Electronic Health Record (EHR) for Seneca County jail

Seneca County, through its Corrections Medical and Mental Health Department (hereinafter referred to as the "County"), is soliciting sealed proposals from qualified vendors to provide an Electronic Health Record (EHR) and Practice Management System (RFP#2026-3110-1) to support an integrated medical and mental health inmate electronic health record.

The selected system must fully comply with all applicable New York State, Federal, and regulatory requirements. The system must support integrated medical, mental health and substance use disorder services within a single clinical and billing platform. This system must also support the transferability to NYSDOCCS that paperwork which it requires to follow the inmate upon transfer.

This RFP is intended to identify a vendor capable of delivering a secure, scalable, user-friendly, and regulation-compliant solution, including implementation, training, support, and ongoing system updates.

The vendor shall provide a fully integrated EHR and Practice Management System that includes, at a minimum:

• Clinical documentation
• Scheduling and calendar management
• E-prescribing functionality
• Compliance reporting
• Data analytics and quality reporting
• Interoperability with state and federal systems
• Implementation, training, and ongoing technical support

The system must support medical documentation, co-occurring mental health and substance use disorder treatment.

The proposed system must fully comply with all applicable New York State and Federal regulatory requirements.

Vendors must clearly describe how their system supports CCBHC certification and ongoing compliance.

Vendors must provide:

• A detailed implementation plan
• Data migration services
• Staff training (initial and ongoing)
• Go-live support
• Post-implementation optimization

**Submission:** One (1) ORIGINAL, HARD-COPY SIGNED response – clearly labeled as original must be submitted in a sealed package and One (1) COMPLETE ELECTRONIC COPY must be emailed to pbehm@co.seneca.ny.us. If the electronic copy is not able to be emailed, it may be submitted on a USB drive in the sealed package, the drive must be marked with vendor name and proposal number.

This must be received at the Seneca County Manager’s Office, 1 DiPronio Dr., Waterloo, New York 13165, on or before **November 6, 2026 at 2:00 p.m. Eastern Standard Time**.

**Evaluation:** Proposals will be evaluated based on the following criteria:

• Compliance with all federal and New York State requirements
• Functionality and usability
• Vendor experience and qualifications
• Implementation approach
• Cost and overall value
• Quality of references

**Mandatory** forms: Proposal Form, completed and signed; Individual, Corporate, Partnership or LLC Acknowledgement, completed and notarized; Non-Collusive Bidding Certification, complete and signed; Bidder’s Statement on Sexual Harassment, signed and notarized.

Any contract resulting from this RFP shall be for the term authorized by resolution of the County Board of Supervisors. The County reserves the right to renew any contract resulting from this RFP for (12) twelve-month periods by mutual agreement in accordance with the terms of the contract and by annual resolution by the Seneca County Board of Supervisors based on continuation of the funding.