Boulder County Public Health (BCPH) Electronic Health Record System with Medicaid Billing

The purpose of this project is to implement a comprehensive Electronic Health Record (EHR) system that supports the clinical, administrative, reporting, and billing needs of Boulder County Public Health (BCPH). Through this Request for Proposals (RFP), BCPH seeks to procure an EHR solution that streamlines service delivery, improves the accuracy and consistency of documentation, supports compliance with applicable state and federal regulations and fiduciary requirements, and enhances interoperability and data sharing across public health programs. The selected system must fully support immunization clinic operations, case management services, reporting requirements, and Medicaid billing workflows while providing a scalable foundation for future organizational and programmatic needs.

Client Portal

• Clients can complete registration for programs through the portal and fill out and sign all relevant documents (immunization registration, screening checklists, HIPAA forms, etc.).
• Client portal should be offered in English & Spanish.
• Ability to have secure two-way messaging between clients and BCPH staff.

Integrations

• Must have bi-directional, real-time integration with Colorado Immunization Information System (CIIS). [...]
• Integrates with Outlook to put appointments on BCPH staff calendars.

Billing

• Ability to check to see if client is Medicaid eligible.
• Ability to see Medicaid billing errors, correct them, and re-submit the bills [...]
• System automatically updates Medicaid billing codes when Medicaid updates them.
• Realtime electronic insurance eligibility/verification and real time claim edits.

Reporting

- Must have ability to write our own reports, both ad-hoc and custom, either through an on-board reporting tool or (preferred) a SQL database connection.

IT Requirements

• Vendor must meet IT & Cybersecurity requirements as outlined in *Exhibit C: Data & Cybersecurity Requirements*.
• Must be able to download and own the data.
• Must have an offline mode, so visits can be conducted and recorded in places that do not have internet access
• Must integrate with Boulder County's identity management platform, Active Directory via SAML, so our employees can access the system with their county account, including multi-factor authentication.
• Must be able to migrate data from an existing software into the new software.

Timeline

The project will start as soon as the contract is signed, anticipated in January 2027.

The system should be configured with all stakeholders in mind, but implementation will roll out in phases to the following Boulder County Public Health teams:

• Phase One: Immunization Team – Desired March 2027 Go-Live
• Phase Two: Children with Special Needs Team – Desired April or May 2027 Go-Live
• Phase Three: IECMHC & WIC-LC Teams – Desired June 2027 Go-Live
• Phase Four: Genesis & NFP – Desired July 2027 Go-Live

Please provide a schedule that includes the following milestones for each phase above:

1. Detailed Requirements Gathering & Analysis
2. Research & Application Design
3. Development
4. Data Migration (Needed for Phase Four ONLY)
5. Vendor Testing & User Acceptance Testing
6. Production Configuration & Go-Live
7. Transition to Support

Evaluation

The proposals will be reviewed by a selection committee. The committee may request additional information from vendors or request interviews with one or more vendors.

| Description | Points |
| --- | --- |
| Solution meets specifications outlined in the RFP | 338 |
| Proposed timeline | 40 |
| Proposed pricing | 50 |
| Vendor qualifications, experience, responsiveness, and reference checks/testimonials | 100 |
| Total Possible | 528 |

Pricing

Please provide an all-inclusive price breakdown including:

• Pricing for design, development, testing, training, and implementation, including support, bug fixes, changes, and updates related to the requirements during the initial 1-year period. Include any anticipated travel costs and explanation.
• Pricing for 50 licensed users.
• Pricing for annual support and maintenance for four years post implementation.
• Pricing for elevated tier support post implementation.
• Pricing for configuration changes post implementation.

Other requirements

Contractors that require access to Protected Health Information (PHI) or County systems that contain PHI shall enter into a **required** HIPAA Business Associate Agreement with Boulder County prior to obtaining the necessary access. Vendors must complete the *Vendor Information* form.