1-H25-25-150 EHR RFP FP11182025.pdf

COOK COUNTY HEALTH (CCH)

REQUEST FOR PROPOSAL

(RFP) NO. H25-25-15

FOR

ELECTRONIC HEALTH RECORD (EHR) SOLUTION

GENERAL DESCRIPTION: CCH seeks to acquire a fully integrated Electronic Health Record (EHR) solution that offers a single, standardized instance across all CCH facilities, supporting consistent workflows, terminology, and processes. The system must provide end-to-end functionality covering the full patient journey – from registration through clinical care, discharge, billing, and payment remittance – while also ensuring seamless integration with critical operational components such as throughput and patient flow.

Date Issued: November 18, 2025

Pre-Proposal Conference: Non-Mandatory Pre-Proposal Meeting

Date: December 3, 2025 Time: 10:00 AM Central Time Web Link: Join the meeting now

Vendor Questions:

Questions regarding this RFP must be submitted in Bonfire no later than December 5, 2025, by 2:00 PM Central Time

Proposal / Response Due Date:

Proposals are due no later than 2:00 PM Central Time on January 23, 2026

Proposal must be uploaded to:

https://cookcountyhealth.bonfirehub.com/portal/?tab=openOpportunities

LATE PROPOSALS WILL NOT BE CONSIDERED

COOK COUNTY HEALTH

Erik Mikaitis, M.D. Charles A. Jones

Chief Executive Officer Chief Procurement Officer https://nam12.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_NWY0ZDU5ZGQtM2I4YS00Nzk1LThjMjMtNTNmYTVlMjVmOTA4%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25223b922295-e886-417f-aaa8-4e4c4f069d82%2522%252c%2522Oid%2522%253a%252218329dc6-9ee3-4d77-a189-c62b5181f3dd%2522%257d&data=05%7C02%7Cjacoby.radford%40cookcountyhhs.org%7C994ed3fb7f534f75d69c08de26bf8d5a%7C3b922295e886417faaa84e4c4f069d82%7C0%7C0%7C638990801300940523%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=1Zsi2q%2BwSjrl2e3Z%2B165cBfwwe%2B0Eq7RRkkL%2FMrkU58%3D&reserved=0

H25-25-150 RFP for EHR Solution 1

Contents

1. Hospital System Background

1.1 Cook County Health

1.2 Planning and Volume Statistics

2. Purpose

2.1. Business Goals and Objectives

2.2. Term of Services

2.3. Basis of Award:

3. Schedule

4. Scope of Services

4.1. Scope of Work Requirements

4.2. Information Systems Environment

5. Minimum Qualifications

6. Submission of Proposal

6.1. Instructions for Submission

6.2. Submission Requirements

6.2.1. Cover Letter

6.2.2. Executive Summary

6.2.3. Proposed Software/Technology Summary

6.2.4. Proposed Plan of Action, Implementation and Solution

6.2.5. Information Technology Security Interrogative

6.2.6. Key Personnel

6.2.7. MBE/WBE Participation

6.2.8. Price Proposal

6.2.9. Financial Profile

6.2.10. Insurance Requirements

6.2.11. Contract, Master Service Agreement (MSA)

6.2.12. Economic Disclosure Statement

6.2.13. Addenda Acknowledgement

7. Evaluation and Selection Process

7.1. Proposal Assessment

7.2. Evaluation Process

7.3. Selection Process

7.4. Consideration for Contract

8. General Evaluation Criteria

8.1. Responsiveness of Proposal

9. Instructions to Proposers

9.1. Availability of Documents

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9.2. Pre-Proposal Conference (if Applicable)

9.3. Clarifications and Inquiries

9.4. Submitting the Proposal Package

9.5. Uniformity

9.6. Proposal Material

9.7. Addenda

9.8. Cook County Health RFP Format

9.9. Pricing

9.10. Period of Firm Proposal

9.11. Alteration/Modification of Original Documents

9.12. Cost of Proposer Response

9.13. Proposer’s Responsibility for Services Proposed

9.14. RFP Interpretation

9.15. Specifications and Special Conditions

9.16. Errors and Omissions

9.17. Confidentiality and Response Cost and Ownership

9.18. Use of Subcontractors

9.19. Awards

9.20. Cook County Health Rights

9.21. Cancellation of RFP; Requests for new or Updated Information

10. Definitions

11. List of Attachments

12. Appendix 1-Instructions for Submitting an Electronic Bid/Proposal/Qualification

H25-25-150 RFP for EHR Solution 3

1. Hospital System Background

1.1 Cook County Health

Cook County Health provides a wide range of health care services and operates the John H.

Stroger, Jr. Hospital of Cook County, a tertiary acute care hospital, and Provident Hospital of Cook County, a community acute care hospital. Cook County Health is also comprised of:

1.1.1 More than a dozen community health centers offering primary and specialty care and diagnostic services

1.1.2 The Cook County Department of Public Health (CCDPH), a certified local public health department serving most of suburban Cook County

1.1.3 Cermak Health Services of Cook County, which provides health care services to the detainees in the Cook County Sheriff’s Department of Corrections and to the residents of Cook County’s Juvenile Temporary Detention Center

1.1.4 The Ruth M. Rothstein CORE Centers, a comprehensive care center for care of HIV and other infectious diseases, and

1.1.5 County Care, the largest Medicaid managed care plan in Cook County and one of the largest managed care plans in the northeast region of the state

Cook County Health’s history and mission to care for all, regardless of the ability to pay, dates back to 1835. In that time, Cook County Health has cared for millions of people, trained thousands of providers, and conducted important research that has contributed to modern day health care. We have centers of excellence in multiple specialties, including trauma, burn and emergency care, oncology, endocrinology, and infectious disease. We have long been the safety net to the safety net when it comes to caring for the uninsured, a mission that we are proud to continue.

Cook County Health is one of the largest public health systems in the United States. As a provider of care, Cook County Health sees approximately 300,000 unique patients annually through more than 1 million outpatient visits and more than 20,000 admissions, including 77,000 detainees at Cook County Department of Corrections and residents of the Juvenile Temporary Detention Center. We are the largest provider of HIV care in the Midwest and one of the largest in the nation. On an average day, Cook County Health fills nearly 20 times as many outpatient prescriptions than the average commercial pharmacy. The CCDPH is a state and nationally certified public health authority serving the majority of suburban Cook County.

1.2 Planning and Volume Statistics

The data below represents the 2025 key clinical statistics for Cook County Health. This information is intended to be used as a Reference.

Key Statistics

Item Annual Statistic Number of Licensed and Staffed Beds (Inpatient+ ICU) 535 Number of Inpatient beds (non-ICU) 348 Number of ED Beds 110 Number of ICU Beds 92 Number of ICU Nursing Units 10 Number of OR and Procedure Rooms (combined) 39 Average Daily Census 340 Number of ED Visits 117,106

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Item Annual Statistic Number of Inpatient Admissions 15,997 Number of Same-Day Stays 467 Number of Inpatient Days 98,870 Number of Births 1193 Number of Ambulatory Clinic Visits 854,941 Number of Cardiology Procedures 1472 Number of Oncology Visits 6,516 Active Oncology Patients (patients receiving treatment in the last year) 1,697 Number of Radiology Exams 294,061 Number of sites where radiology exams are performed (organization total)

Number of Ophthalmology Visits 28,228 Number of Lab Tests 2,430,658 Number of Anatomic Pathology Cases 53,164 Number of Prescription Dispenses (Ambulatory Retail Pharmacy) OutPatient:499,372

All Facilities:2,429,227 Number of Professional Billing Charges (Services performed at owned or external sites)

425,000

Number of Inpatient Hospital Accounts 130,000 Number of Other Hospital Accounts (Outpatient, ED, Observation, Clinic)

392,000

Total number of employees 6,399 Total FTE equivalents 9,395 Number of Radiologists 85 Hospital medical staff, total members (organization total) 6000 Approximate number of information system concurrent users, peak times (organization total)

2. Purpose Cook County Health seeks to procure a fully integrated Electronic Health Record (EHR) solution that provides a single, standardized instance across all Cook County Health facilities, supporting consistent workflows, nomenclature, and processes. The system must deliver end-to-end functionality spanning the full patient journey – from registration through clinical care, discharge, billing, and payment remittance – while also ensuring seamless integration with critical operational elements such as throughput and patient flow.

2.1. Business Goals and Objectives

2.1.1. The selected solution must natively and reliably support clinical, operational, and revenue cycle functions to minimize reliance on external applications and reduce the need for staff to transition between disparate systems.

2.1.2. The solution must be certified under the ONC Health IT Certification Program and compliant with all Centers for Medicare & Medicaid Services (CMS) interoperability requirements, including support for Health Information Exchanges (HIEs), population health management, accountable care organizations (ACOs), and value-based care models. It should also enable the ability to reliably capture clinical quality measures, provide easy to navigate and access robust analytics and reporting tools and meet industry standard expectations for provider order entry (correct capture), clinical decision support, and physician experience measures.

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2.1.3. The new solution must enable Cook County Health to access population health insights, support regulatory and reimbursement requirements, and enable proactive risk identification – including, but not limited to, promptly alerting Cook County Health leadership to potential operational or financial risks before, during and after implementation. Ultimately, the purpose of this RFP is to secure a partner and solution that will advance Cook County Health’s mission to deliver high-quality, equitable, and efficient care to all Cook County residents.

2.2. Term of Services

2.2.1. Any contract resulting from this solicitation will have an initial term of seven (7) years with two (2) extension option periods of five (5) years from the date of execution.

2.3. Basis of Award:

The basis of award shall be to a single Proposer based on the highest rated Proposal offering the best value to Cook County Health meeting the specifications, terms, and conditions in accordance with the evaluation criteria set forth in this RFP.

3. Schedule Cook County Health anticipates the following schedule.

Description Date RFP Release Date November 18 2025 Pre-Proposal Conference December 3, 2025 Questions Submission Deadline December 5, 2025 Intent to Respond Due Date December 8, 2025 Questions Response/Consolidation Deadline December 19, 2025 Written RFP Response Due Date January 23, 2026 Analysis of Proposals January 23, 2026 – March 2, 2026 (Tentative) Vendor RFP Oral Presentation/Demos March 3, 2026 – April 17, 2026 (Tentative) Negotiations (BAFO) April 17, 2026 – May 29, 2026 (Tentative) Final Award and Notification to All Participants May 29, 2026 – June 22, 2026 (Tentative) Contract Review and Redlines TBD Agreement Execution Date TBD Tentative Effective Date of Engagement TBD

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4. Scope of Services

4.1. Scope of Work Requirements

4.1.1. End-to-End EHR functional requirements (clinical, operational, revenue cycle), including the ability to host informed consent documents, retain associated signatures, record the validity date of each informed consent form (ICF), and store these documents within the

EHR.

4.1.2. System Interoperability & Integration Expectations

The systems targeted in this proposal are the following:

Core Inpatient

Area Description (all require a method to extract/input correct and appropriate measures)

Nursing Documentation Structured capture of nursing assessments, interventions, education, and outcomes

Therapies Documentation Accurate recording of physical, occupational, and speech therapy evaluations and treatments

Medication Reconciliation Maintaining an accurate medication list across transitions of care; ability to emphasize potential medication contraindications

Care Plans Interdisciplinary goals, interventions, and patient education plans

Physician Documentation Provider notes capturing history, exams, assessment, and plan

Critical Care/ Respiratory Tools for ICU care and respiratory therapy management and documentation

Acuity Scoring patient complexity to inform staffing and workload

Order Management/CPOE Electronic ordering, routing, and tracking of tests, meds, and procedures; dashboards and decision trees for treatment pathways

Pharmacy (inpatient) Verification, dispensing, compounding, inventory, and clinical checks (drug interaction and safety checks) for meds

Health Information Management (HIM) and Chart Tracking/ Medical Record Deficiency/ Release of Information

Record completion, deficiency management, chart tracking, and release of information

E-Prescribing Bar Code Medication Administration and eMAR

Electronic prescribing, bedside barcode verification, and electronic MAR

Flowsheets Time-based tables used to record and view vital signs, intake and output, and assessments over a period of time

Decision Support (Documentation Guidance)

Integrating device data and rules to inform clinical decisions

Decision Support (Documentation Guidance)

Recommend modifications to documentation and other data entry based on data existing in the EHR

Infusion Management Programming, documenting, and monitoring IV infusions with smart pump integration

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Core Inpatient

Area Description (all require a method to extract/input correct and appropriate measures)

Care Coordination/Discharge Planning

Planning transitions, referrals, and post-acute services with the ability to print a discharge summary and appointment summary that includes medications, vitals, any follow up recommendations, orders, and directions for after care

Clinical Pathways Standardized evidence-based steps by diagnosis or procedure

Perioperative OR Management including case tracking, preference cards, implants, sterile processing

Scheduling, case tracking, supply and implant management, and sterile processing workflows

Anesthesia Information Management System

Capturing anesthesia documentation, vitals, meds, and billing data

Imaging Viewer embedded in EHR for diagnostic quality

High fidelity image viewing within the EHR for diagnostic review; EHR should be able to host quality radiology images or host a reliable connection to radiology database

Radiology Protocol Management and Appropriateness Criteria including dose tracking

Management of imaging protocols, order appropriateness, and radiation dose monitoring

Secure Handoffs and Team Messaging including SBAR

Structured secure communication for shift changes and care transitions

Education and Training Mode including student workflow and non-production practice

A separate EHR environment that allows students and staff to practice and train using simulated patient data, ensuring no impact on real patient records or production workflows

Clinical Media Capture and Management bedside photos and wound images

EHR functionality that enables secure capture, storage, and linking clinical photos to the patient’s health record to consistently measure wounds including depth as well as a method for grading wounds

Medication Inventory Management and ADC Integration Pyxis or Omnicell

Pharmacy inventory control with automated dispensing cabinet integration

Medication Decision Support

Comprehensive medication-related clinical decision support, including duplicate therapy checks, allergy screening, drug–drug interaction alerts, dose-range validation, patient-specific dosing guidance (e.g., renal or hepatic adjustments), and detection of route incompatibilities to ensure safe and appropriate medication administration.

Patient Safety Monitoring linked to informatics workflows and quality dashboards

Must support continuous capture and tracking of patient safety incidents and events, with integration into quality metrics and informatics dashboards for clinical monitoring and reporting.

Access Controls

The ability to restrict patient or family member access to designated components of the medical record to ensure patient safety, protect patient privacy, and comply with organizational policies and regulatory requirements.

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Core Inpatient

Area Description (all require a method to extract/input correct and appropriate measures)

Real time Patient Flow and Throughput visibility on unit and bed status

Live bed status and movement tracking to optimize throughput

Ambient and Dictation Documentation Support for Clinicians

Voice driven and ambient note capture integrated with the EHR that protects the patient information maintained in accordance with applicable law and Cook County Health requirements

Core Ambulatory

Area Short definition

Nursing Documentation

Rooming, vitals, assessments, and patient education capture with patient dependent rooming and assessment components based on patient history

Therapies Documentation Outpatient therapy evaluations, plans, and treatment notes

Medication Reconciliation Maintaining an accurate medication list at each visit

Medication Decision Support

Comprehensive medication-related clinical decision support, including duplicate therapy checks, allergy screening, drug–drug interaction alerts, dose-range validation, patient-specific dosing guidance (e.g., renal or hepatic adjustments), and detection of route incompatibilities to ensure safe and appropriate medication administration.

Care Plans (Case Management and Care Management)

Longitudinal plans for clinical and social needs across visits

Physician Documentation Outpatient notes with templates and problem-oriented plans

Order Management/CPOE Entry and tracking of outpatient labs, imaging, and medications

E-Prescribing

Electronic prescription generation and transmission to retail or mail-order pharmacies with automated checking for drug–drug, drug–allergy, and other contraindications prior to order completion

Urgent Care Support for episodic walk-in clinic workflows and documentation

Primary Care Clinics Support for longitudinal preventive and acute primary care

Specialty Clinics (e.g. Cardiology, Neurology, Endocrinology) Support for specialty specific content and workflows

Oncology Infusion Centers Scheduling, regimen management, chair management, and infusion documentation

Dialysis Centers (Inpatient and Jail) Orders, treatments, flowsheets, and reporting for dialysis services

Care Coordination/Discharge Planning Planning transitions, referrals, and post-acute services with the ability to print a discharge summary and appointment summary that includes

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Core Ambulatory

Area Short definition medications, vitals, any follow up recommendations, orders, and directions for after care

Public Health Clinics (e.g. Immunization, TB, STD)

Program-specific documentation that supports standardized workflows for immunizations, health screenings, and disease reporting to public health agencies

Maternal & Child Health/OB-FYN Clinical Prenatal, obstetric, and pediatric ambulatory workflows

Pain Management Clinics Controlled substance workflows, risk screening, and procedure documentation

Access Controls

The ability to restrict patient or family member access to designated components of the medical record to ensure patient safety, protect patient privacy, and comply with organizational policies and regulatory requirements.

Health Information Management (HIM) and Chart Tracking/ Medical Record Deficiency/ Release of Information

Functionality to monitor and manage ambulatory chart completion, automatically identify and notify users of documentation deficiencies, and provide tools to tag records for streamlined release of information

Immunization Registry Bidirectional exchange with state or regional vaccine registries

Referral Management and Closed Loop Referrals, internal and external

Tracking referrals through scheduling and documented completion

Telehealth and Remote Patient Monitoring for Ambulatory Care

Ability to securely and safely host telehealth virtual visits, including documenting informed consent, device data ingestion, and monitoring programs for remote care with reliable data entered into the record

Clinical Pathways and Protocols for chronic disease and preventive care

Standardized outpatient care guidelines built into dashboard and decision trees and reminders to providers for follow up care and patients

Visit Analytics and Note Completion Status provider view inside EHR

Provider dashboard that identifies documentation status and requires and tracks turnaround times with red flags and automatic access triggers for deadlines

Revenue Cycle

EMPI Enterprise Master Patient Index for identity matching and merging data

Registration Input of demographics, insurance information, and patient consents

ADT

Admission, discharge, and transfer movement tracking of patient location and status throughout the care continuum

Bed Management Bed assignment, placement, and housekeeping status

Enterprise Scheduling Central scheduling for clinics, procedures, and resources

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Revenue Cycle

Area Short definition

Hospital Billing Facility claims generation, edits, and remittance posting

Professional Billing Physicians claim management and reconciliation based on then current coding rules and guidelines

Research Billing Identification, separation for research related charges; and compliance with research budget

Outreach Reference Lab Billing Billing for reference laboratory client services

Document Management Imaging and indexing of registration and billing documents

Electronic Claims and Remittance Submission of electronic claims and remittance processing to appropriate payors

Insurance Eligibility Real time eligibility and benefits verification Advanced Accounts Receivable and Patient Access Reporting

Analytics for collections, denials, and front-end performance

Patient Kiosk Self-service check-in, forms, and payments

Single Billing Office

Consolidated approach to patient billing that generates unified statements for all services received across the health system and centralizes billing inquiries and payment processing through a single service center

Prior Authorization Management, clinical and financial

Tracking and obtaining medical and benefit authorizations, including method by which such authorizations are maintained in the patient’s record

Corrections

Electronic Appointment Requests via corrections approved tablet with nursing review

A secure process that allows inmates to request medical appointments using a corrections-approved tablet or computer, with each request reviewed and scheduled by nursing staff

Corrections Reporting and Analytics intake screening, communicable disease, chronic disease prevalence

Dashboards for monitoring population health metrics and meeting regulatory, accreditation, and public health reporting requirements within the corrections environment

Care Coordination with External Providers and HIE for transfer and post release follow up

Secure information exchange to support transfers and reentry from release and document recommended follow up

Oral Health

Dental Clinical Documentation including tooth and mouth diagrams

Charting of tooth analysis/observations and documentation of oral findings

Dental Imaging and Radiographs intraoral and panoramic and CBCT

Capture and viewing of dental x rays and cone beam CT

Dental Treatment Planning and Protocols multi visit planning

Sequenced treatment plans with cost and time estimates-ability to print easily for patients

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Oral Health

Area Short definition

Dental Worklist and Scheduling management and recall

Identification of equipment and item recalls and implementation of recall needs, chair management, and visit worklists

Dental Decision Support drug interaction checks and prophylaxis reminders

Alerts for drug interactions, prophylaxis, and contraindications

Dental Billing and Revenue Cycle CDT coding and prior authorization

Accurate capture of claims using appropriate CDT codes, eligibility, and authorizations

Dental Patient Portal education materials and plan visibility

Patient access to plans, education, and payment information/estimates

Medical Dental Integration shared history and chronic disease linkage

Shared records connecting oral and whole body health data

Dental Patient Safety and Quality tracking including sedation safety

Monitoring and documentation of all adverse events, sedation activity, and compliance with dental board regulations, sedation safety standards, and accreditation or public health reporting requirements

Dental Reporting and Population Oral Health outcomes and disparities

Ability to easily extract analytics on oral health metrics, including equity factors

Mobile and Community Dental Access school and mobile clinics

Interoperability for remote dental sites, outreach clinics, and other non-facility based dental care.

Tele dentistry and Virtual Care triage and follow up

Ability to connect, host, and securely provide for remote consultations, imaging review, and follow up

Support Departments and Specialty Areas

Area Short definition

Laboratory: General Ability to enter, track, and complete orders, results, analyzers (instruments for processing samples); and support laboratory quality management

Laboratory: Anatomic Pathology Mechanism to track bio-specimens, histology, and pathology reporting

Laboratory: Blood Bank

Transfusion management, ability to enter and track blood compatibility testing, and inventory of blood units-automatic trigger ability to note what supplies are running low

Laboratory: Microbiology

Ability to create and maintain culture workflows, susceptibility testing, and reporting results to ordering provider in timely manner with automatic generated message and flags on charts that results are ready

Radiology/ Imaging (Inpatient and Ambulatory)

Order input, management and triage of needs, modality workflows, and report distribution to providers in timely manner with automatic generated message and flags on charts that results are ready

PACS Integration Image storage and retrieval connected to the EHR and viewers

Retail Pharmacy Outpatient dispensing mechanisms, including point of sale, and claims adjudication

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Areas

Area Short definition

Dental

Linkage to Cook County Health’s existing dental systems and, when applicable, interoperability with external dental provider systems to support clinical care and revenue cycle workflows

Patient Portal/ Personal Health Record Patient access to records, messages from care team, and self-service to schedule appointments, access bills and payment information

Provider Portal Secure provider access to appropriate results, images, and provider communication

Labor and Delivery

Obstetric documentation for all encounters, fetal monitoring results and notes, and delivery summaries; generation of authorized bands for infant, mom, and other; ability to identify mothers who are electing Safe Haven designation for infant and immediate identification and ability to permanently “un-link” mom and baby records.

Post Partum Maternal and newborn post-delivery documentation and suggested follow up

Medical Oncology (Inpatient and Ambulatory)

Documentation of chemotherapy and/or radiation orders, established treatment pathways, safety notes and automatic triggers for safety considerations, and outcomes tracking

General Medicine, Surgery and Anesthesiology

Specialty based content and dashboards, including decision trees, and workflows for hospital-based services

Cardiology Input, documentation related to cardiac diagnostics, procedures, and structured reporting of results and necessary tests, etc. to providers

Infection Control Surveillance of identified patients, automatic alerts for communicable diseases, and automatic regulatory reporting for certain infections

Behavioral Health Mental health encounter documentation, care plans, and appropriate walls and requirement to break the glass for access to records

Employee/Occupational Health Maintenance of employee health records, vaccinations, and screening participation

Nephrology/Dialysis Documentation of Dialysis orders, necessary treatments, standard treatment methodology, and tracking of systems results

Quality and Performance Improvement Ability to reliably access and pull measurement of multiple data points, audits, and improvement project tracking

Corporate Compliance/ Privacy

Ability to link to Policies, ability to access valid information for audits, ability to identify certain records as “Break The Glass” to prevent unauthorized access of records; ability to implement and track informed consent, and privacy monitoring of access to records and generation of disclosure records

Emergency Department (Tracking and Documentation)

ED triage, tracking of patients and throughput, input of orders, and encounter documentation

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Areas

Area Short definition

Level 1 Trauma Trauma activation workflows, access to registries, and documentation of encounters/treatment, including all body system notes tools

Intensive Care Unit (ICU) Documentation and dashboards related to ICU monitoring, input and order management and timing/tracking, and appropriate charting and noting

Coronary Care Unit (CCU) Specialized cardiac critical care workflows

Neonatal Intensive Care Unit (NICU) Newborn ICU documentation of all care and treatment and growth monitoring

Pediatric Intensive Care Unit (PICU) Pediatric critical care content, encounter charting, ordering, and dosing support based on standards of care

Intermediate/Step Down Unit Progressive care monitoring and documentation, including orders and tracking

Burn Unit Burn assessment tools based on standard of care, flowsheets, and graft tracking mechanisms

Palliative Care Unit

Charting and notes to include Goals of care, symptom management, and advance care planning;

parameters to identify whether patients qualify for inpatient hospice acre

Jail Health Services EHR full functionality for detainee patient care

Juvenile Detention Health Services Pediatric correctional health workflows

Court-Mandated Behavioral Health

Documentation and reporting for court ordered treatment including linkage and requirement that a Court Order is attached and has been verified as appropriate by Legal/Risk

Social Work Services

Ability to chart in appropriate area of record Psychosocial assessments, referrals, and resource tracking; ability to mark certain information as private

Nutrition and Dietetics Diet orders, assessments, and patient education;

ability to mark certain information as private from patient

Respiratory Therapy

Documentation and management of ventilator settings, administration of respiratory treatments (such as oxygen therapy and nebulization), and recording of patient respiratory assessments within the EHR

Research Units/Clinical Trials

Ability to identify patients on research protocols, keep research information confidential; identify required treatments in accordance with research Protocol; ability to electronically sign and maintain and retain consents, and accurately capture study data and share only approved study data with research systems such as Red Cap

Transplant Information System Ability to correctly maintain information on patients on an organ waitlist, including all factors required for matching, and transplant episode tracking

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Areas

Area Short definition

Ophthalmology Information System Eye exam documentation, imaging, and surgical scheduling; required workflows and all encounter capabilities

Population Health and Value Based Care Integration of managed care rosters and claims for management of total Cook County Health population

Medicaid County Care Platform Identification of enrollment, authorization management, and quality measures for Medicaid plans

Health Information Exchange (HIE) Capability/Interoperability

Standards based data exchange across authorized organizations

Patient Flow Solution: Patient Transport, Bed/Census Management, and Environmental Services

Logistics coordination for transport, bed turnover, and cleaning

Call Tracking/Nurse Triage Nurse advice line documentation of calls and ability schedule appointments

Patient Acuity System (Nurse Scheduling) Staffing assignment guided by patient complexity

Remote Monitoring and Telehealth Remote tracking and documentation of home monitoring devices and virtual visit integration

Support for Mobile Devices Secure mobile access to authorized records, ability to place and review orders, and workflows for clinicians

Support for In-House Patient Education and Entertainment

Bedside education content and entertainment systems

Analytics

Analytics

The ability to aggregate, analyze, and report on clinical, financial, and operational data across Cook County Health to support decision-making, performance monitoring, and regulatory reporting

Population Health Management

Analytics that support patient risk stratification, identification of care gaps, and attribution of patients to providers or care teams for population health initiatives

Dashboard and Reporting Capability Role based visualizations and scheduled reports

Clinical/Financial Data Warehouse (EDW) Central repository for analytics and integration

Revenue Cycle Analytics

Analytics and reporting tools that provide insights into claim denials, payment collections, and charge capture processes to support revenue optimization and financial performance monitoring

Data Mining, Reporting and Quality Outcomes

Advanced queries to system to facilitate and analyze outcomes and performance

Regulatory and Quality Reporting:

Meaningful Use, PQRS, and PCMH Reporting

Certified extracts and submissions for various regulatory programs and business needs

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Analytics

Area Short definition Predictive Analytics and Risk Stratification readmissions and chronic disease

Ability to rely on existing Models and create new models to predict events and prioritize outreach

Provider Productivity and Workload Analytics

Ability to accurately track RVU, panel size, and throughput metrics

Social Determinants of Health Analytics and Community Resource Tracking

Capture and analysis of nonclinical risk factors and resources

Patient Safety (SAFE) and Outcomes Tracking, incident reporting, and dashboards including "real-time" or alert functionality to immediately notify providers of patients who require specific interventions, additional monitoring, two-person entry, or other safety-related protocols

History of Violence workflows: Comprehensive capabilities to identify, flag, monitor, and support the management of patients with a history or risk of violence.

Advanced Analytics and AI ambient, NLP, and model integration

Natural language processing and embedded models in workflows

Data Governance and Master Data Management identity and data quality

Stewardship, standards, and identity management for quality data

EHR Vendor Hosting

Area Description

EHR Vendor Hosting Hosting models and managed services for the EHR platform

Vendor/Remote Hosting of EHR applications

Vendor-operated infrastructure and application management

Disaster Recovery and Business Continuity for EHR environments

Redundant environments, backups, and recovery procedures

4.1.3. Hosting (SaaS/cloud vs. on-prem)

4.1.3.1. Cook County’s preference is to have an EHR that is vendor-hosted in the cloud

4.1.3.2. Describe your hosting methods and architecture

4.1.3.3. Data Residency requirements should be hosted in the USA, and compliant with all applicable laws, rules, and regulations standards for data storage, and must be HIPAA Compliant

4.1.3.4. Uptime Availability 24/7/365 (366 in leap years)

4.1.3.5. Disaster recovery/redundancy requirements/ Grandfather/Father/Son

4.1.3.5.1. Describe your disaster recovery and backup processes, methods, and setup.

Include RTO (Recovery Time Objective); RPO (Recovery Point Objective), along with Architecture / Infrastructure

4.1.4. Implementation (data migration, training, at-the-elbow support)

4.1.4.1. Phased implementation by location or Big Bang approach

4.1.4.1.1. Describe in detail the implementation options.

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4.1.4.2. Legacy data migration from Cerner (structured + unstructured data)

4.1.4.2.1. Structured and Unstructured- Vendor should offer options for migration and provide former client feedback and process of optimization along with a suggested migration strategy

4.1.4.3. Training model (train-the-trainer, e-learning, at-the-elbow)

4.1.4.3.1. Training models should provide for all methods mentioned

4.1.4.4. Change management plan expectations

4.1.4.4.1. Include a Software Change Management Plan as part of the implementation

4.1.5. Reporting & Analytics (clinical quality, operational, regulatory)

4.1.5.1. Provide a comprehensive catalog of all standard reports included with the solution

4.1.5.2. Provide a complete list of all reporting and analytics tools, indicating which are native to the product and which are third-party integrations

4.1.5.3. Built-in dashboards for quality measures for accrediting and certification agencies and entities (payers and government), Joint Commission

4.1.5.4. Population health and risk stratification

4.1.5.5. Operational reporting (ED throughput, bed management)

4.1.5.6. Revenue cycle reporting (denials, collections)

4.1.5.7. Self-service tools (SQL, Tableau, Power BI connectors)

4.1.6. Contract Performance Review (metrics, quarterly reporting)

4.1.6.1. Vendor must provide monthly/quarterly performance reports

4.1.6.2. Metrics to include uptime %, SLA compliance, training completion, implementation milestones, ticket volumes, and resolution times

4.1.6.3. Quarterly business review with (insert applicable leader titles)

4.1.6.3.1. CEO, CMO, CNO, CIO, CMO- ACHN, COO as examples

4.2. Information Systems Environment

The key solution areas and the information systems currently installed at Cook County Health are specified below. Please note that this does not represent the entire Cook County Health environment.

Legend for Facilities P = Provident, S = Stroger, C = Cermak, J = Jail/Juvenile

# Solution / System Vendor / Source Facilities 1 PowerChart Inpatient Cerner P S C J 2 PowerChart Ambulatory Cerner P S C J 3 FirstNet Emergency Department Cerner P S C J 4 SurgiNet Patient Scheduler and Registration Cerner P S C J 5 Order Management CPOE Cerner P S C J 6 PharmNet Inpatient Pharmacy Cerner P S C J 7 ePrescribe Cerner P S C J

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8 Mobile Millennium Cerner P S C J 9 CDI Scan Documents Cerner P S C J 10 Flowsheets and Clinical Documentation Cerner P S C J 11 Clinical Decision Support Cerner P S C J 12 Fetal Monitoring Cerner P S 13 RadNet Radiology Information System Cerner P S C J 14 Open Engine Integration Hub Cerner P S C J 15 Endoscopy with PACSGEAR Cerner PACSGEAR P S 16 EKG Cerner workflow Mortara devices Cerner Mortara P S C 17 SoftLab Laboratory Information System SoftLab P S C J 18 Quest Diagnostics Reference Lab Quest P S C J 19 RALS Point of Care Glucose Abbott P S C 20 GE PACS Enterprise Imaging GE P S C 21 PeerVue PACS QA Peer Review GE P S C 22 PowerScribe Radiology Dictation and Lung Cancer

Screening Nuance P S C

23 ViewPoint Radiology Dictation Imaging GE Siemens S 24 AMBRA Radiology Patient Portal AMBRA P S C 25 DoseMonitor Radiation Dose Management Bayer Other P S C 26 GE ImageVault Cardiology Imaging GE P 27 GE CCW Cardiology GE P S C J 28 ASCEND Cardiology Ascend P S C 29 MERGE HEMO Cath Lab Merative P S C 30 NICVUE Neurology Natus S 31 Varian Radiation Therapy Varian S 32 ARIA Oncology Varian S 33 Carevive Oncology Care Planning Carevive S 34 TeleTracking Bed Tracking and Transport TeleTracking S 35 Vaisyas Pulmonary Vaisyas S 36 Phoenix OB GYN Phoenix S 37 SomnoStar Sleep Lab Natus S 38 FORUM Ophthalmology Zeiss P S 39 AUDBASE Audiology Auditdata P S 40 Pyxis Pharmacy Dispensing BD CareFusion P S C 41 Pyxis Supply Cabinets BD CareFusion S C J 42 Enterprise Rx Outpatient Pharmacy McKesson P S J 43 Dentrix Dental Henry Schein P S 44 Oracle Item Master and Supply Usage Oracle P S 45 Bridge Medical Transfusion and Breast Milk Mgmt. Bridge P S 46 Indicia Case Management Indicia P S 47 CMIS Care Management CMIS P S C J 48 eMERS Risk Management eMERS P S C 49 HC1 Lab CRM and Reporting HC1 P S

H25-25-150 RFP for EHR Solution 18

50 Perry Johnson Transcription Perry Johnson P S C 51 Nuance HIM Coding Nuance P S 52 RISARC HIM Coding RISARC S 53 VINCARI Surgery Documentation Vincari S 54 Press Ganey Patient Safety Experience Press Ganey P S C J 55 Imprivata PatientSecure Biometric ID Imprivata P S C J 56 ICARE Immunization Registry State of IL P S C J 57 CELR Lab State Reporting State of IL P S C J 58 Resonance Health Information Exchange HIE P S C J 59 AMWELL Patient Portal Telehealth Amwell S 60 COLD Feed Enterprise Output Utility S 61 Invision and EDM Registration and Billing Siemens legacy P S 62 Experian Eligibility and Insurance Verification Experian P S C J 63 Network Science Eligibility and Verification Network Science P S 64 Medial Enterprise Rx Passthrough Medial P S J 65 MHN Medical Health Network MHN P S C 66 Syndromic Surveillance via Cerner Hub Cerner P S C J 67 RMIS Juvenile Offender Management RMIS J 68 CCOMS Offender Management Cook County C 69 CountyCare Redetermination feed CountyCare P S 70 Abbott Neo Glucometer Abbott P S 71 GE Patient Monitoring GE P S 72 PACEART Cardiology Device Management Medtronic S 73 Luma Telecommunication Luma S 74 EASYLOBBY Visitation System HID EasyLobby S 75 STIX Employee Health eRx STIX S 76 TIGR Patient Education Telehealth Avidex TIGR S 77 QPath Radiology QPath S 78 Digital Innovation Trauma Burn Registry Digital Innovation S 79 NDD Spirometry NDD S 80 FibroScan Elastography Echosens S 81 CRU Department of Medicine Database Internal P S 82 ImageStream MPages extension Cerner add-on P 83 SENTACT Nurse Management Sentact P S 84 Collective Medical Care Management Collective Medical P S 85 EVOLENT Lab Results Management Evolent P S C 86 Clairvia Nurse Staffing and Acuity Clairvia P S C J 87 Patient Kiosk Vecna P S 88 FormFast Surgery Forms FormFast S 89 LightHouse Cerner P S C J 90 PCO Cerner P S C J

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5. Minimum Qualifications

# Minimum Qualifications Response (Y/N) and narrative

1 The proposer shall have at least seven (7) years of proven experience delivering, implementing, and maintaining the proposed EHR solution

2 The proposer must demonstrate prior experience implementing and supporting an EHR system for large public health systems that include both inpatient and outpatient hospital operations

3 The proposer must possess a current and valid Assistant Secretary for Technology Policy (ASTP) certification and provide documentation of such certification within the proposal submission

4 EHR must support complete clinical documentation across ambulatory, inpatient, and detention-health settings

5 EHR must provide fully integrated functionality for pharmacy, laboratory, radiology, and diagnostic imaging

6 EHR must have a native patient portal with secure messaging and self-scheduling capabilities, along with end-to-end revenue cycle support from registration through billing

7 EHR must be compatible with mobile devices to enhance clinical accessibility and efficiency

8 EHR must include robust public and population health workflows, embedded decision support tools, and a platform capable of managing the operations and outcomes of an accountable care organization

6. Submission of Proposal

6.1. Instructions for Submission

6.1.1. Electronic Submission

Proposers are required to electronically submit their proposal to https://cookcountyhealth.bonfirehub.com/portal/?tab=openOpportunities no later than the time and date indicated in the RFP. The proposer is responsible for ensuring the electronic copy is complete.

6.1.2. Time for Submission

Proposals shall be submitted no later than the due date and time indicated in this RFP. Late submittals may not be considered.

6.1.3. Late Proposals

The proposer remains responsible for ensuring that its Proposal is received at the time, date, place, and office specified in this RFP. Cook County Health assumes no responsibility for any Proposal not so received, regardless of the cause of the delay.

6.1.4. Schedule of Revisions to RFP Schedule

Should the Proposer consider that changes in the Cook County Health’s RFP schedule are required, the Proposer shall submit a revised summary schedule with an explanation for the

H25-25-150 RFP for EHR Solution 20 revision for Cook County Health’s review. Cook County Health will not be obligated to accept revised schedules.

6.1.5. Complete Proposals

Proposers are advised to carefully review all the requirements and submit all documents and information as indicated in this RFP. Incomplete proposals may lead to a proposal being deemed non-responsive. Non-responsive proposals will not be considered.

6.2. Submission Requirements

This RFP provides potential Proposers with sufficient information to enable a proposer to prepare and submit proposals. Cook County Health is supplying a base of information to ensure uniformity of responses. It must be noted, however, that the guidelines should not be considered too rigid as to stifle the creativity of any Proposer responding.

This RFP also contains the instructions governing the submittal of a Proposal and the materials to be included therein, which must be met to be eligible for consideration. All Proposals must be complete with the information requested in this RFP in order to be considered responsive and eligible for award. Proposers providing insufficient details will be deemed non-responsive. Cook County Health expects all responses to reflect exceptional quality, reasonable cost, and overall outstanding service.

6.2.1. Cover Letter

The cover letter shall be signed by an authorized representative of the proposer. The letter shall indicate the proposer’s commitment to provide the services proposed at the price and schedule proposed. Proposer shall provide information on its point of contact for its Proposal to include, at a minimum, name, title, address, phone number, and e-mail address.

6.2.2. Executive Summary

The executive summary should include a brief overview of the Services and the key personnel who will be responsible for providing the services. The Summary shall also identify the members of the team that comprise the Proposer. Indicate the organizational relationship of the team members and include an organization chart for the project.

6.2.3. Proposed Software/Technology Summary

Describe the software/technology proposed for the project, including any specific requirements for implementing it to achieve Cook County Health’s objectives. Explain why this software/technology is being recommended. Indicate whether the software/technology is a Software as a Service or a hosted solution. Responses should be included in Attachment A – Proposer General Questionnaire.

6.2.4. Proposed Plan of Action, Implementation and Solution

Provide your response to the Scope of Services, Section 4. Include a detailed proposed plan of action outlining how all requirements will be met, the proposed methodology, recommendations, and an implementation plan to successfully achieve Cook County Health's goals. Additionally, the proposed plan should include key milestones, staffing, schedule, and evidence of delivering value through cost savings. Responses should be included in Attachment B – Technical and Business Questionnaire Excel Template.

6.2.5. Information Technology Security Interrogative

Provide a detailed response to the Information Technology Security Questionnaire, Attachment C, Information Technology Security Interrogative. This Questionnaire allows Cook County Health to determine the level of risk the organization may be assuming by engaging with a vendor or partner and to make suggestions to improve security practices and enhance the service provided.

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6.2.6. Key Personnel

The proposer must identify the key personnel committed to the project. The Chief Procurement Officer reserves the right to reject any proposed key personnel if it is in Cook County Health’s best interest. Provide a chronological resume for each proposed key personnel.

6.2.7. MBE/WBE Participation

For each MBE/WBE certified firm proposed, provide the name of the MBE/WBE firm(s), level of participation, the role that the subcontractor(s) will perform, the type of services that it will provide, and a brief background and resumes of proposed personnel. Submit the MBE/WBE Utilization Plan Forms (Attachment D). Cook County Health may only award a contract to a responsible and responsive proposer. In the event that the proposer does not meet the MBE/WBE participation goal stated by Cook County Health for this procurement, the proposer must nonetheless demonstrate that it undertook good faith efforts to satisfy the participation goal.

Evidence of such effort may include, but shall not be limited to, documentation demonstrating that the proposer made attempts to identify, contact, and solicit viable MBE/WBE firms for the services required, that certain MBE/WBE firms did not respond or declined to submit proposals for the work, or any other documentation that helps demonstrate good faith efforts. Failure by the proposer to provide the required documentation or otherwise demonstrate good faith efforts will be taken into consideration by Cook County Health in its evaluation of the proposer’s responsibility and responsiveness.

Consistent with Cook County, Illinois Code of Ordinances (Article IV, Division 8, and Section 34- 267), Cook County Health has established a goal that MBE/WBE firms retained as subcontractors receive a minimum 35% MBE/WBE of this procurement. The Office of Contract Compliance has determined that the MBE/WBE participation goal for this specific contract is 35% MWBE participation.

6.2.8. Price Proposal

Proposer must complete and submit a Price Proposal for the…