RFP #100 bkehr-electronic health record system

Burke Center, a Texas state-designated mental health and intellectual and developmental disabilities local authority serving eleven counties in East Texas, is seeking an Electronic Health Record (EHR) system implementation through RFP #100 BKEHR. The procurement seeks a comprehensive EHR solution to support 600 licensed users with 220 concurrent users, including approximately 50-60% mobile staff, 37 prescribers across 9 residential/inpatient facilities and 13 outpatient clinics, serving 13,500 active patients annually. The RFP requires detailed proposals addressing clinical workflows, administrative and business operations, technical architecture, security, implementation and training plans, and service capabilities with specific competencies in integrated care, behavioral healthcare, Applied Behavior Analysis (ABA), billing, and managed care functions. Vendors must demonstrate compliance with state reporting requirements including Texas Resilence and Recovery (TRR) Assessment, Clinical Management for Behavioral Health Services (CMBHS), and Mental and Behavioral Health Outpatient Data Warehouse (MBOW) reporting. Evaluation criteria will include pricing (45%), ability to perform within contract term (35%), character and experience (10%), and legal compliance and financial resources (10%). Key dates include a January 12, 2026 deadline for respondent questions, proposal submissions due February 2, 2026 at 3:00 p.m., vendor demonstrations scheduled for February 9-13, 2026, and an anticipated award date of February 27, 2026.

The contract performance period will run from May 30, 2026 through May 30, 2028, with Burke retaining discretion to extend or renew the contract for two-year terms, not to exceed four years total. The current incumbent vendor is Netsmart with their myAvatar EHR system, from which Burke is transitioning. Respondents must maintain specific insurance coverages, including $2,000,000 General Liability per claim, $3,000,000 aggregate, Workers' Compensation per Texas statute, $1,000,000 Employer Liability per accident, and $1,000,000 Automobile Liability. No specific set-aside designations or restrictions on respondent types are mentioned in the RFP. Proposals must be submitted to Jennifer H. Collins either by mail (one original and two copies) or email, and must include all required exhibits, certifications, references, current W-9, and certificate of insurance documentation. While no specific budget range is detailed, the comprehensive nature of the EHR system implementation suggests a significant investment for Burke Center's technological infrastructure and operational needs.