Chautauqua County is seeking proposals for a secure, automated appointment reminder and notification system. The system should improve client engagement, reduce missed appointments, and support compliance communications. Key features include SMS, voice, and email reminders, multilingual support, client preference management, and secure data integration. Vendors must comply with HIPAA and ensure data residency within the United States. Proposals are due August 20, 2026. The contract is intended for a three-year term.
Proposals are due by August 20, 2026, at 3:30 PM. The product shall be fully available for county use no later than sixty (60) days from the date of contract execution.
Payment will be made upon contractor's submission of a properly itemized invoice, accompanied by a report of monthly expenditures and receipts for allowable contract expenses. Payment will be made upon contractors submission to county of a properly itemized invoice in form and content approved by countys director of mental hygiene and social services or duly authorized designee, and accompanied by saa report of monthly expenditures and by receipts for allowable contract expenses.
The system provided will perform correctly and reliably, be free of programming errors and defects, be compatible with current systems, not contain viruses, and not be encumbered by third-party rights. The contractor warrants that the system provided to county: a. will perform correctly and reliably when used for the purposes for which it is purchased, and will be secure b. will be free of any programming errors and defectssa
Proposals will be evaluated based on compliance and security capabilities, cost and overall value, vendor experience and references, implementation timeline and feasibility, and system functionality and ease of use. Proposals will be evaluated based on the following: compliance and security capabilities cost and overall value vendor experience and references implementation timeline and feasibility system functionality and ease of use
Vendors must provide company background, years in operation, experience with similar government or healthcare organizations, and at least three client references. Vendors must provide: company background and years in operation experience with similar government or healthcare organizations at least three 3 client references
Failure to furnish the awarded service may eliminate the proposer from the active vendors list. The county may also terminate the agreement immediately for substantial violations that cannot be reasonably remedied. Failure of the successful proposer to furnish the service awarded, as a result of this request for proposal, may eliminate the proposer from the active vendors list for a period of time as determined by the purchasing manager.
Questions about or requests for clarification must be submitted in writing prior to the question due date of August 4, 2026. Questions about or requests for clarification of an item for this rfp must be submitted in writing to brandi mcintyre, purchasing agent at ***@***. *. * must be submitted prior than the date on the front of this solicitation.
Failure to submit required documents, acknowledge addendums, or meet insurance requirements may lead to proposal rejection. Submitting proposals with conditions not invited may also cause rejection. Failure to submit any of the documents as part of your proposal or failure to acknowledge any addendum in writing with your proposal may be cause for rejection of the proposal.
