9280-25-R-IFBD-00030

The University of Southern Mississippi (USM) is seeking to procure an Electronic Health Records (EHR) software system for its Student Health Services through a competitive Request for Proposal (RFP 25-30). The procurement involves acquiring a comprehensive EHR solution capable of managing approximately 90,000 patient records and 300GB of storage, including medical records, medication records, and historical documentation. The system must provide robust functionality including appointment scheduling, patient portal capabilities, pharmacy integration, laboratory management, billing, secure messaging, and automated appointment reminders. Bidders must demonstrate the ability to interface with multiple existing software platforms such as Citrix, RealMed, LabCorp, PeopleSoft, and others. The university will evaluate proposals using a 100-point system, with 30 points allocated to cost and 70 points to meeting technical requirements. Proposals are due by February 20, 2025, at 2:00 p.m. CT, with preliminary questions accepted until February 11, 2025, at 5:00 p.m. The contract will be a five-year agreement with the potential for five additional one-year renewals.

The solicitation does not explicitly outline specific set-aside designations for disadvantaged businesses. The current incumbent vendor is PyraMED, which is invited to submit pricing reflecting current USM payments plus any additional services outlined in the RFP. The university prefers a cloud-hosted solution but will consider on-premise implementations. Technical requirements mandate HIPAA and FERPA compliance, with specific emphasis on security protocols including data encryption, comprehensive audit trails, and role-based access controls. The system must support authentication through SAML/SSO, Shibboleth, or Microsoft Azure Active Directory. While no specific budget range is disclosed, the RFP indicates that payment terms will be Net 45 days, with annual invoicing for software licenses and hosting. The vendor must provide implementation services, comprehensive training, and 24/7 customer support. Vendors will be required to demonstrate capabilities in managing complex healthcare data integrations and maintaining strict privacy standards across multiple software ecosystems.