Enterprise Digital Closed-Loop Referral System

This Request for Proposal (RFP) outlines the requirement to procure, implement, and maintain a comprehensive, cloud-based Closed-Loop Digital Referral System. The solution will serve as a connection between the Calvert County Health Department (CCHD) and its community partners and customers, ensuring streamlined communication, seamless care and/or service integration, efficient case management, rapid notification loops, multi-service scheduling support, and mass communication capability.

To acquire a secure, HIPAA-compliant platform connecting clinical and health services with community partners to streamline care transitions, track outreach and health services metrics, and manage scheduling

CCHD seeks to implement a centralized digital platform solution that will:

• Facilitate management of referrals and communication among CCHD and their community service providers.
• Improve accountability and client outcomes through closed-loop referral tracking, automated workflows, and reminders.
• Support the execution of efficient case management and care coordination.
• Integrate scheduling capabilities for appointments, services and events.
• Reduce reliance on spreadsheets and manual reporting processes
• Provide real-time reporting for all platform activities and utilize dashboards to provide leadership with a high-level view of platform activities status and progress.
• Enable mass communication tools for efficient outreach to service providers and clients.

Core Technical and Functional Requirements

• Achieve community partner customization and generate unique, trackable and customizable referral links for community partners.
• Execute automated notifications via securing messaging, email or in-platform dashboards when a referral is sent, accepted or updated.
• Provide capability to send mass communication to community partners, stakeholders or clients.
• Provide connections bi-directionally with external electronic health record (EHR) using a secure middleware.
• Eliminate dual data entry by syncing demographics and other relevant data to clinical workflows.
• Have the capability to support comprehensive scheduling architecture supporting cross-clinic calendars across multiple separate clinics and service lines.
• Provide case management functionality from admission to discharge.
• Provide performance tracking through dynamic reporting dashboards/ visual representation that show referral volume, completion rates, demographic data analysis, community partner performance and other parameters as required. [...]
• Provide role-based access control and the ability to segment access by division or program.
• Integrate with Google Workspace / Google Drive.
• Support data import from existing spreadsheets.
• Must sign a Business Associate Agreement (BAA). All Data-at-Rest and Data-in-Transit must be fully encrypted.
• Support for Role-Based Access Control and Multi-Factor Authentication.
• Maintain a recognized security attestation (for example, SOC 2 Type II) or equivalent and describe hosting and architecture.
• Provide implementation and configuration services with a defined project plan and timeline.
• Provide initial and ongoing staff training and supporting documentation.
• Support approximately 20 –25 users initially with the ability to scale to approximately 30 – 35 users.

**Contract Duration:** 3 Years (with option to renew)

Submit proposals by email to Daisy Lukose, daisyb.lukose@maryland.gov by **5:00 pm Eastern Time on Friday, November 6, 2026**. Applications received after 5:00 pm will not be considered for review.

The email subject line shall have the following verbiage: ATTENTION: Proposal for Enterprise Digital Closed-Loop Referral System from << Vendor name >>

The proposal application and narrative in response to this request shall not exceed **10** typed, single-sided, single-spaced pages.

In evaluating proposals submitted, CCHD will apply the best-value standard in selecting the vendor to be awarded the contract.

Consideration may include:

• Functional capabilities and alignment with organizational needs.
• Security and technical capabilities and security attestations.
• Ease of implementation and use.
• Ease of community partner deployment.
• Workflow demos of community customization tools.
• Vendor experience and qualifications.
• Customer support and training offerings.
• Clear and concise timeline for project implementation.
• Cost and overall value.