Electronic Medical Records System for The Department of Student Health and Wellness RFP Event ID# 1238897

The Rector and Visitors of the University of Virginia is requesting proposals for an Electronic Medical Records System for the Department of Student Health and Wellness, with responses due October 6, 2026 and submission required exclusively through the UVA Public Posting Portal.

The scope encompasses a comprehensive EMR platform with modules for clinical documentation and patient records management, plus implementation and ongoing support. The proposal must address the core EMR platform and modules, implementation and project management, system configuration, data conversion and migration, interfaces and integrations, testing and quality assurance, training and change management, go-live and post-go-live support, and hosting and maintenance. Respondents must clearly delineate which offerings are included in the base proposal, required for implementation or operations, optional, or provided by third parties, along with associated assumptions, dependencies, limitations, and exclusions. Pricing must distinguish one-time implementation costs, recurring subscription and licensing fees, usage-based or transactional fees, optional services, and third-party pass-through expenses, organized by implementation milestones with identified deliverables and fee allocations.

All selected vendors must execute a Business Associate Addendum establishing HIPAA, HITECH, and related regulatory compliance for handling Protected Health Information. Business Associates must maintain HIPAA Breach and Cyber Liability Insurance with minimum coverage of five million dollars per occurrence and ten million dollars annual aggregate, plus ten million dollars in excess coverage, and report any unauthorized use, disclosure, breach, or security incident to the University's Privacy Officer within five business days of discovery.

The contractual provisions template mandates extensive insurance including commercial general liability ($2 million per occurrence / $4 million aggregate), automobile liability ($1 million), excess liability ($5 million), employment practices liability ($1 million), fidelity/bond insurance ($1 million), and cyber insurance ($5 million). Vendors must register with the University and eVA (Virginia's electronic procurement system), provide pricing comparable to favored customer rates, submit invoices within six months of service delivery, and comply with nondiscrimination, sexual harassment, drug-free workplace, and unauthorized alien employment restrictions. The University retains intellectual property ownership and may terminate for convenience with 30 days' notice or for cause following a 15-day cure period. Small business subcontracting reporting is required quarterly.