Indiana Department of Administration - Electronic Health Records Software - RFP 26-87488 (2026)
Evansville State HospitalPublic Hospital · Evansville, IN- Due
- Oct 28, 2026
- Due today
- Posted
- Sep 24, 2026
- Contract term
- 5 years
- Primary contact
- Jake Ward
- (317) 232-3061
The 30-second brief
The State of Indiana, through the Indiana Department of Administration (IDOA) on behalf of the Indiana Veterans' Home (IVH), is soliciting proposals for an electronic health records (EHR) software system. The selected contractor will provide and implement a fully integrated LTC EHR solution—including financial, ancillary clinical systems (pharmacy, labs, radiology), and human resource management components—along with training for IVH personnel and contractors. Key functionalities encompass point-of-care charting, electronic medication administration (eMAR/eTAR), MDS management, clinical decision support, secure data migration, and GovRAMP compliance per EO 25-19. Proposals are due by October 28, 2026, at 3:00 PM Eastern Time, with a pre-proposal conference scheduled for September 30, 2026. The contract term is five (5) years with one (1) optional one-year renewal.
LTC Electronic Health Records Software, Data Migration Plan, Project Kickoff Package, Requirements and Needs Assessment, Project Management Plan, Design or Prototype Documentation, Technical or Implementation Specifications, Test Plan and Quality Assurance Results, Training and Knowledge Transfer Materials, Deployment or Handover Package, Final Report and Closeout Documentation
Management Assessment/Quality (Business and Technical Proposal) (50 points), Cost (Cost Proposal) (30 points), Buy Indiana (5 points), Indiana Veteran Owned Small Business Subcontractor Commitment (5 points plus 1 bonus point)
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Summary
The State of Indiana, through the Indiana Department of Administration (IDOA) on behalf of the Indiana Veterans' Home (IVH), is soliciting proposals for an electronic health records (EHR) software system.
The selected contractor will provide and implement a fully integrated LTC EHR solution—including financial, ancillary clinical systems (pharmacy, labs, radiology), and human resource management components—along with training for IVH personnel and contractors. Key functionalities encompass point-of-care charting, electronic medication administration (eMAR/eTAR), MDS management, clinical decision support, secure data migration, and GovRAMP compliance per EO 25-19. Proposals are due by October 28, 2026, at 3:00 PM Eastern Time, with a pre-proposal conference scheduled for September 30, 2026. The contract term is five (5) years with one (1) optional one-year renewal.
EVALUATION CRITERIA
Management Assessment/Quality (Business and Technical Proposal) (50 points), Cost (Cost Proposal) (30 points), Buy Indiana (5 points), Indiana Veteran Owned Small Business Subcontractor Commitment (5 points plus 1 bonus point)
REQUIRED DELIVERABLES
11- LTC Electronic Health Records Software
- Data Migration Plan
- Project Kickoff Package
- Requirements and Needs Assessment
- Project Management Plan
- Design or Prototype Documentation
- Technical or Implementation Specifications
- Test Plan and Quality Assurance Results
- Training and Knowledge Transfer Materials
- Deployment or Handover Package
- Final Report and Closeout Documentation
REQUIRED ATTACHMENTS
12- Attachment A - IVOSB Commitment Form
- Attachment B Sample Contract
- Attachment C Indiana Economic Impact Form
- Attachment D Cost Proposal Template
- Attachment E Business Proposal Template
- Attachment F Technical Proposal Template
- Attachment H Reference Check Form
- Attachment J Attestation Form
- Subcontractor veteran business Certification Letter
- W-9
- References
- Insurance certificate
REQUIRED STAFFING
5- Submit to
- https://www.in.gov/idoa/wbt/SupplierPortal/index.html
- Scope location
- West Lafayette, IN
- Reported agency
- State of Indiana
Questions about this RFP
How do I respond to this RFP from Evansville State Hospital?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 28, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://www.in.gov/idoa/wbt/SupplierPortal/index.html. For questions, contact Jake Ward.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Evansville State Hospital in IN, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Jake Ward at (317) 232-3061. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Project Manager, Technical Lead, Developer, Project Coordinator, Project Director. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: LTC Electronic Health Records Software, Data Migration Plan, Project Kickoff Package, Requirements and Needs Assessment, Project Management Plan, Design or Prototype Documentation, Technical or Implementation Specifications, Test Plan and Quality Assurance Results, Training and Knowledge Transfer Ma. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Management Assessment/Quality (Business and Technical Proposal) (50 points), Cost (Cost Proposal) (30 points), Buy Indiana (5 points), Indiana Veteran Owned Small Business Subcontractor Commitment (5..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Evansville State Hospital?
All active and historical solicitations from Evansville State Hospital are tracked and searchable. As a public hospital agency, Evansville State Hospital regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 5 years. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of October 28, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
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, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Attachment A - IVOSB Commitment Form, Attachment B Sample Contract, Attachment C Indiana Economic Impact Form, Attachment D Cost Proposal Template, Attachment E Business Proposal Template, Attachment. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Evansville State Hospital for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: West Lafayette, IN. Review the full solicitation for detailed scope requirements.