RFP - Electronic Medical Records System for Student Health and Wellness - RFP Event ID #1238897.pdf

Request for Proposal

Electronic Medical Records System for The Department of Student Health and Wellness

RFP Event ID# 1238897

Issued by:

The Rector and Visitors of the University of Virginia Procurement Services Charlottesville, Virginia

A VASCUPP™ Member Institution

I. GENERAL INFORMATION

Request for Proposal (“RFP”) Name: Electronic Medical Record System for Student Health and Wellness

Sourcing Event/RFP Number: RFP Event ID# 1238897

Issue Date: September 1, 2026

Brief Background & Description:

Organizational Overview Founded by Thomas Jefferson in 1819, The Rector and Visitors of the University of Virginia (the “University”) is a world-class institution of higher learning, renowned for its commitment to education, research, and public service. The University is home to over 20,390 students and 11,960 permanent faculty and staff members, consistently ranking among the top public and private universities in the United States. The University’s mission is deeply rooted in academic excellence, integrity, and service. Students live by a unique Honor Code and engage in a broad spectrum of disciplines, supported by nationally ranked schools in Law, Business, and Medicine. The University also operates a top-tier hospital and produces graduates who are leaders in their fields. For additional information about the University, please visit: https://www.virginia.edu/about-uva/.

Request for Proposal (“RFP”) Description and Background The Rector and Visitors of the University of Virginia (the “University”) seeks proposals from qualified Firms to provide an electronic medical record system for the Department of Student Health and Wellness (the “Goods/Services”). These Goods/Services include, but are not limited to, an integrated electronic medical record (“EMR”) and operational system, including implementation, configuration, training, support, and related professional services to support clinical, counseling, wellbeing, operational, administrative, compliance, billing, reporting, and inventory management functions within the Department of Student Health and Wellness (“Student Health and Wellness”).

Strategic Context for the RFP The University retains responsibility for the oversight and delivery of an integrated Electronic Medical Record (EMR system), operational management, and related technology services supporting clinical, counseling, wellbeing, administrative, compliance, billing, and inventory management functions within Student Health and Wellness. This RFP is intended to support the University’s strategic objective to modernize and integrate the technology environment supporting Student Health and Wellness; improve coordination across clinical, operational, and administrative functions; streamline workflows; enhance access to consistent, real-time data;

reduce reliance on manual processes; and support scalable, efficient service delivery aligned with the University’s current and future operational needs. The Selected Firm will play a critical role in helping the University achieve these goals by ensuring the Goods/Services are provided to the University with the highest standards of quality, efficiency, and alignment with the University’s organizational initiatives.

https://www.virginia.edu/about-uva/

Procurement Structure and Cooperative Use Each Firm accessing this RFP is referred to as a “Firm.” Any Firm selected by the University to provide Goods/Services will be referred to as a “Selected Firm.” For this RFP, the University intends to award a single Selected Firm a resulting Agreement (an “Award Agreement”), establishing them as a “Contract Supplier” who is pre-qualified to provide Goods/Services.

Please note:

(a) An Award Agreement does not guarantee any volume of Goods/Services requested by the University during the term.

(b) The University invites proposals that offer various approaches to delivering Goods/Services, including innovative or alternative solutions.

The University may, at its sole discretion, evaluate these options, provided they meet this RFP’s minimum requirements and functional needs.

(c) A Selected Firm may be asked to provide Goods/Services to other entities (e.g., colleges, state agencies) under cooperative procurement provisions (see Agreement Attachment 2, Provision R).

(d) The University reserves the right to decline an Award Agreement to Firms already under existing VASCUPP cooperative contracts to avoid duplication.

RFP Schedule and Information:

• Pre-Proposal Conference:

Optional: An optional pre-proposal conference will be at 1:00 p.m. ET on Monday, September 14, 2026, virtually. The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation. While attendance at this pre-proposal conference will not be a prerequisite to submitting a proposal, Firms that intend to submit a bid/proposal are strongly encouraged to attend. Firm must confirm its intent to attend (“RSVP”) by sending an email to the Procurement Category Manager for this RFP no later than 3:00 p.m. ET on Friday, September 11, 2026.

Firms should have a copy of this RFP solicitation to reference during the pre-proposal conference. Any changes resulting from this pre-proposal conference will be issued in a written Addendum to this RFP.

IF YOU ARE AN INDIVIDUAL WITH A DISABILITY WHO NEEDS REASONABLE

ACCOMMODATIONS TO PARTICIPATE IN THIS ACTIVITY, PLEASE NOTIFY THE

PROCUREMENT CATEGORY MANAGER LISTED ON THIS RFP BY EMAIL AT

HCH3H@VIRGINIA.EDU NO LATER THAN Friday, September 11, 2026. INDIVIDUALS

WITH HEARING/SPEECH DISABILITIES ARE ENCOURAGED TO USE THE VIRGINIA

RELAY SERVICE. TDD USERS – 800-828-1120.

• Pre-Proposal Questions:

If a Firm has any questions regarding this RFP prior to the Proposal Due Date (see below), all questions must be submitted directly via email to the Procurement Services team member listed under “Communication with the University” below by Monday, September 21, 2026, at 5:00 p.m. ET. While the University’s RFP Sourcing Event and its Message Center are available for communication, only questions submitted via email to the Procurement Services team member specified below will be considered official and eligible for response. The University will use reasonable efforts to respond to all properly submitted questions to the best of its ability. Responses will be posted and made available to all Firms after the deadline.

• Proposal Due Date: Tuesday, October 06, 2026, by 2:00 p.m. ET

Firms should submit one original proposal via the University’s RFP Sourcing Event in Workday Strategic Sourcing (also found on the University’s Public Postings Page at: https://the-rector-and-visitors-of-the-university-of-virgi.public-portal.us.workdayspend.com/).

To submit a response to this solicitation, a Firm must have a Supplier Account with Workday Strategic Sourcing. Registration is free, must be completed on a desktop, and requires setting up a Workday Central Login with an authenticator app. If the Firm is already registered, no new account is needed – existing login credentials can be used. For registration or login issues, contact Workday Support at scoutsupport@workday.com. Note: The RFP Sourcing Event will systematically close promptly at the Proposal Due Date above, and submissions will not be possible after this time.

The University reserves the right to reject proposals received after the Proposal Due Date and time noted in this RFP. However, the University may, at its sole discretion, accept late proposals if it is determined that acceptance of a late proposal is in the best interest of the University.

When submitting a proposal, the Firm must submit the following, separate documents (as applicable):

(a) Proposal responses, with the naming convention “Firm Name – Proposal”, and responses organized in the order in which the requirements are presented in this RFP (Section IV). The full proposal should be attached as an attachment to the Sourcing Event.

(b) Award Agreement in Word format (see Section IV.I.i.). Use the naming convention “Firm Name – Award Agreement”. If applicable, this will be a file upload in the Sourcing Event.

(c) Good & Services Proposal and Fees in Word format (see Section IV.H.).

Use the naming convention “Firm Name – Goods & Services Proposal and Fees”. This will be a file upload in the Sourcing Event and should be attached as a ‘Supplier Attachment’ in the Sourcing Event.

(d) Contractual Provision Addendum in Word format (see Section IV.I.ii.). Use the naming convention “Firm Name - Contractual Provisions”. If applicable, this will be a file upload in the Sourcing Event.

(e) Data Protection Addendum in Word format (see Section IV.I.iii.). Use the naming convention “Firm Name – Data Protection Addendum”. If applicable, this will be a file upload in the Sourcing Event.

(f) Business Associate Addendum in Word format (see Section IV.I.iv.). Use the naming convention “Firm Name – Business Associate Addendum”. If applicable, this will be a file upload in the Sourcing Event.

https://the-rector-and-visitors-of-the-university-of-virgi.public-portal.us.workdayspend.com/ https://the-rector-and-visitors-of-the-university-of-virgi.public-portal.us.workdayspend.com/ mailto:scoutsupport@workday.com

• Negotiations:

For select Firms, negotiations are an included part of this RFP process, and all successful negotiations that are mutually agreed on by the University and the Selected Firm(s) will be incorporated into the resulting Award Agreement(s) by reference.

Oral Presentations and Product Demonstrations. For select Firms, Oral Presentations may also be required following their bid submission to the University. This provides an opportunity for the Firm to clarify or elaborate on its proposal. The University will schedule the time and location of these presentations and notify select Firms accordingly. Oral presentations are an option of the University and may or may not be conducted. Therefore, proposals should be complete in the manner described in this RFP.

As part of the evaluation process, the University may require selected Firms to participate in a structured product demonstration. The purpose of the demonstration will be to evaluate how the proposed solution supports actual Student Health and Wellness workflows and functional requirements.

The University may require selected Firms to demonstrate some or all of the following scenarios:

i. Scheduling, patient access, and check-in: Schedule an appointment, complete required forms or questionnaires, manage appointment availability, demonstrate patient self-scheduling and reminders, check the student in, and move the student through the applicable visit workflow.

ii. Medical encounter: Demonstrate nursing and provider documentation within the same encounter; medication and allergy reconciliation;

clinical documentation; ordering of medications, laboratory testing, imaging, and referrals; e-prescribing; results review; and patient follow-up including messaging.

iii. Mental health encounter: Demonstrate scheduling and documentation of a counseling, group, or same-day triage encounter, including assessment tools, risk assessment, treatment planning, follow-up, outcome measures, and appropriate access or segmentation of sensitive information.

iv. Immunization compliance: Demonstrate receipt of student-submitted immunization documentation, immunization entry and review, registry integration, determination of compliance status, identification of missing requirements, and communication with the student.

v. Billing and insurance: Demonstrate insurance information management, eligibility or roster processing, charge capture and adjustment, claims generation or submission, remittance/payment posting, and applicable Student Information System billing processes.

vi. Inventory management: Demonstrate inventory receipt, lot and expiration tracking, inventory usage, par-level monitoring, replenishment or requisition workflow, and inventory reporting.

vii. Care coordination and cross-functional workflow: Demonstrate referral, follow-up, messaging, or other coordination across appropriate Student Health and Wellness service areas while maintaining applicable role-based access and information segmentation.

viii. Reporting and analytics: Demonstrate standard and ad hoc reporting, operational dashboards, and the methods available for University access to underlying data for institutional reporting and analytics.

For each demonstrated capability, the Firm shall identify whether the functionality is:

• standard functionality available in the proposed solution;

• configurable by the University or Firm;

• dependent upon custom development;

• dependent upon a third-party product or integration;

• separately licensed or priced; or

• planned for a future product release.

The University may provide selected Firms with a more detailed demonstration script, specific scenarios, sample data, instructions, and time limits prior to the demonstration. The University reserves the right to modify, combine, or omit demonstration scenarios based on the proposals received and the needs of the evaluation process.

• Anticipated Award Date:

The Award Agreement(s) may be made on a rolling basis, but initial notice of awards is anticipated to occur by January 2027.

Expected Term: The initial term of any resulting Award Agreement is expected to be for three

(3) years with the ability to renew on the same terms and conditions for up to seven (7) additional years, if such renewal is agreed upon in a written amendment signed by the University and the Selected Firm(s).

Proposal Offer Period: The Firm agrees that submitting a proposal constitutes an offer that will remain open and irrevocable for one hundred and eighty (180) days from the Proposal Due Date.

Rejection of Proposals: The University reserves the right to reject any or all proposals received. Non-acceptance of a Firm's proposal will mean that one or more proposals were deemed more advantageous to the University or that all proposals were rejected. Firms whose proposals are not accepted will be notified after a binding contractual Award Agreement (or Agreements) between the University and a Selected Firm (or Selected Firms) exists, or when the University rejects all proposals.

Communication with the University: During this procurement, all communications regarding this RFP must be directed to the Procurement Services office and the Strategic Sourcing team member listed below.

• Refer all questions/correspondence about the RFP to:

Heather C. Hite Procurement Category Manager Email: hch3h@virginia.edu

• Refer all issues directly related to reporting and subcontracting opportunities to:

Shannon Wampler Business Analyst, Procurement Services Email: saw2w@virginia.edu

The RFP has been posted on the University’s Public Postings Page and can be accessed through the Sourcing Event. It is the Firm’s responsibility to ensure that the latest version of the entire RFP and related links are reviewed before submitting a proposal. Addenda and attachments are posted if issued. The University encourages Firms to check the Sourcing Event frequently for any changes before the Proposal Due Date.

Contract Administrator(s): The University will identify an individual or individuals for contract administration (the “Contract Administrator” or “Contract Administrators”) for any Award Agreement that results from this RFP. Contract Administrators will be the point of contact at the University for day-to-day operations, but only an authorized representative from the University’s Procurement Services team will be able to approve any modifications or Amendments to this Award Agreement. Additional information can be found in RFP Attachment A, Award Agreement, Section II.E.

Virginia Freedom of Information Act: Except as provided, once an Award Agreement is announced, all proposals submitted in response to this RFP will be open to inspection by any citizen, interested person, firm, or corporation, in accordance with the Virginia Freedom of Information Act (“the VFOIA”). Trade secrets or proprietary information submitted by a Firm before or as part of its proposal will not be subject to public disclosure under the VFOIA only under the following circumstances: (1) the appropriate information is clearly identified by some distinct method such as highlighting or underlining; (2) only the specific words, figures, or paragraphs that constitute trade secrets or proprietary information are identified; and (3) a summary page is supplied immediately following the proposal title page that includes: (a) the information to be protected, (b) the section(s)/page number(s) where this information is found in the proposal, and (c) a statement why protection is necessary for each section listed. The Firm must also provide a separate electronic copy of the proposal (e.g., email, CD, etc.) with the trade secrets and/or proprietary information redacted. Information regarding the accessibility of the Goods/Services under consideration, particularly compliance with Web Content Accessibility Guidelines (WCAG) accessibility standards and including the interactive administrative consoles required to utilize these Goods/Services, must be exempt from any non-disclosure request. IF ALL OF THESE REQUIREMENTS ARE NOT MET, THE

FIRM’S ENTIRE PROPOSAL WILL BE AVAILABLE FOR PUBLIC INSPECTION.

Important: Any trade secrets or proprietary information submitted with a proposal

(original or copy) for which the Firm seeks protection from public disclosure mailto:hch3h@virginia.edu mailto:saw2w@virginia.edu must follow the requirements outlined above. A Firm may not request that its entire proposal be treated as a trade secret or proprietary information, nor may it request that its pricing/fees be treated as a trade secret or proprietary information or otherwise be deemed confidential.

II. SCOPE OF GOODS/SERVICES

The University seeks proposals from qualified Firms to provide an Electronic Medical Record System for Student Health and Wellness (the “Goods/Services”) for the following:

The University seeks proposals from qualified Firms to provide, implement, and support an integrated Electronic Medical Record (EMR) and operational system (the “Services”) to support Student Health and Wellness operations across multiple functional areas.

The Services must support a broad range of clinical, operational, financial, and administrative functions in a unified or tightly integrated solution environment.

Current-State Environment The University currently utilizes Medicat as its primary Electronic Medical Record (EMR) platform across Student Health and Wellness. Medicat supports clinical and counseling documentation, scheduling, billing and insurance functions, patient access, immunization compliance, and related administrative and operational workflows.

The current environment includes:

• Electronic Medical Record: Medicat;

• Patient Portal: Medicat/MedicatOne;

• Billing and Insurance: Medicat, including billing to student accounts and one

University-approved insurance carrier;

• Scheduling: Medicat; and

• Immunization Compliance: Medicat Immunization Compliance Module, a critical component of the University’s current operations.

The University is currently transitioning portions of its Medicat environment to cloud-based functionality. The Immunization Compliance Module is expected to transition to the cloud in October 2026, and the current patient portal environment must transition by March 2027.

The University maintains approximately ten (10) years of historical EMR data. The historical environment is approaching one terabyte of data; current data volume is subject to ongoing records-retention and destruction activities.

Existing and anticipated integration requirements are identified separately in Section II.I., Integration Requirements.

This information is provided to support proposal development, implementation planning, and pricing and is not intended to prescribe the architecture or configuration of the future solution. The Selected Firm will be expected to validate the current environment, data, interfaces, migration requirements, and technical dependencies during implementation discovery.

Planning and Volume Information The following information is provided to assist Firms in developing their proposals and pricing. All figures are approximate, are subject to change during the term of any resulting Agreement, and do not represent minimum or guaranteed volumes.

• Approximate student population represented in the EMR: 30,000, including approximately 24,000 students currently eligible for services and approximately 6,000 additional students maintained in the database;

• Approximate number of active EMR users: 225;

• Approximate number of clinical/provider users: 150;

• Approximate annual appointments/encounters: 62,000, including approximately:

o 19,000 CAPS encounters;

o 40,000 Medical Services encounters; and o 3,000 encounters across other service areas; and

• Approximate annual claims volume: 3,500 claims submitted to the University-approved student insurance carrier.

Firms shall clearly identify any pricing assumptions based on population, users, providers, encounters, transactions, modules, or other volume measures and shall describe how changes in those measures would affect pricing during the Agreement term.

The scope of Services includes, but is not limited to, the following:

A. Clinical and Patient Care Functionality

The Selected Firm shall provide a system that supports clinical workflows across diverse care delivery models, including medical, mental health, and well-being services. Capabilities must include:

• Appointment scheduling and patient flow management across multiple visit types

• Clinical documentation with configurable templates

• Treatment planning, assessments, and outcome tracking

• E-prescribing

• Medication management, including interaction and allergy checking

• Ordering, such as referrals, imaging, and labs, and results tracking

• Mental health-specific workflows and standardized assessment tools

• Alerts, notifications, and care coordination tools

• Secure communication between providers and clinics

B. Patient Access and Engagement

The Selected Firm shall provide tools that enhance patient access and engagement, including:

• Online self-scheduling and appointment management

• Secure messaging between patients and providers

• Digital intake forms and document submission

• Appointment reminders and notifications

• Triage and routing capabilities

C. Medical Records and Compliance

The Selected Firm shall support compliant management of medical records, including:

• Immunization tracking and registry integration

• Immunization compliance reminders and notifications

• Document management and release of information workflows

• Compliance with applicable regulatory and legal standards (e.g., HIPAA, FERPA)

• Role-based and individual user access and data segmentation

D. Billing and Financial Operations

The Selected Firm shall provide functionality to support billing and financial workflows,

• Integration with or file sharing setup for the University’s Student Information Systems

(SIS)

• Claims generation and submission to University-approved carrier

• Payment posting and reconciliation

• Insurance eligibility and roster management

• Charge capture, adjustment, and account management

E. Inventory and Supply Chain Management

The Selected Firm shall provide inventory management capabilities that support clinical operations, including:

• Real-time inventory tracking across locations

• Par level management and automated alerts

• Ordering, receiving, and reconciliation workflows

• Lot number and expiration tracking

• Usage tracking and reporting

F. Reporting and Analytics

The Selected Firm shall provide robust reporting and analytics capabilities, including:

• Real-time operational and clinical reporting

• Standard and ad hoc reporting tools

• Dashboard capabilities across clinical, financial, and operational domains

• Access to underlying data for advanced analytics and institutional reporting tools

G. System Administration and Technical Capabilities

The Selected Firm shall support system administration and technical operations, including:

• Role-based and individual user access controls and permissions

• Test and sandbox environments

• Data access for reporting and troubleshooting

• Audit logs and system activity tracking

• System configuration and customization capabilities

• Vendor support and documentation

• Ability to track and update demographic information

H. Cross-Functional Workflow and Information Access

The proposed solution shall support configurable workflows across Student Health and Wellness functional areas, as appropriate. The University does not intend to require replication of all current-state workflows and anticipates that implementation will include review, redesign, and optimization of existing processes to take advantage of the capabilities and recommended practices of the Selected Firm’s solution.

The Firm shall describe how the proposed solution supports, or can be configured to support, cross-functional activities including:

i. Referrals, routing, and follow-up across appropriate service areas;

ii. Care coordination and communication among authorized users;

iii. Case, task, and follow-up tracking;

iv. Role-based and individual access controls;

v. Segmentation of sensitive clinical, counseling, administrative, or other information based on user role and operational need;

vi. Controlled access to otherwise restricted information when access is authorized and clinically or operationally appropriate;

vii. Audit functionality that records access to restricted information, including the user, date and time, and other applicable access information; and

viii. Other workflows requiring coordination across Student Health and Wellness functional areas.

The solution shall allow the University to configure appropriate information access and segmentation while supporting authorized coordination across functional areas. Where access to otherwise restricted information is permitted, the Firm shall describe the controls, authorization mechanisms, notifications, and audit capabilities available within the proposed solution.

The Firm shall distinguish between functionality that is standard, configurable, requires custom development, or depends upon a third-party product or integration.

The Firm shall also describe its approach to workflow discovery, design, configuration, testing, and optimization during implementation, including how it works with clients to evaluate existing workflows and develop future-state processes.

I. Integration Requirements

The Selected Firm shall support integration and data exchange with University and third-party systems and services necessary to support Student Health and Wellness operations, including, as applicable:

• University Student Information System (SIS), through direct integration and/or secure file-based exchange, including the ability to generate, transmit, receive, and process required files and data;

• University identity management and authentication services, including Single Sign-On

(SSO);

• University-approved insurance carrier systems and clearinghouses;

• Epic / UVA Health;

• LabCorp;

• RelayMed;

• Virginia Immunization Information System (VIIS);

• Verivax or similar multi-state immunization registry;

• Center for Collegiate Mental Health (CCMH), including CCAPS tools and instruments, as applicable;

• Prescription Monitoring Program (PMP);

• Prescribing and e-prescribing platforms;

• Secure SQL access for authorized University data analysts, including read-only access to production data or a replica of production data for reporting, analytics, troubleshooting, and operational planning;

• Workday;

• Vendor ordering systems, including Cardinal and Amazon Business;

• TimelyCare;

• Epic Care Everywhere;

• EKG devices and systems;

• Check-in kiosks;

• Electronic fax functionality;

• Text messaging/SMS services to support student communications; and

• AI scribe or similar clinical documentation tools, where applicable.

For each applicable integration or data exchange, the Firm shall identify applicable technical requirements and dependencies, University and third-party responsibilities, anticipated implementation timing, and all associated one-time and recurring costs.

The University does not prescribe a specific technical method for integration or data exchange and will consider alternative approaches that meet or improve upon the underlying functional and operational requirement. The Firm shall identify which integrations, data exchanges, or related functions it recommends be operational at go-live to support continuity of essential Student Health and Wellness operations, and which may be implemented or transitioned in later phases. Where a current integration cannot be replicated or is not recommended, the Firm shall describe the proposed alternative approach.

Final integration design, scope, sequencing, and go-live requirements will be established with the Selected Firm during implementation planning. The solution shall provide sufficient access to underlying University Data to support University-developed reporting and analytics, including Power BI, as well as troubleshooting and operational needs.

J. Data Migration and Implementation Support

The Selected Firm shall provide a comprehensive approach to migration, conversion, validation, and continued accessibility of historical data from the University’s existing systems.

The University currently utilizes Medicat Legacy as its Electronic Medical Record system. The current EMR environment contains approximately ten (10) years of historical information to be retained, with a broader historical Medicat environment that has approached one terabyte of data. Historical information includes, but is not limited to, patient demographics, eligibility information, immunizations, appointments, billing and ticket information, laboratory orders and results, clinical records and charts, forms, documents and attachments, and secure messaging. Additional operational data maintained in other tools, including Smartsheet, may also require migration or conversion as part of implementation.

The Firm shall specifically address its proposed approach to data conversion and migration from Medicat Legacy. The Firm shall describe any prior experience migrating data from Medicat Legacy, if applicable, including the types of data migrated and any known limitations, challenges, or considerations. Prior experience with Medicat Legacy is not required; however, if the Firm does not have such experience, it shall describe its proposed methodology for assessing, mapping, converting, validating, and preserving access to the University’s historical information.

At a minimum, the Firm shall describe its approach to:

i. Discovery, assessment, and inventory of existing data;

ii. Data mapping and conversion;

iii. Migration of structured data;

iv. Migration of clinical records, documents, attachments, forms, messages, and other unstructured information;

v. Migration of historical patient and encounter information;

vi. Migration or conversion of applicable operational data maintained outside the current EMR;

vii. Data cleansing and remediation, as applicable;

viii. Testing cycles, reconciliation, and validation of converted data;

ix. University review and acceptance of migrated data;

x. Preservation of data integrity, applicable audit history, and relationships between records;

xi. Roles and responsibilities of the Firm, the University, and applicable third parties;

xii. Cutover and transition planning;

xiii. Procedures to minimize disruption to clinical, administrative, and operational activities;

xiv. Post-migration validation and remediation; and

xv. Assumptions, dependencies, limitations, and costs associated with migration and conversion.

The Firm shall identify which Medicat Legacy data elements it anticipates can be converted into native fields or records within the proposed solution, which data may require conversion to another accessible format, and which data, if any, cannot reasonably be migrated into the proposed solution. The Firm shall clearly identify any data types, formats, volumes, historical information, or other conditions that may require additional services, tools, resources, or costs.

The University requires continued secure and usable access to historical information necessary for clinical care, operations, reporting, legal and regulatory requirements, and records retention. Where migration of certain historical information into the proposed solution is not technically feasible or advisable, the Firm may propose an alternative approach for maintaining secure, searchable, and appropriately controlled access to that information. Any proposed alternative shall describe applicable access controls, audit capabilities, retention considerations, technical requirements, ongoing support, and associated costs.

The Firm shall identify its recommended migration strategy and sequencing, including any dependencies between data migration, system configuration, integrations, testing, and go-live activities. The University may implement different functional areas or data sets on different timelines based on operational requirements.

Final migration scope, data mapping, sequencing, validation requirements, acceptance criteria, and cutover activities will be established with the Selected Firm during implementation planning.

K. Additional Services

The Selected Firm will be requested to:

• Provide ongoing system enhancements and optimization

• Support workflow redesign and process improvement

• Provide training and change management support

• Perform other related services as requested by the University

The Student Health and Wellness Services Areas (https://www.studenthealth.virginia.edu/care-options) include:

• Care and Support Services (CASS) o Provides non-clinical case management, advocacy, care coordination, and referral services to help students navigate personal, academic, financial, and health-related challenges. Staff work collaboratively with campus and community partners to connect students with appropriate resources and support networks.

https://www.studenthealth.virginia.edu/care-options

• Disability Services (SDAC) o Coordinates academic accommodations, accessibility services, and disability-related support to ensure equitable access to University programs, services, and activities. Services include accommodation planning, consultation, and advocacy for students with documented disabilities.

• Well-Being Services o Promotes student success through health education, wellness coaching, prevention initiatives, and evidence-based programs focused on physical, emotional, social, and academic well-being. Services include individual support, workshops, outreach, functional exercise, and campus-wide wellness programming.

• Mental Health Services (CAPS) o Provides counseling, psychiatric care, crisis intervention, group therapy, consultation, and referral services to support students' mental and emotional health.

• Medical Services o Provides comprehensive outpatient healthcare including primary care, preventive services, reproductive health, travel medicine, immunizations, laboratory services, and treatment of acute and chronic health conditions.

Medical Services supports an integrated, multidisciplinary care model.

Note that the University does not place verbal orders without an authorized, corresponding payment method. No Goods/Services will be authorized without a University-issued Purchase Order, and no minimum or maximum amount of work is guaranteed to any Selected Firm under any resulting Award Agreement from this RFP.

III. BASIS OF SELECTION

The University will evaluate proposals, and the selection of Firms will be on the basis of:

• The Firm's ability to provide the University with the Goods/Services as described in Section II. Scope of Goods/Services, and the quality of the proposal, specifically, responsiveness to requirements and adequacy of information provided (40%);

• The Firm’s experience and demonstrated efficacy in providing Goods/Services similar to those described in this RFP, including the Firm’s references from other higher education clients (25%);

• The Firm’s specific plans, approach, or methodology that would be utilized to provide the requested Goods/Services (15%);

• The Firm’s financial proposal (10%);

• The Firm’s small business status and/or the Firm’s plan for utilization of certified small business subcontractors (10%).

Overall value will be judged based upon the information provided in the Firm’s proposal in response to the applicable submission requirements of this RFP. All proposals received will be carefully evaluated by the University. The University then intends to conduct negotiations with two or more Firms. After negotiations have been conducted, if the University chooses to make an award, the University will select the Firms which, in its opinion, best meet the needs of the University. Alternatively, if the University determines in its sole discretion that only one Firm is fully qualified, or that one Firm is clearly more highly qualified than the others under consideration, it may decide to negotiate and grant an Award Agreement to that single Firm.

In either event, the University intends to execute a mutually satisfactory written Award Agreement that will reflect and largely incorporate this RFP as reconciled with any pertinent documents (such as the proposal submitted and relevant negotiation correspondence).

Because the University may choose to negotiate and award to a single Firm as discussed above, each Firm must include in its written proposal all requirements, terms, or conditions it may have, and should not assume that an opportunity will exist to add such matters after the proposal is submitted.

IV. CONTENTS OF THE PROPOSAL

Proposals should include all information as outlined in the RFP and in this section, and they must be submitted in a complete and clearly organized manner that is in accordance with the format specified in this RFP. Proposals must be submitted through the designated Sourcing Event platform, and Firms must respond to each required question within the platform, in addition to any attachments.

The University invites proposals that offer various approaches to delivering Goods/Services, including innovative or alternative solutions. The University may, at its sole discretion, evaluate these options, provided they meet this RFP’s minimum requirements and functional needs.

A. Company Overview:

i. Provide the Firm’s legal entity name and headquarters address.

ii. Give the name, title, address, telephone number, and email of the individual who will act as the Firm’s designated representative for purposes of this RFP.

B. Qualifications/Experience:

i. Give a brief history of the Firm, including the number of years it has been in business, especially pertaining to its experience providing the Goods/Services as described in this RFP.

ii. Describe the approach and specific capabilities that uniquely qualify the Firm for the Goods/Services requested. Emphasize how the Firm believes it will differentiate its offering from other competing Firms.

iii. Provide a list of the Firm's current clients comparable to the University (i.e., higher education, university hospitals, and/or non-profit clients in particular), indicating the length of service of each account. Include the name of the organization and the contact information (name, email, and phone number) in the event that the University contacts and/or visits any of these accounts.

iv. If applicable, provide the total amount of annual sales the Firm has with each

Virginia Association of State College & University Purchasing Professional (“VASCUPP”) Member Institution. A list of Member Institutions can be found on the VASCUPP site: https://vascupp.org/members. If Firm does not have any annual sales with VASCUPP Member Institutions, please indicate ‘Not Applicable’.

C. Key Personnel:

i. Provide information about the individuals specifically assigned to work with the

University, including a description of their experience in providing similar Goods/Services as described in this RFP. When providing this information, please also identify the individual(s) within the Firm who will have overall https://vascupp.org/members responsibility for the University account, the office in which each account team member is located, and how they fit into the organization of the Firm as a whole.

D. Functional Requirements Response For each requirement identified in Section II, Scope of Goods/Services, the Firm shall indicate how the proposed solution satisfies the requirement using one of the following response categories:

i. Standard: Available as standard functionality within the proposed solution;

ii. Configurable: Available through configuration of the proposed solution without custom development;

iii. Custom: Requires custom development or professional services;

iv. Third Party: Requires a third-party product, service, or integration;

v. Planned: Not currently available but included on the Firm’s product roadmap; or

vi. Not Available: The proposed solution does not currently support the requirement.

For any response other than Standard, the Firm shall briefly describe the proposed approach and identify any applicable dependencies, limitations, implementation considerations, additional licensing, third-party requirements, or additional costs.

Firms may propose alternative approaches that satisfy the underlying functional or operational requirement. Any alternative approach shall be clearly identified and described.

The University may request clarification or demonstration of any functionality identified in the Firm’s response during the evaluation process.

E. Implementation Approach and Methodology

Describe the Firm’s proposed approach and methodology for implementing the proposed solution for Student Health and Wellness. At a minimum, the response should address:

i. Proposed implementation phases, milestones, and estimated timeline;

ii. Project governance and project management approach, including the

Firm personnel responsible for implementation;

iii. Roles and responsibilities of the Firm, the University, and applicable third parties;

iv. Anticipated University staffing, resource, and decision-making requirements throughout implementation;

v. System configuration and workflow design approach;

vi. Testing and validation methodology, including access to test or sandbox environments;

vii. Training approach for end users, system administrators, and technical support staff;

viii. Data migration and conversion approach;

ix. Integration development, testing, and sequencing;

x. Go-live and cutover approach, including anticipated downtime and operational continuity planning;

xi. Go-live and post-go-live support and stabilization;

xii. Risk identification, escalation, and mitigation approach; and

xiii. Key implementation assumptions, dependencies, and constraints.

The Firm should identify whether it recommends a phased, simultaneous, or other implementation approach and explain the basis for its recommendation. The University may modify implementation sequencing, milestones, timelines, and responsibilities in collaboration with the Selected Firm following award.

The Firm should also describe its experience implementing comparable solutions in higher education student health, counseling, or similarly complex healthcare environments and identify lessons learned that would inform its proposed approach for the University.

F. Security and Technical Requirements:

The Firm shall describe the security framework and controls applicable to the proposed solution, including:

i. SOC 2 Type II certification or report, if available;

ii. HITRUST certification, if available;

iii. Security architecture and hosting environment;

iv. Incident response processes;

v. Business continuity capabilities and documentation;

vi. Disaster recovery capabilities; and

vii. Other relevant security certifications, independent assessments, or controls.

The Firm shall identify any security, infrastructure, authentication, network, hosting, access, or other technical requirements or dependencies that the University would be responsible for providing or supporting as part of implementation or ongoing operation of the solution.

The Firm shall identify any third-party services or subprocessors used to provide the proposed solution and describe any material security or data-protection considerations associated with those services.

The Selected Firm will be subject to applicable University security, privacy, data protection, and Business Associate requirements, including the University’s Vendor Security Review and applicable contractual addenda.

G. Artificial Intelligence Capabilities:

The Firm shall identify any artificial intelligence, machine learning, generative AI, automated documentation, or similar functionality included in or available with the proposed solution. The Firm shall indicate whether such functionality is standard, optional, separately licensed or priced, or dependent upon a third-party product or service.

The Firm shall describe, as applicable, available capabilities related to:

i. Clinical documentation assistance;

ii. Note generation;

iii. Coding assistance;

iv. Reporting and analytics;

v. Predictive analytics;

vi. AI governance and oversight;

vii. Use of University Data for model training, improvement, or other AI-related purposes; and

viii. Available controls to enable, disable, or opt out of AI-enabled functionality.

The Firm shall identify any limitations, dependencies, third-party services, or additional costs associated with these capabilities.

H. Goods & Services Proposal and Fees:

Using Agreement Attachment 1, Goods & Services Proposal and Fees, provide the Firm’s proposed Goods/Services under this RFP and their corresponding fees,

i. Any/all related costs, fees, and/or expenses (e.g., including, but not limited to, shipping charges, mobilization, travel, mileage, etc.). The fee structure should include all aspects of the Firm’s operation including labor, overhead, travel expense reimbursements, and other expenses. Ensure comprehensive fees are provided for any/all Goods/Services proposed by the Firm. Note: The University cannot accept any pricing based on a “Cost-Plus a Percentage of Cost basis”.

ii. A detailed explanation of how the University will be charged for the Goods/Services. EX: Please detail if invoicing will be on a per-project basis, if it will be calculated at an hourly rate, or if both methods may be utilized depending on the scope of the project.

iii. An overview of how the University will benefit from cost savings by accepting the Firm's proposal. Provide any additional discounts that may be applicable and offered to the University.

Note:

The rates proposed for each year of the initial term shall be the maximum rates the Selected Firm may charge during that period. The Selected Firm may alter its Goods and Services Proposal and Fees only through an official amendment to the Award Agreement executed by the University. If the University elects to renew the Award Agreement, pricing for each renewal period shall not exceed the pricing applicable during the immediately preceding contract period, adjusted by no more than the percentage increase or decrease in the Other Services category of the Consumer Price Index for Urban Wage Earners and Clerical Workers (“CPI-W”) published by the United States Bureau of Labor Statistics for the most recent twelve-month period available, unless otherwise approved by an authorized representative of the University

I. Contractual Arrangements:

i. Review the document, RFP Attachment A, Award Agreement, and confirm that if selected for an Award Agreement, the Firm will agree to and abide by all terms and conditions therein. Please note: Agreeing to the terms and conditions of this document does not guarantee a Firm will be selected for an Award Agreement.

a. If the Firm takes any exceptions to this document, it must indicate this in writing, and it must submit a separate document with its proposal titled “Firm Name – Award Agreement” at the time of the Proposal Due Date.

This must be a Word document utilizing ‘Track Changes’ in the ‘Review’ tab to maximize efficiency. The University reserves the right to accept, reject, or edit the proposed modifications. Please be advised that any exceptions a Firm takes to this document could delay and/or impact an Award Agreement. If a Firm does not submit a separate addendum during its initial submission and by the Proposal Due Date, then the proposal from the Firm will automatically be deemed to include/accept the terms and conditions of any resulting Award Agreement. Proposed modifications after this time will not be considered or accepted.

ii. This solicitation and any subsequent agreement are also subject to University’s

Contractual Provisions contained within Agreement Attachment 2. Review and confirm that if selected for an award, the Firm will agree to and abide by all terms and conditions therein.

a. If the Firm takes any exceptions to this document, it must indicate this in writing, and it must submit a separate document with its proposal titled “Firm Name – Contractual Provisions”. This document must be a Word document utilizing ‘Track Changes’ in the ‘Review’ tab to maximize efficiency. The University reserves the right to accept, reject, or edit the proposed modifications. Please be advised that any exceptions a Firm takes to this document could delay and/or impact an Award Agreement. If a Firm does not submit a separate addendum during its initial submission and by the Proposal Due Date, then the proposal from the Firm will automatically be deemed to include/accept the terms and conditions as issued in this RFP. Proposed modifications after this time will not be considered or accepted.

iii. This solicitation and any subsequent agreement are also subject to University’s

Data Protection Addendum contained within Agreement…