Project Information

Bid Title

RFP 26-22 Electronic Health Record System

Issuing Agency

University of Southern Mississippi

Location

Mississippi

Published Date

Feb 4, 2026

Closing Date

Feb 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26-22

Original Source

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Bid Documents

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Project Description

Solicitation	Submission Deadline	Request Documents and Specifications
RFP 26-22 Electronic Health Record System	2/19/26 2:00 PM	RFP 26-22 Appendix A Addendum 1

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THIS IS NOT

AN ORDER

REQUEST FOR BIDS/PROPOSALS COVERSHEET

THE UNIVERSITY OF SOUTHERN MISSISSIPPI

Procurement and Contract Services

118 College Drive #5003, Hattiesburg, Mississippi 39406-0001

Date: February 4, 2026

Name: ____________________________________

Company: _________________________________

Address: __________________________________

City/State/Zip: ______________________________

TERMS - Bidder should state terms of sale. Our terms are 2% ten days, net 45 days.

These terms will apply per Mississippi law.

AWARDING CONTRACT - Cash terms will not be used as a basis for awarding

contracts; however, the University will accept cash discounts when earned.

BID No. 26-22

THE UNIVERSITY OF SOUTHERN MISSISSIPPI is considering

the purchase of the following item(s). We ask that you submit your

bid and retain one copy for your files. Right is reserved to accept or

reject any part of your bid. Your quotation will be given

consideration if received in Bond Hall, Room 214 on or before:

2:00 p.m. CT

February 19, 2026

Buyer: Amber Floyd

NOTE: If you cannot quote on the exact material shown, please indicate any exception giving brand name and complete

specifications of any alternate. If additional space is required, use a separate sheet or letter of transmittal.

ITEM

QUANTITY

UNIT PRICE

TOTAL NET PRICE

DESCRIPTION

BID 26-22 Electronic Health Record

RFx # 3160007867

PROPOSAL MUST BE RETURNED TO THE UNIVERSITY IN

ACCORDANCE WITH THE SPECIFICATIONS. RFP NUMBER AND

DATE OF BID OPENING MUST BE SHOWN ON THE OUTSIDE OF

THE ENVELOPE IF USING THAT METHOD.

We quote you as above - F.O.B. The University of Southern Mississippi.

Shipment can be made in

days from receipt of order. DATE ______________

Return quotation to Procurement Services at above address.

AA/EOE/ADAI

Signature Required__________________________________________

THE UNIVERSITY OF SOUTHERN MISSISSIPPI

PROCUREMENT SERVICES

118 COLLEGE DRIVE

#5003

HATTIESBURG, MS 39406-0001

GENERAL TERMS, CONDITIONS AND INSTRUCTIONS FOR BIDS/PROPOSALS

1.) Failure to examine any drawings, specifications, and instructions will be at

bidder’s risk.

2.) Samples of items when called for must be furnished free of expense and if not

destroyed in testing, will, upon request, be returned at the bidder’s expense.

Request for the return of samples must be made within ten (10) days following

opening bids. Each individual sample must be labeled with the bidder’s name and

manufacturer’s brand name and number.

3.) As a public entity of the state, we use sealed bidding to ensure “fair and open

competition” to ensure no one in the buying organization can influence the

bidding process or steer the selection of a particular company by sharing

competitive bid information during the solicitation process. Generally, all bids

must remain sealed until they are opened publicly at the time stated in the

notice—advance disclosure of the terms of a bid may be cause for rejection of

said bid. Bidders should never send advanced copies of a sealed bid via email

or screenshots of electronic bids. Bidders must submit sealed bids to be

opened at the time and place stated in the solicitation for the public opening of

bids and must not be revealed to the buyer before that time. Bids must be

signed and sealed with the bidder’s name and address on the outside of the

envelope, and the date and time of the bid opening and the bid file number

shown in the lower-left corner of the packages, envelopes, express mailing

labels, boxes, etc.

4.) At least one (1) signed original and one (1) signed copy of the bid MUST be

provided. The University requires a portable electronic virus/malware free copy

(thumb drive) of the bid response from the responding Vendor to be included in

the bid response package. If an electronic copy is not included, the University

reserves the right to request an electronic copy of the exact bid response prior to

review of the bid.

5.) For your bid to be considered, it must be received, and time stamped in our office

by 2:00 P.M. of the bid opening date. It is the responsibility of the vendor to

ensure their bid is received within the appointed time. If your bid package is not

received in Bond Hall, Room 214, by 2:00 P.M. of the bid opening date, it will not

be considered.

a. If you are delivering your bid, you need to hand carry the bid package to:

The University of Southern Mississippi

Procurement Services (RFP #)

Bond Hall, Room 214

Hattiesburg, Mississippi

b. If you are mailing your bid package via U.S. Postal Service, mail to: The

University of Southern Mississippi

Procurement Services (RFP #)

118 College Drive #5003

Hattiesburg, MS 39406-0001

c. If you are express mailing your bid package via Federal Express or UPS,

or any other delivery service which requires the use of a physical address,

deliver to:

The University of Southern Mississippi

Receiving Department

2609 West 4th Street

Hattiesburg, MS 39401

6.) Bids or proposals shall not be modified, corrected, altered, or amended after the

specified closing time and the opening of such bids, unless otherwise noted in

the request for bids or proposals.

7.) The University of Southern Mississippi reserves the right to reject any and all

bids, to waive any informality in bids, and unless otherwise specified by the

bidders, to accept any items on the bid. If the bidder fails to state the time within

which bids must be accepted, it is understood and agreed that The University of

Southern Mississippi shall have 90 days to accept. The University of Southern

Mississippi reserves the right to make an award to this bid on an all or none

basis, or on a line-by-line basis, whichever serves the best interest of The

University of Southern Mississippi.

8.) Contracts and purchases will be made or entered into with the lowest and most

advantageous responsible bidder meeting specifications.

9.) A written purchase order or contract award mailed or otherwise furnished to the

successful bidder within the time of acceptance specified in the Invitation for Bid

results in a binding contract without further action by either party. The contract

shall not be assignable by the vendor as a whole or in part without the written

consent of The University of Southern Mississippi.

10.) Unless written exception is provided in the bid response, the winning Vendor

agrees to be bound by the USM Terms and Conditions, which are incorporated

herein, and may be found at https://www.usm.edu/procurement-contract-

services/usm-terms-and-conditions.php.

11.) Respondents are required to comply with all applicable local, State and

Federal laws, codes, ordinances, and regulations in the provision of the

materials required.

12.) Respondents must comply with Personally Identifiable Information (PII) data

protection regarding State, Federal, and University regulations and policies.

13.) Legal Provisions to Which USM Cannot Agree

a. Any provisions disclaiming implied warranties shall be null and void. See

Mississippi Code Annotated Sections 11-7-18 and 75-2-719(4). The Vendor

shall not disclaim the implied warranties of merchantability and fitness for a

particular purpose.

b. Any limitation of liability for claims related to the following items:

i. Infringement issues.

ii. Bodily injury.

iii. Death.

iv. Physical damage to tangible personal and/or real property; and/or the

intentional and willful misconduct or negligent acts of the Vendor

and/or Vendor’s employees or subcontractors.

c. Any requirements that the University pay interest, except for those in

conjunction with USM’s standard payment terms of Net 45 days. Payments

made over 45 days are subject to late fees and interest.

d. Any terms and conditions in the purchase contract that conflict with the laws

of the State of Mississippi. Any such instances shall require a revision of the

terms and conditions to ensure compliance with Mississippi State Law.

e. Any provision requiring USM to pay attorney's fees, prejudgment interest or

costs associated with any legal action to or for the Vendor, except those

which are ordered by a court of competent jurisdiction.

14.) Bid files can only be examined during normal working hours by interested

parties, but only after the official award has been made.

15.) If purchase orders or contracts are canceled because of the awarded vendor’s

failure to perform or request for price increase, that vendor shall be removed

from our bidders’list for a period of 24 months.

16.) No addendum will be issued within a period of two (2) working days prior to

the time and date set for the bid opening. Should it become necessary to

issue an addendum within the two-day period prior to the bid opening, the bid

date will be reset giving bidders ample time to answer the addendum.

17.) Alternate bids, unless specifically requested or allowed, will not be considered.

18.) Bid openings will be conducted open to the public. However, they will serve only

to open the bids. No discussion will be held with any vendor as to the quality or

provisions of the specifications, and no award will be made either stated or

implied at the bid opening. After the close of the bid opening meeting, the bids

will be considered to be in the evaluation process and will not be available for

review by bidders. Proposal openings are not required to be open to the public;

however, the resulting award is open for public inspection.

19.) Prices quoted shall be firm for the term of the contract or for the stated time of

acceptance.

20.) The bidder understands that The University of Southern Mississippi is an

equal opportunity employer and, therefore, maintains a policy which prohibits

unlawful discrimination based on race, color, creed, sex, age, national origin,

physical handicap, disability, or any other such discrimination; and the bidder,

by signing this bid, agrees during the term of agreement that the bidder will

strictly adhere to this policy in its employment practices and provision of

products or services.

21.) Bidders must upon request of The University of Southern Mississippi furnish

satisfactory evidence of their ability to furnish products or services in accordance

with the terms and conditions of these specifications. The University of Southern

Mississippi reserves the right to make the final determination as to the bidder’s

ability.

22.) Questions or problems arising from bid procedures should be directed to the

Buyer listed on the solicitation at:

The University of Southern Mississippi

118 College Drive #5003

Hattiesburg, MS 39406-0001

Phone: (601) 266-4131

Bids@usm.edu

23.) All items must equal or exceed the specifications listed. The absence of detail

specifications or the omission of detail description shall be recognized as

meaning that only the best commercial practices are to prevail, and that only

first quality materials and workmanship are to be used.

24.) It is the intent of the specifications to obtain a product that will adequately

meet the needs of the user while promoting the greatest extent of competition

that is practicable. It is the responsibility of the prospective bidder to review

the entire Invitation to Bid packet and to notify The University of Southern

Mississippi if the Specifications, Instructions, General, or Special Conditions

are formulated in a manner which would unnecessarily restrict competition.

25.) It shall be incumbent upon the bidders to understand the specifications. Any

requests for clarifications shall be in writing and shall be submitted to our

Procurement Services office at least seven (7) business days prior to the time

and date set for the bid opening, unless otherwise noted in the bid or proposal

specifications.

26.) The minimum specifications are used to set a standard and in no case are used

with the intention to discriminate against any manufacturer. Bidders should note

the name and the manufacturer and model number of the product they propose

to furnish and submit descriptive literature.

27.) Trade names, brand names, and/or manufacturer’s information used in these

specifications are for the purpose of establishing a level of quality, unless

otherwise noted. Bids on products of other qualified manufacturers are

acceptable, provided they are demonstrated as equal to those specified in

construction, design, and suitability. Each bidder shall submit with his bid a

complete brochure with pictures on each item and shall point out specifically any

deviations from the specified items. Failure to do so may disqualify any bid.

Please bid as specified or an approved equal.

Commodity Codes

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

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