Medical Records Software Solution for the Department of Veterans Services

The Virginia Department of Veterans Services is soliciting proposals for a comprehensive clinical, billing, and medical records software solution to be implemented across all DVS Care Centers. This SLED procurement seeks a system that includes software, configuration design, implementation, and supplier-developed interfaces. The contract features an initial five-year term with the option for five additional one-year renewals. Award decisions will be based on best value, evaluating requirements satisfaction, implementation and project management, experience, external interface capabilities, and small business status. The selected supplier must adhere to strict security and compliance standards, including hosting all data within the United States and complying with VITA SEC 530 and COVRamp security assessments. Mandatory requirements include maintaining five million dollars in both errors and omissions and cyber security liability insurance, as well as strict adherence to HIPAA regulations for protecting health information and IRS Publication 1075 for federal tax information. Performance is governed by specific service level agreements, including a 99.5 percent system uptime requirement. Implementation will follow a structured timeline with key milestones for project kick-off, scheduling, and management planning, culminating in a formal user acceptance testing process. Pricing is submitted via a structured schedule covering implementation milestones, five years of production support, and a resource rate card. The agreement is governed by the VITA Standard Contract and Cloud Terms and Conditions, with a specific order of precedence that prioritizes the main contract and cloud terms over individual statements of work.