NOTICE OF COMPETITIVE SOLICITATION

 

HCA Solicitation #2025HCA1

SOLICITATION TITLE: Health Care Management and Coordination System (HCMACS)

SOLICITATION BUDGET: $122,000,000

SOLICITATION POSTING DATE: 6/13/2025

RESPONSE DUE DATE: 8/22/2025

Find the full solicitation on Washington’s Electronic Business Solution (WEBS). Vendors not registered in WEBS will not receive updates or amendments to the solicitation, which may put them at a disadvantage.

Estimated Schedule of Procurement Activities

RFP issued	June 13, 2025
Pre-proposal conference	June 18, 2025
1st round question & answer submission deadline	June 27, 2025
1st round question & answer response	July 11, 2025
2nd round question & answer submission deadline	July 18, 2025
2nd round question & answer response	July 25, 2025
Letter of intent to propose due	August 8, 2025
RFP submission deadline	August 22, 2025 by 5:00 PM Pacific Time
RFP evaluation (incl. oral presentations as needed)	August 25, 2025 – October 17, 2025
Vendor selection (announce apparent successful bidder, hold debriefing conferences, and negotiate Contract)	October 20, 2025 – November 21, 2025
CMS Contract review and approval	January 2026
Contract start date	February 2026

Purpose and Objectives

This Request for Proposals (RFP) is issued by the State of Washington (State) HCA (on behalf of the participating Health and Human Services (HHS) Coalition agencies) to identify the best value vendor(s) to support the State’s HCMACS Program in implementing the Health Care Management and Coordination System (HCMACS) Enterprise EHR Solution for DSHS, DOC and HCA facilities and providers across the state based on shared and individual agency client and program needs. Epic has been selected as the Enterprise EHR for this solution. The selection of the best value vendor(s) will be based on a comprehensive evaluation of their technical expertise, experience, proposed solutions, and cost-effectiveness.

Through this RFP, HCA is seeking Proposals from vendors in response to three separate Scopes of Work (SOW):

• The Systems Integrator (SI) will play a crucial role in leading the implementation and hosting of the HCMACS Enterprise EHR Solution. The SI will work in collaboration with the HCMACS Program Manager and teams, providing support before, during, and after the rollout of the solution (Maintenance and Operations).
• HCA Provider Support vendor, acting on behalf of HCA, will be responsible for leading all activities related to external Providers. This includes managing outreach to Providers, onboarding them onto the Systems Integrator-built HCMACS Enterprise EHR Solution, and maintaining an ongoing management of the Provider relationship.
• Implementation Support vendor will provide staff augmentation and expertise to support project management, governance and technical support activities for the duration of the contract period.

 

Pre-Proposal Conference:

A pre-proposal conference is scheduled for June 18, 2025 from 8AM to 9AM Pacific Time via Zoom. 

Link: https://us02web.zoom.us/j/89671893747  Meeting ID: 896 7189 3747

All prospective Bidders should attend; however, attendance is not mandatory. The agenda will be as follows:

• Team introduction and ground rules
• Overview of HCMACS Program and RFP
• Solicitation schedule
• QA period

HCA will be bound only to HCA’s written answers to questions. Questions arising at the pre-proposal conference or in subsequent communication with the RFP Coordinator will be documented and answered in written form. A copy of the questions and answers will be posted on WEBS as an Amendment to this RFP.

Minimum Qualifications

The following are the minimum qualifications for Bidders for each SOW:

1. Systems Integrator SOW

• Bidder’s Relevant Experience:  The Bidder must have referenceable clients where the following three areas were in the scope of their engagement:
  • Inpatient (IP) care venue using Epic’s full EHR solution for hospitals
  • Outpatient (OP) care venues using Epic’s full ambulatory solution
  • Inpatient and Ambulatory Revenue Cycle Management using Epic’s full suite of Revenue Cycle Management capabilities

• Bidder’s Financial Stability: The Bidder must be a well-established firm in the United States (US) market and that is financially stable:
  • Bidder has been materially active in the US market, having successfully completed at least 10 implementations within the last 10 years.
  • Bidder has annual revenue that is greater than $150M in each of the last 7 years.
• Bidder’s Standing with the State of Washington: The Bidder must verify neither they nor any of the proposed Subcontractors are in active litigation or prohibited from doing business with the State of Washington.

2. HCA Provider Support SOW

• Bidder’s Relevant Experience: The Bidder must have referenceable clients where the following three areas were in the scope of their engagement:
  • Publicly funded outpatient clinics serving low-income individuals and underserved geographies and populations (i.e. Federally Qualified Health Center (FQHCs), Community Health Centers (CHCs), Critical Access Hospitals (CAHs), Rural Health Clinics (RHCs), or other FQHC “look-alikes” as defined by Medicaid)
  • Indian Health Care Providers (IHCPs), and working in the context of Indian health care service delivery more broadly
  • Behavioral health (BH) and substance abuse treatment facilities
  • Long-term care nursing facility and/or intermediate care facility experience 
  • County and local jails
• Bidder’s Financial Stability: The Bidder must be a well-established firm in the United States (US) market and that it is financially stable:
  • Bidder has been materially active in the US market, having completed over 10 engagements
  • Bidder has annual revenue that exceeded $50M

• Bidder’s Standing with the State of Washington: The Bidder must verify that neither they nor any of the proposed Subcontractors are in active litigation or prohibited from doing business with the State of Washington.

3. Implementation Support SOW

• Bidder’s Standing with the State of Washington: The Bidder must verify that neither they nor any of the proposed Subcontractors are in active litigation or prohibited from doing business with the State of Washington.

 

Upon request, Bidder agrees to provide its most recent audited financial statements to demonstrate its financial stability.

Solicitation Coordinator

Name	Jack Kent
E-Mail Address	Jack.Kent@hca.wa.gov

 

WEBS Commodity Codes:

204-46  Imaging Systems, Microcomputer (Including Digital Imaging Network (DIN), Technology, and Digital Imaging Communications in Medicine (DICOM)

205-46  Imaging Systems, Microcomputer (Including Digital Imaging Network (DIN), Technology, and Digital Imaging Communications in Medicine (DICOM), Environmentally Certified Products

206-56  Imaging Systems, Mini and Main Frame Computer (Incl. Digital Imaging Network and Technology)

918-27  Community Development Consulting

918-67  Human Services Consulting (To Include Mental Health Consulting Services)

918-71  IT Consulting

918-75  Management Consulting

918-78  Medical Consulting

918-90  Strategic Technology Planning and Consulting Services

920-02  Access Services, Data

920-03  Application Service Provider (ASP) (Web Based Hosted)

920-04  Applications Software (For Main Frame Systems)

920-05  Application, Infrastructure, Hosting and Cloud Computing Services

920-07  Applications Software for Microcomputer Systems: Business, Mathematical/Statistical, Medical, Scientific, etc.

920-13  Advanced Authentication System Software Services (Including Maintenance and Repair)

920-14  Applications Software (For Minicomputer Systems)

920-24  Data Conversion Services

920-29  Facilities Management Services, Computer

920-37  Networking Services (Including Installation, Security, and Maintenance)

920-39  Processing System Services, Data (Not Otherwise Classified)

920-40  Programming Services, Computer (Including Mobile Device Applications)

920-45  Software Maintenance/Support

920-49  Systems/Executive Software, Main Frame

920-56  Systems/Executive Software, Microcomputer

920-63  Systems/Executive Software, Minicomputer

920-64  System Implementation and Engineering Services

920-65  System Requirements Quality Assurance Review

920-66  System/Network/Database Administration Services

920-75  Technical Writing and Documentation, IT Services

920-76  Testing of Systems Infrastructure, Components or Software, IT Services

920-91  Training, Computer Based (Software Supported)

948-07  Administration Services, Health

948-43  Health Information Services

948-47  Health Care Center Services

948-48  Health Care Services (Not Otherwise Classified)

952-15  Case Management

958-56  Health Care Management Services (Including Managed Care Services)

958-82  Records Management Services (Including Document Management Services which also includes Technology Integration)

 

Submit any questions or concerns regarding this solicitation to the Solicitation Coordinator shown above.