Electronic health record (EHR) system

The Florida Department of Children and Families, through its Office of Information Technology Services and Office of Substance Abuse and Mental Health, is issuing an RFI for an enterprise Electronic Health Record system to serve three State Mental Health Treatment Facilities, with responses due September 11, 2026 at 5:00 PM.

The three facilities are Florida State Hospital in Chattahoochee (1,850 beds), Northeast Florida State Hospital in Macclenny (650 beds), and North Florida Evaluation & Treatment Center in Gainesville (200 beds). The Department requires a certified, scalable enterprise EHR solution with demonstrated experience in multi-facility deployments serving civil and forensic psychiatric populations. Vendors must hold ONC certification and demonstrate regulatory compliance with CMS, The Joint Commission, SAMHSA, DOJ, CARF, and AHCA standards.

Scope includes functionality across admission/discharge/transfer, clinical assessments, treatment planning, medication management, pharmacy integration, safety and incident management, therapeutic programming, laboratory integration, interoperability, reporting and analytics, and security compliance. Vendors must address hosting options and specify whether they offer cloud or on-premise solutions.

Respondents must provide non-binding general pricing information broken down by software licensing, implementation services, maintenance and operations, hosting, and technical support. Pricing methodology must be clearly identified — whether based on named users, concurrent users, facilities, beds, enterprise licensing, modules, transactions, or consumption models — and distinguish one-time from recurring costs. Vendors must detail implementation timelines, data migration and conversion methodology, organizational change management strategy, and training approach across multiple facilities.

Written questions are due August 25, 2026 at 5:00 PM; the Department will respond by September 1, 2026. Responses should be submitted to Joshua Burns (Joshua.Burns@myflfamilies.com) and the procurement team. This is a planning RFI only; responses will not justify contract award without subsequent competitive procurement compliance under Florida Statutes Chapter 287. The Department may request presentations from selected respondents. All responses are public records unless marked as trade secrets with proper statutory exemption documentation.