Sealed Bid Solicitation for Goods and Services

The contract involves a competitive sealed bidding process initiated by the University of Southern Mississippi for the procurement and implementation of a comprehensive Electronic Health Records (EHR) system to serve approximately 90,000 health records over a five-year period, with options for five additional one-year renewals. Bidders are invited to submit their proposals by September 25, 2025, at 2:00 p.m., with detailed specifications outlined in Appendix A, including mandatory system functionalities such as scheduling, clinical interfaces, integrated access to laboratory, radiology, pharmacy, and campus systems, as well as robust security, user management, and reporting features. The solicitation emphasizes compliance with HIPAA and other federal, state, and university regulations, requiring vendors to demonstrate their ability to deliver a secure, scalable, and interoperable solution, whether cloud-based or on-premises, supported by appropriate security assessments like HECVAT Lite if cloud hosting is proposed. The evaluation process assigns points based on requirements compliance (60%), cost (30%), references (5%), and implementation schedule (5%), adopting a best-value approach that considers technical merit alongside price. Bids must include a completed Excel response form aligned with the specifications, manufacturer brochures, warranty documentation, and, if applicable, security compliance documentation for cloud solutions. The procurement procedures specify strict bid submission protocols, including sealed packaging with specific labeling, the necessity of signed original and copy bids, and an electronic virus-free copy on a thumb drive. The contract incorporates the university’s standard terms and conditions, mandates legal and regulatory compliance, and prohibits certain limitations on warranties and liabilities. Payment terms favor annual invoicing and milestone-based billing, with the university reserving rights to reject any or all bids and to award on the most advantageous basis, ensuring a transparent and competitive process aimed at acquiring a high-quality, integrated EHR system tailored to the university’s operational needs.