When is the submission deadline?

Submissions are due June 26, 2026. Questions must be submitted by March 26, 2026.

What is the budget for this RFP?

Settle estimates the budget at $5,000,000 – $15,000,000. The issuer has not published an official figure.

It was issued by Department Of Health Services. The work is located in United States; Madison, Wisconsin, United States.

Who is a good fit for this opportunity?

Experienced project management firm with expertise in government healthcare IT projects. Strong background in Medicaid Management Information Systems (MMIS) and MES frameworks. Capable of managing multiple vendors and complex portfolios. Certified PMO professionals and technical advisory expertise. Prior experience working with state or federal government agencies.

Enterprise Project Management Office Service (Due June 26, 2026)

The State of Wisconsin is seeking a vendor to provide enterprise-level project management office services for its Medicaid Management Information System portfolio, including oversight of projects, certifications, and technical advisory support.

Vendor must not hold current contracts with DHS listed in Table 3 (MMIS, System Integrator, Medicaid Data Warehouse, Program Integrity, CARES, Care Management).
Vendor must not have assisted DHS in the development of the E-PMO RFP.
Vendor must not supply or subcontract professional services or solution support for Medicaid MES or Eligibility & Enrollment systems and applications to DHS.
Vendor or subcontractors must have at least three years of experience within the past five years successfully managing a project comparable in scope and magnitude to the services outlined in this solicitation, especially related to MES Portfolio Management, MES Project Management, APD Management Support, MES Certification Management, and Technical Advisory Services.
Vendor must comply with all federal, state, and local laws, ordinances, regulations, and DHS work rules.
Vendor must utilize DHS templates when available, or facilitate creation of new ones.
Vendor must update the DHS-provided Training Plan within 45 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor must update the DHS-provided Documentation Management Plan within 30 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor must utilize State-managed tools and systems (Microsoft project and portfolio management solution, OnBase) as document repositories for all E-PMO documentation.
Vendor must store non-proprietary documentation in the appropriate DHS-managed repository within two business days of creation.
Vendor must plan, schedule, and facilitate all meetings that oversee E-PMO services and, at DHS's discretion, MES workgroups and activities.
Vendor must prepare and distribute meeting agendas and documents at least two business days before meetings.
Vendor must publish meeting minutes, decisions, and action items no later than two business days after meetings.
Vendor must update the DHS-provided Enterprise Communication Management Plan within 45 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor must administer the E-PMO contract per requirements and terms and conditions.
Vendor must cooperate with any current or future DHS Independent Verification & Validation (IV&V) Vendors.
Vendor must update the DHS-provided Contract Management Plan within 30 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor must comply with the invoicing and payment schedule and immediately correct/reissue incorrect invoices.
Vendor must provide E-PMO services during DHS's standard working hours (Monday-Friday, 8:00 a.m. to 5:00 p.m. Central Time).
Vendor must be solely responsible for administrative support and office materials/furniture for its staff.
Vendors and their Subcontractors are prohibited from performing E-PMO services or storing data outside the contiguous United States.
Vendor must assume dedicated workspace will be off-site and ensure staff can complete services without on-site workspace/furniture.
Vendor must supply and maintain all necessary equipment for its contracted employees.
All equipment and software utilized by Vendor must adhere to IT security practices, specifications, and standards, including DHS and DET policies.
Vendor must access State's systems and IT infrastructure using a Virtual Desktop Infrastructure (VDI) Solution provided by the State.
Vendor must meet minimum specifications for hardware and software to run VDI Solutions.
Vendor must comply with State Network Access policy and not update endpoint service configuration without written permission.
Vendor must comply with State's Identification and Authentication Policy and Standard, including Multifactor Authentication (MFA).
Software purchase requests must be approved and purchased by the State, with Vendor working with the State to develop a plan.
Vendor must comply with the State's equipment refresh cycle.
Vendor must facilitate software license tracking and renewals using State-defined tools.
Vendor must obtain prior approval for any additional tools not pre-installed on the State's provided VDI solution.
Vendor must cooperate with DHS to maintain a safe and secure facility and site, including providing staff lists upon request.
Vendor must adhere to requirements for State-provided laptops or other equipment, including inventory maintenance, exclusive use, VPN/MFA for connections, incident reporting for loss/theft, and return of equipment.
Vendor must submit all deliverables and artifacts directly to the DHS Enterprise Document Management System (EDMS) for review and approval.
Vendor must provide deliverables that adhere to a pre-approved Deliverable Expectation Document (DED).
Vendor must update the DHS-provided Quality Management Plan (QMP) within 30 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor must provide DHS with ongoing access to Vendor staff with authority to negotiate Contract modifications.
Vendor must submit an Issue Notification Plan for DHS’s approval within 30 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor must make necessary updates to the DHS-provided Turnover and Closeout Management plan within 120 business days of contract effective date and update annually.
Vendor must make necessary updates to the DHS-provided Education and Knowledge Transfer Plan within 120 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor staff must pass all DHS-required trainings.
All Vendor staff utilized must be located within the contiguous United States.
Vendor must maintain staff schedules for all off-site staff based upon the Central time zone.
Vendor must provide a Staffing Management Plan (SMP) for DHS approval within 30 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor must maintain an online resource management solution available to DHS staff.
Vendor must fill vacant Key Staff positions with DHS-approved, qualified staff within 45 business days of a vacancy.
Vendor must notify DHS within one business day of the replacement, reassignment, resignation, or termination of any staff.
Vendor must conduct a routine criminal background investigation for all new hires and follow-up investigations.
Vendor must ensure vacant non-key staff positions are filled within 45 business days of a vacancy or DHS request.
Vendor must replace or reassign Key and Non-Key staff assigned to the Wisconsin E-PMO at the request of DHS.
Vendor must ensure MES Portfolio Management Services are aligned with DMS’s MES strategic planning, CMS's MITA framework, DMS project priorities, Industry Standards, and DMS’s approved Project Management Methodologies/Standards, Processes, Procedures, Roles and Responsibilities, and Tools.
Vendor must facilitate and participate in portfolio management activities for MES modules.
Vendor must facilitate and coordinate the implementation and maintenance of policies, processes, and procedures required to approve, direct and control all MES projects.
Vendor must facilitate and coordinate the Long-Term Care Technical Workgroup and the Data Management Workgroup.
Vendor must update the DHS-provided DMS Portfolio Management Plan within 45 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor must facilitate the maintenance of information stored in the DMS Portfolio Management Tools (e.g., Microsoft Project Web App, Microsoft Project Online).
Vendor must work with MES Vendors and DHS to update and facilitate MES vendor adherence with the existing MES Program/Project Governance Structure.
Vendor must update the DHS-provided Program/Project Governance Plan within 45 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor must be responsible for the development, delivery, and support of all required MES program and legislative reporting activities.
Vendor must provide support, ongoing customization, and maintenance of state-owned and hosted project/portfolio management applications (Microsoft Planner, Microsoft Project Web App/Online, Microsoft Power BI, Microsoft SharePoint).
Vendor must align its MES project management services with Industry Standards (PMBoK), Program and Project management and SDLC methodologies, DMS’s MES portfolio management, DMS’s MES strategy management, DMS’s MES program/project governance, MITA, and Outcomes-based Streamlined Modular Certification (SMC).
Vendor must ensure project management methodologies are flexible enough to incorporate MES Vendor inputs.
Vendor must provide day-to-day project task and phase management for all assigned projects.
Vendor must provide staff to fill Project or Program Manager roles at the request of DHS.
Vendor must use project management and SDLC methodologies/standards, processes, procedures, and tools based on project characteristics for each project.
Vendor must ensure project control systems are in place and track/report project status weekly or as agreed.
Vendor must facilitate, coordinate, manage, and document MES procurement activities for systems within the MES.
Vendor must produce Industry Standard Project Deliverables including Project Templates, Project Management Plans, and Status Updates.
Vendor must provide support to DHS APD Coordinators to assist with implementing and maintaining MES and CARES planning, implementation, and operations APDs.
Vendor must comply and align its APD Management services with relevant federal regulations (45 CFR 95, 42 CFR 433, 7 CFR 277.18), CMS guidance, SMM, MITA, Streamlined Modular Certification, DMS’s MES portfolio management and strategy, and DMS’s approved project management methodologies.
Vendor must monitor changes and/or revisions in Federal requirements that could impact Federal funding availability.
Vendor must consult with DHS project teams when proposed changes to DHS projects may impact Federal funding.
Vendor must support DHS efforts to identify APD opportunities, update APDs, develop/maintain APD process, minimize duplication, and ensure alignment.
Vendor must work with DHS APD Coordinators to integrate APD project and financial information into DHS tracking systems.
Vendor must work with DHS APD Coordinators to develop a process to independently monitor and report DHS staff time allocation in APDs.
Vendor must collaborate with DHS staff involved in the APD process to streamline and expedite information exchange.
Vendor must participate in meetings with DHS and CMS at the request of DHS.
Vendor must align its CMS Certification Management services and ensure compliance with 42 CFR, Part 433, CMS guidance, SMM, MITA, Streamlined Modular Certification, CMS sub-regulatory guidance, State’s SDLC, DMS’s MES portfolio management and strategy, and DMS’s approved project management methodologies.
Vendor must coordinate and manage ongoing MES Certification work/processes.
Vendor must coordinate and manage the MES Certification process for any future MES modules or projects (staff augmentation).
Vendor must work closely with DHS, other MES Vendors, and CMS to develop and maintain Streamlined Modular Certification Required Artifacts.
Vendor must establish and maintain module-specific certification work plans and distribute a schedule of certification activities.
Vendor must update the DHS-provided Certification Management Plan (CMP) within 45 business days of contract effective date, implement within 15 business days of approval, and update annually.
Vendor must coordinate the Payment Error Rate Measurement (PERM) program (staff augmentation).
Vendor must coordinate and execute the Medicaid Information Technology Architecture (MITA) State Self-Assessment (SS-A) process (staff augmentation).
Vendor must coordinate and manage CARES enterprise technical architecture work.
Vendor must coordinate and manage CARES technology portfolio management activities.
Vendor must coordinate and manage CARES vendor services and technical operations management work.

$5,000,000 – $15,000,000

March 12th, 2026: Date of issue of the solicitation - Posted to eSupplier Portal

March 17th, 2026: Intent to Respond (Optional)

March 26th, 2026: Written Questions Due

April 2nd, 2026: Responses to Questions Posted on eSupplier Portal - Estimated

June 26th, 2026: Proposals Due

November 17th, 2026: Notification of Intent to Award - Estimated

September 1st, 2027: Contract Start Date - Estimated

Primary procurement contact — name, title, email, and phone

Additional decision-makers and their departments

The government authority in Wisconsin seeks a vendor to provide Enterprise Project Management Office (PMO) services. The selected firm will be responsible for managing the Medicaid Management Information System (MMIS) project portfolio, coordinating with various vendors who bring distinct governance and management methodologies.

Key responsibilities include overseeing MES portfolio and project management, administration of the Advance Planning Document (APD) process, MES certification management, and providing technical advisory services. With several new vendors involved, the complexity of the portfolio requires experienced PMO leadership to ensure effective management and alignment with organizational objectives.

Enterprise Project Management Office Service

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