the platform information shall be provided by Contractor on a schedule mutually acceptable to Contractor and MCDPH
  7. The platform shall allow for constant online functionality, with 24/7 access and use, - excluding scheduled downtime
  8. Contractor shall provide all cybernetwork safety precautions including protection of the platform and all users from any malware, malicious software, viruses, and unauthorized access from individuals
  9. The platform shall allow data to be extracted for use by MCDPH in any capacity deemed necessary
    1. Data export functionality shall include common data analysis packages including Excel, SAS, Stata, R, or SPSS for analysis. Data extraction can be extracted to Excel, .csv, or another standardized format
    2. Data, records, reports, and all other information generated for MCDPH as the result of this contract are the property of MCDPH and shall be provided in a format as designated above and shall remain accessible to MCDPH into perpetuity
  10. Platform shall include tools that assist with project management, including:
    1. Scheduling events, triggers, appointments, reminders, and project tasks
  11. The platform shall comply with the Maricopa County’s Office of Enterprise Technology (OET) security standards
    1. The platform shall have and maintain compliance with such standards as Health Information Portability and Accountability Act (HIPAA) and be able to provide information that supports compliance
  12. The system shall have and maintain a demonstrable security program such as FedRAMP, StateRAMP, HITRUST Common Security Framework, Electronic Healthcare Network Accreditation Commission (EHNAC), or another comparable security framework

1. Contractor Shall:
  1. Provide access to Project Management Software within 2 months of contract execution
  2. Provide system set-up and implementation in collaboration with MCDPH staff within 3 months of contract execution, including the migration of current project management plans into the system
  3. Provide training and onboarding to end users to ensure ease of use for MCDPH staff within 3 months of contract execution, including live trainings and supplemental training guides and resources
    1. Provide follow-up training and support as needed
  4. Provide remote technical support and assistance, responding to customer requests within one business day and offering live assistance as needed
    1. Assistance may include, but is not limited to, guidance with setting up projects, workflows, and automations, providing expert recommendations and troubleshooting in real-time
    2. Provide limited or nominal updates to the Project Management Software to ensure access to and use of the latest version release for the duration of the contract

Dates

Publication

04/10/2025 02:53 PM MST

Bid Intent

Not Available

Question Acceptance Deadline

04/23/2025 05:00 PM MST

Questions are submitted online

Yes

Closing Date

04/24/2025 02:00 PM MST

Contact Information

Gwen Irey

602.372.0679

Gwen.Irey@maricopa.gov

Terry Richardson

602-506-4040

terry.richardson@maricopa.gov

A - Latest Addendum

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

Lump sum

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	No	No
No entries