RFP_7065_-_Integrated_Health_Initiative.pdf

Contract and Procurement Management Division of Business and Financial Affairs San Diego State University 5500 Campanile Drive San Diego, CA 92182-1616 619-594-5243 / 619-594-5919 (fax) Web address: http://bfa.sdsu.edu/financial/procurement

REQUEST FOR PROPOSAL (RFP) 7065

FOR

INTEGRATED HEALTH INITIATIVE

PROPOSAL DATA

Date: Friday, October 3, 2025 Description: Integrated Health Initiative focusing on an all inclusive Health System and

Electronic Health Records Management Services for San Diego State University and Mission Valley Campus

Contact: Ian Dangler, Procurement Professional II, Contract and Procurement Management

E-mail: idangler2@sdsu.edu

QUESTION DEADLINE

Date: Friday, October 17, 2025 Time: 2:00 p.m. PST Purpose: To address questions or concerns regarding any part of this proposal package.

Please submit all questions by posting them to:

https://www.planetbids.com/portal/portal.cfm?CompanyID=25796) Questions received after the deadline may not be answered.

PROPOSAL DUE DATE

Date: Friday, October 31, 2025 Time: 2:00 p.m. PST Location: https://www.planetbids.com/portal/portal.cfm?CompanyID=25796)

Submit one original proposal prior to the date and time specified and through electronic upload to PlanetBids. Proposers shall respond to the solicitation by electronic file upload only before the date and time set forth in the RFP. Mistakes or delays in the submission are entirely the responsibility of the Proposer.

PRE-PROPOSAL CONFERENCE

Date: A pre-proposal conference has not been scheduled for this solicitation.

http://bfa.sdsu.edu/financial/procurement mailto:idangler2@sdsu.edu https://www.planetbids.com/portal/portal.cfm?CompanyID=25796

RFP CONTENT

TABLE OF CONTENTS

SECTION 1: PURPOSE, OVERVIEW, AND TERM

SECTION 2: SCHEDULE OF EVENTS

SECTION 3: SOLICITATION PROVISIONS AND PROPOSER’S CERTIFICATION

SECTION 4: SCOPE OF WORK

SECTION 5: QUALIFICATIONS/REQUIREMENTS

SECTION 6: EVALUATION AND SELECTION CRITERIA

SECTION 7: INSTRUCTIONS, CONTENT AND FORMAT

SECTION 8: PRICE PROPOSAL

APPENDICES

APPENDIX A: CSU TERMS AND CONDITIONS OF PURCHASE

ACCESS LINK

APPENDIX B: CSU SUPPLEMENTAL SOLICITATION PROVISIONS

ACCESS LINK

APPENDIX C: CSU SMALL BUSINESS/DVBE BIDDER DECLARATION

ACCESS LINK

APPENDIX D: CSU PROPOSAL CERTIFICATION FORM

ACCESS LINK

APPENDIX E: CSU SUSTAINABILITY QUESTIONNAIRE

ACCESS LINK

APPENDIX F: CSU POLICY AND PROCEDURES GOVERNING TRAVEL AND RELOCATION

EXPENSES REIMBURSEMENT

ACCESS LINK

APPENDIX G: CSU VOLUNTARY PRODUCT ACCESSIBILITY TEMPLATE (VPAT)

ACCESS LINK

APPENDIX H: CSU TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

ACCESS LINK

ATTACHMENTS

ATTACHMENT 1: REQUIRED UNIVERSITY FORMS

ATTACHMENT 2: FEES FOR SERVICES REFERENCE

ATTACHMENT 3: CURRENTLY IMPLEMENTED APPLICATIONS & INTERFACES

ATTACHMENT 4: FUNCTIONAL & TECHNICAL REQUIREMENTS CHECKLIST

https://docs.google.com/document/d/1QgHUV3Z25AKJERLwJ2zdbCfi-wvflXlG1Mc9v-VLgEw/export?format=pdf https://docs.google.com/document/d/1QgHUV3Z25AKJERLwJ2zdbCfi-wvflXlG1Mc9v-VLgEw/export?format=pdf https://www.documents.dgs.ca.gov/dgs/fmc/GS/PD/GSPD05-105.pdf https://docs.google.com/document/d/1aPedUCP8MEWstq5c4qw4wfKVSBj5EJ6HDQPYBaQOUHc/export?format=pdf https://docs.google.com/document/d/1Gdnx5OhJYG5Sp5nHWL2DLVDDgE8m0nriB6hmsa8uAsM/export?format=pdf https://procuretopay.sdsu.edu/travel https://docs.google.com/document/d/1e1LrnStl8dQ3Tm6MWYm8PK6gJvW9OkkiQY8IQJ7a7mo/export?format=pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

PLANETBIDS SUBMISSION

Interested Proposers must register with PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanyID=25796. Obtaining documents via any other method does NOT make the Contractor a Proposer or Record. Planetbids sends notifications to prospective proposers; however, the University recommends that the proposers periodically check the PlanetBids website for modifications to RFP documents. The University is not responsible for the prospective proposer’s misunderstanding of the RFP solicitation or a nonresponsive proposal due to failure to check the website for updates or addenda to RFP documents, and/or other information regarding the RFP solicitation. Failure to periodically check this website will be at the proposer’s sole risk.

The University assumes no responsibility for delay in submission of the proposal through the PlanetBids system. Submittal of responses by mail, personal delivery, courier service, fax or email is not acceptable.

PROTESTS

Proposers filing a protest of the specifications and/or requirements shall submit such protest prior to the scheduled submittal deadline. Proposers filing protest of contract award must do so within five (5) business days after Notice of Intent to Award. The protesting Proposer shall submit a full and complete written statement detailing the facts in support of the protest. Protest must be sent by certified or registered mail, email, facsimile, or delivered in person to the University contact shown on page one (1). A protest decision will be provided and will be in writing and sent by certified or registered mail, email, facsimile or delivered in person to the protesting Proposer. The Protest decision made by the University is final.

This RFP does not constitute an order for the goods or services specified

SECTION 1: PURPOSE, OVERVIEW, AND TERM

1.1 PURPOSE. San Diego State University (University) is requesting proposals from healthcare providers and representatives thereof qualified to: 1) serve as the university’s primary partner in the development of an integrated health systems approach, to include Student Health, Research, SDSU Mission Valley, 2) provide an electronic health record system as well as, and 3) serve as the University’s partner in future health and integration initiatives. The proposals will be evaluated by a committee selected by the University and an award will be made that best serves the interests of the Trustees of the State of California and the University community as a whole.

1.2 BACKGROUND. Since its founding in 1897, the University has grown to become a premier California state institution, a leading public R1 designated research university, and a federally designated Hispanic-serving Institution and an Asian American and Native American Pacific Islander-Serving Institution. Each year, SDSU provides more than 39,000 students with the opportunity to participate in an academic curriculum distinguished by direct contact with faculty and an international emphasis that prepares them for a global future. SDSU takes pride in more than a century of achievement in education, research, and service. In 2024, the University celebrated the milestone of reaching 500,000 alumni with the spring graduating class and, in 2025, was officially classified as an R1 research institution, the highest distinction given to doctoral universities in the Carnegie Classification of Institutions of Higher Education. The University ranks fifth in the country for students studying abroad and in the top 10 for diversity;

Forbes, Fortune and U.S. News & World Report rank SDSU in the top 25 nationally for innovation and entrepreneurship. Renowned for its academic excellence, SDSU is home to top-ranked graduate programs and offers bachelor's degrees in 95 areas, master's degrees in 78 areas and doctorates in 22 areas. As the oldest higher education institution in San Diego, uniquely situated only 30 minutes north of the U.S.-Mexico border on Kumeyaay land, our community is fully committed to excellent teaching, meaningful research and service to our regional community and others we serve throughout the state, across the nation, and internationally.

As envisioned in SDSU’s Master Plan for the fully-entitled Mission Valley Site (Master Plan), SDSU is transforming 166 acres into a vibrant mixed-use development consisting of multiple public and private projects alongside Snapdragon Stadium, including:

● 4,600 residences, including 460 affordable apartments

● 1.6M square feet of research, office, technology, laboratory and innovation space, of which 100,000 square feet is entitled as medical office and clinical uses

● 95,000 square feet of neighborhood-serving commercial/retail, including a grocery store and restaurants

● Hotel and conference center

● 80+ acres of parks, recreation and open space including a River Park

1.3 PROJECT OVERVIEW. San Diego State University will select a healthcare provider to serve as the University’s partner in the development and implementation of a fully integrated health systems initiative and resource for the University community. This initiative will include the delivery and maintenance of an electronic health record (EHR) platform, health referrals management, service billing, and revenue cycle management for the University’s Student Health

Services, Athletic Medicine, Counseling and Psychological Services, Research Foundation clinical areas, and other current and future University healthcare related needs. This EHR will replace multiple systems, including a legacy medical EHR that has been in place since 2006 and is currently client hosted as well as a client hosted counseling EHR that has been in place since 2008.

The EHR will support primary and specialty care appointment scheduling, billing, collections, pharmacy, laboratory, radiology, referral, order entry, clinical documentation, behavioral health, immunization, and patient-facing components of the current EHR, among others. The selected solution shall be a cloud-based, hosted solution capable of interfacing with other clinical systems, as needed, including a laboratory information system, pharmacy information system, and radiology information system. The selected healthcare provider will develop and maintain an implementation model wherein this component of the project is entirely or nearly entirely financially self-supporting for both initial implementation and subsequent annual operating costs.

Additionally, the selected health care provider will be a strategic partner in the development of an integrated health systems approach through collaboration in multiple health-related areas of the institution. This includes the University's research agenda, including clinical support and oversight of diagnostic testing for research studies, engagement in research opportunities and development, and healthcare service delivery at the University’s Mission Valley Campus. The selected health care provider will also collaborate with the University’s range of academic programs to develop internship, externship, and clinical practicum opportunities for University students.

Recognizing that the field of healthcare and research are rapidly evolving with technological advancements, implementation of Artificial Intelligence (AI), and large-scale changes in the research and healthcare funding models, the selected health care provider will also serve as a long-term partner in identifying and implementing strategic initiatives for future expansion of collaboration, service delivery, and collaborative engagement in this integrated health system model. As such, Contractors may respond to the potential add-ons included in the Scope of Work or provide additional add-ons for consideration. Expressed add-ons will be considered in the final selection of bid responses.

The selected health care provider will have the opportunity to have a physical presence at SDSU Mission Valley by either entering into a fair-market value ground lease with the University on a parcel in the Innovation District to develop a medical/clinical office building, or subleasing space within one of the Innovation District buildings to be built by a third-party developer.

1.4 AWARD OF CONTRACT. The University intends to award a contract to a bidder whose proposal is determined to offer the best value to the University.

1.5 RFP RULES AND INSTRUCTIONS. The rules governing this RFP are stated in Section 7

- (Instructions, Content, and Format). Proposers are advised to carefully read, understand, and comply with these requirements in preparing a response to this RFP.

1.6 TERM. The “Term” shall be determined based on the proposed services and physical presence model as described in Section 1.3 above, with the length being appropriate for the project as determined mutually between the healthcare provider and University. At a minimum, the Term is anticipated to be for an initial (base) period of three (3) years with two

(2) two-year options to extend.

(End of Section 1)

SECTION 2: SCHEDULE OF EVENTS

Release of Request for Proposal October 3, 2025

Last Day to Submit Questions for Clarification (2:00 p.m. PST) October 17, 2025

Deadline for Submission of Proposals (2:00 p.m. PST) October 31, 2025

Interview/Presentations (Optional) November 2025

Notice of Intent to Award (NOIA) November 2025

Protest Period (5 working days after NOIA) TBD

Contract Award December 2025

Commencement of Services TBD

QUESTIONS WILL ONLY BE ACCEPTED VIA PLANETBIDS. Responses to questions and addendums will be posted website at the PlanetBids website: https://www.planetbids.com/portal/portal.cfm?CompanyID=25796

The dates up to and including the “Deadline for Submission of Proposals” date may be adjusted upon advance written notice. Dates after the receipt of proposals may be adjusted without written notice. Additional RFP steps may be included at the discretion of the University.

PROPOSALS NOT RECEIVED BY THE DATE AND TIME SPECIFIED WILL BE

REJECTED.

(End of Section 2)

SECTION 3: SOLICITATION PROVISIONS AND PROPOSER’S CERTIFICATION

3.1 SOLICITATION PROVISIONS.

3.1.1 DEFINITIONS

a. The Trustees of the California State University are referred to as “San Diego State University,”, “SDSU”, “University” or “Trustees.”

b. The terms “bid” and “proposal” are synonymous and means an offer made in response to a solicitation to perform a contact for work and labor or to supply goods at a specified price, whether or not it is considered a “seal bid” or results in award of a contract to a single or sole source.

c. “Bidder” or “Proposer”, “Contractor” is used interchangeably and each shall apply to the healthcare provider or representative thereof which submits a bid/proposal or is awarded a contract.

3.1.2 RESERVATION OF RIGHTS

The University may reject any or all proposals and may waive any immaterial deviation in a Proposal. The University’s waiver of an immaterial defect shall in no way modify the RFP documents or excuse the Bidder from full compliance with the specifications if the Bidder is awarded the contract. Proposals that include terms and conditions other than the University’s terms and conditions may be rejected as being non-responsive. In the event all proposals are rejected or the University determines alternative solutions are in its best interest, the University may cancel this solicitation and pursue alternative sourcing options.

The University may make such investigations as deemed necessary to determine the ability of the Bidder to perform the work, and the Bidder shall furnish all such information and data for this purpose. The University reserves the right to reject any submittal made pursuant to this RFP or any subsequent Proposal or bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the University that such Bidder is properly qualified to carry out the obligations of the contract and to complete the work specified. Additionally, the University reserves the right to request additional performance guarantees if, in the sole opinion of the University, financial stability or capability cannot be established.

3.1.3 NON-ENDORSEMENT

If selected as a qualified Bidder, the Bidder shall not issue any news releases or other statements pertaining to selection, which state or imply University endorsement of Bidder's services.

3.1.4 DISPUTES/PROTESTS

The University encourages potential Bidders to resolve issues regarding the requirements or the procurement process through written correspondence and discussions. The University wishes to foster cooperative relationships and to reach a fair agreement in a timely manner.

Bidder’s filing a notification to protest must do so within five (5) business days after a Notice of Intent to Award has been publicly posted. The protesting Bidder shall submit a full and complete written statement detailing the facts in support of the protest within 10 calendar days after expressing notification to protest. Protest must be sent by certified or registered mail or delivered in person to the Ian Dangler, Procurement Professional II. Within a reasonable time after receipt of the written statement of protest, the University will provide a decision on the matter. The decision will be in writing and sent by certified or registered mail or delivered in person to the protesting Bidder. The decision of University is final.

3.1.5 AWARD OF CONTRACT

The University reserves the right to reject any and all proposals and to award one or more contracts. Award, if any, will be to the Bidder, whose proposal best complies with all of the requirements of the RFP documents and any addenda. A “Notice of Intent to Award” will be posted publicly for five (5) consecutive working days prior to the award. Written notification will be made to unsuccessful vendors.

The selected Bidder and the University shall commit to negotiation for the final scope of services to be accepted and execution of an contract, in substantial accordance with the terms and conditions herein, within 30 days of the Notice of Intent to Award. Should the parties be unable to reach final agreement within this time frame, the parties may mutually agree upon a time extension to complete negotiations and contract execution. If the parties are unable to agree upon a time extension, or if the University determines that a time extension would not be beneficial to the project, the University reserves the right to terminate negotiations and proceed with a secondary finalist.

3.1.6 EXECUTION OF THE CONTRACT

The Contract shall be signed by the Contractor and returned, along with the required attachments and appendices to the University Contracts and Procurement Management Department within fourteen (14) calendar days from receipt of contract. The period for execution may be changed by mutual agreement of the parties. Contracts are not effective until approved by the appropriate University officials. Any work performed prior to receipt of a fully executed contract shall be at Contractor’s own risk.

3.1.7 FAILURE TO EXECUTE THE CONTRACT

Failure to execute the Contract within the time frame identified above shall be sufficient cause for voiding the award. Failure to comply with other requirements within the set time shall constitute failure to execute the Contract. If the successful Bidder refuses or fails to execute the Contract, the University may award the Contract to the next qualified Bidder.

3.1.8 CONFLICT OF INTEREST

Potential Contractors are advised that Contractor's officers and employees shall comply with the disclosure, disqualification, and other provisions of California's Political Reform Act of 1974 (Government Code Section 81000 et seq.) if their responsibilities include the making or participation in the making of a University decision.

3.1.9 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

In accordance with Government Code section 14838(f), and Military and Veterans Code sections 999.5(a) and 999.5(d), the Trustees shall grant a bid incentive for bid evaluation purposes only.

The level of DVBE incentive will correlate to the level of participation; that is, the more DVBE participation proposed, the higher the incentive. A non-small business cannot displace a California certified small business from the top ranked position due to application of preferences or incentive.

The bid incentives levels are as follows:

DVBE Participation on this contract

Incentive

1% 1% 2% 2% 3% 3% 4% 4% 5% and above 5%

In solicitations where an award is to be made to the highest scored bidder based on evaluation bidder’s total score. In solicitations where an award is to be made to the low bid, the incentive is a percentage of the low bid total.

If requesting the DVBE Incentive, then complete Appendix C, the Bidder Declaration Form, and indicate the total DVBE participation.

3.1.10 SMALL BUSINESS PREFERENCE

The State of California requires agencies to provide a five percent (5%) preference to Proposers or Bidders who qualify as either California certified small businesses or non-small businesses that commit 25% of the contract value to California certified small businesses. To be eligible, the small businesses must be certified by The Office of Small Business and DVBE Services. The rules and regulations of this law, including the definition of a small business for the delivery of services, are contained in Title 2, California Government Code, Section 14838, et seq. and Title 2, California Administrative Code, Section 1896, et seq.,. Copies of the codes and regulations are available online or upon request.

If requesting the Small Business Preference, then complete Appendix C, the Bidder Declaration Form, and indicate the total Small Business participation.

The use of the Small Business Preference shall be in compliance with the law and specifically Government Code Section 14838.B.2. In solicitations where an award is to be made to the highest scored bidder based on evaluation factors in addition to price, the preference to small businesses or microbusiness shall be 5 percent of the highest responsible bidder’s total score. The preference to non-small business bidders that provide for small business or microbusiness subcontractor participation shall be up to a maximum 5 percent of the highest responsible bidder’s total score, determined according to rules and regulations established by the Department of General Services.

In solicitations where an award is to be made to the low bid, the preference is applied by factoring 5 percent of a non-small business low bid total and subtracting this amount from the small business bid total.

3.1.11 Accessibility Technology Initiative – Section 508

California Government Code 11135 requires that the University comply with Section 508 of the Rehabilitation Act of 1973, as amended, and to apply the accessibility standards published by the U.S. Access Board for electronic and information technology (EIT) products and services that it buys, creates, uses, and maintains.

EIT is any equipment, interconnected system, or subsystem of equipment used in the creation, conversion, or duplication of data or information. EIT is defined by the Access Board at 36 CFR

1194.4 and in the FAR at 2.101. EIT includes:

a. Telecommunication products, such as telephones;

b. Information kiosks;

c. Transaction machines;

d. World Wide Web sites;

e. Software and Operating Systems;

f. Computers;

g. Multimedia (including videotapes), and;

h. Office equipment, such as copiers and fax machines.

3.1.12 Patent, Copyright, and Trade Secret Indemnity

A Contractor may be required to furnish a bond to the University against any and all loss, damage, costs, expenses, claims and liability for patent, copyright and trade secret infringement.

3.1.13 Accommodations for the Disabled

It is the policy of the University to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. Persons with a disability needing a reasonable modification to participate in the procurement process, or persons having questions regarding reasonable modifications for the procurement process may contact the procurement professional listed elsewhere in this solicitation.

3.1.14 PUBLIC CONTRACTS CODE RESTRICTIONS FOR SAN DIEGO STATE

UNIVERSITY EMPLOYEES

The University employees and immediate past employees must comply with restrictions regarding contracting with the University. Bidder needs to be aware of the following provisions regarding current or former University employees. In submitting a bid, Bidder certifies that the Bidder is eligible to contract with the University pursuant to the Public Contracts Code (PCC) sections list below:

a. Current University Employees (PCC Section 10831):

i. No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any University department through or by a University contract unless the employment, activity or enterprise is within the course and scope of the officer’s or employee’s regular University employment.

ii. No officer or employee shall contract on his or her own behalf as an independent Bidder with any University department to provide goods or services.

iii. This prohibition does not apply to officers or employees of the University with teaching or research responsibilities.

b. Former University Employees (PCC Section 10832):

i. For the two-year period from the date he or she left University employment, no former University officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any University department.

ii. For the twelve-month period from the date he or she left state employment, no former University officer or employee may enter into a contract with any University department if he or she was employed by that University department in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving University service.

3.1.15 LOSS LEADER

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 10730 of the Business and Professions Code.

“Loss leader” means any article or product sold at less than cost:

a. Where the purpose is to induce, promote, or encourage the purchase of other merchandise; or

b. Where the effect is a tendency or capacity to mislead or deceive purchasers to prospective purchases; or

c. Where the effect is to divert trade from or otherwise injure competitors.

3.1.16 BRAND NAMES

Any reference to brand names is intended to be descriptive, but not restrictive, unless otherwise specified. Proposals meeting the indicated standards of quality will be considered, unless otherwise specified, providing the proposal clearly describes the article offered and how it differs from the referenced brands. Unless the contractor specifies otherwise in the proposal, it is understood the Contractor is offering referenced brands as specified. The University reserves the right to determine whether a substitute offer is equivalent to and meets the standards of quality indicated by the brand name references. The University may require a contractor offering a substitute to supply additional descriptive material and sample.

3.1.17 SUSTAINABILITY

Bidders must present information describing their current sustainable practices, to include, as applicable, the areas of natural resources, company operation and positive social/community impact, written policy statement, sustainable business practices and environmentally preferable purchasing practices or updates to Vendor’s sustainable practices, as applicable as requested in Appendix F.

(End of Section 3)

SECTION 4: SCOPE OF WORK

4.1. Service Overview

4.1.1. The Contractor shall lead the design, implementation, and manage the ongoing operations of all initiatives within the integrated health systems approach.

4.1.2. Implement an electronic health record (EHR) platform, health referrals management system, service billing, and revenue cycle management for the University’s Student Health Services, Athletic Medicine, Counseling and Psychological Services, Research Foundation, and other University current and future clinical area needs.

4.1.3. Serve as a strategic partner in the University’s research agenda, including clinical support and oversight of diagnostic testing for research studies, engagement in research opportunities and development, and healthcare service delivery at the University’s Mission Valley Campus.

4.1.4. Collaborate with the University’s range of academic programs to develop and maintain internship, externship, and clinical practicum opportunities for SDSU students.

4.1.5. Serve as a long-term partner in identifying and implementing strategic initiatives for future expansion of collaboration, service delivery, and collaborative engagement in this integrated health system model. This Scope of Work includes an optional Strategic Innovations and Future Development section that lists potential opportunities for future expansion of this Contract. Expressed future capabilities by a Contractor will be considered in the final selection of bid responses.

4.1.6. The Contractor must clearly define roles and responsibilities relative to University’s Information Technology Division (ITD) for implementation and ongoing operations, including network performance, Identity and Access Management (IAM), patching, backups, and disaster recovery. Additionally, the Contractor must provide a detailed Data Migration and Validation Plan as a standalone section, addressing the complexities of migrating data from multiple legacy systems.

4.1.7. The Contractor must address the leveraging of AI technologies and population health strategies to enhance the well-being of the University student community.

The Contractor will detail how their AI solutions ensure data privacy and prevent inaccurate data (hallucinations)

4.2. Electronic Health Record Services

4.2.1. The Contractor will provide an electronic health record (EHR) system or create an SDSU-specific instance within the Contractor’s existing EHR platform and be knowledgeable about all elements of the operation of such systems, including legal and accreditation requirements, clinical documentation system best practices, evolving technologies, and data security.

4.2.2. The system must be inclusive in its ability to provide a robust clinical ordering and documentation system for all areas of Student Health Services, Athletic Medicine, Counseling and Psychological Services, and the Research Foundation clinical areas.

4.2.3. The system must be capable of meeting the service requirements for a multitude of generalized areas. These individual areas represent but are not limited to operational or business units within Student Health Services, such as Laboratory, Radiology, Athletic Medicine, and Pharmacy as well as Counseling and Psychological Services and the Research Foundation clinical areas. These areas also represent elements of the core business functions and operations that occur across all units, including scheduling, billing and revenue cycle management, integrations & interoperability, and technical specifications.

4.2.4. The system must be a fully integrated system that facilitates coordinated care, maximizes efficiency, creates structures to drive quality improvement, and provides an optimal user experience for the clinical team as well as patients.

4.2.5. The proposed solution shall be a cloud-based, hosted solution capable of interfacing with other clinical systems as needed, including but not limited to a laboratory information system, pharmacy information system, and radiology information system.

4.2.6. The Contractor must disclose cloud data locations and provide annual third-party security audit reports (e.g., SOC 2 Type 2 or equivalent).

4.2.7. The Contractor will develop and maintain an implementation model wherein the EHR is entirely or nearly entirely financially self-supporting for both initial implementation and subsequent annual operating costs through the Contractor’s implementation of referral management, service billing, and revenue cycle management. Response may address such costs including but not limited to:

• Initial implementation cost - one time licensing, training, and / or implementation fees, as applicable

• Data migration costs - any costs associated with the migration of data from the current EHR to the Contractor’s system

• Breakdown of what this cost includes at baseline

• Define any limitations or cost drivers

• Separately list add-on modules or costs required to meet functional and technical requirements

• Interface costs

• Support costs - any costs not included in the baseline pricing for ongoing technical and operational support

• Ad hoc costs - any costs that may occur ad hoc throughout operations.

This may include but is not limited to adding or removing clinical providers.

• Optional costs - any costs for modules or add-ons that are not necessary to meet the functional and technical requirements but are available if requested by the offeror

4.2.8. The system must be able to interface with or maintain interoperability with a range of systems, softwares, and hardware components, including other business and enterprise resource planning (ERP) systems including PeopleSoft Student Information System and Oracle Financial. The applications and interfaces currently in place with the existing EHR have been detailed in Attachment 3.

4.2.9. The system must be compliant with all state and federal regulations for electronic medical record documentation systems.

4.2.10. The Contractor must ensure full HIPAA compliance, including executing Trustees HIPAA related forms.

4.2.11. Attachment #4 contains the elements and operational requirements University's EHR should address. The Contractor is required to fill out Attachment #3 to the best of their ability. While not an exhaustive list, these functional and technical requirements specify the needs that the University currently has for use of the system within each of these operational areas or functions:

• Administrative / General

• Appointment Scheduling

• Billing / Revenue Cycle Management

• Clinical Documentation

• Immunizations & Public Health

• Laboratory

• Pharmacy

• Radiology

• Counseling & Psychology

• Referrals & Case Management

• Athletic Medicine

• Reporting

• Integrations & Interoperability

• Technical Specifications

• Implementation & Training

4.2.12. Contractor shall propose a detailed implementation plan with key milestones and final completion dates.

4.3. Electronic Health Records Desired Qualifications

4.3.1. The Contractor must be an established healthcare provider in the San Diego area with best in class service in the area of electronic health record software development installation, and maintenance as well as experience in service billing, revenue cycle management, clinical laboratory management, and clinical referral management. Ideal experience in these areas is ten (10) years.

4.3.2. The Contractor, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all core requirements requested in this solicitation. The Contractor shall remain responsible for system and contract performance, regardless of subcontractor participation in the work.

4.3.3. SDSU does not wish to procure a software application still under development.

The solution must have full and successful production for at least two years in an outpatient physician practice organization. System supports capacity expansion that will occur each year with incoming students and ten year retention period for records. Current student population is 37,000 to 40,000 enrolled students each year; approximately 11,000 new students each year. Please specify your capacity for records and how many clients you serve with similar populations.

4.3.4. The Contractor shall provide a reasonably fast response time to University requests however in no case shall the initial response time exceed 48 hours.

Please see Attachment 4, Functional and Technical Requirements Checklist, Section 14.26 for all requirements that must be met in regard to response time.

Contractor shall outline their policy in providing and response and other communications to the University.

4.3.5. The Contractor must maintain business and ethical practices in line with: 1) applicable federal and state requirements for healthcare and electronic health record providers, and 2) the University’s best interests at all times.

4.3.6. The Contractor must be able to meet tight deadlines related to requests for information, presentations, proposals, and any other requests made by the University. Contractor shall outline how they plan to meet University deadlines.

4.3.7. The Contractor shall provide how they differentiate service and support as a vendor from competitors.

4.3.8. Contractor must be transparent in all health care provider’s practices. At University request, University must be able to access documentation related to implementation, communications to students/staff, accounting, invoicing, and any other records or documentation related to the work under this Scope of Work.

4.3.9. The Contractor must provide notification to University with any proposed changes to key personnel who will be providing services. Contractor shall outline organizational structure as well as key personnel that will service University.

4.3.10. The Contractor must fill out Attachment 5 in its entirety to be deemed responsive.

4.4. Referral Management

4.4.1. The Contractor will develop a referral tool and pathway within the SDSU instance of their EHR to facilitate referrals to specialists, diagnostic services, and other health system services and providers.

4.4.2. The referral pathway or management system proposed by the Contractor may be either a pathway that is managed by SDSU staff in accordance with the Contractor’s policies, procedures, and resources or may be fully managed by the Contractor with Contractor staff.

4.4.3. The referral management system must demonstrate pathways for patients to access diagnostic, specialty, and other healthcare services through an electronic referral pathway. This access must include robust access to all of these services within the San Diego County area with most common need including, but not limited to, for Diagnostic Imaging, Gastroenterology, Neurology, Orthopedics, Urology, Gynecology, Psychiatry, Dermatology, General Surgery, and Ear, Nose, & Throat specialties.

4.4.4. The referral management system must be able to facilitate referrals across the United States, given that students may require at their permanent residence during breaks or leaves of absence. In general, the Contractor should be able to provide the majority of services within the San Diego and Imperial County service areas, with attention to the distance from the main campus in San Diego.

4.4.5. The Contractor should specify how initial referrals, prior authorizations, denials, as well as patient and provider communication will be managed.

4.4.6. The Contractor must also specify how referrals can be differentiated by acuity and the mechanism for management of priority or urgent referrals.

4.4.7. Contractor shall recognize that University hosts more than 40,000 students each year between instate, out-of-state residents, and international students. The Contractor should specify their intended approach for managing out-of-network referrals and ensuring access to care for all student types.

4.4.8. If the Contractor differentiates in the pathways and access for patients internal to their health system versus those referred from care providers external to the system, the Contractor must specify how SDSU students / referred patients will have referral access consistent with that of internal referrals.

4.5. Service Billing and Revenue Cycle Management

4.5.1. The Contractor will assume management of service billing for designated fee-for-service on a cash-pay basis using an SDSU-developed fee schedule for designated CPT codes in accordance with Attachment 2. These augmented services include a range of health services, diagnostics, goods, and durable medical equipment.

4.5.2. The service billing management system must provide a patient portal for reviewing charges, accepting payments, and accessing any walkout statements.

4.5.3. The service billing management system must include an accessible support team for students and University staff. The Contractor must specify how patient inquiries will be managed and how patient communication will occur.

4.5.4. The Contractor should provide guidance on billing, revenue management, and general healthcare financial services to SDSU leadership and care providers.

4.5.5. The Contractor will facilitate Family Pact billing and denial management.

4.5.6. The selected Contractor and SDSU Business & Financial Affairs will collaborate on developing a process for financial transfers of collected revenues.

4.5.7. The Contractor will be responsible for collaborating with SDSU on to develop a process for collections management.

4.5.8. Potential future expansion for this initiative includes selective insurance billing for designated services to both private and public insurance providers for augmented services. The Contractor must outline capabilities for such an expansion.

4.5.9. Potential future expansion for this initiative also includes transition to a full insurance billing model, with the vendor providing full management of this service, including rate negotiation, coding and charge review, and support with provider credentialing for billing. The Contractor must outline capabilities for such an expansion.

4.5.10. The Contractor must develop a financial projection of new revenue from referrals and service billings in addition to operating expenses (including positions) needed to support referral and billing services.

4.5.11. A robust and regular reporting cadence to SDSU Leadership is expected, with the Contractor detailing monthly revenues, expenses, outstanding receivables, insurance charges and reimbursements, denials, and other key facets of revenue cycle management. The Contractor must specify how this reporting requirement will be met.

4.6. Research Foundation Collaboration and Laboratory Testing Management

4.6.1. The Contractor shall provide specimen collection and laboratory testing for the

San Diego State University Research Foundation (SDSURF), primarily for CLIA waived testing needs..

4.6.2. The Contractor will collaborate with SDSURF and Principle Investigators to provide collection and/or testing on premise at designated SDSURF locations or create workflows for patients/study participants to seek testing at the contractor’s collection facilities.

4.6.3. The Contractor will be fully responsible for the breadth of the collection and testing process, including provision of personnel, materials, laboratory equipment, waste disposal, etc. Collection and testing must occur under the license, certification, policies, procedures, and laboratory directorship of the Contractor.

4.6.4. The Contractor will develop a protocol for management of test results, including notification to patients/study participants and Principle Investigators as well as mandatory reporting requirements, as appropriate.

4.6.5. The Contractor will develop a process for consulting with Principal Investigators seeking addition of new waived tests for research purposes, including providing information on specimen collection, test result procedures, and costs.

4.7. SDSU Mission Valley Innovation District

4.7.1. The selected health care provider will have the opportunity to have a physical presence at SDSU Mission Valley by either (Option 1) entering into a fair-market value ground lease with the University a parcel in the Innovation District to develop a medical/clinical office building, or (Option 2) subleasing space within one of the Innovation District buildings to be built by a third-party developer.

Upon request, University can schedule a walkthrough of the Mission Valley site for potential bidders. Only one walkthrough will be provided, all bidders will be informed, have the opportunity to attend, and ask questions. The walkthrough request must be made and occur before the question submission deadline of October 17, 2025.

4.7.2. Option 1: If the selected health care provider wishes to enter into a ground lease with SDSU, it will be responsible for designing, constructing, financing, owning, maintaining and operating the built improvements consistent with the Master Plan and Final EIR. The selected health care provider will:

● Work with SDSU to finalize key financial and commercial terms for a fair market value ground lease.

● Work with SDSU to secure approval of the Project ground lease and schematic design from the CSU Board of Trustees.

● Contribute a one-time office and lab impact fee to offset the cost of future environmental mitigation measures required under the Master Plan EIR.

● Participate in the long-term management and funding of infrastructure and amenities provided at the Mission Valley site.

● Provide parking a ratio of at minimum 3.55 spaces per 1,000 square feet through the construction of a single level of below-building parking and contribution of an in-lieu fee to SDSU for the construction of the balance of parking spaces required after accounting for below-building spaces provided. All (or nearly all) parking must be made accessible for Snapdragon Stadium events such as SDSU Football games, SDFC games and Wave games.

● Construct shared infrastructure adjacent to their parcel including roads, sewers, and irrigation for common parcels.

4.7.3. Option 2: If the selected health care provider wishes to lease space in an Innovation District building to be built by a third-party developer, the selected health care provider will be responsible for negotiating a lease directly with SDSU’s third-party developer, the cost of which will be fully borne by the Contractor.

4.8. Internships Collaboration

4.8.1. The Contractor shall provide a strategy for the development of internships, externships, or clinical practicum placements in collaboration with SDSU academic programs with proposed placements.

4.8.2. Internship and other co-curricular experiences within this strategy should be identified for students in academic programs that are both clinical and non-clinical (such as finance, marketing, business administration, IT, or as mutually agreed), where students have an interest in career paths connected to the healthcare industry.

4.8.3. Internships and placements may occur both within and outside of the San Diego County service area.

4.8.4. The Contractor’s strategy shall specify how these programs will be maintained in an ongoing fashion.

4.9. Strategic Innovations and Future Partnership Development (Optional)

4.9.1. Support or management of or engagement in on-campus ancillary service delivery on-site at the Calpulli Center. Potential opportunities include pharmacy, moderate to high complexity laboratory services, and radiology services.

4.9.2. Delivery of student medical care at or in proximity to SDSU Imperial Valley.

4.9.3. Management of the current Graduate Student Health Insurance Plan, including plan administration or brokerage, enrollment management and billing, claims management, customer service support, and care provider network development.

There is also potential for future expansion of this plan to include other student populations.

4.10. Timeline

4.10.1. The selection of the Contractor is expected to occur by December 2025. The selected Contractor is expected to immediately begin rolling out their implementation plan in coordination with University leadership.

4.10.2. The University recognizes that full implementation of all components of an EHR and the initiatives outlined herein, including interface development, will be a lengthy process. The Contractor is expected to have the full EHR implementation plan, including data migration plan, approved by University by March 31, 2026, subject to change.

4.10.3. The Contractor is expected that the primary subcomponents of the EHR system, including, but not limited to, clinical documentation, order entry, immunization management, and appointment scheduling, will be operational by July 1, 2027, subject to change.

(End of Section 4)

SECTION 5: CONTRACTOR QUALIFICATIONS/REQUIREMENTS

All proposals are required to submit the SDSU RFP Bidder Response Checklist referenced in Attachment 1. Any proposal not including the completed SDSU RFP Bidder Response Checklist may be deemed unresponsive by the University.

5.1 PROPOSER EXPECTATIONS

Proposer must be an established healthcare provider in the San Diego area with best in class service in the area of electronic health record software development installation, and maintenance as well as experience in service billing, revenue cycle management, clinical laboratory management, and clinical referral management.

Ideal experience in these areas is ten (10) years. If your organization does not have at least 10 years, list the years of experience and differentiating factors that you believe make you as competitive and the best for this contract.

5.2 SCOPE OF WORK TECHNICAL APPROACH

5.2.1 Provide specific details to the scope of work requirements your health care provider can provide in accordance with Section 4. This response should include a detailed description of the approach and plan to be utilized. The detailed plan shall focus on the methodology used for management and execution of the required services. The plan should demonstrate an overall understanding of the Scope of Work to be performed and provide a description of how the health care provider will deliver on the full scope of these integrated health system requirements. The plan will be evaluated on clarity, comprehensiveness, describe efficiencies and presentation in a thorough concise format. Proposers are encouraged to provide samples of documentation where appropriate.

5.2.2 Provide specific details regarding the proposed medical office/clinical presence at SDSU Mission Valley. The response should include (a) a description of the preferred development approach to any space at SDSU Mission Valley (as outlined in section 4.7, i.e.