Electronic Health Records (EHR) RFP

The New York State Department of Corrections and Community Supervision (DOCCS) is requesting proposals for an integrated Electronic Health Records system serving 41 state correctional facilities and the Central Office, with proposals due November 4, 2026 and written questions due September 23, 2026. The procurement carries mandatory MWBE participation goals of 15 percent for both Minority Business Enterprises and Women Business Enterprises, a 6 percent Service-Disabled Veteran-Owned Business goal, and no DBE requirement.

The scope requires a cloud-based EHR solution maintaining comprehensive digital records including demographics, physician treatment, dental, patient directives, medications, and treatment methods for approximately 34,175 incarcerated individuals across all facilities. The system must interface with existing DOCCS systems including IBM DB2 mainframe, CIPS/Fusion pharmacy management software, BioReference laboratory information systems, PACS/Cloud 9 radiology systems, and external health information exchanges. The vendor must perform scanning and indexing services for existing medical records and provide 24/7/365 support with a maximum one-hour callback time and 95 percent uptime guarantee.

The contract term is seven years comprising an 18–24 month implementation period followed by five years of operational service, with an anticipated start date of June 1, 2027. Deliverables include project planning, development and environment setup, successful user acceptance testing for interfaces, testing and quality assurance, training and go-live support, post-go-live annual support and maintenance, and scanning and indexing services. The cost proposal template estimates 850 licenses over five years and includes provision for approximately 50 hours of change order work at bidder-specified rates.

Minimum qualifications require at least five years of experience developing EHR systems with multi-location implementation capability, five years managing data migrations from legacy systems, and prior implementation for at least four different customers with two in institutional settings (prisons, nursing homes, or hospitals). The solution must comply with HIPAA, HITECH, and New York State Information Technology Services security standards, be hosted in a Tier 4 HIPAA and FedRAMP-compliant data center within the Continental United States, and meet high-risk health data processing insurance requirements. DOCCS retains ownership of all data; the contractor receives no data rights.

A second question round is due October 14, 2026. No incumbent vendor is identified.