09 Jan For your assigned sections, review the request for proposal (RFP). A
For your assigned sections, review the request for proposal (RFP). Assume your organization requested you to review the RFP for clarity and content. Identify three areas that are well-developed and appropriate for the RFP and explain why you chose those three areas. Identify three areas that you are unfamiliar with the terminology or feel the RFP is unclear or incomplete and explain why you chose those three areas. For your assigned section(s), develop three sample criteria for differentiating vendor responses to the RFP.
**** Option 2: Section 3 (3.1 through 3.2.16)
Page 1
New York State
Office for People With Developmental Disabilities (OPWDD)
Division of Service Delivery
Andrew M. Cuomo
Governor
REQUEST FOR PROPOSAL (RFP)
ELECTRONIC HEALTH RECORD
Prepared by:
Assistant Deputy Commissioner
NYS OFFICE FOR PEOPLE WITH DEVELOPMENTAL DISABILITIES
Division of Service Delivery
44 Holland Avenue
Albany, NY 12229
Revised October 15, 2014.
Page 2
Table of Contents
Section 1: Overview ……………………………………………………………………………………………………………………………………… 6
1.1 Purpose …………………………………………………………………………………………………………………………. 6
1.2 Background …………………………………………………………………………………………………………………… 6
1.3 Current Technology Environment …………………………………………………………………………………. 7
Section 2: Procurement Information and Requirements ………………………………………………………………………………. 10
2.1 Title of the RFP …………………………………………………………………………………………………………….. 10
2.2 Issuing Agency ………………………………………………………………………………………………………………. 10
2.3 Contract Duration …………………………………………………………………………………………………………. 10
2.4 Closing Date for Bidders’ Questions ………………………………………………………………………………. 10
2.5 Bidders Conference ……………………………………………………………………………………………………….. 10
2.6 Date for Response to Questions ……………………………………………………………………………………… 10
2.7 Primary Point of Contact ………………………………………………………………………………………………. 11
2.8 Procurement Timetable …………………………………………………………………………………………………. 12
2.9 Letters of Intent …………………………………………………………………………………………………………….. 12
2.10 Proposal Delivery Instructions ……………………………………………………………………………………….. 13
2.11 Late Bids ………………………………………………………………………………………………………………………. 13
2.12 Bidder Covenant …………………………………………………………………………………………………………… 14
2.13 Offeror/ Vendor Presentations ……………………………………………………………………………………….. 14
2.14 OPWDD Rights Declaration ………………………………………………………………………………………….. 14
2.15 Right to Information ……………………………………………………………………………………………………… 14
2.16 Incurred Costs ………………………………………………………………………………………………………………. 16
2.17 Content of Proposals ……………………………………………………………………………………………………… 16
2.18 Period of Validity ………………………………………………………………………………………………………….. 16
2.19 Public Information Requirements ………………………………………………………………………………….. 16
2.20 Notification of Award ……………………………………………………………………………………………………. 16
2.21 Debriefing Procedures …………………………………………………………………………………………………… 16
2.22 Prime Contractor Responsibilities ………………………………………………………………………………….. 17
2.23 Contract ……………………………………………………………………………………………………………………….. 17
2.24 Award Contract in Event of Unsuccessful Negotiation ……………………………………………………. 17
2.25 Federal Requirements ……………………………………………………………………………………………………. 17
2.26 Multi-Agency and Local Human Services District/County Use ………………………………………… 19
2.27 Order of Precedence ……………………………………………………………………………………………………… 19
2.28 Contacts with Employees ……………………………………………………………………………………………….. 19
2.29 Public Officers Law……………………………………………………………………………………………………….. 19
2.30 Omnibus Procurement Act …………………………………………………………………………………………….. 19
2.31 Information Technology Services Review ……………………………………………………………………….. 20
2.32 Procedure for Handling of Protests/Appeals of Bid Specifications and Proposed Awards …. 20
2.33 Reservation of Rights and Responsibilities of the OPWDD ……………………………………………… 21
2.34 Procurement Activity Prior to Final Protest Activity ………………………………………………………. 21
Page 3
2.35 Record Retention of Bid Protests ……………………………………………………………………………………. 22
2.36 Information Security Breach and Notification Act ………………………………………………………….. 22
2.37 New York State Sales and Compensating Use Taxes ……………………………………………………….. 22
2.38 Vendor Responsibility ……………………………………………………………………………………………………. 22
2.39 Suspension of Work (for Non-Responsibility) …………………………………………………………………. 23
2.40 Termination (for Non-Responsibility) …………………………………………………………………………….. 23
2.41 Workers’ Compensation Contract Requirements …………………………………………………………… 23
2.42 Minority and Women-Owned Business Enterprises (MWBE) …………………………………………. 23
2.43 MWBE Reporting Requirements and Forms ………………………………………………………………….. 24
2.44 Vendor Responsibility Status …………………………………………………………………………………………. 24
2.45 Tax Provisions ………………………………………………………………………………………………………………. 24
2.46 Security Breach Notification ………………………………………………………………………………………….. 25
2.47 Termination ………………………………………………………………………………………………………………….. 25
2.48 Contractor Transition Responsibilities …………………………………………………………………………… 26
Section 3. Project scope ………………………………………………………………………………………………………………………………. 27
3.1 Functions ………………………………………………………………………………………………………………………. 27
3.2 Electronic Health Record. ……………………………………………………………………………………………… 27
3.2.1 Data integration from existing systems. …………………………………………………………………. 28
3.2.2 Assessments. ………………………………………………………………………………………………………… 28
3.2.3 Electronic Individualized Service Plan (eISP). ………………………………………………………. 30
3.2.4 Service Monitoring and Recording. ………………………………………………………………………. 30
3.2.5 Self-Directed Care and Portal. ……………………………………………………………………………… 31
3.2.6 Quality Assurance Activities. ………………………………………………………………………………… 31
3.2.7 Financial Tracking and Billing. …………………………………………………………………………….. 31
3.2.8 Analytical and Reporting Requirements. ………………………………………………………………. 32
3.2.9 Federally Certified Medical Electronic Health Record. ………………………………………….. 32
3.2.10 HIPAA Security and Confidentiality. ……………………………………………………………………. 32
3.2.11 System Performance. …………………………………………………………………………………………. 33
3.2.12 System Interoperability Requirements. …………………………………………………………………….. 33
3.2.14 Mandatory Deliverable 1: System Modifications and Acceptance Testing. …………………. 34
3.2.16 Mandatory Deliverable 3: Successful Full Implementation (Full Rollout). ……………… 35
3.3 Data Conversion Requirements. …………………………………………………………………………………….. 38
3.4 Development Lifecycle. ………………………………………………………………………………………………….. 38
3.5 Implementation Plan. …………………………………………………………………………………………………….. 39
3.6 Training Plan. ……………………………………………………………………………………………………………….. 39
3.7 System Maintenance and Help Desk Support. ………………………………………………………………… 40
3.8 Additional Services Change Orders: ………………………………………………………………………………. 41
3.9 Change Order Project Schedule. ……………………………………………………………………………………. 41
3.10 Issuance of Change Orders ……………………………………………………………………………………………. 41
3.11 Testing and Acceptance. ………………………………………………………………………………………………… 42
Page 4
3.12 Virus Warranty. ……………………………………………………………………………………………………………. 43
3.13 Date/Time Warranty. …………………………………………………………………………………………………….. 43
3.14 Vulnerability Assessment ………………………………………………………………………………………………. 43
3.15 Penalties for vulnerabilities. …………………………………………………………………………………………… 43
3.16 Penalties for System Downtime and Incident Resolution. ………………………………………………… 44
3.17 Dispute Procedure …………………………………………………………………………………………………………. 44
Section 4. MANDATORY BIDDER REQUIREMENTS ……………………………………………………………………………….. 45
4.1 Qualifications of Prospective Bidders. ……………………………………………………………………………. 45
4.2 Structure of Bid. ……………………………………………………………………………………………………………. 45
4.3 Non-responsive determination. ………………………………………………………………………………………. 45
Section 5. COVER LETTER SUBMISSION ………………………………………………………………………………………………… 46
5.1 Cover Letter Requirement. ……………………………………………………………………………………………. 46
5.2 Check List of Submission Requirements. ……………………………………………………………………….. 47
Section 6. TECHNICAL PROPOSAL SUBMISSION ………………………………………………………………………………….. 48
6.1 Technical Proposal. ……………………………………………………………………………………………………….. 48
6.1.1 Bidder Experience and Qualifications …………………………………………………………………… 48
6.1.2 Application Processing Capabilities and Proposed Solution …………………………………… 49
6.1.3 Proposed Implementation Plan …………………………………………………………………………….. 50
6.1.4 Training Plan ………………………………………………………………………………………………………. 51
Section 7. COST PROPOSAL REQUIREMENTS………………………………………………………………………………………… 53
7.1 Cost Proposal ………………………………………………………………………………………………………………… 53
7.2 Most Favored Nation Clause: ………………………………………………………………………………………… 53
7.3 Extension of Use (Piggybacking): …………………………………………………………………………………… 53
Section 8. EVALUATION OF PROPOSALS ……………………………………………………………………………………………….. 54
8.1 Evaluation Method. ……………………………………………………………………………………………………….. 54
8.2 Evaluation Process. ……………………………………………………………………………………………………….. 54
8.3 Level 1: Mandatory Requirements. ……………………………………………………………………………….. 54
8.4 Level 2: Technical Evaluation. ……………………………………………………………………………………….. 54
8.4.1 Bidder’s Experience and Qualifications. …………………………………………………………………. 55
8.4.2 Effectiveness of Proposed Project Application Solution in Meeting OPWDD’s Needs. … 55
8.4.3 Proposed Implementation Plan. ……………………………………………………………………………… 55
8.4.4 Training Proposal ………………………………………………………………………………………………… 56
8.5 Level 3: Cost Evaluation ……………………………………………………………………………………………….. 56
8.6 Level 4: Oral Presentation …………………………………………………………………………………………….. 56
8.7 Tie Bids …………………………………………………………………………………………………………………………. 56
Section 9. CONTRACT AWARD ………………………………………………………………………………………………………………… 58
9.1 Period of Contract Award. …………………………………………………………………………………………….. 58
9.2 Contract Renewal. …………………………………………………………………………………………………………. 58
9.3 Notification of Award. …………………………………………………………………………………………………… 58
9.4 Debriefing Unsuccessful Bidders. …………………………………………………………………………………… 58
Page 5
9.5 Expenses Prior Contract. ……………………………………………………………………………………………….. 58
9.6 Contract Negotiations and Approval. …………………………………………………………………………….. 58
9.7 Rights to Materials Produced. ……………………………………………………………………………………….. 58
APPENDIX A …………………………………………………………………………………………………………………………………………… 59
APPENDIX A: SUPPLEMENT …………………………………………………………………………………………………………………….. 68
ADDENDUM TO APPENDIX A: SUPPLEMENT ………………………………………………………………………………………. 71
Appendix B ………………………………………………………………………………………………………………………………………………….. 82
Appendix C ………………………………………………………………………………………………………………………………………………… 87
Appendix D …………………………………………………………………………………………………………………………………………………. 88
Appendix E …………………………………………………………………………………………………………………………………………………. 90
Appendix F …………………………………………………………………………………………………………………………………………………. 91
Appendix G ………………………………………………………………………………………………………………………………………………… 92
Appendix H ………………………………………………………………………………………………………………………………………………… 93
Appendix I ………………………………………………………………………………………………………………………………………………….. 94
Section 10. ATTACHMENTS ……………………………………………………………………………………………………………………… 99
Attachment 1……………………………………………………………………………………………………………………………… 100
Attachment 2……………………………………………………………………………………………………………………………… 101
Attachment 3……………………………………………………………………………………………………………………………… 102
Attachment 4……………………………………………………………………………………………………………………………… 128
Attachment 5……………………………………………………………………………………………………………………………… 129
Attachment 6……………………………………………………………………………………………………………………………… 134
Page 6
Section 1: Overview
1.1 Purpose
The New York State Office for People With Developmental Disabilities (OPWDD) is seeking proposals
for a Vendor–hosted automated electronic health record for OPWDD’s state-run and operated residential,
clinic, and day service systems. Proposals are limited to Bidders with existing comprehensive electronic
heath record systems that:
Serve the unique needs of individuals with developmental disabilities.
Are federally certified as meeting federal meaningful use (stage one and stage two) standards or
are seeking federal certification.
Have experience hosting an Electronic Health Record (EHR) application.
Has been successfully implemented in at least one other organization serving individuals with
developmental disabilities.
Can be accessed by employees, individuals/families receiving services, and other healthcare
providers.
The successful Bidder will be responsible for software customization, data conversion, maintenance, and
OPWDD staff training in the use of the application. It is anticipated that OPWDD will implement the
system initially in Region 3 (see http://www.opwdd.ny.gov/node/1211 ). This initial implementation in
only Region 3 will be the pilot phase which will provide an opportunity to identify and remediate any
potential problems or issues related to system implementation. Upon successful completion of the pilot
phase, the Bidder will phase in implementation at remaining sites across New York State.
All data accessed under the contract with the successful Bidder must remain in the United States.
1.2 Background
The New York State Office for People with Developmental Disabilities (OPWDD) is a New York State
executive agency responsible for the provision, regulation and oversight of services to New York citizens
with developmental disabilities. Individuals served by OPWDD have a documented history of
experiencing diagnoses which could include, but are not necessarily limited to, intellectual disabilities,
cerebral palsy, epilepsy, neurological impairments, or autism spectrum disorders.
OPWDD operates as either a direct service provider through state operations or oversees and monitors
services delivered by an extensive network of more than 800 not-for-profit service providers who employ
more than 70,000 people. More than 126,000 New York citizens are served by either state operated,
voluntary, or the combined public/private service system. OPWDD has extensive investment in
stakeholder groups comprised of self-advocates, families, advocates, state and local human service
agencies, state and local government, and the business community. It is overseen by a host of federal,
state, and other oversight agencies.
The OPWDD State Operations system is divided into six regions, each having two districts with the
exception of the Region 5 which covers the New York City area (see
http://www.opwdd.ny.gov/node/1211 ). There are approximately 22,000 OPWDD employees, of which
approximately 50-75% will directly access and utilize an EHR, although employee user roles and access
authorization will vary by job function.
As a direct care provider, OPWDD performs a major role within New York’s service system.
Approximately 34,000 individuals receive services solely from OPWDD and an additional 28,000
individuals’ services plans involve both OPWDD and voluntary agency programs. Settings in which
OPWDD services are provided include:
Page 7
Home: Many individuals served by OPWDD chose to live at home which could include their
own home, apartment, or the home of a family member. Services and supports are placed into the
home so the person can live as independently as possible. The types of services and supports
provided vary and are based on the individual’s needs.
Family Care- Certified Private Home: Individuals may choose to live in a home that is certified
through OPWDD. Services can be provided by a family member or a house parent with other
providers offering supports and services as needed.
Supervised Community Residence: In this environment individuals have access to a supervised
and supportive environment that can include staff available up to 24 hours a day depending on the
individual’s need. The residence offers a “home like” atmosphere with supports offered so
individuals can access independent and community-integrated living. The extent of the supports
provided varies depending on the individual’s needs.
Individualized Residential Alternative (IRA): Individuals served through an IRA reside in a
community home where they receive room, board, and individualized services. These programs
offer 24 hour staff support and supervision.
Intermediate Care Facility (ICF): Individuals served through an ICF typically cannot live
independently and therefore have a need for supervision, structure, and support that is more
intensive than in other settings. Individuals receive a variety of therapies and day services as well
as 24 hour staff support and supervision. Intensive clinical and direct support services are
provided to assist with adaptive, medical, and behavioral needs.
Article 16 Clinics: Article 16 Clinics provide a wide array of clinical services to individuals.
Clinical services could include rehabilitation/habilitation services, medical/dental services,
pharmacy, medication management, and health care services which could include nursing,
dietetics and nutrition, occupational and physical therapy (OT/PT), speech and language
pathology, audiology, podiatry, psychology, and rehabilitative counseling. Clinical services
Our website has a team of professional writers who can help you write any of your homework. They will write your papers from scratch. We also have a team of editors just to make sure all papers are of HIGH QUALITY & PLAGIARISM FREE. To make an Order you only need to click Ask A Question and we will direct you to our Order Page at WriteDemy. Then fill Our Order Form with all your assignment instructions. Select your deadline and pay for your paper. You will get it few hours before your set deadline.
Fill in all the assignment paper details that are required in the order form with the standard information being the page count, deadline, academic level and type of paper. It is advisable to have this information at hand so that you can quickly fill in the necessary information needed in the form for the essay writer to be immediately assigned to your writing project. Make payment for the custom essay order to enable us to assign a suitable writer to your order. Payments are made through Paypal on a secured billing page. Finally, sit back and relax.
About Wridemy
We are a professional paper writing website. If you have searched a question and bumped into our website just know you are in the right place to get help in your coursework. We offer HIGH QUALITY & PLAGIARISM FREE Papers.
How It Works
To make an Order you only need to click on “Order Now” and we will direct you to our Order Page. Fill Our Order Form with all your assignment instructions. Select your deadline and pay for your paper. You will get it few hours before your set deadline.
Are there Discounts?
All new clients are eligible for 20% off in their first Order. Our payment method is safe and secure.