Electronic Medical Records System

VirginiaVirginia, USADue Tuesday, October 6, 2026

Client: Virginia
RFP Number: SW-119041
Posted: —
Category: Software, System and Application
Budget: Looking for Proposals
NAICS: —
Set-aside: —
Contact: —

Description

AI Generated

The buyer requires a vendor to provide, implement, and support an integrated electronic medical record (EMR) and operational system. The system utilizes medicate as its primary EMR platform across student health and wellness. The requested scope includes supporting clinical, counselling, mental health, and well-being workflows, scheduling, billing, insurance, patient access, and immunization compliance. Functionality must cover online self-scheduling, secure messaging, immunization tracking, registry integration, compliance reminders, claims generation, and real-time inventory tracking with par level management across locations. The buyer limits eligibility to US organizations only and requires offsite work performance. Vendors must submit responses digitally via email or online, and the buyer requests proposals for the budget. The contract period spans three years. Key dates include a pre-bid meeting on September 14, 2026, and a final question submission deadline of September 21, 2026. The source text provides no evaluation criteria.

Key solicitation details

AI-extracted from RFP_-_Electronic_Medical_Records_System_for_Student_Health_and_Wellness_-_RFP_Event_ID__1238897.pdf. Confirm against the original documents before bidding.

The University of Virginia is seeking proposals from qualified firms to provide, implement, and support an integrated electronic medical record and operational system for the Department of Student Health and Wellness. The system will support clinical, counseling, wellbeing, operational, administrative, compliance, billing, and inventory management functions. Bidding is open to qualified firms with a registered supplier account in Workday Strategic Sourcing.

Issued by: The Rector and Visitors of the University of Virginia
RFP Issue Date: September 1, 2026
RSVP for Pre-Proposal Conference: no later than 3:00 p.m. ET on Friday, September 11, 2026
Pre-Bid Meeting: 1:00 p.m. ET on Monday, September 14, 2026
Questions due: Monday, September 21, 2026, at 5:00 p.m. ET
Proposals due: Tuesday, October 06, 2026, by 2:00 p.m. ET
Target Go-Live for EMR: October 2026
Target Transition for Patient Portal: March 2027
How to submit: Electronic via the agency portal
Submission details: Submit one original proposal via the University's RFP Sourcing Event in Workday Strategic Sourcing. Attach required response documents separately using specified file naming conventions.
Contract term: Three years
Place of performance: Department of Student Health and Wellness, Charlottesville, Virginia
Insurance and bonding: Commercial General Liability ($1M per occurrence), Workers' Compensation (Statutory) & Employer's Liability ($1M), Excess/Umbrella Liability ($5M per occurrence), Employment Practices Liability, Fidelity Insurance/Bond ($1M), Cyber Insurance ($5M per occurrence). A.M. Best rating no less than A:VII.

How proposals are evaluated

Firm's ability to provide Goods/Services, responsiveness to requirements, and adequacy of information	40%
Firm's experience and demonstrated efficacy in providing similar Goods/Services	25%
Firm's specific plans, approach, or methodology to provide Goods/Services	25%
Firm's small business status and/or plan for utilization of certified small business subcontractors	10%

Scope of work

Integrated Electronic Medical Record (EMR) and operational system
System implementation, configuration, training, and ongoing support
Clinical and counseling documentation and scheduling workflows
Patient portal access and online self-scheduling
Immunization tracking, compliance reminders, and registry integration
Billing and claims generation to agency-approved carrier
Real-time inventory tracking and supply chain management
Data migration from legacy Medicat EMR system

Minimum qualifications

Supplier Account registered with Workday Strategic Sourcing
State of Virginia Class A, B, or C Contractor License if required by applicable regulations and service value

Documents to include with the bid

Proposal responses (Firm Name – Proposal)
Award Agreement in Word format (Firm Name – Award Agreement)
Good & Services Proposal and Fees in Word format (Firm Name – Goods & Services Proposal and Fees)
Contractual Provision Addendum in Word format (Firm Name - Contractual Provisions)
Data Protection Addendum in Word format (Firm Name – Data Protection Addendum)
Business Associate Addendum in Word format (Firm Name – Business Associate Addendum)
Redacted copy of proposal if claiming FOIA trade secret exemptions

Verify important details

Document check

Confirm submission instructions and amendments with the issuing agency before responding.

6 available filesDocuments checked Sep 3, 2026