ADDENDUM #2 Boulder County Sheriff s Office Electronic Health Record System for the Boulder County Jail RFP #

Transcription

1 ADDENDUM #2 Boulder County Sheriff s Office Electronic Health Record System for the Boulder County Jail RFP # March 26, 2018 The attached addendum supersedes the original Information and Specifications regarding RFP # where it adds to, deletes from, clarifies or otherwise modifies. All other conditions and any previous addendums shall remain unchanged. 1. Question: On page 11, section 3.1 (General), item 7 requests itemized costs for services, interface, and support. Our question applies to the final bullet point: Vendor supplied document scanning activities. Can you please clarify what activities Boulder County Jail is referring to with this statement? ANSWER: The correct wording should read: Vendor supplied scanning abilities. Since the medical unit scans all paper documents into the system, we would require scanning abilities in the new EHR system. 2. Question: Is the application supported under VMware? Version(s)? If yes, how many customers are currently running VMware? Does the server need to be pinned? Please elaborate/define what is meant regarding 'pinned' ANSWER: Yes, running on VMware. 3. Question: Does your proposed solution provide necessary licensing for third party software or do you expect Boulder County to provide the licenses? Such as SQL, Windows, or other application(s)? ANSWER: We provide server and DB license 4. Question: A detailed response to all sections in the specifications of this document (Items 1-6 in the Specifications section of this RFP). Can the County please clearly identify Items 1-6 in the Specifications section of this RFP to which vendors are to provide detailed responses to? 1

2 ANSWER: This question addresses the need for a detailed response to all sections of the RFP document beginning on page 5 and ending on page 22. This includes the following headings: 1. Project Overview 2. Background Information 3. Specification/Submittal 4. Hosted/ SaaS Option 5. Medical Functionality 6. RFP Evaluation Process Be advised, some of these sections do not require a response but serve to provide information only. 5. Question: Just to confirm, ed proposals are acceptable and preferred and should be sent to purchasing@bouldercounty.org by the closing date and time indicated on the RFP. ANSWER: Yes, this is an acceptable and preferred form of submission. 6. Question: Shall the EHR be developed by a healthcare IT vendor, with its primary focus as an EHR vendor (i.e. not pharmacy, medical care provider, jail management system vendor, etc.)? ANSWER: We do not require that the EHR be developed by a healthcare IT vendor specifically. 7. Question: How many locations are there, and what is the address(s)? ANSWER: The system will be located at one location. The Boulder County Jail located at 3200 Airport Rd., Boulder, CO Question: It is stated that the lab provider is Boulder Community Hospital Laboratory. Can you please identify which lab information system is being used by the Community Hospital? ANSWER: The current EHR for Boulder Community Hospital Laboratory is Meditech but they plan on converting to Epic in one year. The interface engine is Atlas. 9. Question: It is stated that the radiology provider is Boulder Community Hospital Radiology. Can you please identify which radiology information system is being used by the Community Hospital? 2

3 ANSWER: The current EHR for Boulder Community Hospital Radiology is Meditech but they plan on converting to Epic in one year. The interface engine is Atlas. 10. Question: It is stated that the hospital system is Boulder Community Hospital. Can you please identify which EHR system is being used by the Community Hospital? Is the integration with the Hospital EHR a mandatory requirement for the project? ANSWER: The current EHR for Boulder Community Hospital is Meditech but they plan on converting to Epic in one year. The interface engine is Atlas. 11. Question: It is quite difficult for the vendor to price out the interface costs associated with Diamond s interface efforts and suggest that BCSO contact them directly and inquire about said cost. It is much more reasonable for vendors to submit pricing for a unidirectional interface on behalf of their interface efforts rather than assuming Diamond s charges for their efforts. Please confirm that unidirectional pricing is adequate for submission in the price proposal. ANSWER: Unidirectional pricing is acceptable for this proposal. 12. Question: What kind of medical data will have to be migrated from the current system? How many years worth, how many records, and what kind of data? ANSWER: The Boulder County Jail currently utilizes CorrecTek as our EHR. All data including patient specific information, encounters, medical screenings, referrals, labs, orders, and medications need to be migrated to the new system. This should include 8 years of data. 13. Question: Shall the EHR system be ONC-ACB 2015 Certified in order to meet compliance measurements? ANSWER: ONC-ACB 2015 certification would be strongly preferred for any proposed EHR solution. 14. Question: How are sick calls currently managed? ANSWER: Sick calls for the physician are done by referral from the nurse, and pulled up on a report for the scheduled day. 15. Question: How are claims for outside services processed, if applicable? ANSWER: I m not sure what this question is asking regarding claims. Billing is not done in our current EHR. Referrals to outside services are created in Correctek. 3

4 16. Question: Is there an anticipated start and go-live date for the EHR system? ANSWER: Due to changes recent changes in our IT department, we may be facing a delay in our ability to implement the new system. The go-live date would hopefully be in the first or second quarter of Question: Approximately how many different medical forms are currently being utilized by the staff? How many custom forms will need to be developed for this project? ANSWER: forms are being currently utilized. 18. Question: Is your facility(s) equipped with Wifi? ANSWER: Yes. 19. Question: Are there any evaluation points/percentages associated with the award criteria set forth on page 22? If so, what is the weight of each item in each section? ANSWER: No, there is no independent weight placed. 20. Question: What is the County s expectation for training and go-live? Are there any specific requirements (i.e. days onsite, training approach, etc.) that can be elaborated on? ANSWER: This will be determined based on the EHR. 21. Question: Does Boulder County currently have an operational EHR system, or are you using manual / paper-based processes? ANSWER: The Boulder County Jail currently has an operational EHR with CorrecTek. 22. Question: Which, if any, EHR system is Boulder County currently using? ANSWER: See answer to question Question: There are two Submittal Section instructions in the RFP, one on page 10 and one on page 23. They ask for submittals in different orders, and each requires some items the other does not. - Please clarify the Submittal Section vendors are to adhere to for proposals. - Please clarify if responses are only requested for Sections 3-5 (starting on page 10 and ending on page 21), as these all read as requirements. 4

5 ANSWER: Please adhere to the Specifications/Submittal Section on page 10 of the RFP. 24. Question: On page 22, under the list of the County s evaluation criteria, it says, Note: These requirements must be met by a vendor for the vendor to be considered. Please confirm this means vendors must address the listed evaluation criteria somewhere in their proposal in order to be considered. ANSWER: Vendors are NOT required to list evaluation criteria in their proposal to be considered. However, the award of the contract will be based on an analysis of the criteria listed on the RFP. 25. Question: We understand Boulder County does not want vendors to return their sample contract (RFP pages 25-35) with proposals. However, page 36 is a Contractor s Certification of Compliance form. Is that part of Boulder County s Sample Contract, or does that form need to be signed and submitted with vendor proposals? ANSWER: No, they will sign the certification once the contract has been awarded. 26. Question: County Hosted Solution. We will not propose a County Hosted Solution. Our EHR platform is a fully hosted SaaS solution. Are we still required to respond to all questions in section 3.3? Will we be penalized if we do not offer this option and do not respond to this section? ANSWER: No, regarding penalization for SAAS But must meet necessary compliance requirements on any SAAS solution (e.g. CJIS, HIPAA) 27. Question: Support, warranty & maintenance. Clause states: Boulder County expects that the proposed system will respond to all on-line queries within an average of three (3) seconds or less, 95% of the time. Hardware proposed should be adequate to reach that goal. Please state any assumptions and factors that will guarantee the system response times and the methodology for performance measurement used to guarantee the required performance. Is this a mandatory requirement? Can you please provide references upon which you base this requirement? ANSWER: Best practice and strongly preferred. Though, it is understood that some activities (e.g. Large Reports) could take longer to run. 28. Question: List built-in user IDs and their privileges. Please clarify do you mean User IDs or User ROLES? ie: an ID means the user name assigned to a user in order for them to log on to the system. User roles are assigned to users according to the functions they are required to perform in the software. 5

6 ANSWER: General LDAP authentication is preferred roles and function can be defined inside the application. 29. Questions: What system privileges are necessary for the application to run? Detail whether the application runs only with those privileges needed to operate. This clause is unclear. Can you please specify if you are referring to Windows System privileges on the user s computer, or user / role privileges assigned to users within the EHR software? MS Windows server and DB privileges for on premise application and desktop privelges for any non-web based app (e.g. Would the local user need Admin rights on the computer to run the app?). ANSWER: MS Windows server and DB privileges for on premise application and desktop privileges for any non-web based app (e.g. would the local user need Admin Rights on the computer to run the application). 30. Question: Project Management. Item 42 refers to the following: required deliverables listed in Section C, Project Scope. There was no Section C, Project Scope included with the RFP that we received. Can you please provide this addendum? ANSWER: Disregard, Section C Progress Scope was removed from the RFP. 31. Question: Project Management. Items 43 & 45 in this section are requesting sample documents that contain our proprietary information, specifically, platform design documents and test scripts. Such documents can be shared during a product demo, but by policy cannot be shared with non-clients. Will we be penalized if we do not provide these documents? ANSWER: Vendors will not be penalized for not providing proprietary information. Just include above langue in your response. 32. Question: Pg. 19 (D. Accounting Management: "vendor to provide an accounting system within the software. Must allow for tracking of expenditures as well as ability to track inmate charges and payments." Can the County please elaborate on this functionality and provide a scenario(s) where this functionality would be applied to daily activities? ANSWER: Our current EHR allows the Boulder County Jail to invoice fees to the inmates for kites, sick calls, medical office visits, medications, etc. It will be important to pull reports and track these charges and payments. 6

7 Submittal Instructions: Submittals are due at the Administrative Services Information Desk or the box (preferred) listed below, for time and date recording on or before 2:00 p.m. Mountain Time on April 2, Your response can be submitted in the following ways. Please note that responses to this solicitation are preferred, but are limited to a maximum of 25MB capacity. NO ZIP FILES ALLOWED. Electronic Submittals must be received in the box listed below. Submittals sent to any other box will NOT be forwarded or accepted. This box is only accessed on the due date of your questions or proposals. Please use the Delivery Receipt option to verify receipt of your . It is the sole responsibility of the proposer to ensure their documents are received before the deadline specified above. Boulder County does not accept responsibility under any circumstance for delayed or failed or mailed submittals. purchasing@bouldercounty.org; identified as RFP # in the subject line. -OR- US Mail One (1) unbound copy of your submittal, printed double-sided, 11 point, on at least 50% post-consumer, recycled paper must be submitted in a sealed envelope, clearly marked as RFP # , to the Administrative Services Information Desk located at 1325 Pearl Street, Boulder, CO All proposals must be received and time and date recorded at the Administrative Services Information Desk by the above due date and time. Sole responsibility rests with the Offeror to see that their proposal is received on time at the stated location(s). Any proposal received after due date and time will be returned to the bidder. No exceptions will be made. The Board of County Commissioners reserve the right to reject any and all proposals, to waive any informalities or irregularities therein, and to accept the proposal that, in the opinion of the Board, is in the best interest of the Board and of the County of Boulder, State of Colorado. 7

8 RECEIPT OF LETTER ACKNOWLEDGMENT March 26, 2018 Dear Vendor: This is an acknowledgment of receipt of Addendum #2 for RFP # , Electronic Health Record System for the Boulder County Jail. In an effort to keep you informed, we would appreciate your acknowledgment of receipt of the preceding addendum. Please sign this acknowledgment and it back to as soon as possible. If you have any questions, or problems with transmittal, please call us at Thank you for your cooperation in this matter. sensitive; an immediate response is requested. This information is time and date Sincerely, Boulder County Purchasing Signed by: Date: Name of Company End of Document 8