County of Sacramento Department of Health and Human Services (DHHS), Primary Health Services (PHS) Division. REQUEST FOR PROPOSALS (RFP) No.

Transcription

1 County of Sacramento Department of Health and Human Services (DHHS), Primary Health Services (PHS) Division REQUEST FOR PROPOSALS (RFP) No. PH/018 HEALTHCARE INTERFACE ENGINE Proposals must be received at the following address no later than 5:00 pm on May 8, 2012 (Tuesday) Primary Health Services, Pharmacy Administration Attn: Steve Golka, R.Ph., MBA 4600 Broadway, Suite 2500 Sacramento, CA Late proposals will not be accepted Postmarks will not be accepted as meeting the deadline requirement Faxed or ed submissions will not be accepted Delivery to any other office will not be accepted All times are Pacific Standard Time Page 1 of 25

2 RFP Timeline Date Activity Location April 13, 2012 RFP available to public Bidding-Opportunities.aspx April 13, 2012 through April 23, :00 pm Question and Answer period for questions regarding this RFP April 26, 2012 Posting of Questions and Answers Refer to Bidding-Opportunities.aspx for posting of questions and answers May 8, :00 pm May 9, 2012 through May 17, 2012 PROPOSAL DEADLINE Final date & time for receipt of written proposal Opening, screening and financial review of proposals Primary Health Services, Pharmacy Administration Attn: Steve Golka 4600 Broadway, Suite 2500 Sacramento, CA May 22, 2012 June 8, 2012 June 14, 2012 through June 29, 2012 Notice of screening disqualification ed Evaluation of written proposals completed Notice of the top three highest scoring written proposals will advance to this demonstration portion of RFP July 10, 2012 Notice of Proposed Award ed July 17, :00 pm July 26, :00 pm Deadline to submit written letter of protest of proposed Award Response to protest of proposed Award ed Department of Health and Human Services Attn: Ann Edwards 7001-A East Parkway, Suite 1000 Sacramento, CA Page 2 of 25

3 TABLE OF CONTENTS Page SECTION 1. INTRODUCTION 4 A. Purpose B. Background C. Minimum Qualification Requirements D. Total Available Funds SECTION 2. ADMINISTRATIVE RULES AND RIGHTS OF THE COUNTY 5 A. Rules Governing Competitive Proposals B. Rights of the County SECTION 3. MINIMUM QUALIFICATIONS 6 A. Minimum Qualification Screening Criteria SECTION 4. WRITTEN NARRATIVE PROCESS 7 A. Written Narrative Questions B. Written Narrative Rating Process and Criteria SECTION 5. DEMONSTRATION PROCESS 11 A. Demonstration Cases and Evaluation Criteria B. Demonstration Rating Process SECTION 6. SUBMISSION REQUIREMENTS AND OTHER REQUIRED PROVISIONS 14 A. Proposal Format, Content and Submission Requirements B. Notice of Contract and Commencement of Work C. Contract Provisions D. Opportunity to Protest SECTION 7. PROPOSAL CONTENT REQUIREMENTS 17 SECTION 8. EXHIBITS 19 Exhibit A: Proposal Package Checklist Exhibit B: RFP Cover Letter, Proposer s Statements & Certification of Intent to Meet RFP Requirements Exhibit C: Statement of Minimum Qualifications Exhibit D: References Exhibit E: County Healthcare Information Exchange-Current and Future Landscapes Page 3 of 25

4 SECTION 1. INTRODUCTION A. PURPOSE The County of Sacramento requests proposals from qualified software entities to enter into a contract with Sacramento County. Only those vendors that specialize in healthcare interface engine software with an emphasis on system interfacing/integration of Electronic Medical Records (EMR) and associated software and that meet the minimum qualifications are invited to respond to this request. B. BACKGROUND The County of Sacramento provides healthcare services to greater than 20,000 residents of the Sacramento Valley. There are a number of computer applications being used to provide these services, including Eligibility, Laboratory Services, Electronic Medical Records, Pharmacy, Radiology, Billing, Appointments and other support activities. It is in the best interest of the County of Sacramento to establish a central point for creating and managing interfaces between its EMR and the various systems with which it must exchange information, and to monitor for message failures rapidly with diagnostics available for quick problem identification and resolution. C. MINIMUM QUALIFICATIONS REQUIREMENTS Proposers that meet all of the minimum qualification requirements shown in Exhibit C are eligible to submit a proposal in response to this RFP. D. TOTAL AVAILABLE FUNDS The entity selected will be required to enter into a five year County contract setting forth the requirements of this RFP commencing in the Summer of The County will limit the initial year purchase of the Healthcare Interface Engine Software to $50, or less. This amount must include all costs and the costs must be itemized. In addition, an amount not to exceed $10, will be allowed for the initial year for on-going support, training and any upgrades (all costs must be itemized). The initial (first) year contract amount will be for a total of $60, or less. Annual on-going support, training and any upgrades for years two through five must be $10, per year or less. This amount must include all costs and the costs must be itemized. The County reserves the option to extend the contract up to five (5) additional years if mutually agreed to by both parties, and at the discretion of the County Board of Supervisors. Contract continuation and renewal is contingent upon satisfactory performance of contract services and funding availability. Page 4 of 25

5 SECTION 2. ADMINSTRATIVE RULES & RIGHTS OF THE COUNTY A. RULES GOVERNING COMPETITIVE PROPOSALS 1. Costs for developing and submitting proposals are the responsibility of the proposer and shall not be chargeable in any way to the County of Sacramento. 2. If the County determines that revisions or additional data to the RFP are necessary, the County will provide addenda or supplements at Opportunities.aspx. Please check the Sacramento County s DHHS Website periodically for any addenda or supplements to the RFP. 3. All proposals submitted become property of the County and will not be returned. 4. Issuance of this RFP in no way constitutes a commitment by the County to enter into a contract. The County reserves the right to reject any or all proposals received in response to this RFP, or to cancel this RFP if deemed in the best interest of the County to do so. The County may also reissue a cancelled RFP. 5. News releases pertaining to this RFP and its associated contract shall not be made without prior written approval of the County. B. RIGHTS OF THE COUNTY The County reserves the right to: 1. Make an award of a contract for all the services offered in a proposal or for any portion thereof. 2. Reject any or all proposals received in response to this RFP, or to cancel this RFP or any part of it, if it is deemed in the best interest of the County to do so. 3. To reissue a cancelled RFP. 4. Negotiate, make changes, or terminate a contract due to program changes or issues and resource or funding constraints. 5. Negotiate changes to proposals and/or proposal submissions. 6. Enter into negotiations with the proposer who submitted the next highest-rated proposal, or issue a new RFP, if a competitor that is selected through this RFP fails to accept the terms of the County of Sacramento contract and associated requirements and documents. 7. Authorize renewal of contract based on the success of the contractor in meeting the program outcomes. 8. Require information in addition to the proposal for further evaluation or clarification, if necessary. 9. Check with any references, and share any information it may receive with the evaluation committee and/or County Staff. Negative references may allow the County to disqualify a proposer at any time. 10. Make the final determination of the RFP requirements on financial stability, responsibility and review of internal controls as to whether to move the proposal forward from the screening to the evaluation process. 11. To issue addendums or supplements as needed. Page 5 of 25

6 SECTION 3. MINIMUM QUALIFICATIONS A. MINIMUM QUALIFICATION SCREENING CRITERIA Proposals meeting all of the minimum qualification screening requirements shall be submitted to a Written Evaluation Committee. The Written Evaluation Committee will evaluate the responses to the written narrative questions (Section 4, Part A) based on the written rating process and criteria as specified in Section 4, Part B. The top three highest scoring written proposals will advance to the Demonstration Process as described in Section All proposals shall be screened to determine whether they meet the (a) formatting, (b) content/minimum qualifications, and (c) financial stability. a. Format and content/minimum qualification requirements: (1) Exhibit A, the Proposal Package Checklist must be completed and used as page 1 of your RFP response packet. (2) Exhibit B, the RFP Cover Letter, Proposer s Statement and Certification of Intent to meet RFP Requirements will be page 2 of your RFP response packet. (3) See Exhibit C for minimum qualification requirements. (4) Note other areas throughout this document for additional formatting, content and requirements. b. The financial statements/documents/information will be reviewed by an Accounting Manger. The Accounting Manager will prepare a written summary of the results of his or her review and provide it to the Deputy Director of Administration. The Deputy Director of Administration will consult with the appropriate staff and will decide if the proposer demonstrates financial stability. 2. Number all pages of your proposal to facilitate communication between the reviewers (ok if the page numbers are handwritten). 3. Failure to furnish all information required in this RFP or to follow the proposal format and content/minimum qualification requirements as requested shall disqualify the proposal and the proposal will be screened out of the rating process. Proposers will be notified of disqualification by the date shown in the RFP timeline. Page 6 of 25

7 SECTION 4. WRITTEN NARRATIVE PROCESS A. WRITTEN NARRATIVE QUESTIONS NARRATIVE INSTRUCTIONS: 1. State the question prior to providing your answer. 2. Begin a new page with each question. 3. Proposals that meet the rating criteria noted in the question will earn a minimum number of points. Additional points are earned through applicant s inclusion of specific detail, and/or descriptions that significantly exceed the satisfactory response as stated and/or through descriptive evidence of experience. See scoring as follows. There is a maximum of five pages for each question. WRITTEN PROPOSAL NARRATIVE Area Questions to be answered: Maximum Pages Maximum Points 1. Startup Customer Support 2. On-Going Customer Support 3. Healthcare Software Industry Rating, Performance or Certification Standards, etc. 4. County of Sacramento Hosting Environment Describe your customer service for start-up operations that would support the County during the initial phases of the EMR Healthcare Interface Engine Software implementation. Describe your on-going customer support for the County including support personnel, upgrades and training that your organization provides. Describe your Healthcare Software Industry Ratings, Performance, Certification Standards, etc. or the lack of. Describe how your interface engine application software can best be successfully implemented in the County s hosting environment. Some key components and technology are as follows: VMware ESXi virtual servers on HP physical servers. vsphere to manage failover for hardware and operating system failures automatic restarts NetApp high availability storage. NAS and SAN access offsite mirroring MS Windows Server 2008 R2 operating system Shared MS SQL Server 2008 R2 clustered database also Oracle 11 Fully redundant TCP/IP network. 5. Initial Cost Detail Provide and fully describe all product, hardware, software and peripheral costs that would be associated with your EMR Healthcare Interface Engine Software for the first year with the County of Sacramento. The initial cost of the Healthcare Interface Software must be $50, or less. (Use of a budget format is acceptable with all line item costs fully explained in narrative form) On-Going Support/Upgrade Costs Provide and fully describe all on-going support, training and any upgrade costs for years one through five costs that would be associated with your Healthcare Interface Engine Software to Sacramento County. The on-going support, training and any upgrade costs must be $10, per year or less. (Use of a budget format is acceptable with all line item costs fully explained in a narrative form) Problem Resolution What methods do you use to resolve customer problems/issues? 5 5 TOTAL PAGES MAXIMUM TOTAL MAXIMUM UNWEIGHTED POINTS POSSIBLE Page 7 of 25

8 B. WRITTEN NARRATIVE RATING PROCESS AND CRITERIA 1. The proposals meeting the screening requirements will be reviewed and evaluated by a Written Evaluation Committee in a comparative manner in relation to the written evaluation criteria. The Written Evaluation Committee may consist of County Staff and Consultants. The Written Evaluation Committee will recommend the top three highest scoring proposers to the Demonstration process. 2. Notice of those proposers recommended for the Demonstration portion will be notified by by the date shown in the RFP timeline. 3. The following point system, weighting and written criteria rating description will be utilized by the Written Evaluation Committee: a) The following point system will be utilized by the Written Evaluation Committee: Point Assignment forwritten Evaluation Criteria Rating Description No response (0 points) Extremely inadequate response (1 point) Weak response (2 points) Satisfactory response (3 points) Good response (4 points) Exceptional response (5 points) Failed to respond to the written narrative question. The narrative response simply restates the question and/or provides little or no additional substance/detail on which to clearly determine whether the proposer meets the requirements. The narrative response provides some of the requisite information but the answer lacks clarity and specifics. The narrative response does not clearly demonstrate that the proposer meets the requirement(s). The narrative response provides all of the requisite information. The narrative response clearly demonstrates that the proposer meets the requirement(s). The narrative response provides all of the requisite information. The narrative response clearly and convincingly demonstrates that the proposer meets the requirement(s). The narrative response is very persuasive, convincing, and a strong presentation of the proposer s qualifications and effectiveness. The narrative response provides all of the requisite information. The narrative response clearly and convincingly demonstrates that the proposer meets the requirement(s). The narrative response is exceptionally persuasive, convincing, and a strong presentation of the Proposer s qualifications and effectiveness. The narrative response is one of the best, if not the best response to the criteria asked. Page 8 of 25

9 b) The following written evaluation criteria and weighting will be utilized by the Written Evaluation Committee: WRITTEN NARRATIVE EVALUATION CRITERIA: STARTUP CUSTOMER SUPPORT Weight: 20% Evaluation Criteria 1. The proposer will be rated on its description of its customer service for start up of interface software and its support for the County during the initial phases of the EMR Healthcare Interface Engine Software implementation Total Startup Customer Support Points ON-GOING CUSTOMER SUPPORT Weight: 10% Evaluation Criteria 2. The proposer will be rated on its description of its on-going plan to provide the County customer support in connection with support personnel, updates and training as described by proposer for years one thru five. Total On-Going Customer Support Points Points Points HEALTHCARE SOFTWARE INDUSTRY RATING, PERFORMANCE OR CERTIFICATION STANDARDS, ETC. Weight: 10% Evaluation Criteria Points 3. The proposer will be rated on its Healthcare Rating, Performance or Certification Standards (i.e. KLAS rating, ONC certifications, etc.) or lack of and why. Total On-Going Customer Support Points COUNTY OF SACRAMENTO HOSTING ENVIRONMENT Weight: 10% Evaluation Criteria 4. The proposer will be rated on how well its interface engine product can be implemented in the County s standard hosting environment. Also the proposer s capability to remotely support non standard hosting hardware and software should it be necessary. Total On-Going Customer Support Points Points INITIAL HEALTHCARE INTERFACE ENGINE SOFTWARE PRODUCT COSTS Weight: 20% Evaluation Criteria Points 5. The proposer will be rated on the following: Initial and complete cost disclosure of healthcare interface engine software, all costs are itemized, The extent to which all County-desired features are included in the initial purchase, Cost of any hardware and software that must be added to the County Data Center to host the interface engine, Cost of County Staff support to learn and maintain non (County) standard hosting hardware and software. Total Discount Detail Points Page 9 of 25

10 COSTS OF ON-GOING SUPPORT/UPGRADES/TRAINING Weight: 20% Evaluation Criteria 6. The proposer will be rated on the following: The cost of any associated fees or costs for future upgrades for years one through five and The cost for product support for years one through five and The cost for any types of training support including for upgrades for years one through five The annual costs appear complete and are itemized. Total Other Charges Points PROBLEM RESOLUTION Weight: 10% Evaluation Criteria 7. The proposer will be rated on the quality, relevance, intervention, timeliness, monitoring methods, policies and procedures used to resolve customer problems or issues. Total Problem Resolution Points Points Points Note: Please see next page for the Demonstration Process Page 10 of 25

11 SECTION 5. DEMONSTRATION PROCESS A. DEMONSTRATION CASES AND EVALUATION CRITERIA DEMONSTRATION INSTRUCTIONS: 1. Only the top three highest scoring written proposals will advance to this demonstration portion of the RFP. Arrangements for demonstrations will be coordinated during the time period as noted in the RFP timeline. 2. The demonstrations will be conducted on-line or in person, proposer s choice. 3. Proposals that meet the rating criteria noted in the question will earn a minimum number of points. Additional points are earned through applicant s inclusion of specific detail, and/or descriptions that significantly exceed standard as stated and/or through descriptive evidence of experience. See scoring as follows. DEMOSTRATION CASES Cases Maximum Pages Maximum Points 1. Case # 1 2. Case # 2 CURRENT TECHNICAL ENVIRONMENT: Sacramento County DHHS s patient demographic and eligibility data resides in aniseries DB2 database. Patient demographic (ADT) transfer from the ISeries into the EMR system is triggered dynamically throughout the day by patient registration and other events. Eligibility information is not included in this ADT transfer and continues to be maintained on the ISeries. HL7 ADT messages are constructed and sent to the EMR via a Biztalk interface. The feed from the ISeries to Biztalk is via file drop and pickup and the feed from Biztalk to the EMR is port to port. The proposer s demonstration will be rated on the following criteria: HEALTHCARE INTERFACE ENGINE MUST DEMONSTRATE: (Weight 33.33%) Simple ADT pass through from an ADT source (Iseries above) though IE to the destination interface (EMR above). The demonstration must show the content of the outbound message at the source and the content of the received message at the final destination Application of filters to ADT HL7 file elements within the IE. This must demonstrate the receipt of a group of messages at the interface, the application of a filter and resulting subset of messages received at the destination The ability to receive a single ADT message in IE and distribute same message to multiple destinations CURRENT TECHNICAL ENVIRONMENT: Sacramento County DHHS EMR system provides ADT information to requesting applications via a demographic bridge interface. The interface operates in a request/response mode in that the application listens on a receive port. A request is formatted as an empty ADT message containing only Medical Record Number. The interface responds by either sending back a fully populated ADT for the requested medical record number or a not found condition. The requesting application will wait for this response and parse the resulting demographics out. The proposer s demonstration will be rated on the following criteria: HEALTHCARE INTERFACE ENGINE MUST DEMONSTRATE: (Weight 33.33%) The ability to receive an ADT request from any source, have it routed to a request/response interface as an HL7 message, wait for the loaded ADT response message and route the this back to the requestor. Demo 5 Demo 5 Page 11 of 25

12 3. Case # 3 TOTAL MAXIMUM UNWEIGHTED POINTS POSSIBLE CURRENT TECHNICAL ENVIRONMENT: Sacramento County DHHS utilizes a Pharmacy Management System (PMS) external to the EMR system. This system receives electronic scripts from the EMR as well as many other printed and handwritten scripts from other sources. A comprehensive patient medications history is also housed in the PMS database. This history needs be synchronized in the EMR system so that physicians can make informed decisions during prescription writing. The PMS system uses an Oracle database and has no way of exporting the patient meds profile using any industry standard. The EMR system supports clinical document architecture and will import CCD/ CCR if properly formatted. The proposer s demonstration will be rated on the following criteria: HEALTHCARE INTERFACE ENGINE MUST DEMONSTRATE: (Weight 33.33%) The ability to interrogate an external database for information using SQL, construct a CCD/CCR from the result and route this back to a waiting interface. Demo 5 15 Note: Please see next page for the Demonstration Rating Process and Criteria Page 12 of 25

13 B. DEMONSTRATION RATING PROCESS 1. The proposer s Demonstration will be reviewed and evaluated by a Demonstration Evaluation Committee in a comparative manner in relation to the evaluation criteria. The Demonstration Evaluation Committee will consist of various County staff and Consultants. 2. The following point system and demonstration criteria rating description will be utilized by the Demonstration Evaluation Committee: Point Assignment for Demonstration Evaluation Criteria Rating Description No response (0 points) Extremely inadequate response (1 point) Weak response (2 points) Satisfactory response (3 points) Good response (4 points) Exceptional response (5 points) Failed to respond to the Demonstration. The demonstration response provides little or no additional substance/detail on which to clearly determine whether the proposer meets the requirements. The demonstration provides some of the requisite information but the answer lacks clarity and specifics. The demonstration does not clearly demonstrate that the proposer meets the requirement(s). The demonstration provides all of the requisite information. The demonstration clearly demonstrates that the proposer meets the requirement(s). The demonstration provides all of the requisite information. The demonstration clearly and convincingly demonstrates that the proposer meets the requirement(s). The demonstration is very persuasive, convincing, and a strong presentation of the proposer s qualifications and effectiveness. The demonstration provides all of the requisite information. The demonstration clearly and convincingly demonstrates that the proposer meets the requirement(s). The demonstration is exceptionally persuasive, convincing, and a strong presentation of the proposer s qualifications and effectiveness. The demonstration is one of the best, if not the best demonstration to the criteria asked. Page 13 of 25

14 SECTION 6. SUBMISSION REQUIREMENTS AND OTHER REQUIRED PROVISIONS A. PROPOSAL FORMAT, CONTENT AND SUBMISSION REQUIREMENTS 1. Carefully read this entire RFP for content and format requirements. 2. All proposals must meet the content requirements and be submitted in the order specified in the Proposal Package Checklist (see Exhibit A). 3. The proposal must be submitted in the legal entity name of the proposer which matches the name on the financial statements and that legal entity shall be party to the contract. Proposals must bear the original signature of an authorized agent of the legal entity. Signature facsimile stamps will not be accepted. 4. An original proposal with all original signatures and copies (as required see Exhibit A, Proposal Package Checklist) of the proposal must be enclosed in a sealed envelope or box bearing the clearly visible name and address of the proposer and plainly marked: SEALED BID PROPOSAL FOR SACRAMENTO DHHS HEALTHCARE INTERFACE ENGINE SOFTWARE Bids that are not sealed will not be accepted. 5. Proposals must be received either by mail or by personal delivery to: Primary Health Services, Pharmacy Administration Attn: Steve Golka 4600 Broadway, Suite 2500 Sacramento, CA Proposals not received by 5:00 pm on the date shown in the RFP timeline at the above address will be rejected. Proposals received by any other office will not be accepted. It is the responsibility of the proposer to submit the proposal by the time and date to the address specified above. 7. Faxed or ed submissions will not be accepted. 8. A postmark will not be accepted as meeting the deadline requirement. 9. The Department of Health & Human Services will reject any proposals not meeting ALL RFP requirements. Page 14 of 25

15 B. NOTICE OF CONTRACT AND COMMENCEMENT OF WORK 1. The Demonstration Evaluation Committee will recommend a contract for the highest rated proposal to the DHHS Director. The DHHS Director will recommend the highest rated proposal for contract to the Board of Supervisors. However, the Director may recommend a contractor that is not the highest rated and provide justification for her recommendation to the Board of Supervisors. 2. Notice of the award recommendation for the contract will be ed to all proposers by the date shown in the RFP timeline. 3. Recommendations for a contract are contingent on successful resolution of any protests, which would otherwise restrict or limit such a contract. 4. The contract shall not be executed until after DHHS has obtained Sacramento County Board of Supervisors approval for the contracts. 5. The successful proposer will not be allowed to begin work under any successfully negotiated contract until such time as the contract has been signed by the proposed contractor and Sacramento County. C. CONTRACT PROVISIONS The successful proposer will be required to incorporate into the final contract some of the following items or language: Mandatory Sacramento County contract language Required contract exhibits Appropriate indemnification Insurance requirements. The successful proposer must agree to all terms and conditions of any resultant contract with Sacramento County, which includes providing proof of required insurance coverage. Failure to conform to insurance requirements or any other County contract requirements shall constitute grounds for termination of contract negotiations and the County may enter into negotiations with the next highest scoring proposer or reissue the RFP. See sample County contract language, exhibits, indemnification and insurance requirements as posted with this RFP. D. OPPORTUNITY TO PROTEST 1. Any proposer wishing to protest disqualification in the screening process or the proposed contract recommendation must submit a written letter of protest. Submit such a letter by the date shown in the RFP timeline. Late protest letters will not be considered. Any protest shall be limited to the following grounds: a. The County failed to include in the RFP a clear, precise description of the format and content/minimum qualification requirements which proposals shall follow and elements they shall contain and/or criteria to be used in screening, the written/demonstration processes, the date Page 15 of 25

16 on which proposals are due, and the timetable the County will follow in reviewing and evaluating them: and/or b. Proposals were not evaluated and/or recommendation for contract were not made in the following manner: 1) All proposals were reviewed to determine which ones met the screening requirements specified in the RFP; and/or 2) All proposals meeting the screening requirements were submitted to the written process Evaluation Committee, and the top three highest scoring written proposals were advanced to the demonstration process in which the Demonstration Evaluation Committee evaluated the proposals using the criteria specified in the RFP, and/or 2) The proposer judged best qualified by the Demonstration Committee was recommended to the Director of DHHS for contract; and/or 3) The County correctly applied the criteria for reviewing the content and format requirements or evaluating the proposals as specified in the RFP. c. The written letter of protest of the proposed contract must reference the title of this RFP and be submitted to: Department of Health and Human Services Attn: Ann Edwards 7001-A East Parkway, Suite 1000 Sacramento, CA Protest letters must clearly explain the failure of the County to follow the rules of the RFP as discussed throughout this RFP. 3. All written protests shall be investigated by the Director of DHHS, or her designee, who shall make a finding regarding any protest by the date shown in the RFP timeline. Page 16 of 25

17 SECTION 7. PROPOSAL CONTENT REQUIREMENTS Proposals must include the following items 1 through 6 in the order specified below: (See referenced exhibits for other instructions.) Failure to provide the following and agree where required will be grounds for disqualification and the proposal will be screened out of the rating processes. A. ITEMS 1. Proposal Package Checklist See Exhibit A. All items included in the proposal package must be completed and submitted in the order listed on the Proposal Package Checklist. (Proposal Package Checklist is page 1 of your original proposal and all copies.) 2. RFP Cover Letter, Proposer s Statement and Certification of Intent to Meet RFP Requirements See Exhibit B. The RFP Cover Letter submitted with your proposal must be complete and signed by an authorized representative of your entity. Please type or clearly print directly on Exhibit B (This cover letter should be page 2 of your RFP response packet). 3. Proposal Narrative See Section 4, Part A for Narrative Questions. The Proposal Narrative must enable an evaluation committee to determine whether the proposal meets the requirements of this RFP. Thus, it should be clearly written and concise but also explicit and complete. 4. Financial Statement/Documentation Submit your latest complete independently audited financial statement with accompanying notes, completed by an independent certified public accountant, for a fiscal period not more than 24 months old at the time of submission. Use of generally accepted accounting principals (GAAP) are required. Evidence of an entity s financial stability and responsibility will be evaluated. If the audit is of a parent firm, the parent firm shall be party to the contract. The following items must be evidenced in the audited financial statements: The following items are included in the analysis of the complete financial statements: Fiscal Ratios Financial Stability Financial statement not more than 24 months old Additionally, the following items must be evidenced in the audited financial statements: No adverse auditor opinion No disclaimer of auditor opinion No going concern issues. --OR-- If audited financial statements are not available, please submit sufficient documentation that will provide evidence that your entity is financially stable, responsible and with no significant internal control issues. The County reserves the right to make the final determination on the documentation provided. Page 17 of 25

18 The financial information will be reviewed by an Accounting Manager. The Accounting Manager will prepare a written summary of the results of his or her review and provide it to the Deputy Director of Administration. The Deputy Director of Administration will consult with the appropriate staff and will decide if the proposer demonstrates financial stability. 5. Statement Meet the minimum qualification requirements (Exhibit C) Include an authorized signed statement on your entity s letterhead that your organization currently meets the minimum qualification requirements shown in Exhibit C. Failure to comply with minimum qualification requirements will result with the proposal being disqualified / screened out. 6. Statement Currently Contracted References (Exhibit D) Provide three references of entities with their current contact information. The references must be currently using your organization s EMR Healthcare Interface Engine Software. Negative references may allow the County to disqualify a proposer at any time. Page 18 of 25

19 SECTION 8. EXHIBITS The following exhibits are attached for proposer s completion and/or information: Exhibit A: Exhibit B: Exhibit C: Exhibit D: Exhibit E: Proposal Package Checklist RFP Cover Letter, Proposer s Statements & Certification of Intent to Meet RFP Requirements Signed Statement of Minimum Qualifications References County Healthcare Information Exchange - Current and Future Landscapes Page 19 of 25

20 Exhibit A PROPOSAL PACKAGE CHECKLIST The proposal checklist must be completed and submitted with your proposal. All items must be submitted in the order listed. Please utilize this checklist to ensure that your proposal package and associated documents are complete and conforms with content and submission requirements. This checklist MUST accompany the proposal as the page one of the proposer s response to this RFP. Include one original proposal with original signatures (where required) for items 1-6 ONLY. Include 6 copies for items 1-3 ONLY. Failure to provide the following and agree where required will be grounds for disqualification and the proposal will be screened out of the rating process. CHECKBOX ITEMS Provide an original and 6 copies of Items 1-3 below 1. Proposal Package Checklist (Exhibit A) Page 1 of original proposal and all copies. 2. RFP Cover Letter and Proposer s Statement/Intent to Meet RFP Requirements. (Exhibit B) Page 2 of your proposal 3. Proposal Narrative: (See Section 4, Part A) Provide 1 original/copy of Items 4-6 below with original signatures where indicated 4. Independently Audited Financial Statement --OR-- Provide sufficient documentation that will provide evidence that your entity is financially stable, responsible and with no significant internal control issues. The County reserves the right to make the final determination on the documentation provided. 5. Signed Statement of Minimum Qualifications -- Exhibit C 6. References Exhibit D SUBMISSION STANDARDS Use this list to check your proposal for compliance with screening requirements Original proposal and 6 copies Original signatures on ALL documents in original proposal Proposal submitted in sealed container Proposal received by 5:00 p.m. on date shown in RFP timeline Financial requirements met Proposal Package Checklist is complete with all required documents listed included in proposal and all boxes are checked off Page 20 of 25

21 Exhibit B RFP COVER LETTER, PROPOSER S STATEMENTS AND CERTIFICATION OF INTENT TO MEET RFP REQUIREMENTS TO: PRIMARY HEALTH SERVICES CLINIC, PHARMACY ADMINISTRATION ATTN: STEPHEN J. GOLKA R.Ph., MBA 4600 BROADWAY, SUITE 2500, SACRAMENTO, CA SUBJECT: HEALTHCARE INTERFACE ENGINE: Name of proposer (Legal Entity) Name, Parent Corporation/Entity (if applicable) Address of proposer (Street, City, and Zip Code) Proposer s federal tax identification number Contact person (Name, title, phone number, address) Name and title of person(s) authorized to sign for entity Certification I certify that all statements in my proposal are true. This certification constitutes a warranty, the falsity of which shall entitle Sacramento County to pursue any remedy authorized by law which shall include the right, at the option of the County, of declaring any contract made as a result hereof void. I agree to provide the County with any other information the County determines is necessary for the accurate determination of the entity s qualification to provide services. I certify that the (entity s name) will comply with all requirements specified in the RFP which are applicable to the services which we wish to provide. I agree to the right of the county, state, and federal government to audit (entity s name) financial and other records. Authorized Signature of Proposer Date Page 21 of 25

22 Exhibit C Minimum Qualifications Statement TO: PRIMARY HEALTH SERVICES CLINIC, PHARMACY ADMINISTRATION ATTN: STEPHEN J. GOLKA R.Ph., MBA 4600 BROADWAY, SUITE 2500, SACRAMENTO, CA I certify that that the (entity s name) meets the minimum qualifications described below: Legally authorized to conduct business in the State of California or tax withholdings will occur on payments from Sacramento County; and Your organization has a minimum of five years experience specializing in healthcare interface engine software products/development/training; and Your organization s healthcare interface engine products meet Health Level Seven (HL7) standards; and Your healthcare interface engine product must not require the use of any proprietary or 3rd party programming languages in order to use the product. The use of industry standard scripting languages such as SQL is acceptable; and Your healthcare interface engine products software products must have clinical document architecture support CCD/CCR accept/parse/build capabilities); and Your organization s healthcare interface engine software products must have a central dashboard type GUI for proactive monitoring; and Your organization must guarantee a product support turnaround time of less than one hour for high impact issues (interrupts daily business flow), 12 hours for medium impact issues (does not interrupt daily flow but certain functions are impaired without resolution) and 2 days for low impact issues (no functions are impaired but system cannot be used with maximum efficiency until resolved). Your organization must demonstrate financial stability. This could be evidenced or demonstrated through independently audited financial statements by a CPA firm. If audited financial statements are not available, please submit sufficient documentation that will provide evidence that your entity is financially stable and responsible. The County reserves the right to make the final determination on the documentation provided. Authorized Signature of Proposer Date Page 22 of 25

23 Exhibit D References: Provide three references of clients using your organizations EMR Healthcare Interface Engine Software. References must be currently using your organization s EMR Healthcare Interface Engine Software. Negative references may allow the County to disqualify a proposer at any time. Reference # 1: Organization s name and address: Contact name at organization: Contact s phone number: Contact s address: Information about reference: Reference # 2: Organization s name and address: Contact name at organization: Contact s phone number: Contact s address Information about reference: Reference # 3: Organization s name and address: Contact name at organization: Contact s phone number: Contact s address: Information about reference: Page 23 of 25

24 Exhibit E County Healthcare Information Exchange: Current Landscape : Page 24 of 25

25 Future Landscape : Page 25 of 25