State trauma registry provider

The South Carolina Department of Health and Environmental Control (DHEC) is seeking a web-based State Trauma Registry Provider through a competitive Request for Proposal (RFP) process. The solicitation requires a comprehensive trauma registry system that will serve 16 designated trauma centers across South Carolina, currently processing approximately 20,000 records annually. The proposed solution must be a fully web-based platform accessible to all state hospitals, with required capabilities including data collection and analysis, EMS ePCR integration, performance improvement modules, rehabilitation registry interfaces, national trauma database submission modules, automated injury severity scoring, and mobile-compatible dashboards. Key technical requirements include browser-agnostic access, data encryption using AES 256, and exclusive data storage within the continental United States. The evaluation criteria will prioritize solution quality and suitability (50 points), pricing and cost analysis (20 points), demonstration of capability and functionality (20 points), and offeror experience and financial stability (10 points). Critical procurement dates include a pre-proposal conference on September 16, 2021, with questions due by 4:00 PM ET that same day, and proposal submissions due on October 7, 2021, at 11:00 AM ET, with award notification expected on December 13, 2021.

There are no specific set-aside designations or restrictions on respondent types mentioned in the solicitation documents. No incumbent vendor is identified, as each trauma facility currently maintains separate subscriptions with individual trauma registry providers. The contract will have an initial one-year term with four potential one-year renewals, creating a maximum five-year contract period from January 3, 2022, to January 2, 2027. Implementation must be completed within 120 days of purchase order issuance. Offerors must provide evidence of insurance, including $1,000,000 per occurrence in general liability coverage and $5,000,000 per occurrence in cyber/privacy liability coverage. While specific budget ranges are not detailed, the state will fully fund the contract with no cost to participating hospitals. Additional requirements include US-based development and support, 24/7 technical support, onsite instructor-led training for DHEC staff, HIPAA compliance, and execution of a Business Associate Agreement. Contractors must also prohibit offshore contracting and meet specific information security requirements.