Boulder County Public Health (BCPH) Electronic Health Record System with Medicaid Billing

Boulder County Public Health (BCPH) is soliciting proposals under RFP-324-26 for an electronic health record system with Medicaid billing, with proposals due November 13, 2026. The RFP was posted October 26, 2026, and vendor questions should go to procurement@bouldercounty.gov.

The system must fully support immunization clinic operations, case management, public health reporting, and Medicaid billing workflows. It replaces BCPH's current bulk Medicaid billing system, which reaches end-of-life in July 2027, and must provide interoperability and data sharing across public health programs with a scalable foundation for future needs. The vendor must execute a HIPAA business associate agreement, encrypt PHI transmissions with FIPS-compliant algorithms, and obtain annual independent third-party security assessments of applications, infrastructure, and processes that handle BCPH data. Hosted services require security attestations such as SOC 2 Type 1 reports. Depending on the data accessed, Colorado privacy statutes, PCI-DSS, CJIS Security Policy, COPPA, and 45 CFR Parts 302, 303, and 307 may also apply. The contractor bears breach response costs and must notify BCPH immediately of any security incident.

Required insurance includes Commercial General Liability at $1 million per occurrence and $2 million general aggregate, and Professional Liability at $1 million per loss and aggregate on a claims-made basis with two years of extended discovery coverage. Privacy/Cyber Liability scales with the number of County clients served: $50,000 for 10 or fewer, $500,000 for 11 to 15, and $1 million for 16 or more. Boulder County must be named additional insured on General Liability, Umbrella/Excess, and Pollution Liability coverage.

Evaluation totals 528 points: solution meeting RFP specifications accounts for 338 points, vendor qualifications, experience, responsiveness, and reference checks for 100 points, proposed pricing for 50 points, and proposed timeline for 40 points. The selection committee may request additional information or interview one or more vendors.

The sample BCPH contract is structured around a not-to-exceed amount with monthly invoicing due by the fifteenth for prior-month work. It allows termination for breach, non-appropriation, or convenience on seven days' written notice, and it prohibits binding arbitration.