Integrated Web-based Electronic Medical/Health Record (“EHR”) and Practice Management System

Greene County is seeking a comprehensive Integrated Web-based Electronic Medical/Health Record (EHR) and Practice Management System for its Mental Health Department through Request for Proposals (RFP) 2025-118. The procurement targets a robust software solution to standardize processes and client record management across multiple programs, including an Office of Mental Health licensed outpatient clinic, Care Management, Adult and Children's Single Point of Access (SPOA), and Assisted Outpatient Treatment (AOT). The system must support 59 total users across various roles, including clinicians, prescribers, care managers, billing staff, and administrators, with the capability to process approximately 4,000-4,500 claims monthly. Vendors must demonstrate compliance with New York State OMH, OASAS, and DOH standards, and provide comprehensive data security and HIPAA compliance capabilities. The evaluation criteria allocates 100 points across categories such as experience (15 points), personnel qualifications (10 points), functional requirements (25 points), implementation and support services (20 points), and pricing (15 points). Key procurement dates include a proposal deadline of January 29, 2026 at 2:00 p.m., with questions due by January 22, 2026 at noon, and anticipated vendor selection process on February 26, 2026.

The contract will span five years, from July 1, 2026, through June 30, 2031, with potential three optional one-year renewal periods. Vendors must submit pricing for the initial five-year term and optional pricing for years six through eight. The county requires one original and seven copies of the complete proposal package, including several mandatory documents such as a signed proposal form, non-collusion statement, vendor responsibility form, and sexual harassment policy certification. While no specific set-aside designations are mentioned, the RFP emphasizes the need for system integration with regional health information exchanges HealtheLink and RRHIO. The procurement allows for potential vendor interviews or demonstrations, and the county reserves the right to award the contract based on best value rather than lowest price. Payment terms are structured with invoicing allowed within 45 days of invoice receipt. Though a specific budget range is not disclosed, the comprehensive system requirements and multi-year contract suggest a significant technology investment for the county's mental health infrastructure.