KDHE - Trauma Registry Web-Based Application

The Kansas Department of Health and Environment (KDHE) has issued a Request for Proposal (RFP) for a Trauma Registry Web-Based Application, seeking a vendor to design and maintain a comprehensive digital platform for tracking trauma-related data. The primary objective is to create a fully functional web-based application capable of collecting, storing, reporting, calculating, and tracking trauma data elements for the Kansas Trauma Program. The application must support 130 healthcare facilities with at least 1,000 concurrent users and include a clinical Performance Improvement and Patient Safety module. Key deliverables include robust data management capabilities, secure hosting, ongoing maintenance, and compliance with state and federal regulations, including HIPAA. The RFP (Event Number EVT0010525) was posted on October 2, 2025, with proposals due by November 19, 2025, at 2:00 PM CST. The initial contract period is three years from the date of final signature, with options to renew for two additional twelve-month periods. Vendors must demonstrate expertise in handling sensitive health information, performing regular security audits, and complying with Kansas Information Technology Executive Council policies.

The solicitation includes provisions for various business preferences, including opportunities for Disabled Veteran Owned Businesses and Certified Businesses. Bidders must submit several required forms and certifications, such as a current Tax Clearance Certificate, and comply with state tax laws and immigration reform regulations. While a specific budget is not explicitly stated, the RFP includes a cost sheet for bidders to complete, detailing implementation costs, annual licensing and support fees, and training expenses. Potential bidders must disclose any conflicts of interest and adhere to state policies on sexual harassment and boycott regulations. The procurement process is governed by Kansas state laws, with the state reserving the right to accept or reject any bid. The document emphasizes a commitment to fair competition and comprehensive evaluation of contractor capabilities. Although no incumbent vendor is mentioned, the successful bidder will need to potentially integrate with existing state health information systems and demonstrate a comprehensive understanding of trauma registry data management requirements.