RFP 2026-012 AI Clinical Documentation Assistance Tool

REQUEST FOR PROPOSAL
("RFP")
(RFP-2026-012)
for
AI Clinical Documentation Assistance Tool
Release Date: 03/17/2026
Proposals Due: 04/23/2026 at 12:00 P.M. Central Standard Time
* Proposals not received by deadline will be rejected and returned unopened.
1 of 23

002 - TABLE OF CONTENTS
002 - TABLE OF CONTENTS ................................................................................................................................................. 2
003 - BACKGROUND ............................................................................................................................................................. 3
004 - SCOPE OF SERVICES ................................................................................................................................................. 4
005 - ASSURANCES .............................................................................................................................................................. 5
006 - TERM OF CONTRACT .................................................................................................................................................. 6
007 - PRE-SUBMITTAL CONFERENCE ................................................................................................................................ 6
008 - PROPOSAL REQUIREMENTS ..................................................................................................................................... 6
009 - SUBMISSION OF PROPOSAL ..................................................................................................................................... 7
010 - RESTRICTIONS ON COMMUNICATION ..................................................................................................................... 8
011 - EVALUATION OF CRITERIA ........................................................................................................................................ 8
012 - AWARD OF CONTRACT AND RESERVATION OF RIGHTS ...................................................................................... 9
013 - SCHEDULE OF EVENTS ............................................................................................................................................ 10
014 - INSURANCE REQUIREMENTS .................................................................................................................................. 10
015 - RFP ATTACHMENTS .................................................................................................................................................. 13
2 of 23

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.
3 of 23

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 Artificial 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, be capable of
supporting the CENTER'S growth and development in the behavioral health sector as the Information Technology
environment changes. This includes but is not limited to: enhancing service delivery to CENTER consumers, improving
access, efficiency, and quality of care, 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.
4 of 23

005 - ASSURANCES
The RESPONDENT assures the following (signature required):
1. That all addenda and attachments to the RFP as distributed by CENTER have been received.
2. No attempt will be made by the RESPONDENT to induce any person or firm to submit or not to submit a Proposal, unless so
described in the RFP document.
3. The RESPONDENT does not discriminate in its services or employment practices on the basis of race, color, religion, sex,
sexual orientation, national origin, disability, veteran status, or age.
4. That no employee of CENTER or Health and Human Services Commission ("HHSC") and no member of CENTER'S Board of
Trustees will directly or indirectly receive any pecuniary interest from an award of the proposed contract. If the RESPONDENT
is unable to make the affirmation, then the Proposal must disclose any knowledge of such interests.
5. RESPONDENT accepts the terms, conditions, criteria, and requirements set forth in the RFP.
6. RESPONDENT accepts CENTER'S right to cancel the RFP at any time prior to contract award.
7. RESPONTENT accepts CENTER'S right to alter the timetables for procurement as set forth in the RFP.
8. The Proposal submitted by the RESPONDENT has arrived at independently without consultation, communication, or
agreement with another party for the purpose of restricting competition.
9. Unless otherwise required by law, the information in the Proposal submitted by the RESPONDENT has not been knowingly
disclosed by the RESPONDENT to any other RESPONDENT prior to the notice of intent to award.
10. No claim will be made to CENTER for payment to cover costs incurred in the preparation of the submission of the Proposal or
any other associated costs.
11. CENTER has the right to complete background checks and to verify information submitted by a RESPONDENT.
12. The individual signing this document, and the contract, is authorized to legally bind the RESPONDENT.
13. The address submitted by the RESPONDENT to be used for all notices sent by CENTER is current and correct.
14. All cost and pricing information is reflected in the Proposal documents or attachments.
15. That the RESPONDENT is not currently held in abeyance or barred from the award of a federal or state contract.
16. That the RESPONDENT is not currently delinquent in its payments of any franchise tax or state tax owed to the state of Texas,
pursuant to Texas Tax Code, Title 2, Subchapter F, Chapter 171, Subchapter H and Title 34 of the Texas Administrative Code,
Part 1 Chapter 3, Subchapters A and F.
17. RESPONENT shall disclose whether any of the directors or personnel of RESPONDENT has either been an employee or a
trustee of CENTER within the past two (2) years preceding the date of submission of the Proposal. This requirement applies
to all personnel, whether or not they are identified as key personnel. If such employment has existed, or term of office served
as trustee, the RESPONDENT shall state in an attached writing the nature and time of the affiliations as defined.
18. RESPONDENT shall identify in an attached writing any trustee or employee of CENTER who has a financial interest in
RESPONDENT or who is related within the second degree by consanguinity or affinity to a person having such financial
interest. Such disclosure shall include a complete statement of the nature of such financial interest and the relationship, if
applicable. Moreover, RESPONENT shall state in an attached writing whether any of its directors or personnel knowingly has
had a personal relationship with employees or officers of CENTER within the past two (2) years that may interfere with fair
competition.
19. No current or former employee or officer of a federal, state, or local governmental agency, and/or the CENTER directly or
indirectly aided or attempted to aid in the procurement of RESPONDENT'S services.
20. RESPONDENT shall disclose in an attached writing the name of every CENTER key person with whom RESPONDENT is
doing business or has done business during the 365 day period immediately prior to the date on which the Proposal is due;
failure to include such a disclosure will be a binding representation by RESPONDENT that the natural person executing the
Proposal has no knowledge of any CENTER key persons with whom RESPONDENT is doing business or has done business
during the 365 day period prior to the immediate date on which the Proposal is due.
21. Under Section 231.006 of the Texas Family Code, the vendor or RESPONDENT certifies that the individual or business entity
named in this Proposal is not ineligible to receive the specified grant, loan, or payment and acknowledges that this contract
may be terminated, and payment may be withheld if this certification is inaccurate.
22. RESPONDENT has no conflict of interest and meets the standards of conduct requirements pursuant to Texas Administrative
Code Section 412.54(c).
23. That all information provided in the Proposal is true and correct.
Company Name: _________________________________________________
Contact Person: _________________________________________________
Address: _________________________________________________
Telephone: _________________________________________________
Signature: _________________________________________________
________________________________ ________________
Printed Name of Signing Authority Date
5 of 23

006 - TERM OF CONTRACT
The anticipated term for a contract awarded in response to this RFP is three (3) years. The CENTER shall have the option
to renew under the same terms and conditions for up to two (2) additional one (1) year extensions. All renewals shall be
in writing and signed by President/CEO, or their designee, after approval by the CENTER'S Board of Trustees. The
CENTER may terminate a contract at any time if funds are restricted, withdrawn, not approved or for unsatisfactory
service.
007 - PRE-SUBMITTAL CONFERENCE
A Pre-Submittal Conference will be held at the Center for Health Care Services, located at 6800 Park Ten Blvd. Suite 200-
S, 2nd Floor, San Antonio, Texas 78213 at 2:30 P.M. Central Standard Time (CST), on March 31, 2026.
This meeting place is accessible to disabled persons. The Center for Health Care Services is wheelchair accessible. The
accessible entrance is located at 6800 Park Ten Blvd. Suite 200-S. Accessible parking spaces are located at 6800 Park
Ten Blvd. Suite 200-S. RESPONDENTS that are unable to attend in person may participate by Conference Call.
RESPONDENTS may call the toll-free number listed below and enter access code to participate in the day of the
conference.
Dial-In Toll Telephone Number: 210-714-4201
Dial-In Toll-Free Telephone Number: 1-800-717-4201
Access Code: 18015 #
RESPONDENTS are encouraged to prepare and submit their questions in writing in advance of the Pre-Submittal
Conference in order to expedite the proceedings.
RESPONDENTS may submit their questions pertaining to this RFP to Chelsey Turner, Contract Administrator, by email to
CTurner@chcsbc.org, please carbon copy Contracts@chcsbc.org, before April 8, 2026 at 12:00 P.M. Central Standard
Time (CST). Please refrain from contacting the CENTER'S Board of Trustees members during the search process and
direct all inquiries to the contact person listed above. Only those written questions received prior to April 8, 2026 at 12:00
P.M. Central Standard Time (CST) deadline will be addressed.
Any oral response given at the Pre-Submittal Conference that is not confirmed in writing and posted with this solicitation
shall not be official or binding on the CENTER. Only written responses shall be official and all other forms of
communication with any officer, employee or agent of the CENTER shall not be binding on the CENTER.
RESPONDENTS are encouraged to resubmit their questions in writing to the CENTER Staff person identified in the
Restrictions on Communication section, after the conclusion of the Pre-Submittal Conference.
008 - PROPOSAL REQUIREMENTS
RESPONDENT'S Proposal shall include the following items in the following sequence, noted with the appropriate heading
as indicated below. Submitted Proposals should include information in sufficient detail to address the RESPONDENT'S
ability to perform the services being requested and provide the CENTER with enough information to properly evaluate
Proposals.
RESPONDENTS must submit a hard copy Proposal. Submit one original, signed in ink, five (5) hard copies, and one USB
containing a copy of the entire Proposal in Microsoft Word or PDF format. Any information deemed to be confidential
by RESPONDENT should be clearly noted on the page(s) where the confidential information is contained.
TABLE OF CONTENTS
EXECUTIVE SUMMARY. The summary shall include a statement of the work to be accomplished, how
RESPONDENT proposes to accomplish and perform each specific service and unique problems perceived by
RESPONDENT and their solutions.
ASSURANCES. RESPONDENT must complete, sign in ink and submit the Assurances Page found in this RFP under
Section 005 - Assurances.
GENERAL INFORMATION FORM. Use the Form found in this RFP as Attachment A, Part One.
6 of 23

EXPERIENCE, BACKGROUND & QUALIFICATIONS. Use the Form found in this RFP as Attachment A, Part Two.
PROPOSED PLAN. Use the Form found in this RFP as Attachment A, Part Three.
PRICING SCHEDULE. Use the Pricing Schedule that is found in this RFP as Attachment B.
PROOF OF INSURABILITY. RESPONDENT shall submit a copy of their current insurance certificate.
SIGNATURE PAGE. RESPONDENT must complete, sign and submit the Signature Page found in this RFP as
Attachment C. The Signature Page must be signed by a person, or persons, authorized to bind the entity, or entities,
submitting the Proposal. Proposals signed by a person other than an officer of a corporate RESPONDENT or partner
of partnership RESPONDENT shall be accompanied by evidence of authority.
CONFLICT OF INTEREST STATEMENT. RESPONDENT must complete, sign and submit the Conflict of Interest
Statement found in this RFP as Attachment D. RESPONDENT shall select only one applicable scenario.
PROPOSAL CHECKLIST. Complete and submit the Proposal Checklist found in this RFP as Attachment E.
The RESPONDENT must indicate whether or not it will be subcontracting a portion(s) of services contained in this RFP's
Scope of Services. If so, indicate the name of the subcontractor and the portion of the work, which will be subcontracted.
Provide the subcontractor's qualifications that meet the requirements of the Scope of Services. The CENTER reserves the
right to refuse the selection of any subcontractor(s) by CONTRACTOR for reasonable cause.
009 - SUBMISSION OF PROPOSAL
Please complete all questions in the order they are presented in this Request for Proposal ("RFP"). Include all questions
and question numbers in your responses. Any additional comments or information may be provided at the end of your
answers to all Proposal questions. If a question does not apply to the RESPONDENT, simply and clearly document
"N/A". Scoring and evaluation is based on completed questions. Unanswered questions will be considered omissions.
The CENTER reserves the right to review only complete Proposals. The CENTER reserves the right to hold subsequent
face-to-face or telephone interviews for clarification and/or negotiation purposes. Interviews will not be solicited for the
purpose of completing incomplete Proposals. Multiple omissions and/or incomplete responses may result in
disqualification.
Instructions for Submitting Proposals
RESPONDENT shall submit one (1) original, signed in ink, five (5) hard copies and one (1) USB drive which contains the
Proposal in Microsoft Word or PDF format in a sealed package clearly marked with the project name, "AI Clinical
Documentation Assistance Tool, RFP 2026-012" on the front of the package by no later than 12:00 P.M. CST on April
23, 2026. Responses may be delivered by regular mail, special carrier, or hand delivery to the CENTER'S administrative
offices at 6800 Park Ten Blvd. Suite 200-S, San Antonio, Texas, 78213. Submission of Proposals by telephone,
facsimile transmission or e-mail will not be accepted. Untimely Proposals will be rejected and/or returned
unopened. Any mail delays or other matters causing late receipt are irrelevant and will not excuse late
submission. The time as kept by the CENTER shall be the official time and shall control. Therefore,
RESPONDENTS should strive for early submission to avoid the possibility of rejection for late arrival. The
CENTER will not be responsible in the event that the U.S. Postal Service or any other carrier system fails to
deliver the Proposal to the CENTER by the given deadline above. Proposals may be withdrawn at any time prior
to actual contract award. The CENTER reserves the right to reject any and all Proposals, to waive technicalities, and to
accept any advantages deemed beneficial to the CENTER and its consumers. It is the CENTER'S intent to evaluate
Proposals, and/or services in order to achieve the best value for CENTER employees and operations. Each
RESPONDENT which submits a complete Proposal but is not awarded a contract will be notified in writing that the
Proposal is no longer being considered. Any information contained in the Proposal that is deemed to be proprietary in
nature must clearly be so designated in the Proposal. Such information may be subject to disclosure under the Public
Information Act on opinions from the Texas Attorney General's office.
Modified Proposals. Proposals may be modified provided such modifications are received prior to the due date for
submission of Proposals and submitted in the same manner as the original Proposal. For hard copy Proposals, provide a
cover letter with the Proposal, indicating it is a modified Proposal, and that the original Proposal is being withdrawn.
Correct Legal Name. RESPONDENTS who submit Proposals to this RFP shall correctly state the true and correct name
of the individual, proprietorship, corporation, and/or partnership (clearly identifying the responsible general partner and all
7 of 23

other partners who would be associated with the contract, if any). No nicknames, abbreviations (unless part of the legal
title), shortened or short-hand, or local "handles" will be accepted in lieu of the full, true and correct legal name of the
entity. These names shall comport exactly with the corporate and franchise records of the Texas Secretary of State and
Texas Comptroller of Public Accounts. Individuals and proprietorships, if operating under anything other than an
individual name, shall match with exact Assumed Name filings. Corporate RESPONDENTS and limited liability company
RESPONDENTS shall include the 11-digit Comptroller's Taxpayer Number on the General Information Form found in this
RFP as Attachment A.
If an entity is found to have incorrectly or incompletely stated its name or failed to fully reveal its identity on the General
Information Form, the Sr. Director of Compliance & Systems Support shall have the discretion, at any point in the
contracting process, to suspend consideration of the Proposal.
Firm Offer. All provisions in RESPONDENT'S Proposal, including any estimated or projected costs, shall remain valid for
one hundred and fifty (150) days following the deadline for submissions or, if a Proposal is accepted, throughout the entire
term of the contract.
Confidential or Proprietary Information. The entire response to this Request for Proposal shall be subject to disclosure
under the Texas Public Information Act, Chapter 552 of the Texas Government Code. If the RESPONDENT believes
information contained therein is legally excepted from disclosure under the Texas Public Information Act, the
RESPONDENT should conspicuously (via bolding, highlighting and/or enlarged font) mark those portions of its response
as confidential or proprietary and submit such information under seal. Such information may still be subject to disclosure
under the Public Information Act depending on determinations of the Texas Attorney General's office.
Cost of Proposal. Any cost or expense incurred by the RESPONDENT that is associated with the preparation of the
Proposal, the Pre-Submittal conference, if any, or during any phase of the selection process, shall be borne solely by
RESPONDENT.
010 - RESTRICTIONS ON COMMUNICATION
RESPONDENTS are prohibited from communicating with: 1) CENTER Board of Trustees regarding the RFP or
Proposals from the time the RFP has been released until the contract is posted as an agenda item; and 2)
CENTER employees from the time the RFP has been released until the contract is awarded. These restrictions
extend to "thank you" letters, phone calls, emails and any contact that results in the direct or indirect discussion of the
RFP and/or Proposal submitted by RESPONDENT. Violation of this provision by RESPONDENT and/or its agent
may lead to disqualification of RESPONDENT'S Proposal from consideration.
Exceptions to the Restrictions on Communication with CENTER employees include:
RESPONDENTS may submit written questions concerning this RFP to the staff listed below until 12:00 P.M. Central
Standard Time (CST) on April 8, 2026. Questions received after the stated deadline will not be answered. All
questions shall be sent by e-mail to:
Chelsey Turner
Contract Administrator
Center for Health Care Services
CTurner@chcsbc.org (Carbon Copy Contracts@chcsbc.org)
Questions submitted and the CENTER'S responses will be posted to the CENTER'S website.
CENTER reserves the right to contact any RESPONDENT to negotiate if such is deemed desirable by CENTER. Such
negotiations, initiated by CENTER staff, shall not be considered a violation by RESPONDENT of this section.
011 - EVALUATION OF CRITERIA
The CENTER will conduct a comprehensive, fair, and impartial evaluation of all Proposals received in response to this
RFP. The CENTER may appoint a selection committee to perform the evaluation. Each Proposal will be analyzed to
determine overall responsiveness and qualifications under the RFP. Criteria to be evaluated may include the items listed
below. The CENTER may also request additional information from RESPONDENTS at any time prior to final approval of a
selected RESPONDENT. The CENTER reserves the right to select one, or more, or none of the RESPONDENTS to
provide services. Final approval of a selected RESPONDENT is subject to the action of the CENTER'S Board of Trustees.
8 of 23

It should be understood that while the total score is a significant factor, the CENTER reserves the right to consider other
factors in making a final selection.
Evaluation criteria:
Experience, Background, Qualifications - 35 points
Proposed Plan - 40 points
Price Schedule - 15 points
Local Business - 5 points
5 evaluation points will be awarded for a business with a headquarters or office located within Bexar County.
Veteran-Owned Small Business (VOSB) - 5 points
5 evaluation points will be awarded for a small business that is owned and operated by veterans and certified as
VetHUB-vendor by the Texas Comptroller.
012 - AWARD OF CONTRACT AND RESERVATION OF RIGHTS
The CENTER reserves the right to award one, more than one or no contract(s) in response to this RFP.
The contract, if awarded, will be awarded to the RESPONDENT(S) whose Proposal(s) is deemed most advantageous to
CENTER, as determined by the selection committee, upon approval of the CENTER'S Board of Trustees.
The CENTER may accept any Proposal in whole or in part. If subsequent negotiations are conducted, they shall not
constitute a rejection or alternate RFP on the part of CENTER. However, final selection of a RESPONDENT is subject to
CENTER'S Board of Trustees approval.
The CENTER reserves the right to accept one or more Proposals or reject any or all Proposals received in response to
this RFP, and to waive informalities and irregularities in the Proposals received. CENTER also reserves the right to
terminate this RFP, and reissue a subsequent solicitation, and/or remedy technical errors in the RFP process.
The CENTER reserves the right to reject, for any reason and at its sole discretion, in total or in part, any and/or all
Proposals, regardless of comparability of price, terms or any other matter, to waive any formalities, and to negotiate on
the basis of the Proposals received for the most favorable terms and best service for the CENTER. If a RESPONDENT is
selected, the RESPONDENT will be required to execute a contract. If CENTER funding is materially decreased during the
contract term, the contract may be amended and/or terminated.
No work shall commence until CENTER signs the contract document(s) and RESPONDENT provides the necessary
evidence of insurance as required in this RFP and the contract. Contract documents are not binding on CENTER until
approved by the CENTER'S General Counsel. In the event the parties cannot negotiate and execute a contract within the
time specified, CENTER reserves the right to terminate negotiations with the selected RESPONDENT and commence
negotiations with another RESPONDENT.
This RFP does not commit the CENTER to enter into a contract, award any services related to this RFP, nor does it
obligate the CENTER to pay any costs incurred in preparation or submission of a Proposal or in anticipation of a contract.
If selected, RESPONDENT will be required to comply with the Insurance and Indemnification Requirements established
herein.
If selected, RESPONDENT shall, at its own expense, conduct criminal background checks on all personnel and
subcontractors assigned to provide services on CENTER property. The background checks must satisfy the requirements
of the CENTER'S licensing and regulatory agencies. Proof that such checks have been conducted will be provided by the
CONTRACTOR to the CENTER upon request.
The successful RESPONDENT must be able to formally invoice the CENTER for services rendered. Invoices shall be
issued on a time and material basis for services rendered. The CENTER will pay invoices within thirty (30) days of receipt
(commercial credit) only after services have been performed. The CENTER is a tax-exempt entity.
9 of 23

Independent Contractor. RESPONDENT agrees and understands that, if selected, it and all persons designated by it to
provide services in connection with a contract, are and shall be deemed to be independent contractors, responsible for
their respective acts or omissions, and that CENTER shall in no way be responsible for RESPONDENT'S actions, and
that none of the parties hereto will have authority to bind the others or to hold out to third parties, that it has such authority.
013 - SCHEDULE OF EVENTS
Following is a list of projected dates/times with respect to this RFP:
RFP Release Date: March 17, 2026
Pre-Submittal Conference 2:30 P.M. CST on March 31, 2026
Final Questions Accepted: 12:00 P.M. CST on April 8, 2026
Proposal Due: 12:00 P.M. CST on April 23, 2026
014 - INSURANCE REQUIREMENTS
If selected to provide the services described in this RFP, RESPONDENT shall be required to comply with the insurance
requirements set forth below. The insurance requirements are non-negotiable and should be adhered to; however, if the
RESPONDENT proposes other insurance limits, the CENTER reserves the right to waive or reduce the requirements and
to accept any advantages deemed beneficial to the CENTER and its consumers. It is the CENTER'S intent to evaluate
Proposals, in order to achieve the best value for CENTER employees and operations.
INSURANCE
Prior to the commencement of any work under this contract, RESPONDENT shall furnish copies of all required
endorsements and completed Certificate(s) of Insurance to the CENTER'S Contracting & Procurement Division, which
shall be clearly labeled "AI Clinical Documentation Assistance Tool" in the Description of Operations block of the
Certificate. The Certificate(s) shall be completed by an agent and signed by a person authorized by that insurer to bind
coverage on its behalf. The CENTER will not accept a Memorandum of Insurance or Binder as proof of insurance. The
Certificate(s) must have the agent's signature and phone number, and be mailed, with copies of all applicable
endorsements, directly from the insurer's authorized representative to the CENTER. The CENTER shall have no duty to
pay or perform under this contract until such certificate and endorsements have been received and approved by the
CENTER'S Contracting & Procurement Division. No officer or employee, other than the CENTER'S Sr. Director of
Compliance & Systems Support, shall have authority to waive this requirement.
The CENTER reserves the right to review the insurance requirements of this Article during the effective period of this
contract and any extension or renewal hereof and to modify insurance coverage and their limits when deemed necessary
and prudent by CENTER'S Sr. Director of Compliance & Systems Support based upon changes in statutory law, court
decisions, or circumstances surrounding this contract. In no instance will CENTER allow modification whereby CENTER
may incur increased risk.
A RESPONDENT'S financial integrity is of interest to the CENTER; therefore, subject to RESPONDENT'S right to
maintain reasonable deductibles in such amounts as are approved by the CENTER, RESPONDENT shall obtain and
maintain in full force and effect for the duration of this contract, and any extension hereof, at RESPONDENT'S sole
expense, insurance coverage written on an occurrence basis, unless otherwise indicated, by companies authorized to do
business in the State of Texas and with an A.M Best's rating of no less than A- (VII), in the following types and for an
amount not less than the amount listed below:
TYPE AMOUNTS
1. Workers' Compensation Statutory Limits
2. Employers' Liability $500,000/$500,000/$500,000
3. Broad form Commercial General Liability For Bodily Injury and Property Damage of
Insurance to include coverage for the following: $1,000,000 per occurrence;
a. Premises operations $2,000,000 General Aggregate, or its
b. Independent Contractors equivalent in Umbrella or Excess Liability
c. Products/completed operations Coverage
d. Personal Injury
e. Contractual Liability
f. Damage to property rented by you
10 of 23