RFP - RIsk Compliance and Quality.docx

CONFEDERATED TRIBES OF

COOS, LOWER UMPQUA AND SIUSLAW INDIANS

TRIBAL GOVERNMENT

1245 Fulton Avenue - Coos Bay, Oregon 97420 Telephone (541)888-9577 Toll Free 1-888-280-0726 Fax: (541)888-2853

Request for Proposal (RFP) Risk, Quality, and Compliance Software Solution Confederated Tribes of Coos, Lower Umpqua and Siuslaw Indians Confederated Tribes of Coos, Lower Umpqua and Siuslaw Indians (CTCLUSI) is seeking proposals from qualified vendors to provide a comprehensive Risk, Quality, and Compliance software solution to support our health clinic operations. The system should enhance patient safety, regulatory compliance, performance improvement, and risk mitigation efforts.

Organization Background Provide a brief overview of your clinic, such as:

· Three Rivers Health Clinic (TRHC) and CTCLUSI Departments

· TRHC approx. 60 CTCLUSI/Casino approx. 690

· Services offered at TRHC (primary care, behavioral health, dental, etc.)

· Departments within CTCLUSI – Casino, Community Health, Finance, Forestry, Natural Resources, etc.

The selected solution must:

· Support risk management and incident reporting

· Enable quality improvement tracking and reporting

· Ensure regulatory compliance (e.g., BIA, CFR, HIPAA, HRSA, IHS, Joint Commission, etc. if applicable)

· Provide data analytics and dashboards

· Integrate with existing systems, when appropriate (e.g., EHR)

· Improve workflow efficiency and documentation accuracy

· Encompass all department usage within CTCLUSI and TRHC

Scope of Work The vendor shall provide:

· Software licensing or subscription services

· Implementation and configuration

· Data migration (if applicable)

· Training for staff and administrators

· Ongoing technical support and maintenance

· System updates and enhancements Functional Requirements Vendors must address the following capabilities:

Risk Management

· Incident/event reporting and tracking

· Root cause analysis tools

· Risk assessment and mitigation tracking Quality Management

· Performance improvement tracking

· Clinical quality measures (CQMs)

· Audit tools and reporting Compliance Management

· Policy and procedure management

· Regulatory tracking and alerts

· Document control and versioning Reporting & Analytics

· Customizable dashboards

· Automated reporting

· Data export capabilities Security & Access

· Role-based access controls

· Audit logs

· HIPAA-compliant security measures Technical Requirements

· Cloud-based or on-premise deployment options

· Compatibility with existing EHR systems, as appropriate

· Data encryption (in transit and at rest)

· System uptime and reliability standards

· User-friendly interface Vendor Qualifications Vendors must include:

· Company background and experience in healthcare

· Experience with similar organizations (Tribal or rural healthcare preferred)

· Client references (minimum of 3)

· Implementation methodology

· Support structure and service levels Pricing Proposal Provide detailed pricing, including:

· Software licensing/subscription costs

· Implementation fees

· Training costs

· Ongoing maintenance/support fees

· Optional modules or add-ons Proposal Submission Requirements Include the following:

· Executive summary

· Detailed response to requirements

· Implementation timeline

· Pricing proposal

· References

· Sample contract or terms

Evaluation Criteria

Total

Timeline Milestone

RFP Issued

Dates

April 24, 2026

Terms and Conditions

· CTCLUSI reserves the right to reject any or all proposals

· Proposals must remain valid for at least 90 days

· Vendor must comply with all applicable federal, state, and Tribal regulations

· A Business Associate Agreement (BAA) will be required for HIPAA compliance

· Data ownership remains with CTCLUSI

· Waive informalities or irregularities

· Amend or cancel this RFP

· Negotiate contract terms

· Select the proposal deemed in the Tribe’s best interest Contact Information All questions or other communication regarding this RFP must be directed via email to:

Brianna Rivera Quality Manager CTCLUSI, Three Rivers Health Center brivera@ctclusi.org

Proposal Submission Information All bid proposals regarding this RFP must be received electronically by May 29, 2026, 2 PM PST and directed via email to:

Brianna Rivera Quality Manager CTCLUSI, Three Rivers Health Center brivera@ctclusi.org

No mail or fax copies will be accepted. No late bids will be accepted past the proposal due date.

Additional Considerations (Optional but Recommended)

· Preference for vendors experienced with Tribal Health systems

· Ability to support grant reporting requirements

· Scalability for future growth

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