RFI 13294 Final.pdf

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

PHONE (858) 505-6367 FAX (858) 715-6452

August 7, 2026

REQUEST FOR INFORMATION (RFI) NO. 13294

BEHAVIORAL HEALTH SERVICES

ELECTRONIC HEALTH RECORD FOR A BEHAVIORAL HEALTH DISTINCT PART SKILLED NURSING

FACILITY

The County of San Diego is issuing this Request for Information (RFI) to conduct market research regarding Electronic Health Record (EHR) solutions suitable for a Behavioral Health Distinct Part Skilled Nursing Facility. The County seeks information regarding available products, pharmacy and medication-management capabilities, clinical and interdisciplinary workflows, interoperability, implementation approaches, support models, and preliminary pricing structures. Information received may be used to inform the County’s acquisition strategy, requirements, budget planning, and any future competitive solicitation.

This RFI is issued solely for information and planning purposes – it does not constitute a Request for Proposal or a promise to issue a solicitation in the future. This request for information does not commit the County to contract for any supply or service whatsoever. Respondents are advised that the County will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future solicitations. The potential respondents are responsible for monitoring this request for additional information pertaining to this requirement.

The County reserves the right to use, without restriction, any information provided in response to this RFI. Please note that all information provided in response to this RFI may be subject to disclosure under the California Public Records Act.

RFI MEETING

The County will be hosting a virtual RFI meeting on August 20, 2026, at 11:00 AM local San Diego time. If your organization is interested in attending, join the virtual conference using the link below:

https://teams.microsoft.com/meet/25529259178591?p=DWsQ33YVReWAx0FaAV

Call in (audio only) at +1 619-343-2539,,275446690# Phone conference ID: 275 446 690#

MAGGIE. RAMSBERGER

INTERIM DIRECTOR

BRENDA G. MILLER

ASSISTANT DIRECTOR

https://teams.microsoft.com/meet/25529259178591?p=DWsQ33YVReWAx0FaAV tel:+16193432539,,275446690

ELECTRONIC HEALTH RECORD FOR A BEHAVIORAL HEALTH DISTINCT PART SKILLED

NURSING FACILITY

RFI SUBMITTAL INFORMATION

Parties interested in providing input to this RFI may submit written responses to the questionnaire below.

RFI RESPONSES

The completed questionnaire is due no later than August 25, 2026, at 5:00 PM local San Diego time.

Submit response electronically by uploading your information in either Word or PDF format directly in the BuyNet system at: https://sdbuynet.sandiegocounty.gov/

Any questions should be submitted through BuyNet by sending a message to the Contracting Officer using the “Discussions” functionality. Questions and requests for clarification related to this RFI should be submitted in writing prior to August 12, 2026. Questions received after this deadline may not be answered. Formal County responses to questions will be in writing; oral explanations or responses to questions will not be binding upon the County.

Please note: This Request for Information (RFI) is NOT a procurement action. It is intended for information gathering only.

Thank you for your interest in responding to this RFI. The County of San Diego looks forward to your organization’s participation in this process.

OVERVIEW AND BACKGROUND

Edgemoor is a County-operated skilled nursing facility serving adults with complex medical, psychiatric, behavioral health, rehabilitative, and long-term care needs. The facility’s multidisciplinary care environment includes nursing, certified nursing assistants, physicians, pharmacy, behavioral health, psychology, social work, MDS, rehabilitation therapies, nutrition and dietary services, admissions, health information management, business office functions, quality and compliance, and other internal and external care partners. The County is evaluating an EHR solution that can support the full resident lifecycle, including pre-admission review, admission, physician orders, interdisciplinary care planning, ongoing clinical documentation, medication and treatment administration, ancillary services, regulatory reporting, transfer, discharge, and continuity of care.

The current environment relies on WellSky for portions of the resident record and PrimeRx for pharmacy services, with no integrated electronic exchange between the EHR and pharmacy. As a result, medication orders, pharmacy communications, medication administration records, treatment administration records, and related reconciliation activities depend heavily on paper, fax, duplicate entry, manual transcription, and staff-developed workarounds. This fragmented environment contributes to delays, missing or inconsistent information, limited real-time notification of order changes, extensive manual auditing, and medication-safety (MedSafe) concerns. Current limitations also include the lack of comprehensive computerized provider order entry, limited interoperability with laboratory, radiology, referral, public-health, and other clinical systems, cumbersome care-planning and assessment workflows, limited mobile and point-of-care functionality, and difficulty obtaining timely, searchable, and actionable information.

Through this RFI, the County is seeking to understand whether available solutions can replace or integrate with the current WellSky environment and either integrate with PrimeRx or provide an alternative pharmacy capability. The desired future state is a secure, reliable, and configurable platform that reduces manual handoffs, improves medication and order safety, supports behavioral health and skilled nursing workflows, strengthens regulatory compliance and auditability, and provides staff with timely access to complete resident information. The County may invite respondents to participate in follow-up discussions or structured product demonstrations for information-gathering purposes only.

https://sdbuynet.sandiegocounty.gov/

QUESTIONNAIRE

1. Company and Product Overview:

Provide a brief overview of your organization and proposed EHR solution, including the product name, current version, years in production, ownership structure, and whether the solution is the organization’s strategic platform for skilled nursing and behavioral health settings.

2. Relevant Experience and References:

Describe your experience implementing and supporting EHR solutions for skilled nursing facilities, distinct part facilities, inpatient behavioral health programs, or similarly complex public-sector healthcare environments. Include the number of comparable customers and up to three relevant references.

3. Clinical and Behavioral Health Capabilities:

Describe how the solution supports interdisciplinary clinical documentation, assessments, problem lists, care plans, MDS, physician documentation, behavioral health treatment plans, risk and safety assessments, progress notes, rehabilitation therapies, nutrition, social services, and other skilled nursing and inpatient behavioral health workflows.

4. Physician Orders and Clinical Decision Support:

Describe the solution’s computerized provider order entry capabilities for medication and non-medication orders, including telephone and verbal orders, order sets, routing, co-signature, real-time notifications, allergy and interaction checking, duplicate-therapy alerts, and other clinical decision-support functions.

5. Medication, Treatment, and Pharmacy Capabilities:

Describe the solution’s eMAR, eTAR, medication reconciliation, PRN effectiveness, controlled-substance, pharmacy review, refill, recap, and bedside medication-documentation capabilities. Does your solution include an integrated outpatient pharmacy solution? If not, which third-party outpatient pharmacy solutions does your system integrate with (including PrimeRx and any other supported vendors)? For each integration, indicate whether middleware is required and identify any proven production interfaces currently in use.

6. Workflow, Mobility, and Configuration:

Describe how the solution supports configurable workflows, task lists, work queues, alerts, electronic signatures, mobile or bedside documentation, barcode-enabled processes, role-based views, and facility-specific forms without extensive custom development.

7. Interoperability and Data Exchange:

Describe available APIs and supported standards, including HL7, FHIR, C-CDA, and other relevant methods. Identify typical integrations with pharmacy, laboratory, radiology, referral, hospital, health information exchange, public-health, immunization, dietary, billing, and other external systems, including interface monitoring and error-management capabilities.

8. Data Migration and Records Management:

Describe your approach to migrating active resident data and approved historical information from WellSky, PrimeRx, paper records, shared drives, or other sources. Include document management, data validation, reconciliation, retention, export, and end-of-contract data-access capabilities.

9. Reporting, Regulatory Compliance, and Analytics:

Describe standard and configurable reports, dashboards, quality and compliance tools, audit trails, MDS and regulatory reporting, medication-safety monitoring, survey-readiness support, operational analytics, and the ability for authorized County users to create reports without vendor assistance.

10. Hosting, Security, Privacy, and Reliability:

Describe hosting options, system architecture, role-based access, single sign-on, multifactor authentication, audit logging, encryption, backup, disaster recovery, business continuity, accessibility, cybersecurity certifications or assessments, system availability commitments, downtime procedures, and compliance with applicable healthcare privacy and security requirements.

11. Implementation, Training, and Support:

Provide a high-level implementation approach and typical timeline for a comparable facility, including discovery, workflow design, configuration, interfaces, migration, testing, training, cutover, go-live, stabilization, change management, and ongoing support. Identify anticipated County staffing needs, major dependencies, service-level commitments, and 24/7 support availability.

12. Pricing, Contracting, and Product Roadmap:

Describe the typical licensing and pricing model, including implementation, subscription, interface, migration, training, support, third-party, and optional-module costs; contract term and escalation assumptions; and any exit or data-extraction fees. Identify material roadmap items anticipated within the next 24 months and clearly distinguish functionality that is currently available, configurable, provided by a third party, or planned.

Organization: _________________________________________________________________________ Address: _____________________________________________________________________________ Contact Person: _______________________________________________________________________ Phone Number: _________________________________ Email ________________________________