Answer Vendor Question_Final 07-15-2026.xlsx
XLSX spreadsheet 17 KB Posted
- Attached to
- Public School Electronic Health Record
- Solicitation number
- RFP - 05A - 202606104
- Issued by
- Maine
About this file
This is a vendor question and answer document from the Maine Department of Education regarding a Request for Proposals (RFP) for a cloud-based Electronic Health Record (EHR) system for public school nursing services. The RFP seeks proposals for a secure, paperless EHR solution to serve Maine's public and charter schools statewide, with proposals due July 17, 2026 at 4:00 p.m. Questions were due July 8, 2026 at 4:00 p.m., and demonstrations are anticipated during the week of August 3, 2026. The initial performance period runs September 15, 2026 through September 14, 2028, with two optional renewal periods extending through September 14, 2031. The solution must comply with FERPA, HIPAA, IDEA, and ADA requirements, be hosted within the Continental United States, and achieve 99.5 percent uptime with appropriate recovery time objectives. The system must integrate with multiple Student Information Systems (primarily PowerSchool and Infinite Campus), support MaineCare billing participation at the School Administrative Unit level, and facilitate student health record transferability among participating LEAs.
Cost proposals must be based on 150 LEAs (Local Education Agencies) with approximately 157,000 students and a minimum of six users per LEA, though actual contract costs will be proportional to the number of LEAs that opt in. The Department anticipates a 30 percent uptake goal for year one and will cover baseline solution costs, while LEAs may negotiate optional services and modules at their own expense. Payment will be proportional to actual LEA participation rather than upfront payment for all 150 LEAs. Bidders should assume both API and file-based integrations will be needed, with specific integration requirements identified during implementation. Health InfoNet integration should be described as a future optional capability rather than included in base pricing. The Department will serve as the primary project manager for statewide deployment, while individual LEAs will designate their own points of contact. Data ownership remains exclusively with individual LEAs, and any aggregate reporting to the Department will be submitted by the LEAs themselves. Recent survey results indicate 69 LEAs expressed definite interest in phase one adoption with 124 responding "maybe."
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Other files
| File | Type | Posted |
|---|---|---|
| RFP202606104 Amendment 1.docx | DOCX document | |
| RFQ 01A 260609-309 - Snowmobile Trail Signs.pdf | ||
| RFP 202606104 Public School Electronic Health Record_FINAL.docx.crdownload | CRDOWNLOAD file | |
| RFQ 28A 260625-325 - Treasury #10 Check Window Envelopes.pdf | ||
| RFP 202606104 Public School Electronic Health Record_FINAL.docx | DOCX document |
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Text version
Sheet1
| Answer Vendor Questions | |
| Question | Answer |
| Please define the minimum functionality included in the state funded base produc.May be behavioral or mental health functionality be priced as an optional Lea paid module? | The minimum functionality should meet the requirements as outlined in Part II Scope of Services to be Provided. |
| appendix H assumes 6 users per LEA. Should pricing be based on users, NPI numbers, or another metric? | The cost needs to include everything in the RFP and for a minimum of six users for 150 LEAs at the scale provided. It is up to the Bidders to provide something that works for this. |
| Is the department seeking full Main Care claim generation, submission, remittance posting, and denial management or only export /interoperability with existing billing systems | MaineCare billing participation is determined at the SAU level. Respondents should describe their applications available functionality and current capabilities for integration with multiple SAU level Accounting & SIS systems. |
| Is billing integration is required, please identify the expected transaction standards, systems, portals, clearinghouses, fiscal intermediary, or interface endpoints. | MaineCare billing participation is determined at the SAU level. Respondents should describe their applications available functionality and current capabilities for integration with multiple SAU level Accounting & SIS systems. |
| Will the department provide standard LEA agreement and data sharing agreement templates, or must be awarded bidder propose and manage these agreements? | The Bidders and the LEAs will need to negotiate their own agreement, however it cannot conflict with anything that is within the contract with the State. |
| Should bidders assume all 150 LEA's be on boarding during the initial contract term, or should implementation be phased based on an actual LEA opt in? | For the purposes of the cost proposal, the Bidders should use 150 LEAs at the scale provided. For the purposes of the contract, cost will be based on the actual number of LEAs that opt in. |
| What historical data must be migrated, from existing EHRs,SIS platforms, spreadsheets, scan documents, or other local systems? | The data migration will be identified and confirmed during the implementation stages of the awarded bidder and the state contract. |
| Regarding paper records is scanning, indexing, or abstraction of paper health records in scope, or will LEAs be responsible for paper to digital conversion? | LEAs will be responsible for integrating any paper records. |
| Can you please identify the SIS platforms currently used by main LEAs. Should bidders assume API integration, scheduled file based integration, or both? | Bidders should assume that both types of integrations will be needed. Integrations will be identified and confirmed during the implementation stages. |
| What is the expected frequency for sis demographic updates will this be real time, weekly or another schedule? | Frequency of SIS demographic updates will be indentified and confirmed during the implementation stages of the awarded bidder and the state contract. |
| Regarding student record transfers, should electronic student health records be supported only among participating LEAs, or also with non participating LEAs or other electronic health record systems? | The Department seeks to have student health record transferability within LEAs that have opted in to the EHR solution. |
| Should Health Info Net integration be included in the base price or described and priced as a future optional capability? | Health InfoNet should not be included in the base price, but described as a potential future capability. |
| Does the department require SSO with State or LEA identify identity providers, or is a vendor managed authentication acceptable with MFA and role based access? | Multifactor authorization would be managed by the vendor. |
| Regarding pricing bands should bidders price only for the 4 LEA/ student bands in appendix H, or may bidders also provide scalable pricing for higher or lower participation? | The cost proposal should be based on the assumptions and prompt within Appendix H. |
| Should one time implementation cost assume all 150 LEAs, or will bidders provide a phased implementation pricing based on an actual opt in? | For the purposes of the cost proposal, the Bidders should use 150 LEAs at the scale provided. For the purposes of the contract, cost will be based on the actual number of LEAs that opt in. |
| Please explain the vision for the Maine DOE as to whether the vendor will be paid up front for potential service to all students in the state, or if payment will be proportional relative to how many districts are brought on board by the vendor. | Payment will be proportional to the LEAs that opt in. |
| Please clarify if the award is permission to allow the vendor to sell the EHR solution in the state without competition or if it's a guaranteed payment for the solution. | The EHR solution awarded in this RFP will be available for any and all LEAs in the State of Maine. The State will be responsible for the cost associated with the baseline product. |
| Are we to use the fillable form/table format in the RFP Word document for the submission? | Yes, the form may be used and must be converted to PDF for submission. |
| The preferred file format is PDF. Appendices E & H are Excel documents and need to be completed in Files 3 & 4 respectively. Can these documents be included as separate attachments (in Excel) or do they need to be included in File 3 & 4's PDF submiss | Yes, the form may be used and must be converted to PDF for submission. |
| Appendix H says cost proposals "must be based on the assumption that all participating LEAs utilize the proposed solution" (150 LEAs, 157,000 students). However, Part II.A.2 sets a 30% uptake goal for year one of an opt-in program. Does Year 1 annua | For the purposes of the cost proposal, the Bidders should use 150 LEAs at the scale provided. For the purposes of the contract, cost will be based on the actual number of LEAs that opt in. The Department's goal is that thirty percent (30%) of LEAs will opt in within year one. of the contract period. |
| Part II.B, Functional Requirement 11 (immunization integration): Can the Department confirm the available integration methods for the Maine immunization information system (ImmPact) (e.g., HL7 v2 messaging vs. FHIR endpoints) and identify the Maine C | Integrations will be identified and confirmed during the implementation stages. |
| Part II.B, Functional Requirement 9 (MaineCare in Education): Should bidders assume file-based claim submission supporting the LEA's existing billing workflow, direct submission to MaineCare, or integration with a specific billing intermediary? | MaineCare billing participation is determined at the SAU level. Respondents should describe their applications available functionality and current capabilities for integration with multiple SAU level Accounting & SIS systems. |
| Part II.B / Appendix G (legacy data): Since a majority of Maine schools currently document health services on paper or in their SIS, can the Department indicate which SIS products are most prevalent among likely early-adopter LEAs? | The most commonly utilized SIS are: PowerSchool and Infinite Campus. |
| Part II.E (Project Management): Part II.E refers to work plan approval and change authorization by "the LEA's Project Manager." For a statewide deployment serving many LEAs, will there be a single Department project manager? | The Department will have one project manager, however each LEA will also have its own point of contact. |
| Appendix E, Cloud Service Provider Requirements (CSP2): CSP2 requires native authentication with both Microsoft Active Directory and the Okta Platform. Can the Department clarify whether this applies to State/Department administrative users only? | There are no intentions to have State of Maine administrators or users, this requirement is applicable for all LEA users of the solution. |
| Can the Department clarify the intended data ownership model, and confirm the Department's access rights to LEA records for statewide aggregate reporting purposes under Part II.B, Functional Requirement 3? | All data will be exclusively owned by the individual LEA. Any aggregate reporting to the Department will be submitted by the LEA. |
| Part I, Section C, "Eligibility to Submit Bids," and Part V.B.2 references "eligibility requirements in Section I. Can the Department confirm whether any bidder eligibility requirements apply beyond the Responsible Bidder Certification in Appendix B? | There are no eligibility requirements for this RFP. Any reference to eligibility requirements were included in error and can be disregarded. |
| Appendix G table does not render sequentially (multiple requirements display as "1."). Since responses must reference requirement numbers, will the Department publish a corrected numbering scheme, or accept responses keyed to section heading and row | Bidders should utilize the table in Appendix G or reference the section and subsection numbers for their response. |
| Page 6 "Use of the EHR is not required and will be an opt-in solution." Can LEAs opt-in at any time during the length of the contract? Can LEAs who opt-in also opt-out at any time during the length of the contract? | The Department will not require use of the solution, as such, opting in or out is at the discretion of the LEA. |
| Page 10 – “…easily created aggregate reporting to the Department.” Does the Department have established aggregate reports that they can provide – or is this an indicator of future, potential reporting that the Department may develop? Would the Department expect LEAs to generate and submit any aggregate reporting in upload-able form? | Data reported to the Department for the 2025-2026 school year can be accessed here. https://www.maine.gov/doe/sites/maine.gov.doe/files/inline-files/School%20Health%20Services%20-%202026%20School%20Health%20Annual%20Report%20Worksheet%20-%205.12.2026.pdf |
| Page 18 – “The organizational chart must include the project being proposed.” Does the Department want an organizational chart of our company or of the EHR implementation project? | Please include your entire organizational chart with the implementation team included. |
| Page 48 – “2.Cost proposals must be based on the assumption that all participating Local Education Agencies (LEAs) utilize the proposed solution.” Since usage/adoption of the EHR is not required, can bidders propose costs per LEA with an upper limit if all LEAs opt in? Or is it the intention of the Department to pay for the entire state each year regardless of how many LEAs opt in? | For the purposes of the cost proposal, the Bidders should use 150 LEAs at the scale provided. For the purposes of the contract, cost will be based on the actual number of LEAs that opt in. |
| The Department’s target contract start date is after the start of school for most Maine LEAs. Does the Department expect that LEAs will be able and willing to introduce the new EHR during the school year or would they expect to wait until completion of the 2026-2027 school year to begin implementation? | The Department expects that adoptions will take place during the school year, 2026-2027. |
| Does the Department have any indication of the number of LEAs who would like to opt-in to the EHR solution in the first year of the contract? | In a recent survey to eligible LEAs, there were 69 who indicated they would be interested in phase one adoption and 124 who answered "maybe". |
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