County of Kern Syndromic Surveillance System. RFI: Request for Information. ISSUE DATE...September 15, DUE...

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1 County of Kern Syndromic Surveillance System RFI: Request for Information ISSUE DATE...September 15, 2012 DUE...October 15, 2012 TIME.Before 11:00 a.m. Statement of Purpose The purpose of this RFI is to gain a better understanding of the programming requirements to update the County s existing syndromic surveillance/pre-hospital electronic patient care record (epcr) system. County Background & Overview Kern County is the third largest county in the State of California, encompassing over 8,000 square miles. Currently, the emergency medical services (EMS) system is served by four private ground ambulance services, two private air ambulance services, two city first responder fire departments, and one county first responder fire department. Requirement Background & Current Situation Currently the Kern County EMS Division (Division) manages and maintains a database of all ambulance calls (including air ambulance) which occur within the county. This data is used for many purposes to include but not limited to: syndromic surveillance, quality management, statistical reviews, and trend analysis. However, the current system does not provide complete documentation of the continuum of care for patients because it does not include data from all the first responder agencies (city and county fire departments).

2 The current database follows the National EMS Information System (NEMSIS) Version 2 standard. The data categories and options in Version 2 is extremely limited. In fact, secondary to this extremely limited data set, NEMSIS has created a new data dictionary which addresses the limitations experienced in V2. The current database is populated by data which is mapped to conform to NEMSIS Version 2 standards (XML file) and then exported to a web server using a secure socket layer (SSL). Once on the web server the XML files are moved to our SQL Server and imported into the database by an import tool. All of the current systems were created by custom software vendors because no out of the box solution existed. A diagram of the current process is included in Attachment A. High Level Requirement The purpose of this RFI is to take the first step of identifying a custom software vendor to provide a custom solution to our upgrade needs. In order to upgrade our current system the County is seeking custom software vendors who can create a system which will automatically accomplish the following: Extract EMS data from the two fire departments and one private ambulance provider formatted to the NEMSIS v3.2.6 standard Automatically move the extracted files to our web server using our SSL Create a new database on our existing NEMSIS server that conforms to NEMSIS v3.2.6 standards Validate the extracted XML files against the NEMSIS v3.2.6 standard before importing Import the extracted XML files into the newly created database accounting for duplicate records and maintaining data integrity The requirements listed above are based on the existing system and better solutions may exist. Proposers should feel free to offer other solutions should they exist. A diagram of the envisioned updated process based on the current system is included in Attachment B. All inquiries concerning this RFI should be directed to the following Contact Person: Contact Name: Edward Hill Contact Title: Senior EMS Coordinator Kern County EMS Division Division Address: 1800 Mt. Vernon Avenue, Bakersfield, CA Division Telephone Number: (661) Division Fax Number: (661) Address: hille@co.kern.ca.us 2 of 5

3 RFI Proposal Submission The proposer shall submit two (2) written copies of the proposal, and one (1) electronic copy via . The electronic copy must be a standard Microsoft Windows compatible format readable by the County; using word processing software that is Windows based, preferable Microsoft Word. Please submit all proposals to: Envelopes/packages containing the proposals are to be marked: RFI PROPOSAL: Syndromic Surveillance System Update and delivered to: Kern County EMS Division 1800 Mount Vernon Avenue, Second Floor Bakersfield, CA Proposals may be delivered in person, by courier service or by mail to the address indicated above. ALL RFI PROPOSALS MUST BE SEALED AND RECEIVED BEFORE 11:00 AM on October 15, 2012, at the above office and address. Proposals submitted after the above deadline will not be accepted. It is strongly suggested that any proposers intending to hand deliver a proposal on the last day for submission arrive at the Public Health Department, EMS Division second floor at least ten (10) minutes prior to the proposal receipt deadline to receive a test time stamp to validate the official current time. The time stamp clock in the second floor lobby of the Public Health Department, EMS Division will be the official time. Any proposal received at or after 11:00 a.m. will be returned unopened. Only one (1) proposal may be submitted from each proposer. If a proposer submits more than one (1) proposal, all proposals from that proposer shall be rejected. RFI proposals are not publicly opened. Requests that do not contain all of the required supporting information will not be considered. Please refrain from submitting Product samples unless you are informed that the County of Kern will undertake a test. Should the County of Kern institute a test of your Product, the Product Representative will be responsible for all costs associated with the test in the event that the Product does not perform as claimed. 3 of 5

Attachment A Current Syndromic Surveillance/ePCR System Diagram Hall Ambulance emscharts Mapping tool that formats data into NEMSIS V2 XML files and uploads to web server.

4 Attachment A Current Syndromic Surveillance/ePCR System Diagram Hall Ambulance emscharts Mapping tool that formats data into NEMSIS V2 XML files and uploads to web server. Upload tool created by emscharts which uploads NEMSIS V2 XML files to web server. EMS-EPCR WEB/NEMSIS Web FTP used to automatically move XML files from web server to a designated folder on NEMSIS server and deletes files from web server Import tool that validates XML files against NEMSIS V2 standard and imports to database 4 of 5 NEMSIS V2 Database

Attachment B Updated Syndromic Surveillance/ePCR System

SQL Server DB Bakersfield City Fire Zoll Data RescueNet Fire

Server 2008 R2 Move the XML files from here to our NEMSIS

5 Attachment B Updated Syndromic Surveillance/ePCR System Diagram Kern County Fire SunPro SQL Server 2008 Hall Ambulance SQL Server DB Bakersfield City Fire Zoll Data RescueNet Fire RMS SQL 2008 Enterprise Edition Cluster 3-Node Cluster Windows Server 2008 R2 Move the XML files from here to our NEMSIS server New Import Tool for NEMSIS New Database NEMSIS v of 5

NEMSIS Update and Strategic Vision

NEMSIS Update and Strategic Vision Karen E Jacobson, BA, NREMT-P October 11, 2010 NASEMSO Annual Meeting Data Managers Council NEMSIS TAC Staff States are being contacted to update the information on the