The Center for Health Care Services

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Shawn Rodgers
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The Center for Health Care Services SUBJECT: FROM: Request for Proposal (RFP) for Electronic Health Record Consultant Services, RFP 2018-015, Scheduled to Open: July 16, 2018; Date of Issue: June 14,

1 The Center for Health Care Services SUBJECT: FROM: Request for Proposal (RFP) for Electronic Health Record Consultant Services, RFP , Scheduled to Open: July 16, 2018; Date of Issue: June 14, 2018 Adam Velez Interim Director, Contracting & Procurement DATE: July 10, 2018 THIS NOTICE SHALL SERVE AS ADDENDUM NO. II - TO THE ABOVE REFERENCED REQUEST FOR PROPOSAL QUESTIONS SUBMITTED IN ACCORDANCE WITH SECTION 010, RESTRICTIONS OF COMMUNICATION: On June 22, 2018, the Center for Health Care Services hosted a Pre-Submittal Conference to provide information and clarification for the RFP for Electronic Health Record Consultant. Below is a list of questions that were submitted via . The Center s official response to questions asked is as follows: Question 1: What is the Center s desired timeframe for this project? Do you have specific start and end dates in mind? Are there any specific milestones that need to be considered? Response: We are anticipating a start date of Release date of RFP for EHR System: 3/1/19. As subject matter experts, respondents must provide work plan along with attainable milestones within response to the RFP. Question 2: Is there a central location where staff from all the various entities can meet for group work sessions to determine the future system requirements? Response: Central location for all staff to meet will be the Center s Board Room. Question 3: Is the Center looking for a system with Medication Administration Record functionality? Response: Yes, the system should be able to allow documentation of medication administration. Question 4: Is the Center looking for a system with a Pharmacy module?

2 Response: Yes, an integrated pharmacy module with the ability e-prescribe including Schedule 2 prescriptions. Question 5: Is there an estimated cost for the project, the EHR system itself, not the consulting aspect? Response: Estimations range between $1.5 and $3.5 million for first year with ongoing maintenance and support to be determined based on users. Question 6: How many providers are currently using the Cerner system and does the Center anticipate this number to increase with the new system? If so, by what amount? Response: Current provider total is 225. This number may increase but it is undetermined at this time. Question 7: Does the Center have a preference for a cloud based or premise system? Response: Respondents may provide their suggested proposed plan in response to the RFP. Question 8: Is the Center looking for a mobile solution? Response: The solution needs to have offline capabilities for remote users. Question 9: Has the Center identified a governance structure for the project? Response: Yes, the leadership has been identified internally. Question 10: Who is the executive sponsor(s) for this project at the Center? Response: The Chief Information Officer of the Center will be leading this project. Please note that all questions should be directed to Center s Point of Contact in Section 010 Restriction on Communication. Question 11: Has an EHR evaluation team been assembled? If yes, who is on it (in terms of job position)? Response: Yes, however, please note that all questions should be directed to Center s Point of Contact in Section 010 Restriction on Communication. Question 12: Are there other systems besides Cerner (Anasazi) that would be replaced by the new system? Response: Potentially, methadone dispensing. Question 13: What interfaces, if any, are anticipated with the new EHR? Response: The Center anticipates interfacing with Lab interfaces, HIE interfaces and state systems. Question 14: How many total users do you anticipate for the new system? Response: The Center anticipates 800 total users with concurrent.

3 Question 15: What is the internal support team for the implementation of the new EHR system? For example, project management, analysts, etc. Response: Internal support team may include: Project Manager on staff, DBA, Template designers, Programmers/Analyst. Question 16: Has the Center seen any demonstrations of EHR systems on the market? If yes, which ones? Response: Yes, the Center has seen Cerner Millennium, NetSmart, NextGen, Credible, Streamline demonstrations. Question 17: What are the Center s desired timelines for: a. Selecting a new EHR vendor? b. Beginning the implementation of the new EHR? Response: A. August-September 2019 B. September-October 2019 Question 18: Regarding Section 008 of the RFP (page 7), are background checks required to be conducted by the selected consultant, or only if requested by the Center? Response: Yes, only awarded Contractor shall, at its own expense, conduct criminal background checks on all personnel and subcontractors assigned to provide services before a contract is signed. The background checks must satisfy the requirements of the CENTER s licensing and regulatory agencies. Proof that such checks have been conducted will be provided by the Contractor to the CENTER upon request. By submitting a signed response to this RFP, your firm confirms that background checks are completed on all personnel. Question 19: Section 011 of the RFP (page 9): The evaluation criteria include up to 5 points for Certified Small Business Enterprise, Minority/Women Owned Business Enterprise, Historically Underutilized Business or Veteran Owned Business Enterprise. The RFP indicates that these are worth 1 point each. Can the Center provide more insight into how bidders can earn the maximum of five points? For instance, four types of businesses are mentioned. If the inclusion of each business is worth one point, how do we obtain the fifth point? Also, is it possible to earn five points using one subcontractor only? If yes, how is this achieved? Response: Potential vendors may register with the South Texas Regional Certification Agency and the State of Texas Comptroller of Public Accounts for designation information. One point per designation will be given: Small Business Enterprises, Minority Owned Business Enterprises, Women Owned Business Enterprises, Veteran Owned Business Enterprises and Historically Underutilized Business. No, points are awarded solely for the Prime Respondent. Question 20: Regarding Section 015 RFP Attachment A, Part One, Item 6 (Local/County Operation) on page 16 of the RFP: Does the Center have a preference for local firms? Will this be a factor in the evaluation criteria? If yes, how many points will be allocated to local firms? Response: Please refer to Section 011 Evaluation Criteria for criteria that will be evaluated.

4 Question 21: Has the Center started a requirements definition document for their desired Electronic Health Record? Response: Initial Business requirements have been documented internally. Question 22: On page 20, #7 of the proposed plan, please provide further detail regarding the types of 3rd party repositories that would need to be interfaced. Response: Lab interfaces, HIE interfaces and potential state EHR systems. Question 23: On page 20, #9 of the proposed plan, please provide additional detail on the reporting plan and how the EHR consultant will be expected to utilize reports to inform The Center of metrics. Response: The concept of this question is for the vendor to provide how it plans to use reporting plans and how they will be used to inform Center of key information. Question 24: Is there a timeline for this project i.e. expected start date and completion date? Response: The Center anticipates a start date of Release date of RFP for EHR System: 3/1/19. As subject matter experts, respondents must provide work plan along with attainable milestones within response to the RFP. Question 25: What is the primary driver for this project and who is the project sponsor? Response: An intuitive, robust and scalable system that uses current technology to deliver an integrated EHR solution. Question 26: Should we interview EHR owners and/ or end users? If so, please provide a list of key stakeholder job titles and approximate number of anticipated interviews? Response: CMO-Behavioral Health, CMO-Primary Care, Case Managers. Only awarded vendor will need to interview individuals. Question 27: Does the Center have a formalized IT governance model? If yes, what other participants (aside from the Executive Director) are engaged in the governance and decision making process? Response: DBA, Clinical Applications Project Manager, HIM Manager. Question 28: Can you clarify if the background checks for staff are required prior to the response or prior to a contract? Response: Only awarded Contractor shall, at its own expense, conduct criminal background checks on all personnel and subcontractors assigned to provide services before a contract is signed. The background checks must satisfy the requirements of the CENTER s licensing and regulatory agencies. Proof that such checks have been conducted will be provided by the Contractor to the CENTER upon request. By submitting a signed response to this RFP, your firm confirms that background checks are completed on all personnel.

5 Question 29: Can you clarify if the insurance requirements must be met in the response or prior to contract? Response: Please refer to Section 008 Proof of Insurability. Question 30: Can you clarify the structure of the Price Schedule given that a flat fee is requested but the invoicing is indicated to be time and materials? Do you want a detailed budget for time and materials for each task to be able to match against invoices? Response: The Center would like a flat fee structure. Within your invoices, the Center prefers for an indication of work completed per task to match to invoices. Question 31: Is there an anticipated contract length? And/or anticipated contract start date? Response: Length is undetermined, start date potentially Question 32: (RFP Attachment A, Part Three. 3. Provide proposed methods for completing tasks listed within the RFP ). Have there been specific tasks defined in the RFP, outside of assisting with Price Negotiations, developing the scope of work (to include RFP), proposal evaluation, and contract negotiation? or is the CENTER looking for bidders to provide those as part of scope of services to submit as part of our proposal. Response: Please refer to Section 004- Scope of Services. Question 33: Is there a budget for this scope of work? If yes, what is the amount? Response: The Center will award a contract to the response that meets the criteria in the RFP and provides best value to the Center and its consumers. Question 34: Will the consultant assist in writing the Request for Proposal for the new EHR system? Response: Please refer to Section 004- Scope of Services. Question 35: (RFP Attachment B, Price Schedule) The Attachment template indicates one line for an EHR Consultant. Is the CENTER looking for a single person to perform all of this work, or are bidders permitted to propose a team of individuals and modify the template according to positions and rates? Response: The Center is looking for a single entity to perform services, how the work is then delegated is up to that person. Question 36: According to the CENTER s Annual Report the CENTER has 33 facilities. Will all of the facilities be implementing the selected EHR system? Is there a plan for all of the facilities to go-live at the same time? Response: All will be implementing in a phased approach. All other RFP conditions remain unchanged. RFP documents may be downloaded from

The Center for Health Care Services

The Center for Health Care Services SUBJECT: FROM: Request for Proposals (RFP) for Janitorial Services, RFP 2017-009, Scheduled to Open: October 2, 2017; Date of Issue: September 1, 2017 Adam Velez Contract