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RFPCLOSED

Request for Proposals

Ellis County, Ellis County, KS·County
Jul 25, 2025
Posted Date
Aug 15, 2025
Submission Deadline
Reported: Ellis County Health Department
Melissa Miller
785-628-9440
60 months duration
Ellis County, Kansas
Submit at: Electronic copy in .pdf emailed to mmiller@ellisco.net

Summary

Ellis County Health Department is seeking to implement an electronic health record (EHR) system. This RFP outlines the requirements for vendors to provide a new EHR system, including features for patient registration, electronic charting, billing, reporting, and interoperability with state systems. The goal is to replace the current antiquated system with a modern, secure, and efficient cloud-based program.

Evaluation Criteria

Technical qualifications and experience, demonstration of product, interview, references, cost estimates, ability to perform work, capacity and capability of the firm, experience with county government officials.

Required Deliverables

Electronic Health Record system, Practice Management (PM), Patient Identification, Electronic Signature, Patient Engagement, Remote Patient Monitoring, Revenue Cycle Management and Consulting Services, IT Services (Cloud Hosting, Networking, Hardware, Security & Monitoring, Phishing Education, Workflow Solutions, Consulting Services, Disaster Recovery, Remote Backup, HelpDesk and Implementation & Training), Document Imaging and Conversion Services.

Required Attachments

Executive Summary, Implementation Plan, Vendor Reference document, Pricing Proposal, Onboarding Overview Attachment, Patagonia Sales Agreement

Required Staffing Roles

Implementation Services, Training Services, Consulting Services, Conversion Services, Application Development Services

Section 4.2 — Scope of Services and Deliverables

The selected vendor shall provide all labor, materials, equipment, and supervision necessary to perform the services described herein. Work shall commence within fifteen (15) calendar days of the Notice to Proceed and shall be completed within the timeframe specified in the project schedule attached as Exhibit B.

Proposals must include a detailed implementation timeline, staffing plan with key personnel qualifications, and three (3) references from comparable government engagements completed within the past five years. Evaluation will be based on technical approach (40%), experience and qualifications (30%), cost proposal (20%), and small business participation plan (10%).

Source Document Available

The full solicitation document, attachments, and evaluation details are available on Civic IQ. Book a demo to get access.

Frequently Asked Questions

How do I respond to this RFP from Ellis County?

To respond, review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is August 15, 2025. Proposals should be submitted to: Electronic copy in .pdf emailed to mmiller@ellisco.net. For questions, contact Melissa Miller at 785-628-9440.

What are the evaluation criteria for this solicitation?

This solicitation includes specific evaluation criteria that will be used to score proposals. Key factors are outlined in the Evaluation Criteria section above. Vendors should carefully align their proposals with each criterion to maximize their score.

Where can I find more RFPs from Ellis County?

Civic IQ tracks all active and historical solicitations from Ellis County. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts — giving you a complete picture of the procurement landscape.

What is the contract term for this solicitation?

The anticipated contract term is 60 months. Contract terms may include renewal options. Review the full solicitation document for details on renewal periods, performance benchmarks, and termination clauses.

What documents are required to bid on this RFP?

Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications or licenses, past performance references, and any forms or attachments specified in the solicitation. Review the full document from Ellis County for the complete list of required submissions.

Can small businesses or minority-owned firms bid on this RFP?

Most government agencies, including Ellis County in KS, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Some solicitations include set-aside provisions or evaluation preferences for these firms. Check the full solicitation for any small business participation goals or requirements.

What happens after the RFP submission deadline?

After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This process typically includes an initial compliance check, technical evaluation, cost analysis, and may involve oral presentations or interviews with shortlisted vendors. The timeline from submission to award varies but usually takes several weeks to months.

Can I ask questions about this solicitation before submitting?

Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact for this solicitation is Melissa Miller at 785-628-9440. Questions and answers are typically shared with all prospective bidders to ensure fairness. Check the solicitation for the question submission deadline and process.

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