Electronic Medical Record System for Jail Medical Units

Suffolk County, through the Office of Central Procurement and the Department of Health Services, is soliciting proposals for a comprehensive Electronic Medical Record (EMR) system to serve Jail Medical Units in Riverhead and Yaphank, New York. The primary objective is to implement a HIPAA-compliant solution that reduces reliance on scanned documents and integrates with third-party applications, specifically SallyPort jail management software. Key technical requirements include the migration of data from NextGen Version 8, compatibility with Windows 11 and major web browsers, and the provision of both test and production environments. The system must feature advanced clinical management tools, a pharmacy module with barcode scanner compatibility for 1D and 2D codes, and integration with automated dispensing equipment such as Pyxis or Omnicell. The anticipated contract term is five years, with two optional one-year renewals. Award decisions will be based on a 120-point evaluation scale covering proposed services and facilities, general qualifications, cost, and potential demonstrations. Proposers must submit a fee-for-service cost proposal covering software licenses, maintenance, implementation, and data migration. Compliance requirements are stringent, requiring notarized public disclosure statements, adherence to federal lawful hiring laws, and the maintenance of specific insurance coverages with an A.M. Best rating of A- or better. Proposals are due by October 30, 2026, via the Bonfire portal, and the resulting contract will be subject to annual appropriation by the County Legislature.