RFP 26-004 Electronic Patient Observation System
Closed State & local contract opportunity Posted
- Solicitation number
- 2138763
- State
- New York
- Responses due
Opportunity facts
- Points of contact
-
- Jack Baumbach jack.baumbach@omh.ny.gov (518) 549-1700
- Patrick Sheehan bids@omh.ny.gov (518) 549-1609
- Ron Foster ron.foster@omh.ny.gov (518) 578-7041
Updated .
About this opportunity
The New York State Office of Mental Health (OMH) is soliciting proposals for the purchase, implementation, and support of an electronic patient observation system to replace manual pass-check documentation across its psychiatric facilities, with proposals due October 1, 2026, and a question deadline of September 17, 2026.
No set-asides or participation goals apply to this procurement — MWBE, MBE, WBE, DBE, and SDVOB goals are all set at 0.00%. The RFP does require standard New York State compliance certifications including non-collusive bidding, sexual harassment prevention, and Executive Order 16 (Russian business operations). Vendors must be legally authorized to conduct business in New York State, maintain HIPAA compliance and robust data security, and have a minimum of three years' experience providing similar products and services.
The system will serve approximately 8–12 staff members per unit across roughly 175 units within OMH's 26 inpatient psychiatric centers (20 civil facilities with approximately 2,803 combined adult and pediatric beds; 6 forensic facilities with 1,263 adult beds). The electronic platform will utilize integrated wristbands, Apple iPad applications, and desktop PC interfaces, with estimated wristband quantities of approximately 4,000 units for proposal purposes. The system must interface with Cerner systems where not already integrated. OMH currently operates a pilot system under contract C202135 awarded to INVISALERT SOLUTIONS INC at Hutchings and Buffalo facilities.
The five-year contract term begins upon New York State Office of the State Comptroller approval; no renewal options are specified. Estimated contract value exceeds $100,000. The cost proposal will be evaluated using best-value methodology: technical proposals weighted at 70 points (35% qualifications, system specifications, training, dashboards, reporting, ongoing support, supplier diversity, and references) and cost proposals at 30 points (15%). Vendors must provide proof of workers' compensation and disability benefits insurance coverage. Proposal submission requires three volumes: technical proposal, cost proposal on the provided worksheet (including annual software licensing, support and maintenance, training and implementation, and hardware and consumables), and administrative proposal with certifications and references.
Opportunity text
OMH is soliciting proposals from qualified vendors for the purchase, implementation, and support of an electronic patient observation system to streamline the performance of "pass checks". A pass check is a periodic recorded visit to a patient's room or in-facility location to record their demeanor and general well-being. Pass checks are essential to ensuring the safety of patients and must be completed accurately and timely. The current system, which relies on manual data entry, introduces the potential for human error or manipulation of pass check data. The desired electronic patient observation system will increase adherence by ensuring pass checks are occurring timely and documented accurately, thereby reducing the rate of adverse safety events that result from lack of compliance. It is estimated that the electronic patient observation system will be utilized by 8-12 staff members per unit throughout ~175 units within the OMH PCs. The max unit patient census by unit type is: approximately 25 adults per adult civil units, 10-15 youth per child serving units, and 29 adults per adult forensic ward. Estimated total for proposal purposes of 4,000 Business enterprises awarded an identical or substantially similar procurement contract within the past five years: Current "pilot" system contract for Hutchings and Buffalo facilities active under OMH contract number C202135 awarded to INVISALERT SOLUTIONS INC Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%
Files
| File | Type | Posted |
|---|---|---|
| RFP 26-004 Library of Attachments.pdf | ||
| Boilerplate contract.pdf | ||
| Attachment C- Cost Proposal Sheet.xlsx | XLSX spreadsheet | |
| RFP 26-004.pdf |
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