county of sacramento department of health and human

of 25

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 95820

• Late proposals will not be accepted • Postmarks will not be accepted as meeting the deadline requirement • Faxed or emailed submissions will not be accepted • Delivery to any other office will not be accepted • All times are Pacific Standard Time

of 25

RFP Timeline

Date Activity Location

April 13, 2012 RFP available to public

http://www.dhhs.saccounty.net/Pages/Contractor-Bidding-Opportunities.aspx

April 13, 2012 through April 23, 2012 5:00 pm

Question and Answer period

Email [email protected] for questions regarding this RFP

April 26, 2012 Posting of Questions and Answers

Refer to http://www.dhhs.saccounty.net/Pages/Contractor-

Bidding-Opportunities.aspx

for posting of questions and answers

May 8, 2012 5:00 pm

PROPOSAL DEADLINE Final date & time for receipt of

written proposal

Primary Health Services, Pharmacy Administration Attn: Steve Golka 4600 Broadway, Suite 2500 Sacramento, CA 95820

May 9, 2012 through May 17, 2012

Opening, screening and financial review of proposals

May 22, 2012 Notice of screening disqualification emailed

June 8, 2012 Evaluation of written proposals completed

June 14, 2012 through June 29, 2012

Notice of the top three highest scoring written proposals will advance to this demonstration

portion of RFP

July 10, 2012 Notice of Proposed Award emailed

July 17, 2012 5:00 pm

Deadline to submit written letter of protest of proposed Award

Department of Health and Human Services Attn: Ann Edwards 7001-A East Parkway, Suite 1000 Sacramento, CA 95823

July 26, 2012 5:00 pm

Response to protest of proposed Award emailed

of 25

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

of 25

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 2012.

• The County will limit the initial year purchase of the Healthcare Interface Engine Software to $50,000.00 or less. This amount must include all costs and the costs must be itemized. In addition, an amount not to exceed $10,000.00 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 $60,000.00 or less.

• Annual on-going support, training and any upgrades for years two through five must be $10,000.00 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.

of 25

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 http://www.dhhs.saccounty.net/Pages/Contractor-Bidding-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.

of 25

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 5.

1. 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.

of 25

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

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.

5 5

2. On-Going Customer Support

Describe your on-going customer support for the County including support personnel, upgrades and training that your organization provides.

5 5

3. Healthcare Software Industry Rating, Performance or Certification Standards, etc.

Describe your Healthcare Software Industry Ratings, Performance, Certification Standards, etc. or the lack of.

5 5

4. County of Sacramento Hosting Environment

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 5

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 $50,000.00 or less. (Use of a budget format is acceptable with all line item costs fully explained in narrative form).

5 5

6. 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 $10,000.00 per year or less. (Use of a budget format is acceptable with all line item costs fully explained in a narrative form).

5 5

7. Problem Resolution What methods do you use to resolve customer problems/issues?

5 5

TOTAL PAGES MAXIMUM

35

TOTAL MAXIMUM UNWEIGHTED POINTS POSSIBLE

35

of 25

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 email 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)

• Failed to respond to the written narrative question.

Extremely inadequate response (1 point)

• 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.

Weak response (2 points)

• 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).

Satisfactory response (3 points)

• The narrative response provides all of the requisite information. • The narrative response clearly demonstrates that the proposer

meets the requirement(s). Good response (4 points)

• 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.

Exceptional response (5 points)

• 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.

of 25

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 Points 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 Points 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

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.


COUNTY OF SACRAMENTO HOSTING ENVIRONMENT Weight: 10%

Evaluation Criteria Points 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.


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

of 25

COSTS OF ON-GOING SUPPORT/UPGRADES/TRAINING Weight: 20%

Evaluation Criteria Points 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 Points 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

Note: Please see next page for the Demonstration Process

of 25

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

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.

1. Case # 1

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

Demo 5

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.

2. Case # 2

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

of 25

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.

3. Case # 3

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

TOTAL MAXIMUM UNWEIGHTED POINTS POSSIBLE

15

Note: Please see next page for the Demonstration Rating Process and Criteria

of 25

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)

• Failed to respond to the Demonstration.

Extremely inadequate response (1 point)

• The demonstration response provides little or no additional substance/detail on which to clearly determine whether the proposer meets the requirements.

Weak response (2 points)

• 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).

Satisfactory response (3 points)

• The demonstration provides all of the requisite information. • The demonstration clearly demonstrates that the proposer

meets the requirement(s). Good response (4 points)

• 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. Exceptional response (5 points)

• 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.

of 25

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 95820

6. 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 emailed 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.

of 25

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 emailed 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

of 25

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 95823

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.

of 25

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.

of 25

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.

of 25

SECTION 8. EXHIBITS

The following exhibits are attached for proposer’s completion and/or information: Exhibit A: Proposal Package Checklist Exhibit B: RFP Cover Letter, Proposer’s Statements & Certification of Intent to

Meet RFP Requirements Exhibit C: Signed Statement of Minimum Qualifications Exhibit D: References Exhibit E: County Healthcare Information Exchange - Current and Future Landscapes

of 25

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

of 25

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 95820

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, e-mail 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

of 25

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 95820

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

of 25

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 email address: Information about reference: Reference # 2: Organization’s name and address: Contact name at organization: Contact’s phone number: Contact’s email address Information about reference: Reference # 3: Organization’s name and address: Contact name at organization: Contact’s phone number: Contact’s email address: Information about reference:

of 25

Exhibit E County Healthcare Information Exchange: Current Landscape :

of 25

Future Landscape :

county of sacramento department of health and human

Documents