Archiving Software Implementation for axiUm Historical Data

The University of Texas Health Science Center at San Antonio ("UTHSA") School of Dentistry transitioned from Exan axiUm to Epic Wisdom on December 10, 2024. As part of that transition, approximately five (5) years of historical electronic health record (EHR) data were migrated to Epic Wisdom. Historical patient, clinical, treatment, financial, billing, claims, and supporting records outside of the migrated period remain within the legacy axiUm environment.

UTHSA's objective is to preserve access to historical information required for operational, regulatory, legal, audit, patient care continuity, academic, and business purposes while eliminating the cost, infrastructure, licensing, and maintenance, and operational dependencies associated with maintaining the legacy axiUm environment.

No Guarantee of Volume. UTHSA does not solicit or guarantee any specific amount of compensation, volume, minimum, or maximum amount of Services under this RFP or any contract or agreement resulting from this RFP.

UTHSA seeks a qualified contractor to provide a secure archival solution and related implementation services that will:

1. Archive historical data from the axiUm production environment;
2. Preserve relationships between patient, clinical, financial, billing, insurance, and claims data;
3. Provide secure, read-only access to authorized users through a searchable user Interface;
4. Support reporting, auditing, compliance, and historical data retrieval requirements; and
5. Enable retirement of the legacy axiUm production environment.

The proposed solution must provide secure, compliant, efficient, and long-term access to archived data while supporting applicable regulatory, operational, business continuity, and records retention requirements.

Minimum requirements

• Minimum five (5) years of experience implementing healthcare data archival solutions.
• Demonstrated experience archiving legacy EHR, dental practice management, patient accounting, or healthcare revenue cycle systems.
• Proposer must demonstrate successful completion of at least three (3) healthcare data archive implementations within the past five (5) years for healthcare organizations, academic medical centers, dental schools, hospitals, or integrated delivery networks (IDNs), including at least one implementation involving a legacy electronic health record (EHR), dental practice management, or patient accounting system.
• Proposer must demonstrate the capability to securely receive, host, maintain, and provide authorized access to archived healthcare data repositories with a minimum database size of 2.2 terabytes (TB) while ensuring data integrity, security, availability, and compliance with all applicable regulatory requirements.
• Proposer must have, or obtain, a TX-RAMP Level II Certification from DIR (Texas Department of Information Resources) prior to contract execution.

Proposals must be received electronically through the University's online Procurement Portal via Euna, on or before the Submittal Deadline. University WILL NOT accept proposals submitted by paper, telephone, facsimile ("FAX") transmission, or electronic mail (i.e., e-mail) in response to this RFP.

Each document that is required must be submitted individually, completed, and signed (if applicable). DO NOT UPLOAD ALL FILES TOGETHER.

Each proposal must state that it will remain valid for University's acceptance for a minimum of two hundred and forty days (240) days after the Submittal Deadline.

Scored criteria

• Cost of goods and services (20 Points).
• Reputation of the Proposer and of the Proposer's goods or services (15 Points).
• Quality of the Proposer's goods or services (25 Points).
• Extent to which the goods or services meet the University's needs (30 Points).
• Proposer's past relationship with the University (5 Points).
• Proposer's exceptions to the terms and conditions set forth in Section 4 (5 Points).

A Subcontracting Plan (SP) is a required part of the proposal. Proposers that fail to submit the SP will be considered non-responsive to this RFP as required by §2161.252, Government Code.

University reserves the right to hold Vendor Presentation in person at the University of Texas Health Science Center at San Antonio (or virtual).