Statewide Trauma Registry

The South Dakota Department of Health (DOH) is seeking a consultant to develop and implement a statewide trauma registry through a Request for Proposal (RFP) issued on September 23, 2024. The primary objective is to contract with a vendor capable of providing a web-based, integrated trauma registry solution that can collect, manage, and report data from 49 trauma facilities, including 45 direct trauma facilities and 4 American College of Surgeon (ACS) verified facilities. The system must maintain compliance with the National Trauma Data Standard (NTDS), accommodate approximately 8,000 patient records annually, and include functionality for data entry, validation, reporting, and analysis. The preferred solution will feature an API capable of accepting EMS data in compliance with NEMSIS standards and integrate with the State's identity management service for single sign-on access. Proposals are due by October 18, 2024, with an anticipated contract term from June 1, 2025, to May 31, 2026, and potential renewal options for up to three years. Offerors may submit inquiries to Marty.Link@state.sd.us with the subject line "RFP #25-0902006-003" before the specified deadline, with responses posted on the state's e-procurement system.

The RFP does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. The contract requires vendors to comply with comprehensive information technology security policies, including undergoing federal fingerprint-based background checks, adhering to strict confidentiality protocols, and meeting extensive security requirements for systems and data handling. Vendors must provide cyber liability insurance and follow specific guidelines for application security, network security, and data protection. While no incumbent vendor is mentioned, the State indicates a desire to migrate approximately 65,000-70,000 historical trauma records from 2010 to the present into the new system. The State will cover registry access for Level IV and V hospitals. Although specific budget ranges are not provided, the RFP suggests the contract will include software licensing costs, with the State retaining full data ownership and access rights. The successful vendor must demonstrate capabilities in data migration, system integration, reporting, and compliance with state and federal data protection standards.