RFI OPD-2026-54 Electronic Dental Record Solution

The New York State Office for People With Developmental Disabilities (OPWDD) is issuing Request for Information RFI OPD-2026-54 to gather market information on cloud-based electronic dental record solutions, with responses due October 13, 2026. This is an information-gathering tool only; no contracts will be awarded from this RFI.

OPWDD requires respondents to demonstrate proven experience designing, developing, and implementing cloud-based dental practice record-keeping solutions in the general U.S. community. Minimum qualifications include experience maintaining records for approximately 3,000 unique individuals and at least three current installations with service bases of at least 10,000 individuals each. Data storage must be located exclusively within the contiguous United States.

The solution must support scheduling, billing, patient record-keeping, insurance claim tracking, dental history charting, e-prescribing, and imaging capabilities. Integration with OPWDD's existing Electronic Health Record (Core Solutions Cx360) and Carestream Imaging equipment is mandatory, using HL7 standard data exchange with real-time backup. The platform must accommodate at least 75 concurrent user log-ins with role-based access for administrative staff, dentists, and hygienists, and must comply with HIPAA, HITECH Act, and New York State laws and regulations. Quality assurance reporting capabilities are required.

Respondents must submit a general cost proposal including installation, license/software, maintenance/service, training/support, and potential customization costs, along with a sample workplan and proof of insurance coverage. Insurance requirements include Commercial General Liability ($2 million), Professional Liability/Errors and Omissions ($1 million minimum), Data Breach and Cyber Liability ($1–2 million), Technology Errors and Omissions ($1–2 million), and Crime Insurance ($2 million minimum).

There are no MWBE, SDVOB, or DBE contracting goals associated with this RFI. Questions are due September 21, 2026, with OPWDD's responses issued October 5, 2026. OPWDD may request demonstrations from selected respondents within four weeks of the response due date.