MW26-3 Electronic Health Record (EHR) software system for Correctional facilities (medical records software)
Closed State & local contract opportunity Posted
- Solicitation number
- MW26-3
- State
- Utah
- Responses due
Opportunity facts
- NIGP codes
- UNSPSC codes
Opportunity details come from utah.bonfirehub.com. Updated .
About this opportunity
The State of Utah Division of Purchasing is conducting a Request for Proposal (RFP #MW26-3) to procure an Electronic Health Record (EHR) software system primarily targeting correctional health facilities, including the Department of Health and Human Services Correctional Health Services, independent County Jails, Juvenile Justice & Youth Services, and potentially other governmental entities. The procurement seeks a comprehensive Software-as-a-Service (SAAS) EHR solution that must be hosted within the continental United States, comply with federal and state safety and privacy regulations, and be fully implemented within two years of the contract's effective date. The system must support core functionalities such as patient registration, scheduling, clinical documentation, medication management, and Medicaid billing capabilities, with the ability to interface with offender management, pharmacy, laboratory, and state registry systems. Vendors must demonstrate a core EHR system that has been actively used by at least one governmental entity for a minimum of two years. The evaluation process will be rigorous, with 850 out of 1,000 possible points allocated to technical evaluation and 150 points for cost, requiring bidders to meet specific minimum point thresholds across multiple assessment stages. The proposal is due by October 9, 2025, with the RFP being partially prompted by Utah HB39 from the 2025 legislative session.
The cooperative contract is open to a broad range of eligible users, including State of Utah government departments, public entities, institutions, agencies, political subdivisions, nonprofit organizations, and federal government agencies authorized by Utah law. There are no specific set-aside designations mentioned in the documentation. The contract structure allows individual eligible users to voluntarily participate and customize their implementation, with flexibility to select specific modules, interfaces, and system build-outs to meet individual needs. Contractors will be required to provide a quarterly administrative fee to the state, submit utilization reports, and comply with stringent cybersecurity standards including GovRAMP requirements. While specific total contract value is not explicitly stated, the pricing template provides a comprehensive breakdown of implementation, origination, and annual fees structured in tiered levels based on user count, admin licenses, provider licenses, and inmate bed capacity, with provisions for pricing across a ten-year period. The contract will include detailed pricing categories for system configuration, data migration, licensing, hosting, technical support, maintenance, and upgrades, with hourly fees categorized by labor skill levels.
Opportunity text
State of Utah Division of Purchasing is the Issuing and Conducting Procurement Unit The purpose of this RFP is to enter into a contract to provide an Electronic Health Record (EHR) software system that can be used in several governmental and/or Public Entity settings, including, but not limited to: 1. The Department of Health and Human Services (DHHS) Correctional Health Services (CHS) division (i.e., the prison's infirmary); 2. The independent local County Jails throughout the State of Utah; 3. The Department of Health and Human Services (DHHS) Juvenile Justice & Youth Services (JJYS) division (i.e., Utah's juvenile correction facilities); and 4. For any other governmental and/or Public Entity setting where an EHR would aid workers and potentially improve patient outcomes. Though this RFP and the attached scope of work are structured in a way that will best serve the Utah correctional facilities, the resulting cooperative contract may be utilized by any Eligible User (as defined in the attached "Terms and Conditions") in need of an Electronic Health Record (EHR) software system. Eligible User(s) will not have to be a correctional facility in order to use the resulting contract. The correctional facilities listed above seek an EHR software system that can move DHHS and the County Jails in the direction of most or all of these entities all using the same EHR system. Eligible User(s) will also need this EHR to have the ability to bill Medicaid. For more information about Medicaid billing, visit https://medicaid.utah.gov/hipaa/providers/#companion-guides and look for the links to the "Prism Companion Guides". This RFP is prompted, in part, by Utah HB39 (from the 2025 legislative session) "Electronic Health Record Systems Study" and Utah Code 26B-4-903. Eligible User(s) will have the choice whether or not they use the EHR available under the resulting contract. If an Eligible User decides to use the contract, the timing of their conversion to the resulting contract will be up to the Eligible User. The State anticipates that several County Jails will wait until their current EHR contracts are closer to expiring. Eligible User(s) may have to seek funding from the Utah legislature and/or the Eligible User's governing body (such as a County Council) before they have the funding to transition to the contract that results from this RFP. For DHHS (CHS & JJYS), there are some limited funds available for this purpose though funding has not yet been fully approved; once this RFP results in a contract that establishes pricing, if DHHS has a shortfall, DHHS may seek additional funding from the Utah Legislature. Single Contract Award Anticipated It is anticipated that this RFP will result in a single contract award. The methodology that will be used to determine the number of contract awards is the highest points at the end of the scoring phase, see the example scoresheet attached to this RFP. Future Procurements The State of Utah reserves the right and may reopen this solicitation, or create a new solicitation if it determines there may be more competition for the procurement item than when the original solicitation was posted. Instructions specific to this procurement: 1. Proposers should not include any link(s) in their proposals. The Evaluation Committee will only evaluate the stagnant information that is submitted by this RFP's closing date. Information behind links will not be considered in the proposal evaluation, will not be included in any potential resulting contract, and may be cause for the proposal to be deemed "non-responsive". 2. Proposers should not include any phone numbers, e-mail addresses, or other similar contact information in the uploaded files for the technical evaluation. Proposers should data enter contact information where prompted in the electronic submission process and if proposers choose to include an executive summary in their proposal, contact information may be included there. The contract resulting from this RFP will be valid for up to 10-years. Vendor must guarantee its pricing for one (1) year. Administrative Fee: 0.50%
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