Public School Electronic Health Record

The Maine Department of Education is requesting proposals for a secure, cloud-based electronic health record system for school nursing services statewide, with proposals due July 17, 2026 at 4:00 p.m. local time via the Vendor Self Service System.

The solution must serve all Maine public and charter schools in a paperless, uniform, and confidential manner, supporting school nursing documentation, student health management, reporting, interoperability, and secure information sharing across participating School Administrative Units. The system must be hosted within the Continental United States and comply with FERPA, HIPAA, IDEA, and ADA requirements, state IT policies, accessibility standards, and security standards including SOC 2 Type II audits for Moderate-level PII impact data. The awarded vendor must deliver implementation, onboarding, training, outreach, support, and maintenance services, with a goal of 30 percent LEA uptake in year one. The Help Desk must operate 8:00 a.m. to 5:00 p.m. EST Monday through Friday; the system must maintain 99.5 percent uptime with eight-hour recovery time objectives and 24-hour recovery point objectives.

Pricing is based on participation by 153 LEAs with approximately 169,024 students and an average of six users per LEA. The Department covers solution costs; LEAs may negotiate additional services and modules at their own expense. The initial performance period runs September 15, 2026 through September 14, 2028, with two optional renewal periods extending through September 14, 2031.

Evaluation uses a 100-point scale: Organization Qualifications and Experience (25 points), Proposed Services (50 points), and Cost Proposal (25 points), with the lowest cost proposal receiving maximum cost points. The Department anticipates one contract award. Questions are due July 8, 2026 at 4:00 p.m. Demonstrations are anticipated during the week of August 3, 2026.