Project Information

Bid Title

Electronic Health Record System

Issuing Agency

State Government of Tennessee

Location

Tennessee

Published Date

May 12, 2026

Closing Date

Jun 15, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFI 33901-00393

Original Source

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Bid Documents

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Project Description

Document ID & Hyperlink:	RFI 33901-00393
Event Start - Response Due:	05/11/2026 06/15/2026
Event Name:	Electronic Health Record System
Last Updated:

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STATE OF TENNESSEE

DEPARTMENT OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES

REQUEST FOR INFORMATION

FOR

ELECTRONIC HEALTH RECORD SYSTEM

RFI # 33901-00393

MAY 11, 2026

1. STATEMENT OF PURPOSE:

The State of Tennessee, Department of Mental Health and Substance Abuse Services

(“TDMHSAS”) issues this Request for Information (“RFI”) for the purpose of reviewing options

available for an Electronic Health Record (“EHR”) system. We appreciate your input and

participation in this process.

2. BACKGROUND:

The Tennessee Department of Mental Health and Substance Abuse Services operates four (4)

Regional Mental Health Institutes (“RMHIs”) that provide inpatient psychiatric care and treatment

for individuals across the state. These facilities are located in Chattanooga, Nashville, Bolivar,

and Memphis, and collectively serve a patient population with complex behavioral health needs.

Across these facilities, TDMHSAS supports approximately six hundred (600) inpatient beds. The

current clinical and administrative operations are supported by an estimated two thousand (2,000)

named system users, with approximately four hundred (400) concurrent users at peak utilization.

TDMHSAS is seeking information from qualified vendors regarding EHR) systems and related

solutions that can support and enhance inpatient behavioral health operations. The Department is

particularly interested in modern, scalable platforms that provide workflow optimization, advanced

clinical tools, robust reporting and analytics, interoperability and integration capabilities, artificial

intelligence (AI)-enabled functionality, and strong data privacy and security controls.

3. COMMUNICATIONS:

3.1. Please submit your response to this RFI via email to:

Mary Lee, Director of Contracts/Senior Associate Counsel

Tennessee Department of Mental Health and Substance Abuse Services

Mary.Lee@tn.gov

3.2. Please feel free to contact the Department of Mental Health and Substance Abuse Services

with any questions regarding this RFI. The main point of contact will be:

1

Mary Lee, Director of Contracts/Senior Associate Counsel

Tennessee Department of Mental Health and Substance Abuse Services

Mary.Lee@tn.gov

(615) 587-1557

3.3. Please reference RFI # 33901-00393 with all communications to this RFI.

4. RFI SCHEDULE OF EVENTS:

EVENT

1. RFI Issued

2. RFI Response Deadline

TIME

DATE

(Central Time (all dates are State

Zone)

business days)

May 11, 2026

4:00 p.m.

June 15, 2026

5. GENERAL INFORMATION:

5.1. Please note that responding to this RFI is not a prerequisite for responding to any future

solicitations related to this project and a response to this RFI will not create any contract

rights. Responses to this RFI will become property of the State.

5.2. The information gathered during this RFI is part of an ongoing procurement. In order to

prevent an unfair advantage among potential respondents, the RFI responses will not be

available until after the completion of evaluation of any responses, proposals, or bids

resulting from a Request for Qualifications, Request for Proposals, Invitation to Bid or other

procurement method. In the event that the state chooses not to go further in the

procurement process and responses are never evaluated, the responses to the

procurement including the responses to the RFI, will be considered confidential by the

State.

5.3. The State will not pay for any costs associated with responding to this RFI.

6. INFORMATIONAL FORMS:

The State is requesting the following information from all interested parties. Please fill out the

following forms:

2

RFI #33901-00393

TECHNICAL INFORMATIONAL FORM

1. RESPONDENT LEGAL ENTITY NAME:

2. RESPONDENT CONTACT PERSON:

Name, Title:

Address:

Phone Number:

Email:

3. Describe your organization, ownership structure, financial stability, years providing behavioral

health EHR solutions, and any mergers or acquisitions within the past five (5) years.

4. Describe your experience supporting state-operated or government-operated inpatient

psychiatric hospitals, including the number of facilities currently served, approximate bed

counts, length of time organizations have been live on your platform, and at least three public-

sector psychiatric hospital references.

5. Describe lessons learned, implementation challenges, and operational outcomes from

supporting multi-facility state-operated psychiatric hospitals operating under centralized

governance.

6. Describe your experience working within government procurement, cybersecurity, audit, public

records, and regulatory compliance environments.

7. Describe how your platform supports core psychiatric inpatient workflows, including

admissions, transfers, discharges (ADT), psychiatric evaluations, multidisciplinary treatment

planning, and discharge planning.

8. Describe how your platform supports seclusion, restraint, suicide precautions, violence risk

management, observation levels, escalation workflows, alerts, and regulatory compliance

tracking.

9. Describe how your platform supports forensic and competency-to-stand-trial patient

populations, including legal status management, court-related workflows, and patient tracking

10. Describe treatment planning capabilities, including workflow design, version control,

multidisciplinary collaboration, and whether treatment plans can be maintained as a single

longitudinal record versus multiple fragmented components (e.g., initial plan, reviews, master

plans, updates).

11. Describe how diagnoses, problem lists, and care plans are managed over time, including

historical tracking, inactive diagnoses, versioning, and lifecycle management across the patient

record.

12. Describe psychiatric nursing workflows, including shift handoffs, rounding, observation

documentation, safety checks, and behavioral/incident event capture.

13. Describe support for unit operations, including census management, bed management, staffing

visibility, and operational throughput.

14. Describe how your platform supports hospital-grade medication workflows, including

computerized provider order entry (CPOE), electronic medication administration records

(eMAR), medication reconciliation, psychotropic workflows, and PRN medication management.

15. Describe your platform’s closed-loop medication management capabilities, including barcode

medication administration, medication verification, and patient safety controls.

16. Describe medication-related alerts, warnings, hard stops, adverse reaction documentation,

refusal documentation, and medication error tracking.

3

17. Describe how your platform integrates with automated medication dispensing systems (e.g.,

Pyxis or similar solutions). Include support for real-time medication order interfacing, cabinet

inventory management, user authentication, controlled substance workflows, discrepancy

handling, override tracking, and reconciliation processes. Please also describe your integration

approach, supported vendors, data flow, and any dependencies on third-party systems or

middleware.

18. Describe whether your platform includes a fully integrated pharmacy management module. If

yes, describe capabilities including medication formulary management, order verification,

dispensing workflows, compounding support, inventory management, controlled substance

tracking, and pharmacist clinical review workflows.

19. Describe the level of local configuration and control available to a single customer/entity (e.g.,

Tennessee) to implement workflow, documentation, form, or compliance changes without

requiring network-wide consensus or vendor-wide standard changes. Include examples related

to state law changes, The Joint Commission findings, and internal workflow improvement

requests. Clearly identify what changes can be performed locally versus those requiring vendor

development, governance approval, or global release cycles.

20. Describe governance models used by organizations operating multiple hospitals on a shared

platform, including change control, enterprise standardization, configuration ownership, and

facility-specific workflow management.

21. Describe compliance with Centers for Medicare & Medicaid Services standards, The Joint

Commission requirements, Tennessee regulations, and patient rights documentation.

22. Describe support for 42 CFR Part 2 compliance, including data segmentation, consent

management, and access restrictions.

23. Describe record retention capabilities, including policy flexibility, configurable retention

schedules, historical record management, archival workflows, and support for state-specific

retention requirements. Include whether retention can be managed more flexibly than an “all-

or-nothing” retention model.

24. Describe your platform’s interoperability capabilities, including support for HL7, FHIR, CDA,

APIs, and integration with ADT systems, laboratory systems, pharmacy systems, health

information exchanges, and third-party clinical applications.

25. Describe transition-of-care capabilities, including discharge summary exchange, coordination

with community providers, emergency departments, courts, forensic agencies, and correctional

systems.

26. Describe your current third-party integration ecosystem and provide a list of external

vendors/systems commonly integrated with your EHR across your client network.

27. Describe enterprise reporting, analytics governance, self-service reporting, and statewide

reporting capabilities across multi-facility public-sector healthcare organizations.

28. Describe your organization’s analytics and reporting capabilities, including native dashboards,

ad hoc reporting tools, and executive/operational dashboards. Please specify whether

dashboards are included in the base product or offered as add-ons, what data domains are

supported (e.g., clinical, operational, financial), how frequently data is refreshed (e.g., real-

time, near real-time, batch), and whether customers can build and maintain custom

dashboards without vendor development or professional services.

29. Describe the technical documentation available to support enterprise analytics, including data

dictionaries, schema documentation, data lineage, and ETL documentation.

30. Does your EHR include an integrated billing or revenue cycle module? If yes, describe

capabilities including registration, eligibility/benefits, authorizations, charge capture, coding

support, claims generation, remittance/ERA posting, denial management, patient statements,

4

and collections. If not native, identify commonly integrated billing vendors and how integrations

function.

31. Describe your support for claims processing, payer connectivity, and clearinghouse

integrations. Identify which clearinghouses are commonly supported and describe data flow,

timing, reconciliation, and exception handling.

32. Describe your platform’s security architecture, including encryption standards, role-based

access controls, audit logging, breach detection, incident response, and downtime workflows.

33. Describe the technical architecture of the solution, including hardware platform, operating

systems, database platform, application servers, web servers, middleware, infrastructure

dependencies, and supported deployment models. Please indicate whether vendor-hosted,

cloud-hosted, on-premise, or hybrid deployment options are available.

34. Describe your hosting, infrastructure, uptime commitments, disaster recovery, business

continuity planning, and service-level commitments supporting 24/7 inpatient hospital

operations.

35. Over the next three (3) years, are there any planned upgrades, platform changes, module

retirements, architectural changes, or product roadmap items that could materially impact

current functionality, integrations, performance, supportability, training, or downtime? If yes,

please describe planned changes, timing, customer impact, and mitigation approach.

36. Describe compliance with accessibility standards, including WCAG 2.1 AA, Section 508, VPAT

availability, accessibility testing, and usability validation practices.

37. Describe how accessibility is incorporated into clinical workflows, release governance, usability

testing, product design, and continuous user experience improvements.

38. Describe your implementation methodology for a multi-facility state-operated healthcare

environment, including timeline, sequencing, governance, and risk management.

39. Describe your data migration methodology, including scope, validation, historical conversion,

and legacy system transition support.

40. Describe your training methodology, including role-based training, super-user programs,

adoption strategies, and post-go-live support.

41. Based on organizations of similar size, census, and user complexity, what IT support staffing

model do you recommend for successful long-term support of your platform? Please include

recommended staffing roles, staffing ratios, operational responsibilities, and support structure

considerations.

COST INFORMATIONAL FORM

1. Describe pricing model.

2. Identify cost components (licensing, implementation, interfaces, training, support and provide

ballpark estimates.

3. Identify optional/modules/add-ons.

4. Describe post-go-live costs.

5

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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