Electronic Health Record System RFP

Tooele County Department of Human Services in Utah is issuing a Request for Proposals (RFP) for the procurement and implementation of a secure, scalable Electronic Health Record (EHR) system to support the County's behavioral health billing and claims processing operations. The primary deliverables include a centralized platform that integrates data submission, validation, and billing functions across approximately 15 provider organizations, featuring a secure provider submission portal, real-time data validation and workflow management capabilities, billing integration functionality, and role-based access controls. Key objectives include centralizing billing and encounter submission processes while maintaining strict HIPAA compliance and PHI protection requirements, supporting an anticipated annual volume of approximately 2,500 claims with 20 data lines per claim, and providing scalability for future EHR functionality including clinical documentation, scheduling, and outcomes tracking. Required vendor qualifications include demonstrated HIPAA compliance experience, knowledge of claims processing in ANSI 837 format, behavioral health industry expertise, and proven capability in delivering scalable platform solutions. The RFP evaluation criteria are weighted as follows: Functional & Technical Fit (30%), Security & HIPAA Compliance (20%), Implementation Approach & Timeline (15%), Vendor Experience & Qualifications (15%), Cost Proposal (10%), and Scalability & Future-State Capability (10%), with awards to be determined on a best-value basis. Critical deadlines include a May 1, 2026 deadline for vendor questions, May 4, 2026 for County responses to questions, and a May 6, 2026 at 5:00 PM MT proposal submission deadline. The anticipated contract execution is scheduled for the County Council meeting on May 19, 2026, with project performance commencing June 1, 2026 and a target go-live date of October 1, 2026, under a base contract year from June 1, 2026 to May 31, 2027, with four optional one-year renewal periods extending through May 31, 2031.

The RFP does not indicate specific set-aside designations or restrictions limiting participation to particular organization types, disadvantaged enterprises, or other special categories; accordingly, qualified vendors of all types appear eligible to respond. No incumbent vendors or current contractors are identified in the available procurement documentation. While no specific budget ceiling is stated in the RFP, the County has reserved the right to reject proposals if pricing exceeds available budgetary allocations, indicating that vendors should submit separately itemized cost proposals for both the base year and the four optional renewal years. The contract will be executed on the County's standard service contract form incorporating State of Utah Agency Standard Terms and Conditions, and selected contractors must return signed agreements within 48 hours of receipt to meet County Council agenda posting requirements. Vendors interested in submitting proposals should carefully review the complete RFP document (DF26-23) for comprehensive technical specifications, submission requirements, and detailed evaluation methodologies.