REQUEST FOR PROPOSALS
“ACCESS” ELECTRONIC HEALTH RECORD
CONSORTIUM
TIMELINE:
RFP ISSUED:
PRE-OFFER CONFERENCE:
PROPOSAL DUE DATE:
AWARDS ANNOUNCED:
CONTRACTS ISSUED:
APRIL 10, 2013
APRIL 18, 2013
MAY 2, 2013
MAY 16, 2013
JUNE 3, 2013
ISSUED BY
BALTIMORE SUBSTANCE ABUSE SYSTEMS, INC.
1 NORTH CHARLES STREET, SUITE 1600
BALTIMORE, MD 21201
410-637-1900
PLEASE READ ENTIRE PROPOSAL PRIOR TO BEGINNING PREPARATION.
Baltimore Substance Abuse Systems, Inc.
TABLE OF CONTENTS
SECTION
PAGE
Title Page
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Table of Contents
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1. Purpose ………………………………………………………
2. Overview ………………………………………………………
3. Background
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4. Assessment Scope of Work
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5. Staffing Requirements
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6. Additional Vendor Experience and Qualifications
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7. Deliverables and Terms of Agreement ………………………
8. RFP Submission and Evaluation Criteria
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9. Technical Proposal Requirements …………………………..
10. Price Proposal Requirements
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11. Evaluation of Offers
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12. Oral Presentation
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13. Funding Availability
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14. Payment to Vendor
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15. Term of Agreement
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16. Pre offer Conference
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17. Questions and RFP Addenda
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18. Submittal process and copies required ………………………
19. Attachments
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1) RFP Sample Budget ………………………………………
2) RFP Cover Sheet …………. ……………………………….
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BALTIMORE SUBSTANCE ABUSE SYSTEMS, INC.
REQUEST FOR PROPOSALS
“ACCESS” ELECTRONIC HEALTH RECORD CONSORTIUM
1. PURPOSE
This request for proposals is being issued in order for BSAS to contract with a Managed Service
Organization (MSO) or a similar outsourced technology partner to fulfill the broad spectrum of
requirements for managing its Electronic Health Record Consortium, ACCESS, including but
not limited to the licensing, implementation, hosting and support of ACCESS. This document
provides sufficient requirements information to Offerors interested in submitting proposals to
provide the requested services.
2. OVERVIEW
Baltimore Substance Abuse Systems, Inc., (BSAS), the substance abuse authority for Baltimore
City, is committed to preventing and reducing substance abuse and its adverse health and social
consequences in the City of Baltimore. Integral to that effort is the efficient and effective
management of electronic health record information that supports BSAS and its treatment
providers as data-driven organizations.
This request for proposals is being issued in order for BSAS to contract with a technology
partner to fulfill the broad spectrum of requirements for managing its Electronic Health Record
Consortium, ACCESS, including but not limited to the licensing, implementation, hosting and
support of ACCESS.
Enclosed within this Request for Proposal (RFP) is the evaluation and placement process for all
eligible entities. BSAS reserves the right to amend this RFP at any time throughout the bidding
period. BSAS reserves the right to reject any or all of the proposals, or any part thereof,
submitted in response to this RFP. BSAS reserves the right to request additional information
from any proposer. BSAS reserves the right to award negotiated contracts to one or more
proposers.
This RFP is not intended and shall not be construed to commit BSAS to pay any costs incurred in
connection with any proposal or to procure or contract with any firm. BSAS will only contract
with firms that do not discriminate against employees or applicants for employment because of
race, creed, color, national origin, sex, age, disability, marital status, sexual orientation,
citizenship status or any other status protected by the State of Maryland and Federal laws.
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3. BACKGROUND
While worldwide use of health information technology began in the early 1950’s an exploration
of widespread adoption of interoperable Electronic Health Record (EHR) systems did not begin
until 2004. Health Information Technology (HIT) is one of the key components of healthcare
reform and, in particular, the establishment of Health Information Exchanges (HIEs). Nowhere is
a coordinated system of care more critical than in the public health system -- the complex
network of organizations that work toward fulfilling the public health mission of creating,
sustaining, and assuring conditions for a healthy population. Clearly, nowhere is the necessity
for continuity of care and information flow more evident than with the core population of
individuals who float between treatment programs, jails, prisons, shelters and hospital emergency
rooms, as a result of fragmented care. Collaboration in particular with the Department of Public
Safety and Correctional Services (DPSCS) could result in behavioral health care providers
contributing valuable health information to their Offender Case Management System (OCMS).
Treatment Providers and community agencies will simultaneously gain access to a wealth of
very valuable behavioral health and somatic care patient information collected by DPSCS
primarily as part of the booking and reentry processes.
The BSAS EHR “ACCESS” has the potential to revolutionize and enhance access to patient
information and reference data, influence decision-making, as well as improve patient-clinician
communications. It has the potential to advance health care quality by helping patients with acute
and chronic conditions receive recommended care, diminishing disparities in treatment and
reducing medical errors. It is widely believed that broad adoption of electronic medical record
(EMR) systems will lead to major health care savings, reduce medical errors, and improve
health.
The coordination and integration provided by the unified Electronic Health Record consortium
(ACCESS Electronic Health Record Consortium), and the potential for the efficient flow of
patient health information between agencies responsible for patient treatment, will result in very
significant improvements in health and recidivism outcomes, as well as reductions in costs. The
interoperability of IT software will be critical. It is imperative that existing software platforms,
which provide value to their agencies and patients, be respected as part of efforts to promote and
implement new HITs. High quality EHR solutions are designed to provide seamless integration
and interoperability of existing platforms.
BSAS has completed the planning and design of a comprehensive Electronic Health Record
solution and has selected an Electronic Health Record solution provider that will be
implementing a full-featured, high functioning, meaningful use certified EHR software solution.
BSAS believes the implementation of ACCESS, the BSAS EHR consortium, is important in
order to reach the following goals:
1. Improve access to treatment because of productivity savings within an overextended
workforce.
2. Improve quality of care through more effective coordination of services.
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3. Promote the successful reentry of offenders, which is dependent on effective
communication regarding behavioral health and somatic care needs to and from
community programs.
4. Improve productivity savings with the effective use of Information Technology (IT),
which will increase billable hours for treatment providers.
5. Provide a cost effective EHR to small community-based programs, which will protect the
clinical and cultural diversity of services and promote recovery- oriented systems of care
that are more sensitive to the needs of individuals, families and communities.
6. Meet the 2014 behavioral health programs mandate to use an EHR to submit claims to
managed care organizations.
This request for proposals is being issued in order for BSAS to contract with an
outsourced technology partner to fulfill the broad spectrum of requirements for managing
its Electronic Health Record Consortium, ACCESS, including but not limited to the
licensing, implementation, hosting and support of ACCESS
Enclosed within this Request for Proposal (RFP) are the details of the Electronic Health
Record Consortium and Information Technology staff and services that will be required,
as well as the evaluation and selection process for reaching agreement with qualified
Health Information Technology and Electronic Health Record Technology Service
Vendors (“VENDORs”) for a one year, annually renewable contract.
BSAS will issue the award to the single most qualified VENDOR that offers its services to
BSAS at the best over-all value for services rendered. A qualified VENDOR will be selected to
manage the Electronic Health Record Consortium and to administer, operate and maintain
ACCESS and related systems.
BSAS reserves the right to amend this RFP at any time throughout the bidding period. BSAS
reserves the right to reject any or all of the proposals, or any part thereof, submitted in response
to this RFP. BSAS reserves the right to request additional information from any proposer.
This RFP is not intended and shall not be construed to commit BSAS to pay any costs incurred in
connection with any proposal or to procure or contract with any firm. BSAS will only contract
with firms that do not discriminate against employees or applicants for employment because of
race, creed, color, national origin, sex, age, disability, marital status, sexual orientation,
citizenship status or any other status protected by the State of Maryland and Federal laws.
A copy of the BSAS – Business & Decision North America Master Agreement will be provided
to VENDOR Candidates during the Pre-Offer Conference meeting on April 18, 2013. VENDOR
Candidates will be required to sign a Non-disclosure Agreement for the purpose of protecting
confidential and proprietary information about the ACCESS Electronic Health Record
Consortium, ACCESS and BSAS Information Technology Systems.
4. SCOPE OF WORK
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BSAS has completed the planning and design phase of its Electronic Health Record Consortium
project – ACCESS. BSAS is in the end stages of completing procurement and is entering into
the ACCESS Electronic Health Record Consortium implementation, support and management
phases. As such, BSAS is seeking to hire a MSO or similar outsource partner to fulfill the
requirements of the ACCESS Electronic Health Record Consortium implementation, support and
management (details to be provided below).
The selected vendor (VENDOR) will be expected to work closely with and provide subject
matter expertise, advisement and support to consortium members made up of Behavioral Health
Treatment providers in Baltimore City and in Maryland, as well as other agencies and
organizations in Baltimore City and Maryland providing health and human services.
In addition, the selected vendor will be expected to work closely with BSAS internal
management information system and general staff as part of a team providing services and
support to ACCESS consortium members.
Finally, the selected vendor must also work with Business & Decision North America whose MiCASE software is the backbone of ACCESS. BSAS has entered into a confidential Master
Agreement with Business & Decision North America (which will be provided at the preconference meeting on August 20, 2012). The selected vendor will act as the BSAS
representative in fulfilling the terms and conditions of that agreement.
ACCESS Electronic Health Record Consortium Implementation, Support and Management
services are defined as including but not limited to the following:
a) Project management, representation and advocacy for consortium members as “the
client” in the ACCESS Electronic Health Record Consortium implementation VENDOR will provide complete and comprehensive implementation management and
support representing the interests of the client and advocating for the client (consortium
member) with all vendor participants in the implementation, in particular the software
solutions provider: Business & Decision Mi-CASE.
VENDOR will act as implementation manager and project manager for the individual
member implementations of ACCESS Electronic Health Record Consortium. VENDOR
will field an implementation team, will provide subject matter expertise and will
represent consortium member interests throughout the full life cycle of the
implementation and go live of the ACCESS Electronic Health Record. Vendor will work
closely with consortium members to plan, design, configure, customize, test and place in
production each instance of the ACCESS Electronic Health Record installation.
VENDOR will produce, follow and complete a comprehensive project plan for the
implementation of each instance of the Business & Decision Mi-CASE EHR Installation
which will include but not be limited to: milestone scheduling, project deliverables, roles
& responsibilities definitions, project tracking, and client progress reporting.
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Please provide:
1. Summary plan of how you will provide implementation management support,
technical liaison support and client advocacy support.
2. Experience as an organization providing implementation support, technical
liaison support and client advocacy for Electronic Health Record
implementations.
3. Sample project plan
b) Implementation, planning and preparation - Business and Clinical Practice
Analysis, Needs Assessment, Business Definition, and Functional Requirements
Definition for ACCESS implementation.
VENDOR will provide complete and comprehensive Business and Clinical Practice
Analysis for each consortium member as planning & design preparation for the
implementation of each instance of the ACCESS Electronic Health Record Consortium.
VENDOR will conduct Business and Clinical Practice Analysis including needs
assessment, business requirements definition and documentation, functional requirements
definition and documentation, technical requirements definition and documentation,
transition requirements definition and documentation, readiness assessment and
budgetary and financial analysis.
VENDOR will review Business and Clinical Practice Analysis documentation with
consortium members in preparation for implementation and will act as technical and
implementation liaison between consortium member and Business Decisions Mi-CASE
to assure that requirements defined by the analysis are properly translated to the final
configured and customized solution.
VENDOR, in particular, will focus on the opportunity to consolidated redundant inproduction applications onto the ACCESS platform, thereby improving efficiency,
reducing costs and increasing productivity for consortium member business and clinical
practices.
Please provide:
1. Summary plan of how you will provide Business and Clinical practice analysis
in preparation for ACCESS Electronic Health Record implementation
2. Experience as an organization providing Business and Clinical practice
analysis for EHR and other HIT planning, design and implementation.
3. Sample needs assessment, requirements definition, readiness assessment,
financial analyzes (or comparable documents).
c) ACCESS Electronic Health Record Implementation Management –
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VENDOR will provide complete and comprehensive implementation management and
support working closely and directly with Business & Decisions Mi-CASE to ensure all
aspects of the Electronic Health Record solution (Mi-CASE) is implemented in its
entirety including modules, features and functions applicable to the entire consortium
membership and modules, features and functions configured and customized for each
individual member implementation. Modules, features and functions include but may not
be limited to:
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Clinical Case Management
Clinical Documentation
Configurable Clinical Decision Support Rules
Client Consent-Driven Information Exchange
Scheduling and Calendar
Prescription Management/eRx
Billing and Accounts Receivable
One-Button Claims Submission
SMART Upload
Human Resource Management
Staff Credentialing
Configurable Forms
Configurable Alarms and Alerts
E-mail Notifications (Internal and External)
Remote Accessibility
Configurable Reporting
Criteria Selection Reporting
Business Intelligence Reporting
Third-Party Software Interoperability
Cross-Platform Compatibility
Legacy Application Interface
Legacy Data Integration
Please provide:
1. Summary of how you will provide consultation and advisement to consortium
members specific to the selection and implementation of 3 of the modules,
features and functions listed above.
2. Experience as an organization conducting an assessment and making
recommendations for modules, features and functions to be implemented in an
Electronic Health Record solution.
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3. List of Electronic Health Record solutions for which a sample of the modules,
features and functions above have been implemented by your organization.
d) ACCESS Electronic Health Record Demos
VENDOR will work closely and directly with Business & Decision business analysts and
developers to construct and customize demo versions of the ACCESS Electronic Health
Record (Mi-CASE) for the purpose of demonstrating the solution to small groups and
individual users from potential Treatment Provider and Agency Partner members.
VENDOR will work closely and directly with Business Decisions sales and marketing
staff to conduct demonstrations of the ACCESS Electronic Health Record (Mi-CASE)
and to review the solution in depth with potential members, answering questions, offering
feedback, and providing details on how the solution might be configured and customized
to meet the members specific needs.
Please provide:
1. Summary plan of how you will conduct ACCESS Electronic Health Record
demonstrations.
2. Organizations experience demonstrating Electronic Health Record Solutions.
3. List of Electronic Health Record Solutions that your organization has
demonstrated.
e) ACCESS Electronic Health Record Membership Development
VENDOR will work closely with Baltimore Substance Abuse Systems (BSAS) senior
executive management and staff to seek out, inform and engage potential consortium
members. BSAS will provide various methods of contact and sources for membership
that VENDOR will use to introduce the ACCESS opportunity and work through by needs
assessment and requirements definition whether the ACCESS solution is applicable to
their needs and requirements. VENDOR will use its own contacts and sources to further
identify potential members and to expand membership.
VENDOR will work with potential consortium members to confirm that the ACCESS
Electronic Health Record is a viable solution by conducting pre-commitment analyzes
including but not limited to needs assessments and consolidated requirements definition
reports, as well as cost analyzes including Total Cost of Ownership and Return on
Investment studies.
Please provide:
1. Summary plan of how you will provide membership development services
2. Experience as an organization developing membership for an Electronic Health
Record consortium or collaborative.
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3. Sample membership development or sales & marketing plan for building the
ACCESS Electronic Health Record consortium
f) Federal Meaningful Use incentive consultancy for the purpose of attesting for and
achieving CMS incentive payments.
VENDOR will provide consultation and advisement for attesting to and achieving
incentive payments offered by the Center for Medicare and Medicaid Services (CMS) for
the implementation of a “meaningful use certified Electronic Health Record”.
VENDOR will review current staffing and offer consultation and advisement on the
status of eligible professionals (EP) for potential and contracted consortium members,
will calculate incentive payments for potential and contracted consortium members with
EPs, will guide contracted consortium members through the attestation process and will
help finalize and confirm incentives through the Maryland Department of Health and
Mental Hygiene.
VENDOR will provide additional organizational and staffing consultation and
advisement for helping consortium members realize their highest potential for incentive
payments.
Please provide:
1. Summary plan of how you will provide consultancy and advisement to
consortium members for the purpose of attaining meaningful use incentive
payments.
2. Experience as an organization providing advisement to Health Care
Organizations in achieving ARRA HITECH incentive payments through the
Center for Medicare and Medicaid.
3. Outline your perspective on the opportunity for ACCESS consortium members
to achieve meaningful use incentive payments.
g) Health Care Information Regulation Compliance
VENDOR will work closely with contracted consortium members, with BSAS and with
Business & Decision Mi-CASE before, during and after implementation to assure that
confidentiality and privacy of all patient health care information is protected and that
each instance of implementation of the ACCESS Electronic Health Record (Mi-CASE)
solution is built on compliance with applicable federal and state laws, including but not
limited to the Health Insurance Portability and Accountability Act of 1996 and its
implementing regulations (45 CFR Part 160 and Part 164, 42 CFR Part 2) as amended by
the Health Information Technology for Economic and Clinical Health Act (the “HITECH
Act”) (collectively, “HIPAA”); as well as compliance with the Maryland Confidentiality
of Medical Records Act (“MCMRA”).
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The BSAS ACCESS Electronic Health Record Consortium strategy for maintaining
confidentiality and upholding the patient right to privacy employs multiple methods,
policies, processes and procedures to ensure legal compliance with relevant legal
standards without creating unnecessary and inappropriate barriers to information sharing.
BSAS believes that the protection of patient confidentiality and the effective and efficient
sharing of critical patient health information across the ACCESS Electronic Health
Record Consortium are two equally crucial aspects of improving and maintaining high
quality patient care for its patient population. VENDOR will recognize and uphold the
primacy of this strategy and will work closely with members before, during and after
implementation to assure the confidential and privacy of patient health care information.
Please provide:
1. Summary plan of how you will provide consultancy and advisement to
consortium members for the purpose of maintaining confidentiality of patient
health care information.
2. Experience as an organization in providing advisement for the protection of the
privacy and confidentiality of patient health care information.
3. Outline your understanding of Electronic Health Record Technologies and
related hardware technologies that will facilitate and automate patient consent
and health care confidentiality regulation compliance.
4. How will you address each of the regulations above to ensure compliance?
5. List federal, state or municipal regulations and/or guidelines you feel may be
relevant (in addition to the above).
h) Contract Negotiation and Fulfillment
VENDOR will facilitate negotiation of contracts with Treatment Providers and Agency
Partners that agree to join the ACCESS Electronic Health Record consortium and
implement the Mi- CASE solution.
VENDOR will work closely with new consortium members to review and explain all
details of the contract between the parties: BSAS, Business & Decision and the
consortium member.
VENDOR will negotiate terms among parties and make sure the scope & deliverables are
clearly defined and documented and that all parties have a complete and thorough
understanding of terms & conditions.
VENDOR will monitor, track, advise and require full and complete adherence to contract
terms during implementation, testing and final in production status. VENDOR will
assure all aspects of the contract have been fulfilled and that all parties confirm that the
full scope and terms of the contract have been fulfilled.
Please provide:
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1. Summary plan of how you will provide consultancy and advisement in contract
negotiations and contract fulfillment.
2. Experience as an organization providing same.
3. Describe a sample scenario in which contract negotiations and contract
fulfillment for an Electronic Health Record implementation where conducted
and completed.
i) Ongoing front line User technical support for ACCESS Users
VENDOR will provide complete and comprehensive support to maintain optimum
operation of the ACCESS Electronic Health Record consortium by providing frontline
technical support and advisement to consortium members. (Consortium members will
have the option of calling the Business & Decision Mi-CASE help desk directly or
calling BSAS technical assistant and consultation for help in resolving problems.)
Vendor will provide the BSAS technical assistance support service.
VENDOR will field qualified technical assistance and consultation help desk personnel
during normal business hours (8am to 6pm) for the purpose of helping consortium
members diagnose and identify problems and for referral to the appropriate technical
support partner for problem resolution.
VENDOR will maintain a record of consortium member support calls using a Help Desk
Ticket Management solution to be named as part of the response to this document. (see
below). Contact information for consortium members support partners will be stored and
reference in the Help Desk tracking software and will be used to refer consortium
member users to the appropriate support partner.
Please provide:
1. Summary plan for how you will frontline helpdesk support to ACCESS
consortium users.
2. Experience as an organization providing helpdesk support services for general
technology systems with a particular emphasis on Health Information
Technologies.
3. Outline process and procedure for providing Electronic Health Record help
desk support to consortium members. Please refer to any particular
methodologies and tools (help desk software) that you will employ.
j) Strategic Planning for the ACCESS consortium
VENDOR will work closely with the BSAS CEO and the BSAS Senior Executive staff,
as well as the BSAS MIS staff, to provide Strategic Planning for the direction, growth
and expansion of ACCESS Electronic Health Record consortium.
VENDOR will provide consultation and advisement to BSAS and the ACCESS
consortium related to established and emerging Health Information Technologies that
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may be added to the ACCESS Electronic Health Record solution (Mi-CASE) and thereby
make available additional modules, features and functions.
VENDOR will operate as a strategic partner to BSAS providing ongoing and consistent
consultation and advisement for the purposed of expanding and improving the ACCESS
Electronic Health record and thereby contributing to improved health care for patients
served by the ACCESS consortium.
Please provide:
1. Summary plan for how you will continue to advise consortium members on the
relevance and available of existing and emerging technologies that may
enhance the ACCESS Electronic Health Record solution.
2. Experience as an organization providing same.
3. List of 3 (or more) Health Information Technologies that may represent an
enhancement to a typical Electronic Health Record solution.
k) User Group Management
VENDOR will conduct and manage all ACCESS user group meetings. VENDOR will
guide user group discussions, will take minutes and will document discussion between
ACCESS consortium members and Business & Decision Mi-CASE.
VENDOR will become familiar with the Business & Decisions user group management
process and will manage moves, adds and changes (MACs) to the software according to
the terms & conditions of the contract with all parties. VENDOR will work with all
parties to see that MACs to the software are completed, updated to the most current
version of the ACCESS Electronic Health Record and are invoiced according to the
“charge one time” contract terms. (By contract, Mi-CASE is required to develop new
modules, features and functions one time for cost and distribute to all consortium
members subsequently free of charge.) VENDOR will supervise and manage and manage
the subsequent MACS based on the development of those new modules, features and
functions.
Please provide:
1. Summary plan of how VENDOR will manage ACCESS Electronic Health
Record user group collaboration.
2. Experience as an organization collaborating with and maximizing the potential
of User Groups, especially those related to the operation of an Electronic
Health Record consortium.
3. Please summarize your understanding of how User Group collaboration will
help improve the ACCESS Electronic Health Record solution.
l.) Other as deemed necessary
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Additional covered areas may be added under contract at BSAS’s discretion, subject to
VENDOR agreement to include such services under this contract or additional
contract(s).
5. STAFFING REQUIREMENTS
VENDOR will be required to supply and field expert personnel with extensive background and
experience in the areas of Electronic Health Record consultation and advisement, Electronic
Health Record solution implementation, Electronic Health Record project management, Business
and Clinical Practice Analysis for Electronic Health Record implementation, General
Technology Management consultation and advisement, User Support for Electronic Health
Record technology as part of general technology systems and Health Information Technology
consultation and advisement. As such, BSAS requires at minimum the following positions to be
filled:
Senior Electronic Health Record and Health Information Technology Consultant and
Project Manager (ACCESS Project Manager)
Fulltime
The ACCESS Project Manager operates as direct report and advisor to the BSAS CEO and the
executive staff of consortium members. The ACCESS project manager has ultimate
responsibility for the management of all aspects of the ACCESS Electronic Health Record
consortium including but not limited to implementation, support and operational management.
The ACCESS project manager reports to and is accountable for the management of the ACCESS
Electronic Health Record project through its entire life cycle: planning, design, implementation,
and in-production management.
The ACCESS Project manager is responsible for the supervision of the entire ACCESS
Electronic Health Record Support team, including VENDOR’S consultants, BSAS internal staff
assigned to the project by the BSAS CEO, Business & Decision Development and project
management personnel and all other vendor customer service and support engineer personnel.
The ACCESS Project Manager has primary responsibility for Client Relationship Management
with ACCESS consortium members. The ACCESS project manager is tasked with the ongoing
responsibility of making sure that communications, decisions and actions regarding the ACCESS
Electronic Health Record technology are clearly articulated to consortium members. A primary
goal during the entire life cycle of planning & design, implementation, operation and
management of the ACCESS consortium is to foster understanding of the technology as it
applies to business and clinical practice and as it gets implemented. The ACCESS Project
Manager needs to be able to understand consortium member needs and requirements and
communicate clearly to members how the technology fits their needs and requirements.
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The ACCESS Project Manager will work closely with the BSAS CEO to meet with potential
consortium members as part of consortium membership development efforts. The ACCESS
Project Manager will need to represent and promote the ACCESS Electronic Health Record
consortium to potential members among treatment providers and other partners in Baltimore City
and in the state of Maryland.
Please provide BIO or Resume of one or more professional that will be considered for this
position.
Primary Responsibilities:
1. Top level project and implementation management of the ACCESS Electronic Health
Record consortium.
2. ACCESS Electronic Health Record consortium operational management.
3. Collaboration with BSAS CEO, senior executive staff, business & decisions project and
development teams and consortium members for the implementation and operation of
ACCESS.
4. Supervision and management of VENDOR’s own staff, BSAS internal staff, Business &
Decision Mi-CASE staff and other vendor staff engaged to implement and operate the
ACCESS Electronic Health Record consortium.
5. Work with BSAS CEO to develop tactical, operational and strategic plans for BSAS and
the ACCESS Electronic Health Record consortium.
6. Work with BSAS CEO in ACCESS consortium membership development efforts.
7. Interface with Vendors & Providers to ensure contract fulfillment.
Implementation Engineer
Full Time
1. Act as on-site technical support and advisement for the EHR application during
implementation.
2. Work closely with Business & Decisions during the development of the core application
providing the requisite details to develop and customize the application.
3. Participate in business and clinical practice analysis for the purpose of providing
functional requirements definition to Business & Decisions for each individual
consortium member implementation.
4. Assist with the configuration of EHR forms and reports during individual consortium
member implementations.
5. Assist Treatment Provider IT Support Team in managing & maintaining physical &
logical network services for the implementation and operation of the ACCESS EHRc.
6. Assist Provider IT Support Team in managing & maintaining all server systems; physical
and logical for the implementation and management of the ACCESS EHR.
7. Collect user feedback and effectively communicate to BSAS ACCESS Project Manager
EHR vendor, consortium Member and BSAS staff.
Please provide BIO or Resume of one or more professional that will be considered for this
position.
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Business Analysts / Trainers
Full Time
1. Provide training and support to Provider staff for ACCESS EHR application
2. Provide recommendations and guidance on how to incorporate the ACCESS EHR
application in to business processes and workflow.
3. Work with consortium member user populations to identify how the ACCESS EHR
application will be customized and configured to provide a consolidated, efficient and
cost effective software platform.
4. Provide training and support in the use of the application – all aspects.
5. Provide training and support for all data reporting needs.
6. Provide recommendations and guidance on clinical and business intelligence reports that
are relevant to the providers’ practices.
7. Perform ongoing project tasks as assigned.
8. Share on-call responsibility with Help Desk Engineer.
Please provide BIO or Resume of one or more professional that will be considered for this
position.
Help Desk Support Engineer
Full Time
1. Manage, schedule and share on-call responsibility for providing frontline help desk
support to ACCESS Electronic Health Record consortium members.
2. Act as first point of contact for technical concerns for consortium users.
3. Act as Tier 1 support for all consortium participants on an ongoing basis.
4. Assist Provider IT Support Team in managing & maintaining of physical & logical
network services as they pertain to the EHR application on an ongoing basis.
5. Assist Provider IT Support Team in managing & maintaining of all server systems;
physical and logical as they pertain to the EHR application on an ongoing basis.
Please provide BIO or Resume of one or more professional that will be considered for this
position.
6. ADDITIONAL VENDOR EXPERIENCE AND QUALIFICATIONS (Please provide
responses)
1.
2.
3.
4.
5.
6.
Name of Proposer?
Proposer’s Office Address?
Name, title, and contact information of Proposer’s Chief Officer?
Number of years in business?
Minority or Woman Owned Business Status?
General extent of services performed by Proposer (e.g. Health Information Technologies
Solutions Provider, Technical Management Solutions Provider, IT Management & Support,
Help Desk Solutions Provider, Application Developer, etc.)?
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PLEASE READ ENTIRE PROPOSAL PRIOR TO BEGINNING PREPARATION.
7. Describe experience working with similar organizations to BSAS and provide a list of three
reference accounts and contacts.
8. Number of clients?
9. Median client size?
10. Growth rate of gross revenue over the last 3 years?
11. Number of support staff. Please break out by Senior Consultants and Project Managers,
Business Analysts and Trainers, Implementation Engineers, Help Desk Engineers, Senior
Executive Staff and Administration, Other? Please provide an organizational chart.
12. Please provide a list of professional certifications.
13. Please provide insurance certifications (General Liability, Errors & Omissions, Workers
Compensation).
14. Have you ever defaulted on a contract? If so, provide complete details, including where and
why?
7. DELIVERABLES AND TERMS OF THE AGREEMENT
The following is a list of key deliverables of the proposed agreement BSAS and VENDOR:
1. VENDOR will provide comprehensive implementation project management services
for the purpose of assuring a smooth and stable implementation of the BSAS
ACCESS Electronic Health Record consortium, the BSAS ACCESS Electronic
Health Record solution as provided by Business & Decision Mi-CASE, and each
separate instance of the EHR implemented per consortium member.
2. VENDOR will provide ongoing operational management of the BSAS ACCESS
Electronic Health Record consortium.
3. VENDOR will provide comprehensive business and clinical analysis for the BSAS
and each individual member including but not limited to needs analysis, requirements
definition and financial analysis.
4. VENDOR will provide training to consortium members before, during and after
implementation of the BSAS ACCESS Electronic Health Record consortium
including but not limited to Mi-CASE software usage training, Mi-CASE software
administration training, business process definition and work flow training as it
applies to the use of Mi-CASE, patient consent interview training and certain other
target training sessions as defined by BSAS and agreed upon by VENDOR.
5. VENDOR will provide ongoing consultancy and advisement in support of BSAS
ACCESS Strategic planning with a particular emphasis on Health Information
Technology advisement that will expand and improve ACCESS.
6. VENDOR will provide comprehensive, front-line help desk support between the
hours of 8am and 6pm to BSAS ACCESS consortium members for the purpose of
trouble shooting problems with access to or the use of the software and for providing
resolutions of problems or referral to the appropriate sources for problem resolution.
7. VENDOR will conduct regular ongoing demos of the Mi-CASE software for the
purpose of engaging new members in the ACCESS consortium or for the purpose of
introducing technology enhancements to the Mi-CASE solution.
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PLEASE READ ENTIRE PROPOSAL PRIOR TO BEGINNING PREPARATION.
8. VENDOR will supply a minimum of 4 full time employees for the purpose of
implementation, operation, management and ongoing planning and design of the
BSAS ACCESS Electronic Health Record consortium.
The following terms of the agreement will be required and will be non-negotiable:
1. 12 month (annual) term beginning June 1, 2013 and ending May 30, 2014 renewable
annually.
2. Projected 3+ year term.
3. Single, all-inclusive retainer for Comprehensive ACCESS Electronic Health Record
consortium management payable at the first of each month.
4. Contract payments must adjust to membership levels. Payment is calculated based on
total users counts for the consortium and a per user payment fee of $25 per month per
user.
5. Contract payments will be reduced to reflect any permanent hiring that occurs in the
BSAS MIS Organization. If BSAS elects to hire internal staff to perform certain aspects
of the operation or management of the consortium, contract must be adjusted to reflect
the reduction in services required from the VENDOR.
6. VENDOR is required to respond to requests for support for urgent projects within one
hour of request and for standard requests within 2 days of request.
7. Either party may terminate the agreement for convenience with 30 days notice. Notice
for termination can occur at any time during the month and payment for partial months
will be pro-rated (divide by 30).
8. Upon notice of termination, Vendor must agree to assist during the entire transition
period to a replacement vendor.
9. Termination for cause can occur without advanced notice.
10. Contract renewal terms are re-negotiated. No auto-renewal of terms will occur.
8. RFP SUBMISSIONS AND EVALUATION CRITERIA
1. Technical Criteria:
BSAS will look for vendors who meet the technical requirements of this RFP. The vendors
understanding of the requirements as revealed by the details of vendor’s responses and the
vendor’s track record in similar implementations will be taken into consideration. The
proposal should include technical criteria for each of the following items.
a. Qualifications as described in Section 4 – Scope of Work.
b. Experience and Qualification of staff as described in Section 5 – Staffing
Requirements.
c. Qualifications of vendor as described in Section 6 – Additional Vendor
Qualifications.
2. Pricing:
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PLEASE READ ENTIRE PROPOSAL PRIOR TO BEGINNING PREPARATION.
BSAS will look at the vendor’s cost proposal. Preference will be given to the proposal that
maximizes the over-all value proposition and economic benefit to BSAS and ACCESS
consortium members. The proposal should include pricing for each of the following items:
a. Providing Advisement and Consulting service as outlined in section 3 and
section 4.
b. Providing Business Analysis and Training Services as outlined in sections 3
and 4.
c. Providing Implementation Support Services as outlined in section 3 and
section 4.
d. Providing Help Desk Support Services as outlined in section 3 and section 4.
e. Providing staffing as outlined in section 5.
9. TECHNICAL PROPOSAL REQUIREMENTS
9.1 Complete and sign the RFP Cover Sheet (see Attachment 2).
9.2 A brief narrative description of the offeror, including its purpose, corporate status
(profit or non-profit), organizational structure and current sources of funding support.
Included in this section should be a brief description of the offeror’s experience in the
management of EHR systems.
9.3 A brief description of the offeror’s involvement in activities or projects similar to or
related to those addressed by this RFP. This section is to include a description of any
achievements as well as challenges in the provision of the offeror’s forensic services.
9.4 Describe how the following sections of the RFP will be met or carried out: Scope of
Work (Section 4), Staff Requirements (Section 5), Administrative Requirements
(Section 6), Data Requirements (Section 7), and Performance (Section 8).
9.5 Technical proposal appendices will include:
Appendix 1 Program certifications and accreditations
Appendix 2 Organizational Chart – Include job titles, certification levels for
each position; and name of employee if position is currently filled.
Appendix 3 Personnel Policies including:
Criminal History/Background Checks & updates
Progressive Discipline
Credentialing/licensure
Annual trainings
Performance Evaluations
Appendix 4 Board of Directors – For each director provide name, board
position, term of board membership, place of employment and/or
affiliation, and job title or function.
Appendix 5 For providers not currently funded by BSAS – Provide name and
current contact information for at least two references, preferably
from organizations that purchased similar services and similar
sized contracts during the past 24 months.
Appendix 6 Articles of Incorporation
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PLEASE READ ENTIRE PROPOSAL PRIOR TO BEGINNING PREPARATION.
10. PRICE PROPOSAL REQUIREMENTS
10.1 Offerors will complete and submit the RFP Price Proposal contained in Attachment 1
of the RFP. A separate detailed budget narrative explaining and justifying the overall
budget for ACCESS Electronic Health Record Consortium should be included.Price
proposal appendices will include:
Appendix 1 Most recent financial audit and management letter along with
applicable or most recent financial statements.
10.2 The information in this section facilitates the evaluation of the offeror’s
price proposal. The price proposal will be evaluated separately from the technical
proposal.
11. EVALUATION OF OFFERS: Proposals will be evaluated based on the following criteria:
 Technical Proposal – Maximum 25 points.
 Staffing plan - Maximum 25 points.
 Expressed understanding of proposal objectives. All vendor requirements are fully
discussed and features and services required fully disclosed. Completeness,
thoroughness and detail of response as reflected by the proposal’s discussion and
coverage of all vendor requirements listed – Maximum 25 points.
 Cost and financial viability of the organization - Maximum 25 points.
 Total possible maximum score is 100 points.
Selections will consider evaluation score, staffing plan, and experience with the criminal
justice population. All BSAS decisions are final.
12. ORAL PRESENTATION: Offerors may be required to clarify their proposals by making
presentations to the evaluation committee.
13. FUNDING AVAILABILITY: If funds are not appropriated or otherwise made available
to support contract continuation in any fiscal year, BSAS shall have the right to terminate
the contract without any obligation or penalty.
14. PAYMENTS TO VENDOR
14.1 Funding for assessment services in this RFP is based on the availability of funds to
BSAS through agreements with the State of Maryland and other funders. BSAS
assumes no obligation for funding beyond the amount of the awards it receives which
are budgeted for this project.
14.2 The contract period of this agreement is February 15, 2013 through February 14, 2014,
which may be renewed automatically for another one-year period. During the contract
period (June 1, 2013 through May 30, 2014) BSAS will disburse payments to providers
on a bi-monthly basis.
14.3 Upon execution of a valid contract, providers may submit a request for a two-month
advance payment.
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PLEASE READ ENTIRE PROPOSAL PRIOR TO BEGINNING PREPARATION.
14.4 BSAS reserves the right to modify the method of payment as deemed appropriate.
15. TERM OF AGREEMENT:
15.1 The term of this agreement shall be for one year beginning on June 1, 2013 through
May 30, 2014. BSAS reserves the right to renew this agreement for one additional
two years, which may be renewed automatically for another one-year period under the
same terms and conditions. Any automatic renewals are contingent on fiscal
appropriation on each option year unless notice is given to the offeror that the contract
is not renewed.
16. PRE-OFFER CONFERENCE: A pre-offer conference is scheduled for April 18, 2013,
2:30pm-3:30pm. The conference call number is 1-866-xxx; participant code number is
xxxx#. Attendance by potential offeror, although not mandatory, is strongly recommended.
17. QUESTIONS AND RFP ADDENDA: Questions will be entertained at the pre-offer
conference. If it becomes necessary to revise any part of this RFP, addenda will be issued to
all who received the initial package, and added to the RFP information on BSAS’ website.
Offerors must acknowledge, in writing, receipt of all addenda in the text of their proposals.
All official correspondence in regard to the RFP specifications should be submitted in
writing to Tiffiney Jukes, tjukes@bsasinc.org, fax to 410-637-1911. No calls will be
accepted. Offerors are cautioned that BSAS assumes no responsibility for oral explanations
or interpretations of solicitation documents. The deadline for written questions pertaining to
this solicitation is April 18, 2013. All questions and answers will be posted on BSAS’
website (See www.bsasinc.org →About BSAS→ Funding Opportunities).
18. SUBMITTAL PROCESS
18.1 Each offeror shall electronically submit one email with a separate pdf for the Technical
Proposal and Price Proposal, clearly marked as such, on or before May 2, 2013 at 4:00
p.m. to:
Manual Irving, Contracts Officer
Baltimore Substance Abuse Systems
1 N. Charles Street, Suite 1600
Baltimore, MD 21201
mirving@bsasinc.org
Technical Proposals and Price Proposals may be emailed together as two separate
pdfs, but the technical and price proposals documents. There shall be no reference to
the price of services in the technical proposal.
18.1.1 Technical Proposals will be no more than 25 pages in length. Appendices are
not included in the page count.
18.1.2 Proposals are to be submitted electronically, on or before the deadline. All
timely proposals become the property of BSAS. Late proposals will not be
considered.
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PLEASE READ ENTIRE PROPOSAL PRIOR TO BEGINNING PREPARATION.
18.1.3 Proposals should be prepared simply, providing a straightforward, concise
description of the offer, and all required information. Additional information
such as brochures or other visual presentations are neither necessary nor
desired.
18.1.4 Each page of the proposals should be consecutively numbered.
18.1.5 The cost of preparing proposals is the responsibility of offeror
Attachment 1
Baltimore Substance Abuse Systems
RFP PRICE PROPOSAL
ACCESS ELECTRONIC HEATH RECORD CONSORTIUM
Program Name:
Date:
ANNUALIZED BUDGET SUMMARY: Complete the chart below indicating the line item costs that
were used to calculate the Total Annual Cost.
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PLEASE READ ENTIRE PROPOSAL PRIOR TO BEGINNING PREPARATION.
Attachment 2
BALTIMORE SUBSTANCE ABUSE SYSTEMS
RFP COVER SHEET
Program Name:
National Program Identification (NPI) Number:
Address:
Contact person:
Telephone number:
Fax number:
E-mail:
The undersigned agrees and understand that this proposal and all attachments, additional
information, etc. submitted herewith constitute merely an offer to negotiate with BSAS NOT A
BID. Submission of this proposal, attachments, and additional information shall not obligate
or entitle the proposing entity to enter into a service agreement with BSAS for the required
service. The undersigned agrees and understands that BSAS is not obligated to respond to
this proposal nor is it legally bound in any manner whatsoever by the submission of same.
Further, the undersigned agrees and understands that any and all proposals and negotiations
shall not be binding or valid against BSAS, its directors, officers, employees or agents unless
an agreement is signed by a dully-authorized BSAS employee. It is understood and agreed
that BSAS reserves the right to reject consideration of any and all proposals including, but not
limited to proposals which are conditional or incomplete.
Authorized Signature:
Printed name:
Position:
Date:
PROPOSALS MUST BE SUBMITTED electronically December 14th, 2012 BY 4:00 P.M.
TO:
Manual Irving, Contracts Officer
Baltimore Substance Abuse Systems, Inc.
One North Charles Street, Suite 1600
Baltimore, MD 21201
mirving@bsasinc.org
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