Electronic Medication Administration Record Software Subscription & Training Services

The California Military Department is issuing a Request for Proposal for Electronic Medication Administration Record (eMAR) Software Subscription & Training Services to support four California Youth ChalleNGe Program residential academies located in Lathrop, San Luis Obispo, and Los Alamitos (two facilities), serving approximately 500 cadets annually. The procurement encompasses a three-year contract term from June 15, 2026 through June 14, 2029, requiring the contractor to provide a cloud-based eMAR system with comprehensive implementation, training, and ongoing technical support. Key deliverables include system implementation across all four academy sites with a targeted go-live date of July 6, 2026; development and delivery of online training to all users; user-acceptance testing prior to deployment; and 24/7 technical support with a one-hour response time for Priority 1 issues. The system must enforce Five Rights Verification workflows, manage controlled substance administration, generate compliance alerts, maintain audit trails, and integrate with Microsoft Sentinel for security monitoring. Critical technical requirements mandate FedRAMP Moderate-level authorization, data encryption in transit using TLS 1.2 or higher and at rest using AES-256, exclusive hosting within the contiguous United States, and SOC 2 Type II attestation. Proposers must submit questions by May 27, 2026 at 12:00 PM and sealed proposals by June 5, 2026 at 10:00 AM to Bids@cmd.ca.gov, with optional site visits encouraged prior to submission. The prime contractor must self-perform at least 20 percent of the work and submit pricing as a single not-to-exceed amount with detailed cost breakdowns for Year 1 (training and 12-month subscription), Year 2 (12-month subscription), and Year 3 (12-month subscription).

No specific set-asides are identified for this procurement; however, the state references optional small business and disabled veteran business enterprise preferences in its evaluation criteria. No incumbent vendors or current contractors are specified in the available procurement documents. The system must be capable of integration with existing Microsoft Sentinel security infrastructure for monitoring and compliance purposes. Upon contract termination or expiration, the contractor is obligated to export all cadet data in HL7 FHIR format within 15 business days and permanently delete all copies within 30 days of state confirmation of receipt. The contract includes flexible termination provisions, allowing the state to exit for convenience with 30 days' notice, for cause after a 30-day cure period, or without fault with 60 days' notice. No specific award value or budget range is disclosed in the available procurement documentation.