General Questions to RFP Proposal No

Transcription

1 Central Purchasing 213 South Oliver Drive Aztec, New Mexico (505) PROP No Electronic Health Record for Corrections Division ADDENDUM# 3 April 16, 2015 CHANGES / CLARIFICATION / ADDITIONAL INFORMATION TO THE BID SPECIFICATIONS AS FOLLOWS: General Questions to RFP Proposal No How are claims for outside services processed, if applicable? Currently, Medical Services does not handle outside claims. Accounts payable such as pharmacy, specialist, etc. are handled via the County. Can you provide interested vendors with a staffing matrix? How many full time and part time providers are there? 1 Medical Director, 1 HAS/DON, 1 NP, 7 RN s, 8 LPN s, 6 EMT s, 4 HIM What is the maximum (concurrent) number of users that will be on the system at any given time? a. How many are full time? b. How many are part time? Just for clarification for licensing purposes, can the County provide the following staffing numbers at the facility(s): a. Number of Full Time Physicians b. Number of Part Time Physicians c. Number of Full Time Nurse Practitioners d. Number of Part Time Nurse Practitioners 1

2 e. Number of Full Time Psychiatrists f. Number of Part Time Psychiatrists g. Number of Full Time Dentists h. Number of Part Time Dentists a. 17 b. 0 a. 0 b. 1 (with call duties) c. 0 d. 2 (with call duties) e. 1 f. 1 (psychiatric nurse practitioner) g. 0 h. 0 Could the County please provide the number of sites, their names and addresses? Adult Detention Center 871 Andrea Drive, Farmington, NM Juvenile Services Center 851 Andrea Drive, Farmington, NM Alternative Sentencing Division 1006 Municipal Drive, Farmington, NM Could the County please provide the average daily population for each site? ADC 730 Juvenile- 50 Alt Sent 48 How many users will need to be trained at each individual site? per site - Can training be combined at one facility? ADC Juvenile Alt Sent- Approximately non-medical staff (assuming the behavioral health component is available) plus 3 medical staff Medical staff can be trained with medical staff. Behavioral health staff should be trained separately. The ADC would be open to using the large training room to facilitate a large all in one classroom for all facilities. 2

3 Will 24 hour training and go-live support be required? We typically do not offer 24 hour coverage but accommodate shift times by working from 7:00 am to 11:00 pm. Shift times for go live support will be considered Could the County please provide a list of all the specific interfaces required? - If a link to a hospital is required, please specify the type of interfaces that will be necessary. - Is the County considering using an HIE (Health Information Exchange) in lieu of numerous hospital interfaces? The only interfaces needed would be a bi-directional lab and bi-directional radiology orders/results interface Will it be necessary to integrate the Behavioral Health System into the EHR or will they remain separate? - Is the Behavioral Health System paper based? If not, what platform do they use? It would be extremely desirable to have Behavioral Health able to utilize the same EHR system. They currently utilize their own internal system but all involved agree they need to be on the same system. Typically, vendors do not provide scanning services. Will this affect a vendor s eligibility? No What is the total number of PCs, Laptops and other workstations, including any that will need to be purchased for use with the EHR? We could have 20 computers from each location needing access. A total of 60 PC s. We will be providing all the computers Do the facilities have a wireless LAN throughout? ADC and Alt Sent have wireless, Juvenile does not 3

4 Could you please provide the County s anticipated contract award date and target implementation date? The county anticipates a contract award within 3 months with a target implementation to follow shortly thereafter. Obviously, the county understands that a successful implementation will be dependent upon a couple of factors ranging from data conversion to process improvement changes and will allow for some flexibility in establishing a hard implementation schedule. Questions for April 9th submission Item RFP Location RFP Question/Statement Our Question Answer 1 EHR Software Capabilities Customization 34 Please define records, is that a document or a new field/file or a table? 2 EHR Software Capabilities Customization 23 Does your software support the configuration of new types of user definable fields and records, for example new intake screening records, facility property records, alcohol abuse records, drug use records, visitor log records, incident report records, etc. without ANY assistance or programming modifications by you the vendor whatsoever? Can inmates be searched or queried for based on correctional specific fields such as aliases, tattoos, and gang affiliations? How is this currently accomplished? We would like some ability to create custom documents to fit our needs. We do not have a Electronic Health Record currently. 3 EHR Software Capabilities Customization 4 Section B: Contract Terms and Conditions, item B27: Insurance Can inmates be searched or queried for based on third party identification numbers such as hospital account numbers? Each Offeror is asked to submit a Certificate of Insurance, commensurate with the above requirements, along with their proposal Offer. The Offeror selected for an award under this solicitation shall provide the appropriate certificates of insurance to the County prior to award of a contract. The County shall be named as an Additional Insured on the General Liability policy required by this section. How is this currently accomplished? On page 12 Section B.27 of RFP, does each offeror need to submit a Certificate of Insurance now, or does only the successful offeror have to do so prior to the award of the contract. Language is unclear. We do not have a Electronic Health Record currently. Please submit Certificate of Insurance with RFP 4

5 5 Additional Questions section of RFP 37 Questions 6, 7 & 8 refer to a jail based treatment program. Please provide definition of the "jail based treatment program" and what services are provided. The Alternative Sentencing Division operates two jail-based treatment programs-one is a 28-day program for offenders convicted of DWI, the other is a 60-day program for female offenders involved in the criminal justice system as a result of substance use or abuse. Inmates incarcerated at the ASD facility participate in daily substance abuse treatment programming which includes group sessions, individual sessions, mental health treatment (as needed). Medical care is also provided for inmates at the ASD facility. Upon discharge from the jailbased treatment programs, offenders transition into a period of case-managed aftercare for up to one year. During this time, offenders continue to report to case managers, receive random field visits from their case managers and continue with out-patient treatment provided by collaborating agencies within the community. 6 Section C: Interface/Interoperability and Desired Software Functionality, #10.c (Financial Tracking) 13 and 21 San Juan County RFP requires an interface to their commissary application, Trinity Commissary Services. What information is expected to interface to/from the Trinity Commissary Services software? Dietary Requirments. 7 General Question General Question What acronym does San Juan County prefer the vendors to use? SJC: San Juan County? SJCCD: San Juan County Corrections Division? 8 General Question General Question Does San Juan County Corrections Division refer to correctional patients as inmates or offenders? SJCADC Inmates 5

6 9 General Question General Question Expected Implementation Timeline from award date of contract? 6 mo's, 9 mo's, 12 mo's? (Expected completion date?) The County anticipates a contract award within 3 months with a target implementation to follow shortly thereafter. Obviously, the county understands that a successful implementation will be dependent upon a couple of factors ranging from data conversion to process improvement changes and will allow for some flexibility in establishing a hard implementation schedule. 10 General Question General Question Please provide spelling of pharmacy system name. Contract Pharmacy 6

7 Sl No Question Please provide details of the current systems, architecture and the technology landscape and any key challenges / limitations. Does the County have any inclination / preference towards any specific solution or technology? Organizational References- Is it required that the vendor was the primary contractor in the project for which the reference is provided? Does the County foresee any data privacy requirements that might prevent the work (data conversion / migration, implementation and support) being carried out from an offshore location (e.g. India)? If so, is the County open to the work being executed from low cost delivery centers in US? Does the County have any definitive timeline in mind when it comes to implementation, release and deployment? If so, kindly share the details. Please clarify whether the County will procure all the hardware, software and network components. If not, should our proposal include the price for these areas? Please provide details on the proportion of the team which should be from NM to avail the NM resident points. Also, please let us know if it is mandatory to have both the primary and secondary vendor be from NM. 8 Interfacing with the many existing systems. 13 a Please provide the information on the data shared/ data format used in these existing systems Number Section Name 43 Reference Form 16 IT Requirements 5, 6 Evaluation Criteria, A.8.1., A.8.2 Interface/Interoperability Requirements Response We will be providing the computers and the EHR will be on our network. No. No. We would prefer to keep our information storage/migration in the US. Not specifically at this time. In a timely manner once the bid is awarded. We will provide all the computers and network hardware needed. The only time hardware will be needed is if your proposal includes on site servers, then server prices should be included so we can look to our venders for comparable pricing. In order to qualify for NM residency you must submit the required Resident Business Certificate with the RFP. Primary Vendor should carry all certificats. New World and trinity export and import to an FTP site. From an interface integration standpoint, request you to kindly We have no existing Electronic Health Record b share the architecture diagrams of these existing systems so all architecture will have to be designed. c Please confirm if the data flow will be bi-directional? Yes. d Is there any data upload/download required on a frequent basis in the future for example, in the form of a batch job? Not specificly at this time. 7

8 9 10 a b 11 Software must be able to run in a terminal service environment - Please elaborate on the exact requirements and on the kind of data flow that is required The EHR vendor must supply 24-hour technical support to assist all medical staff Please elaborate on the level of support (L1/L2) that the County is expecting. Can we propose typical timelines and SLAs for such an arrangement? Is the County looking for any specific duration for the maintenance phase? Can the vendor propose a typical plan? 15 IT Requirements 40 Technical Support 40 Technical Support N/A L1 Yes Will look at all offers. 8