Electronic Health Record (EHR) for Seneca County jail

Seneca County is soliciting proposals for an integrated Electronic Health Record (EHR) and Practice Management System to support medical, mental health, and substance use disorder services within its jail. The selected solution must provide a single clinical and billing platform that ensures full compliance with New York State and federal regulatory requirements, including HIPAA and 42 CFR Part 2. A critical requirement is the system's ability to support the transfer of necessary paperwork to NYSDOCCS upon inmate transfer. The scope of work encompasses the full lifecycle of the system, including implementation, data migration, staff training, and ongoing support and updates. The contract is envisioned as a three-year term starting January 1, 2027, with the possibility of two one-year extensions. Proposals will be evaluated based on a weighted scoring matrix, with the highest priority placed on regulatory compliance (25%) and functional support (20%), followed by usability, reporting, implementation planning, vendor experience, and overall cost. Vendors must submit a comprehensive proposal by November 6, 2026, including mandatory certifications regarding non-collusive bidding, sexual harassment statements, and non-discrimination authorities. Payments are processed within thirty calendar days of approved invoicing, provided a current IRS W-9 is on file.