Electronic Health Record (EHR) Software Solution

The City of Norwalk Health Department is seeking an Electronic Health Record (EHR) software solution through a Request for Proposals (RFP) to enhance clinical operations and improve healthcare delivery efficiency. The procurement targets a comprehensive EHR system to support 25 users across the department's six divisions, managing approximately 2,137 patient records and 2,302 visits annually. Key deliverables include a robust software solution with clinical operations capabilities, patient portal functionality, payment processing, insurance verification, and billing integration. The RFP requires HIPAA compliance, SOC 2 Type II certification, and advanced security measures including AES-256 encryption and TLS 1.2 data protection. Critical dates include a question deadline of December 26, 2025, at 2:00 PM, and an electronic submission deadline of January 13, 2026, at 2:00 PM, with proposal opening and interviews scheduled for January 2026. Evaluation criteria will assess vendor qualifications (15%), overall proposal impression (15%), software functionality and technical capability (30%), cost and schedule (30%), and longevity of support (10%).

The RFP does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The proposed contract term is three years with potential extensions for two additional one-year periods, potentially totaling five years contingent on satisfactory performance. Implementation is expected to take nine months post-contract execution, requiring dedicated project management, seamless data migration, and ongoing technical support via a Service Level Agreement. Proposers must submit detailed project plans, vendor qualifications, references from similar government projects, and comprehensive cost breakdowns including implementation, licensing, training, and maintenance fees. Cybersecurity requirements include cyber liability insurance with a minimum of $4 million per occurrence and $8 million aggregate coverage. While specific budget ranges are not explicitly stated, the comprehensive requirements suggest a significant investment in a sophisticated EHR system designed to modernize the Norwalk Health Department's clinical technology infrastructure.