UW-Madison University Health Services, enterprise-wide EMR (2027-UWMSN-01430-RFP)

Recommendation: needs document. The requirements attachment sits behind a JAGGAER supplier account, and creating one is your call, not mine. The evidence I could read points away from a bid, so read the next two sections before you decide whether that account is worth opening.

Submission logistics, confirmed from the buyer's own event document

• Closes 9 November 2026, 2:00 pm Central. 40 days from today.
• Opened 28 September 2026. Type: Request for Proposal. Currency: US dollar.
• Buyer: Sarah Martin, Purchasing Services, [email protected].
• Commodity code 08, computers, software, supplies and services.
• Responses are accepted only through the ShopUW+ Sourcing Event Module. No email, no post.
• Mandatory forms: Vendor Information Form, a three-client reference list, DOA-3054 standard terms acknowledgement, DOA-3681 supplemental terms, and DOA-3027 if anything is claimed proprietary. Pricing goes on Attachment A, a separate cost proposal workbook.
• Questions must go through the Sourcing Module by the Q&A date, not to any person.

One clause matters more than the rest:

Any contact with University employees concerning this RFP is prohibited from issue date until the award is released, except as authorized by the BUYER. Contacting anyone other than the BUYER may disqualify your submission.

So there is no informal route to a person here. Sarah Martin is the only contact, and the Sourcing Module is the only channel.

What I could read, and what I could not

I read the official event document, which the ShopUW+ public bid board serves as a PDF without any login. It gave me the solicitation number, the contact, the dates, the submission mechanics, the required forms and the full question set.

I could not read UHS_EMR_RFP_FINAL_9.23.26_(1).docx. That is the Terms and Requirements attachment, and it holds the actual specifications. The event document points to it repeatedly and carries none of its content:

Specifications are outlined in the solicitation document provided in the BUYER ATTACHMENTS section.

Buyer attachments render only to a logged-in JAGGAER supplier. Registering on the JAGGAER Supplier Network submits Carepatron's legal and tax details, so I stopped there.

The check, answered as far as the evidence allows

The check was: UHS staff count, and whether pharmacy, lab and eRx are in scope.

FY24-25 clinical volume, which is the closest proxy (source: UHS 2024-25 Executive Summary Report, as of 30 June 2025):

I am not going to convert that into a seat count. The conversion depends on clinician mix and productivity assumptions I do not hold, and a guessed number is worse than none.

laboratory tests and radiology among the services it provides to students, at no cost, on its own public services page. An EMR the buyer calls "enterprise-wide" would have to cover them. I could not confirm this from the requirements document.

does list immunisations, physical therapy, survivor services, prevention, health information management and a student health insurance plan.

Why the readable evidence trends against a bid

Three things, none of them from the requirements document, all from the buyer:

1. The buyer is a full ambulatory health centre, not a counselling centre. UHS describes itself as "an integrated health center" offering medical, mental health and prevention services, accredited by the Accreditation Association for Ambulatory Health Care since 1983, across two clinic locations. Our proven higher-ed win pattern is a counselling and wellness centre. This is wider than that.
2. Radiology and lab sit inside the scope. The library is explicit that Carepatron has no lab ordering or results interface (known-gap-no-lab-integration) and no HL7 or FHIR interfaces of any kind (known-gap-no-hl7-fhir). Lab documents can be uploaded and stored, which is not the same thing.
3. The contract is a cooperative vehicle. Question 2.1.9 asks bidders to agree to extend the resulting contract to other UW System campuses, State of Wisconsin agencies and Wisconsin municipalities, with municipalities defined to include counties, cities, villages, towns and school boards. That is a much larger commitment than one student health centre, and it shapes how the evaluators will weigh scale and references.

None of that is a quoted hard disqualifier, which is why I have left the verdict at REVIEW rather than calling a no bid. The requirements document could still land inside our range. On what I can read, I do not expect it to.

Score

Unchanged at 58, REVIEW. I am not moving it. The honesty rule is that an unread specification does not earn a confident score, and the specification is exactly what I could not read. The three points above would push it down if confirmed. I would rather leave it honest than move a number on inference.

The single thing that unblocks it

You, or Glen, opening a JAGGAER Supplier Network account for Carepatron and viewing event 2027-UWMSN-01430-RFP on the ShopUW+ bid board. That opens the Buyer Attachments tab and the Terms and Requirements document in one step.

That account is needed to submit a response at all, so it is not wasted work if we bid. It is also a registration that commits Carepatron's legal and tax details, which is why I did not do it.

Registration is free and self-serve through the JAGGAER supplier portal. Jaggaer supplier support is on 1-800-233-1121, option 2, if the sign-up stalls.

There is no email route. The RFP prohibits contact outside the Sourcing Module, so I have not drafted a request email. Sending one would risk the submission rather than help it.

Next action for you

One decision: open the JAGGAER supplier account, or drop this. Given the lab and radiology scope and the cooperative contract clause, dropping it is a defensible call and costs nothing. If you want the document read, say so once the account exists and I will resolve the check properly.

Deadline is 9 November, so there is no time pressure on the decision this week.

Sources

• ShopUW+ public bid board event document for 2027-UWMSN-01430-RFP, retrieved 30 September
• Buyer, dates, forms, question set, attachment list.
• UHS "About University Health Services", uhs.wisc.edu, retrieved 30 September 2026. Service lines, accreditation, clinic locations.
• UHS 2024-25 Executive Summary Report, as of 30 June 2025. Clinical volume table.
• library/claims.json: known-gap-no-lab-integration, known-gap-no-hl7-fhir.