Request for Information (RFI) OPD-2026-54

Electronic Dental Record Solution

EVENT DATE

Date RFI Issued Monday, September 7, 2026 Due Date for Questions and Request for Clarifications 3:30 p.m. Monday, September 21, 2026 Issuance of Responses to Questions / Clarifications Monday, October 5, 2026 Due Date for Submission of RFI Response 3:30 p.m. Tuesday, October 13, 2026

Primary Contact Secondary Contact

Kelly Williams / Danielle Lapre Contract Management Unit NYS Office for People With Developmental Disabilities 44 Holland Avenue Albany, NY 12229 Procurement@opwdd.ny.gov

Shannon Plasencia / Marc Kleinhenz Contract Management Unit NYS Office for People With Developmental Disabilities 44 Holland Avenue Albany, NY 12229 Procurement@opwdd.ny.gov

Office for People With Developmental Disabilities, 44 Holland Avenue, Albany, NY 12229 I https://opwdd.ny.gov/ mailto:Procurement@opwdd.ny.gov mailto:Procurement@opwdd.ny.gov https://opwdd.ny.gov/

NYS OPWDD

RFI #OPD-2026-54, Electronic Dental Record Solution

1. INTRODUCTION

The New York State Office for People With Developmental Disabilities (OPWDD) is the New York State (NYS) executive agency responsible for the provision, regulation, and oversight of services to NYS persons with developmental disabilities (DD). Per Mental Hygiene Law § 1.03 (22), people served by OPWDD have a documented history of diagnoses that may include, but are not limited to, intellectual disabilities, cerebral palsy, epilepsy, neurological impairments, and autism spectrum disorders. (https://opwdd.ny.gov/eligibility)

OPWDD provides services and supports directly and through a network of approximately 500 nonprofit service-providing agencies, with about 80% of services provided by the private nonprofits and 20% provided by state-run services. OPWDD also provides residential supports and services for approximately 43,000 persons with developmental disabilities throughout New York State. People served by OPWDD reside in residential homes, group homes, and supported apartments, as well as institutional settings such as developmental centers and a variety of secure facilities. OPWDD operates approximately 1,500 residential and institutional sites statewide.

2. PURPOSE AND CURRENT STATE

OPWDD issues this Request for Information (RFI) to learn more about possible Electronic Dental Record Solutions on the market that could upgrade the current systems in use at OPWDD for dental services. Note: The RFI is an information gathering tool. No contracts will be awarded from this request.

Dental care is a significant need for the people served by OPWDD as a vital support for overall health; a consequence of not having proper dental care is other health issues, such as cardiovascular disease, diabetes, kidney disease, infections, and some cancers, and care is extremely difficult to find in the community. It is of the utmost importance to OPWDD that we ensure the overall health needs of the people we support are met.

Currently, multiple dentistry software packages are utilized across the state without consistently meeting OPWDD's dental clinic needs. OPWDD must move to a streamlined record keeping and services platform for dentistry, expanding dental services throughout the state, so that all our regions are supported. OPWDD seeks a dental cloud/software solution to assist dentists and staff by streamlining their daily business operations and decreasing wait times for those receiving services. Solutions must include scheduling, billing, and patient record keeping (including tracking insurance claims, charting dental history, e-prescribing, and imaging). As this solution will be new to OPWDD, we also are requesting training for staff and solution support. The solution chosen must connect to OPWDD's current Electronic Health Record (EHR) and Carestream Imaging equipment to allow staff to manage everything on one platform across the state, providing a seamless communication tool within our dental clinics and enhanced productivity. This solution will provide the same technology that is seen in any community dental practice.

This RFI will be posted on both the NYS OPWDD Procurement Opportunities webpage at https://opwdd.ny.gov/procurement-opportunities, and on the NYS Contract Reporter (NYSCR) website at https://www.nyscr.ny.gov/, as required by Economic Development Law 4-C, titled “The Procurement Opportunities Newsletter.”

3. MINIMUM QUALIFICATIONS

OPWDD seeks entities (respondents) with proven success in supporting solutions for dental practices in the general community within the United States. Respondents should have the following:

• Experience designing, developing, and implementing solutions specifically for dental practice record-keeping in a Cloud-Based Solution.

• Experience maintaining records with the same volume/size as OPWDD (approximately 3,000 unique individuals’ records).

• At least three current installations of the dental solution, with a service base of at least 10,000 individuals each, utilizing the solution offered to demonstrate a proven track record.

https://opwdd.ny.gov/eligibility https://opwdd.ny.gov/procurement-opportunities https://www.nyscr.ny.gov/

• Data storage within the contiguous United States (CONUS) only.

4. INQUIRIES

Questions and/or requests for clarification should be sent no later than 4:00 p.m., Monday, September 21, 2026, to procurement@opwdd.ny.gov, with the subject line “Questions for RFI #OPD-2026-54 Electronic Dental Record Solution [insert name of firm]”.

5. SOLUTION REQUIREMENTS

The solution presented must have the following minimum requirements (see Exhibit A for more detail on the ideal requested system):

1. The solution must have the ability to connect to OPWDD's Electronic Health Record (EHR) Core Solutions – Cx360, which will allow OPWDD to manage one platform for all health services statewide.

2. The solution must connect with Carestream Imaging equipment. The records must be synchronized with the existing HER (above) in real time.

3. The solution must comply with NYS law / HIPAA and maintain confidentiality of all records handled by the solution. See also Exhibit C. The following standards must be adhered to:

• OPWDD policies and standards

• NYS ITS policies and standards

• HIPAA Omnibus Final Rule

• Health Information Technology for Economic and Clinical Health (HITECH) Act

• NYS Social Services Law § 367-b(4) and NYS Social Services Law § 369(4)

• Article 27-F of the New York Public Health Law (HIV/AIDS)

• 18 NYCRR 360-8.1

• NY Civil Rights 79-L

• Social Security Act, 42 USC 1396a(a)(7)

• Federal regulations 42 CFR 431.302 and 42 CFR Part 2 (Substance Use Disorder)

• NYS Mental Hygiene Law § 33.13

• 45 CFR Parts 160 and 164 (Privacy related sections for HIPAA)

• All other applicable State and federal laws and regulations related to privacy protections

4. The solution must have a provider-facing website that includes support connection information and secure sign-on. This will include the ability to accommodate at least 75 concurrent log-ins.

5. The solution must have a user-friendly, role-based home screen for the dental practice staff. Roles will include Administrative, Dentist, Hygienist, and other optional roles not listed herein.

6. Work options will include:

a. Appointment scheduling, including referrals, documenting, and tracking

b. Record of service integration for patient records/charts to and from EHR (HL7 standard Data Exchange, real-time updates) and OPWDD providers (FedRamp preferred), including:

i. Ability to securely separate person-level data, eligibility, file share across practices, and other workflows

ii. Imaging systems (Carestream, Core Solutions - Cx360 EHR)

iii. Notes and clear warning markers (such as for drug interaction)

iv. Data storage and retention within the CONUS

v. Conducting and tracking outreach activities, such as communication log and ability to generate letters and referrals mailto:procurement@opwdd.ny.gov https://opwdd.ny.gov/regulations-guidance https://its.ny.gov/policies https://www.hhs.gov/hipaa/for-professionals/privacy/laws-regulations/combined-regulation-text/omnibus-hipaa-rulemaking/index.html https://www.hhs.gov/hipaa/for-professionals/special-topics/hitech-act-enforcement-interim-final-rule/index.html https://newyork.public.law/laws/n.y._social_services_law_section_367-b https://newyork.public.law/laws/n.y._social_services_law_section_369#4-any-inconsistent-provision-of-this-chapter-or-other-law-notwit https://newyork.public.law/laws/n.y._public_health_law_article_27-f https://regs.health.ny.gov/content/part-360-medical-assistance https://newyork.public.law/laws/n.y._civil_rights_law_section_79-l https://uscode.house.gov/view.xhtml?req=(title:42%20section:1396a%20edition:prelim) https://www.ecfr.gov/current/title-42/chapter-IV/subchapter-C/part-431/subpart-F/section-431.302 https://www.ecfr.gov/current/title-42/chapter-IV/subchapter-C/part-431/subpart-F/section-431.302 https://newyork.public.law/laws/n.y._mental_hygiene_law_section_33.13 https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-C/part-160 https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-C/part-164

vi. e-Prescribing

c. Billing and Insurance (see Exhibit B for NYS OPWDD expectations)

d. Managing quality assurance processes and reporting.

7. The solution must be able to supply OPWDD with quality assurance and usage reporting of the solution upon request.

8. The solution must not be an application program developed for this RFI. OPWDD requires an existing solution with a proven track record and may request references.

9. The respondent must have the ability to support users and provide training on the solution. Training should be provided to accommodate best learning practices, such as in person, online, and asynchronous. A user manual should be provided to all users. Support for OPWDD should also include account management staff that can respond to dysfunctions in the solution, requests for reports, and other quality assurance measures.

Support needs include:

a. Availability for telephone-based technical support from 7AM to 6PM EST;

b. Unlimited technical support via various other channels, including email, remote support, online meeting (Webex, Teams, etc.) and other applications as necessary.

c. Bug Fixing, new features updates, security updates, call to fix, minimal downtime (overnight repair that doesn’t disrupt backups of data).

10. The solution must have transition and business continuity plans (such as disaster recovery, vulnerability fixes, off-site backups) that are shareable with OPWDD.

11. Requires the submission of a sample workplan for installation and ongoing services as listed above, along with proof of insurance coverage for respondents as required by the terms of a contract with NYS (see Exhibit 2).

12. Requires the submission of a general Cost Proposal that includes the following:

a. Cost for installation / installation plan

b. Cost for licenses/software

c. Cost for maintenance/service

d. Cost for training/support

e. Potential costs for customization

13. Solutions that have been implemented for DD services are preferred.

For the Qualifying Requirements described above, please identify and describe any challenges or limitations that may be posed to your organization regarding these services in Attachment 1.

6. DEMONSTRATIONS

OPWDD, within four weeks of the response due date, may contact entities that submit a response with a request to provide a demonstration of their recommended solution. This demonstration must be on a proven, existing system with full functionality utilizing test data to provide a solid overview of the offering. Respondents will coordinate with OPWDD to demonstrate the solution.

7. SUBMISSION OF RESPONSE

Respondents must provide a point of contact, including name, address, email, and phone number. Responses including the information requested in Section 5 are to be submitted using Attachment 1 - Response.

Responses must be emailed and are due no later than 4:00 p.m., Tuesday, October 13, 2026.

Emailed responses must be sent to procurement@opwdd.ny.gov with the subject line “Response for RFI #OPD-mailto:procurement@opwdd.ny.gov

2026-54 Electronic Dental Record Solution” from [insert name of firm]”.

Respondents to this RFI will not be precluded from responding to a future solicitation. This is not a bid; please do not request bid documents.

8. RFI RESPONSE CLARIFICATIONS

OPWDD may seek additional information (clarifying or otherwise) regarding any of the respondents’ services following the receipt of the RFI responses.

OPWDD reserves the right to meet with selected respondents to further explore ideas and concepts and to receive further detail on suggestions. These discussions will not be used to build specifications and will not disqualify respondents from participating in future procurements. Such meetings will be requested by OPWDD only after a review of the RFI responses has taken place.

9. DISCLAIMER

This RFI is not a contract offer, and it is not an open solicitation for any services but rather an informational inquiry by OPWDD. This RFI does not commit OPWDD to conduct a procurement, award a contract, pay any costs incurred in preparing a response, or to procure or contract for services or supplies. Qualified entities are encouraged to respond to this RFI; however, failure to submit a response will not impact a respondent’s ability to submit a response to any future competitive solicitation process (if any) for projects. Respondents are advised that all costs associated with responding to this RFI will be solely at their expense. There are no representations or warranties regarding the accuracy or completeness of the information contained in this RFI. Respondents are responsible for making their own evaluation of information and data contained in this RFI and for preparing and submitting responses to this RFI.

10. PROCUREMENT LAW

Potential Respondents are requested to submit all requirements that they would be unable to meet. A response does not bind or obligate the responder or OPWDD to any agreement of provision of services referenced. No contract will be awarded based on submissions.

Since this RFI is designed as a tool to collect information and shall not result in a procurement contract, it does not fall under the requirements of State Finance Law §§139-j and 139-k (the Procurement Lobbying Law) and there is no restricted period. However, we ask that you direct any questions and your responses to the email address listed below.

If any of the information in the vendor response, Attachment 1, is considered confidential, proprietary, or a trade secret, it must be clearly indicated. Release of such materials is governed by the NYS Freedom of Information Law, which in pertinent part requires the requester to provide specific justification as to why disclosure of particular information in the response would cause substantial injury to the competitive position of the vendor.