Electronic Medical Records System for The Department of Student Health and Wellness RFP Event ID# 1238897

The University of Virginia is soliciting proposals for a qualified firm to provide, implement, and support an integrated Electronic Medical Records (EMR) and operational system for the Department of Student Health and Wellness. This project aims to replace the existing Medicat environment with a unified solution that manages clinical, counseling, financial, and administrative functions, including scheduling, billing, and immunization compliance. Key technical requirements include the migration of approximately ten years of historical data, totaling nearly one terabyte, and seamless integration with systems such as Epic Care Everywhere, TimelyCare, and Power BI. The system must operate within a complex regulatory framework, ensuring compliance with FERPA for treatment and education records, as well as HIPAA for protected health information. Proposals must be submitted through the UVA Public Posting Portal in Workday Strategic Sourcing by October 6, 2026, at 2:00 p.m. ET. The evaluation process is weighted based on the firm's ability to meet the scope of work (40%), relevant experience in higher education (25%), proposed methodology (15%), financial proposal (10%), and small business status (10%). The resulting contract will feature an initial three-year term with potential renewals and an estimated value of roughly $800,000. Awardees must comply with strict data security standards, including NIST SP 800-88 for data destruction, and undergo digital accessibility reviews to ensure WCAG compliance. Required submission documents include a detailed fee structure, a Data Protection Addendum, and a Business Associate Addendum.