Electronic Health Record (EHR) for Seneca County jail

Seneca County, through its Corrections Medical and Mental Health Department, is requesting proposals for an Electronic Health Record and Practice Management System (RFP#2026-3110-1) to support integrated medical, mental health, and substance use disorder services for jail inmates, with sealed proposals due November 6, 2026 at 2:00 p.m. Eastern Standard Time.

The system must fully comply with all applicable New York State and Federal regulatory requirements and support transferability of required documentation to the New York State Department of Corrections and Community Supervision upon inmate transfer. Scope includes clinical documentation, scheduling and calendar management, e-prescribing, compliance reporting, data analytics and quality reporting, and interoperability with state and federal systems. Implementation, training, and ongoing technical support are included deliverables. The system must operate as a single integrated clinical and billing platform.

Vendors must carry commercial general liability insurance of $1,000,000 per occurrence / $2,000,000 aggregate, automobile liability of $1,000,000 combined single limit, excess/umbrella insurance of $1,000,000, workers' compensation, and professional liability of $1,000,000.

Evaluation criteria are weighted as follows: regulatory compliance (25%), functional support (20%), usability and workflow (15%), reporting and data analytics (10%), implementation and training plan (10%), vendor experience and references (10%), and cost and overall value (10%). The contract term is authorized by resolution of the County Board of Supervisors with the option for renewal for twelve-month periods by mutual agreement. Anticipated award is December 9, 2026, with contract start on January 1, 2027.

Qualifacts was awarded an identical or substantially similar contract for the Mental Health Department within the past five years. Written questions are due October 29, 2026 by 12:00 p.m., with responses issued by November 2, 2026. Vendors must submit one original hard-copy signed response and one complete electronic copy to pbehm@co.seneca.ny.us.