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Request for Proposals#13-03DCO

Data Center Hosting and OperationsBusiness Continuity, Disaster Recovery

and Help Desk Technical Support

520 Medical Center Drive, Suite 120Medford, OR 97504

Release Date: March 21, 2013

Closing Date: April 17, 2013 at 11:00 a.m. PST

Table of Contents1. Overview................................................................................................................................1

1.1 Introduction....................................................................................................................1

1.2 Background..................................................................................................................... 1

2. General Instructions...............................................................................................................3

2.1 Request for Proposal Timeline........................................................................................3

2.2 Addenda to the RFP.........................................................................................................3

2.3 Questions........................................................................................................................3

2.4 Letter of Intent................................................................................................................3

2.5 Proposal Contents...........................................................................................................4

2.5.1 Cover Letter..............................................................................................................4

2.5.2 Table of Contents.....................................................................................................4

2.5.3 Responses................................................................................................................4

2.6 Formatting Requirements...............................................................................................5

2.7 Number of Copies and Delivery Specifications................................................................6

2.8 Closing Date.................................................................................................................... 6

2.9 Incurred Expense.............................................................................................................6

3. Proposal Stipulations & Requirements..................................................................................6

3.1 Contract Period...............................................................................................................6

3.2 Quantities........................................................................................................................6

3.3 Funding Out.....................................................................................................................6

3.4 Mandatory Insurance Requirements...............................................................................6

3.4.1 Workers Compensation...........................................................................................7

3.4.2 Professional Liability................................................................................................7

3.4.3 Commercial General Liability...................................................................................7

3.4.4 Automotive Liability Insurance.................................................................................8

3.5 Non-Performance............................................................................................................8

3.6 Exceptions....................................................................................................................... 8

3.7 Business References and Site Visit..................................................................................8

3.7.1 Site Visit................................................................................................................... 8

3.8 Product Substitutions......................................................................................................8

3.9 Document(s) Execution...................................................................................................9

Jefferson Health Information Exchange iRFP #13-03DCO

3.10 Schedule for Performance of Work.............................................................................9

3.11 Personnel and Subcontractors.....................................................................................9

3.12 Method of Payment.....................................................................................................9

3.13 Changes....................................................................................................................... 9

3.14 Migration of Hosting Environment............................................................................10

3.15 Interest of Contractor................................................................................................10

3.16 Rights and Obligations...............................................................................................10

3.17 Assignment of Antitrust Claims..................................................................................10

3.18 Gratuities...................................................................................................................10

3.19 Affirmation.................................................................................................................10

3.20 Service Levels and Failure to Perform........................................................................11

3.20.1 Service Levels.........................................................................................................11

3.20.2 Service Level Failure...............................................................................................11

3.20.3 Service Level Credits..............................................................................................11

3.21 Remote Processing....................................................................................................11

3.22 Pricing........................................................................................................................12

3.23 Confidentiality........................................................................................................... 12

3.23.1 Confidentiality of Protected Health Information....................................................13

3.24 Contract Documents..................................................................................................13

3.25 Assignment................................................................................................................13

4. Proposal Evaluation Process................................................................................................13

4.1 Evaluation of Bids..........................................................................................................13

4.2 Basis of Award...............................................................................................................14

4.3 Criteria and Scoring.......................................................................................................14

4.4 Additional Grounds for Selection..................................................................................14

5. Scope of Services................................................................................................................. 14

5.1 Data Center Hosting......................................................................................................15

5.1.1 Hardware............................................................................................................... 16

5.1.2 System Operations.................................................................................................16

5.1.3 System Security......................................................................................................16

5.1.4 Data Center Hosting Requirements........................................................................17

5.2 Help Desk and Technical Support..................................................................................19

5.3 Service Level Agreement Requirements........................................................................21

Jefferson Health Information Exchange iiRFP #13-03DCO

6. Deliverables......................................................................................................................... 23

7. Corporate Capabilities......................................................................................................... 25

5.4 Mandatory Requirements.............................................................................................25

7.1 Corporate Organization.................................................................................................25

7.2 Disclosures.................................................................................................................... 25

7.2.1 Convictions or Judgments......................................................................................25

7.2.2 Legal Proceedings, Lawsuits or Regulatory Actions................................................26

7.3 Corporate Resources.....................................................................................................26

7.3.1 Key Personnel.........................................................................................................26

7.4 Corporate Financial Profile............................................................................................27

8. Pricing.................................................................................................................................. 28

8.1 Pricing Worksheet.........................................................................................................28

8.1.1 Pricing Proposal......................................................................................................28

8.1.2 Hardware............................................................................................................... 29

8.1.3 Task Assignment Rates...........................................................................................29

8.2 Budget Narrative...........................................................................................................29

9. Attachment(s)......................................................................................................................30

9.1 References.....................................................................................................................30

9.2 Signature Page...............................................................................................................31

9.3 Pricing Workbook..........................................................................................................32

10. Exhibit I – JHIE Agreement (Contract) Template...............................................................33

Jefferson Health Information Exchange iiiRFP #13-03DCO

1. Overview

1.1 Introduction

The Jefferson Health Information Exchange (JHIE) seeks proposals from qualified vendors for data center hosting, operations, business continuity and disaster recovery, and help desk technical support to facilitate the electronic exchange of clinical information among health care providers in Southern Oregon. The Respondent is expected to provide a comprehensive written response that specifically addresses the requirements set forth in this request for proposals (RFP).

JHIE requires a federated data storage model for its health information exchange (HIE) activities. The federated approach requires a separate database for each of the participating data contributors and will support phase II and III functionality, including query of patient records available in JHIE and conducting data analytics and reporting from the JHIE databases.

The annual transaction volume from participating Southern Oregon hospitals is expected to total 3 million per year in the first production year of the hosting environment. As additional data contributors are added, this volume will increase incrementally. The hosting solution must be capable of scaling rapidly and without disruption to JHIE’s operations.

By the time the hosting environment is live, JHIE anticipates that it will begin receiving data from multiple Independent Provider Associations (IPAs), physician offices and other health care providers (e.g., nursing homes, rehabilitation facilities, etc.) who have electronic health records. It is anticipated that due to the smaller volume of data from these types of providers, a shared database will be implemented, which is required to segregate the data by provider organization to ensure that:

a. Patient privacy and data security is maintained at the highest possible level, including data encryption, access controls, etc.

b. If a data provider/data contributing organization wishes to remove their data from JHIE, they may do so with ease.

Additional data contributors will likely join JHIE in the remaining contract period to include:

Additional hospitals Local and regional laboratories Diagnostic facilities (radiology, cardiology, etc.) to include diagnostic report storage

only. JHIE does not expect to store clinical images. Filled medication data, from pharmacies or third party aggregators (e.g., Surescripts)

1.2 BackgroundIn 2011, the Jefferson Regional Health Alliance facilitated the development of the Jefferson Health Information Exchange (JHIE). The initiative brought together multiple key stakeholders to determine the feasibility and interest for implementing HIE in support of: 1) improved health

Jefferson Health Information Exchange 1RFP #13-03DCO

care quality; 2) decreased health care costs and 3) improved health outcomes and access in Southern Oregon. The region defined in the initial phase (Phase I) of the project included Josephine, Jackson and Klamath Counties, and these founding organizations: Asante Health System, Ashland Community Hospital, Jackson County Health Department, Jefferson Behavioral Health, Mid Rogue Independent Physician Association, PrimeCare, and Providence Health and Services.

JHIE facilitates the exchange of electronic health information among health care providers in order to achieve the following goals:

Improve the care received by consumers served by Oregon’s health care system; Reduce medical errors associated with incomplete information available to providers of

medical care; Improve communication among health care providers and their patients; Reduce the number of duplicative tests; Facilitate more efficient clinical referrals and transitions of care; and Reduce the cost of health care, especially Medicare and Medicaid costs and Oregon

Health Plan costs, thereby reducing the burdens of government.

In January 2013, JHIE went live with three primary functions that enable providers to improve care while saving time and costs: 1) provider-to-provider referral system; 2) provider-to-provider secure messaging; and 3) a consolidated clinical inbox for management of clinical results from JHIE participating hospitals that are not already interfaced with the electronic health record (EHR).

JHIE currently utilizes the Medicity iNexx applications and in Phase II and II will be utilizing the Medicity ProAccess application and MediTrust platform.

Beginning in late 2013/early 2014, JHIE will also offer: Connectivity with the State’s CareAccord program – secure messaging with providers who

do not participate in JHIE Single source interface between a provider’s EHR and JHIE, allowing for clinical reports

and results, and admissions and discharge information from all participating hospitals, labs and diagnostic facilities to be delivered to the EHR via a single interface – saving the cost of multiple interfaces and supporting federal meaningful use reporting requirements

Data sharing from practice/clinic EHRs via JHIE to other providers Community Health Record – affording authorized providers the ability to search a

patient’s clinical results and be presented with a consolidated, standardized and configurable view of a patient’s:

o Results and reports from hospital participantso Continuity of Care documents from EHRs


2. General Instructions

The following are requirements of Respondents under this RFP.

Read the RFP and Statement of Work requirements completely and thoroughly. Prepare a response according to the instructions below. A complete response is

required or the proposal will be disqualified.

2.1 Request for Proposal Timeline

RFP Release March 22, 2013Deadline to submit letter of intent April 3, 2013, 5:00 p.m. PSTDeadline to submit questions April 3, 2013, 5:00 p.m. PSTAnswers to questions posted April 5, 2013Proposals Due / Bid Opening April 17, 2013 at 11:00 a.m. PSTInterviews and Site Visits April 29 through May 10, 2013Bid Award Notifications (estimated) May 10, 2013

2.2 Addenda to the RFP

If it becomes necessary to revise any part of this RFP, addenda to the RFP will be posted to http://jhie.org/resources/jhie-news/. All potential Respondents are responsible for periodically checking the JHIE website for newly posted addenda to the RFP. All Respondents shall acknowledge in writing receipt of all amendments, addenda and changes issued in connection with this RFP by submitting an affirmative statement of receipt in the Cover Letter.

2.3 Questions

All questions must be submitted in writing. The deadline for submitting questions is 5:00 p.m. PST on April 3, 2013. Questions must be directed to [email protected] and must be provided in a Word document attached to the email. The questions should be sequentially numbered. Responses to all questions received by the deadline will be posted at http://jhie.org/resources/jhie-news/ by 5:00 PST on April 5, 2013.

2.4 Letter of Intent

Respondents shall submit a mandatory Letter of Intent (LOI) to respond to the RFP on or before 5:00 p.m. PST on April 3, 2013. The LOI must be submitted via email attachment to [email protected].

The LOI does not bind the Respondent to submit a bid. The LOI must be submitted on the Respondent’s letterhead, signed by an authorized representative, and contain the following information:

Name of Respondent organization Name, address, telephone number, and email address of the primary point of contact Brief summary of the organization and hosting solution and capabilities (200 word limit)


mailto:[email protected]

http://www.jhie.org/news

mailto:[email protected]

http://www.jhie.org/news

2.5 Proposal Contents

2.5.1 Cover Letter

A cover letter must be included in the RFP response that addresses the following requirements:

Must bear the original signature of a principal or authorized officer of the Respondent with the legal authority to enter the organization into a formal contract with JHIE.

Must include name of Respondent, mailing address, telephone number, fax number, primary contact name, and email address.

2.5.2 Table of Contents

The table of contents must reflect the headings as defined in Section 2.5.3 as well as the Scope of Work (Section 5).

2.5.3 Responses

Proposals must include the following:

Clear and concise presentation of the Respondent’s qualifications for providing each requirement set forth in this RFP.

List of at least three customer (3) references (see Attachment A), including contact person, telephone number, fax number and email address. References must reflect service offerings similar in size and scope to that required in this RFP. The site visit requirement (outlined in Section 3.7) must also be addressed.

Clear and concise response to each requirement, including how the Respondent will provide the service and any limitations, risks or modifications the Respondent will make when implementing the scope of work.

Exceptions the Respondent takes to the terms and conditions included in the RFP as well as any exceptions to the contract template (Exhibit I).

Respondents must make provision to meet and comply with all applicable federal and state laws and regulatory criteria.


Proposal Response Format

RESPONSE SECTION TITLE FORMAT OR MAXIMUM NUMBER

OF PAGES

Cover Letter

Letter on company letterhead of no more than 1 page. Must be signed by a representative that has the legal capacity to enter the organization into a formal contract with JHIE.

ITable of Contents (List all sections/documents comprising Respondent’s proposal)

No page limit

1 Response to Statement of Work (SOW) No more than 20 pages using subheadings consistent with RFP Section 5.

2 Corporate Capabilities and Experience Word document, including completed tables 4 and 5, no more than 6 pages.

3 Budget NarrativeA pricing narrative provided in a Word document to include no more than 5 pages and shall account for all four contract periods.

Attachment A References (3) Completed form

Attachment B Pricing Workbook The Excel workbook pricing template includes 3

worksheets. Refer to Section 8 for instructions.

Attachment C

Hardware Specifications and Warranty Agreements

Word documents or manufacturer references. Provide only succinct documentation. Do not include manuals. No page limit

Attachment D Exceptions No page limit

Attachment E Audited Financial Statement No page limit

2.6 Formatting Requirements

Proposals must be typed, double space. Font size in Word documents must be 12 point at a minimum. Margins in Word documents shall be no less than 1 inch; however, they may be less for Word charts, tables and Excel spreadsheets.

Proposals should be prepared simply and economically, providing a straight-forward, concise description of the Respondent’s offer to meet the requirements of the RFP. Do not use ring binders.

Please limit the inclusion of pre-produced marketing collateral. If Respondent deems in necessary to include such items they must be limited to only those items with direct relationship to the proposal content and which adds specific value in aiding the evaluation process.

Proposals must indicate the name of the Respondent and RFP number on each page footer. This information also must be prominently displayed on the front cover page of the proposal.


2.7 Number of Copies and Delivery Specifications

All proposals must be submitted with one (1) original and four (4) hard copies and an electronic copy on portable flash drive, mailed or delivered in a sealed envelope to:

Jefferson Health Information ExchangeATTN: RFP #13-03DCO520 Medical Center Drive, Suite 120Medford, OR 97504

2.8 Closing Date

Complete proposals must be received by April 17, 2013 at 11:00 a.m. PST.

2.9 Incurred Expense

JHIE will not be responsible for any expenses incurred by the Respondent in preparing and submitting a proposal.

3. Proposal Stipulations & Requirements

3.1 Contract Period

The awarded contract shall be valid for a 42-month period upon contract execution as follows:

Contract Period 1: June 1 to December 31, 2013 Contract Period 2: January 1 to December 31, 2014 Contract Period 3: January 1 to December 31, 2015 Contract Period 4: January 1 to December 31, 2016

The contract may be renewed for two (2), two-year extensions through negotiations between the Respondent and JHIE. Negotiation may be initiated no later than ninety (90) days prior to the termination of the current agreement.

3.2 Quantities

Respondents should call attention to the fact that, unless stated otherwise, the quantities given in the proposal are best estimates and must be scalable to accommodate increased transaction volumes and functionality over the duration of the contract.

3.3 Funding Out

The continuation of this contract is contingent upon funding appropriated by JHIE stakeholders and other revenue sources.

3.4 Mandatory Insurance Requirements

Prior to performing under this contract, the Contractor shall obtain the following insurance from insurance companies or entities that are authorized to transact the business of insurance and issue coverage in the State of Oregon, and are acceptable to JHIE. Coverage shall be


maintained in full force and at the Contractor’s own expense throughout the duration of this contract and all warranty periods. JHIE requires the Contractor provide:

Forty-five (45) days written notice of cancellation or material change of any policies. The Certificate of Insurance referencing the JHIE contract before any work is done

hereunder.

3.4.1 Workers Compensation

All employers, including Contractor, that employ subject workers, as defined in ORS 656.027, shall comply with ORS 656.017 and shall provide workers’ compensation insurance coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2). Contractor shall require and ensure that each of its subcontractors complies with these requirements.

3.4.2 Professional Liability

Contractor shall obtain and maintain at its own expenses for the duration of this contract Professional Liability Insurance with a combined single limit, or the equivalent, as set forth below. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. Full limits can be obtained by the purchase of one primary policy or a primary and excess policy as needed to provide the full policy limits. Such policy shall include coverage for losses arising from the breach of information security or cyber liability (including Technology Errors & Omissions, Network Security and Privacy Liability and Media Liability), whether combined with the Professional Liability policy or placed as a separate policy, but carrying the same limits of liability. Such coverage shall insure damage caused by error, omission, or negligent acts, including all prior acts without limitation, related to the professional services to be provided under this contract.

The policy shall be amended to include Independent Contractors providing Professional Services on behalf of or at the direction of Contractor. The definition of Contractual Liability shall be amended to state that liability under a contract of professional services is covered. Further, coverage shall be afforded for fraudulent acts, misappropriation of trade secrets, internet professional services, computer attacks, personal injury, regulatory actions, known wrongful acts, contractual liability, privacy policy, and insured versus insured.

Per occurrence limit for any single claimant: $2,500,000 / per occurrence limit for multiple claimants: $5,000,000.

3.4.3 Commercial General Liability

Commercial General Liability Insurance covering bodily injury, death and property damage in a form and with coverages that are satisfactory to JHIE. This insurance shall include personal injury liability, products and completed operations. Coverage shall be written on an occurrence basis. Contractor shall provide proof of insurance of not less than the following amounts:


$1,000,000 per person / $3,000,000 per occurrence.

3.4.4 Automotive Liability Insurance

Automotive Liability Insurance covering all automotive units used in the work with limits of not less than $100,000 each person and $300,000 each accident as to bodily injury and $25,000 as to property damage to others.

3.5 Non-Performance

In the event the Contractor does not fulfill its obligations under the terms and conditions of this contract, JHIE may purchase equivalent products on the open market. Any difference in cost between the contract prices herein and the price of open market product shall be the responsibility of the Contractor. Under no circumstances shall monies be due the Contractor in the event open market products can be obtained below contract cost. Any monies charged to the Contractor may be deducted from an open invoice.

3.6 Exceptions

Respondents may elect to take minor exception to the terms and conditions of this RFP as well as the contract template (Exhibit I) and must clearly state each exception in the Respondent’s proposal (Attachment D). JHIE will evaluate each exception according to the intent of the terms and conditions contained herein, but JHIE shall reject exceptions that create inequality in the treatment of Respondents. Exceptions shall be considered only if they are submitted with the proposal or before the date and time of the proposal opening.

3.7 Business References and Site Visit

Respondents must supply three (3) business references according to the instructions and form in Attachment 8.1. At least one of the references must be identified in the response as a health care customer, preferably a health information exchange organization and/or a federated clinical data hosting environment.

3.7.1 Site Visit

JHIE reserves the right to conduct site visits with the Respondent’s customer(s), especially those similar in size and hosting environment to JHIE. The Respondent’s references must be willing to accommodate a site visit by JHIE between April 29 – May 10. The Respondent must notify their customer references of the potential for a JHIE site visit during this timeframe. JHIE would anticipate meeting with the customer’s operational and technical leads and/or project manager(s) for each site visit it conducts.

3.8 Product Substitutions

All items or services delivered during the life of the contract shall be of the same type and manufacture as specified or accepted as part of the proposal unless specific approval is given by JHIE to do otherwise. Awarded vendors are highly encouraged to offer any like substitute product(s), especially if an opportunity for cost savings to the JHIE exists. In all cases, JHIE may


require the submission of written specifications for evaluation prior to any substitution approvals being granted.

3.9 Document(s) Execution

All signature forms required in this RFP shall be executed by a representative who has the legal authority to enter the organization into a formal contract with the JHIE.

3.10 Schedule for Performance of Work

All work described in these specifications shall be completed with reasonable promptness. As used in this Section, JHIE shall be the sole judge of the term “reasonable”. If the Contractor does not begin the work in a reasonable amount of time, they will be notified that if they fail to initiate the work promptly, the contract may be terminated and JHIE will forthwith proceed to collect for non-performance of work.

3.11 Personnel and Subcontractors

The successful Contractor represents that it has, or will secure at its own expense, all personnel required to perform the services required under this contract.

All of the services required hereunder shall be performed by the Contractor or under its direct supervision, and all personnel, including subcontractors, engaged in the work shall be fully qualified and shall be authorized under State and local law to perform such services.

Subcontracting is permitted under this RFP and the resulting contract; however, every subcontractor shall be identified in the proposal and agreed to in writing by JHIE or as are specifically authorized in writing by JHIE during the performance of the contract. Any substitutions in or additions to such subcontractors, associates, or consultants will be subject to the prior written approval of JHIE.

The Contractor shall be responsible for compliance by the subcontractor(s) with all terms, conditions and requirements of the RFP and with all local, State and Federal laws. The Contractor shall be liable for any noncompliance by any subcontractor. Further, nothing contained herein or in any subcontractor agreement shall be construed as creating any contractual relationship between the subcontractor and JHIE.

3.12 Method of Payment

JHIE will pay the Contractor based upon the agreed upon payment and fee schedule established in the contract.

3.13 Changes

Both parties may, from time to time, require changes in the services to be provided by the Contractor under the Scope of Work. Such changes, including any increase or decrease in the amount of the Contractor's compensation, which are mutually agreed upon by and between JHIE and the Contractor shall be incorporated in written amendments to the contract.


3.14 Migration of Hosting Environment

Upon contract execution, the Contractor must have documented migration procedures in place, which will govern the process for which to migrate the JHIE hosting environment to a new host at the end of the contract or as otherwise instructed by JHIE under the terms of the contract.

3.15 Interest of Contractor

The Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree in providing products or performing services required under this contract. The Contractor further covenants, that in the performance of this contract, no person having any such interest shall be employed.

3.16 Rights and Obligations

The rights and obligations of each party to this agreement shall not be effective, and no party shall be bound by the terms of this agreement, unless and until a valid executed contract has been approved by JHIE.

3.17 Assignment of Antitrust Claims

As consideration for the award and execution of this contract by JHIE, the Contractor hereby grants, conveys, sells, assigns, and transfers to the JHIE all of its right, title and interest in and to all known or unknown causes of action it presently has or may now or hereafter acquire under the antitrust laws of the United States and the State of Oregon, relating to the particular goods or services purchased or acquired by JHIE pursuant to this contract.

3.18 Gratuities

If it is found, after notice and hearing, by JHIE that gratuities (in the form of entertainment, gifts, or otherwise) were offered or given by the Contractor to any member of JHIE with a view toward securing a contract, or securing favorable treatment with respect to the awarding, amending, or the making of any determinations with respect to the performance of this contract, JHIE may, by written notice to the Contractor, terminate the right of the Contractor to proceed under this contract and/or may pursue such other rights and remedies provided by law or under this agreement; provided that the existence of the facts upon which JHIE makes such findings shall be in issue and may be reviewed in proceedings pursuant to the Remedies clause of this contract.

In the event this contract is terminated for this reason, JHIE shall be entitled (i) to pursue the same remedies against the Contractor, and (ii) to exemplary damages, as a penalty in addition to any other damages to which it may be entitled by law, in an amount which shall be not less than three, nor more than ten, times the costs incurred by the Contractor in providing any such gratuities to any such member, officer or employee. The amount of such exemplary damages shall be in the sole discretion of JHIE.

3.19 Affirmation

The Contractor must affirm that within the past five (5) years the firm or any officer, controlling stockholder, partner, principal, or other person substantially involved in the contracting


activities of the business is not currently suspended or debarred and is not a successor, subsidiary, or affiliate of a suspended or debarred business.

3.20 Service Levels and Failure to Perform

3.20.1 Service Levels

The parties shall agree to certain Service Levels to be incorporated into the Agreement as performance standards including metrics as defined in Section 5.3. The Contractor recognizes that its failure to meet Service Levels may have a material adverse impact on the business and operations of the JHIE and that the damage from the Contractor’s failure to meet a Service Level is not susceptible of precise determination. Accordingly, in the event that the Contractor fails to meet a Service Level, in addition to any remedies available to JHIE under this Agreement, JHIE may (i) elect to recover Service Levels Credits as agreed to by the Contractor, (ii) in case the failure is a material breach which will constitute cause for termination, recover any actual damages suffered by JHIE (in addition to already received Service Level Credits), and (iii) terminate this Agreement, provided the failure constitutes cause for such termination.

3.20.2 Service Level Failure

In the event of a Service Level failure, within five (5) business days (or such longer period as may in a particular case be reasonably agreed by the Parties) of receipt of a notice from JHIE with respect to (1) failure to meet a Service Level for any of the Services or (2) the repeated failure to provide Services in accordance with the Service Levels, the Contractor shall (i) perform a root-cause analysis to identify the cause of such failure, (ii) correct such failure, (iii) provide JHIE with a report detailing the cause of, and procedure for correcting, such failure, and (iv) provide JHIE with reasonable evidence that such failure will not reoccur.

3.20.3 Service Level Credits

In the event, during any calendar month, that the Contractor fails to meet any Service Level, then the following month’s installment of the contract price shall be reduced to compensate JHIE for the diminution in performance in accordance with the Service Level Credits (disincentives) process for each such Service Level failure. For the avoidance of doubt, the termination rights shall apply in addition to the foregoing remedy.

In addition to the remedies provided herein, the Contractor shall work immediately and continuously to correct the Service Level failure.

3.21 Remote Processing

Contractor will provide remote processing services in a timely, professional, competent, businesslike and commercially reasonable manner. The warranties above apply with equal force to the remote processing.


3.22 Pricing

The Contractor agrees to provide JHIE with Most Favored Customer Pricing for all Deliverables under this Agreement. Most Favored Customer Pricing shall mean that the Contractor represents and warrants that the price for the sale and license of each Deliverable shall be at least as favorable to JHIE as the purchase price provided to any other customer purchasing goods substantially similar to the Deliverables in similar quantities. If at any time during the Agreement, the Contractor's selling price of substantially similar Deliverables in similar quantities is lower than the applicable purchase price under this Agreement, the Contractor shall promptly notify JHIE of such lower price and the purchase price of such Deliverable shall be reduced retroactively for any Deliverable not yet delivered or paid. The JHIE reserves the right to procure hardware on its own, should it deem such action to be cost-effective.

3.23 Confidentiality

All information or data relating to the business or operations of JHIE acquired by the Contractor pursuant to, or in connection with, an agreement stemming from an award of a contract or the Contractor’s performance thereunder, shall be treated by the Contractor as proprietary to JHIE. The Contractor will hold such information in strict confidence and shall not disclose to any other person or entity whatsoever by the Contractor without JHIE’s prior written permission. Without limiting the generality of the foregoing, the Contractor shall, at a minimum, take such measures to preserve the confidentiality of JHIE’s proprietary information and data as it usually and customarily takes to preserve the confidentiality of its own proprietary and/or confidential information and data.For purposes of this section and without limiting the generality of the foregoing, it is expressly agreed and acknowledged by the Contractor that the following described information or data are proprietary to JHIE and are legally protected under Oregon (and, in some cases, federal) law. Such information shall be held by the Contractor in strict confidence, and, accordingly, shall not be disclosed by the Contractor to any other person or entity without the JHIE’s prior written consent and authorization:

Information relating to the identity of any resident, patient, business operation (i.e., users, participant, or members) of JHIE;

Information relating to any services provided by the users, participants, and/or members of JHIE to any such resident or patient;

Information relating to the diagnosis and/or treatment of any such resident or patient; and/or,

Information relating to any amounts charged to, or funds received from any user, participants, and/or members of JHIE including any health care provider or any third-party payer with respect to any services provided to any of its residents or patients.

The Contractor agrees to indemnify, defend, and hold harmless JHIE for and with respect to any losses, liabilities, costs, and/or expenses incurred by JHIE as a result of any breach by the Contractor or any of its employees, Contractors, or agents of any of the provisions of this section.


3.23.1 Confidentiality of Protected Health Information

The Contractor will be expected to abide by all applicable HIPAA and HITECH regulations as part of executing the work defined herein. The parties agree that the services to be performed involve the disclosure of protected health information for purposes related to treatment, payment and operations as defined by HIPAA as the same may be amended from time to time, and all other laws and regulations relating to the privacy of patient information, and that such information shall not be disclosed. It will be required that the Contractor execute Business Associate Agreements with JHIE and other JHIE Participants in accordance with HIPAA.

3.24 Contract Documents

The entire Agreement entered into by JHIE and any Respondent is inclusive of all documents associated with this RFP and the Respondent’s proposal. In the event there is any discrepancy between any of these contract documents, the following order of documents governs so that the former prevails over the latter:

Contract and Exhibits Request for Proposal Specifications or Respondent’s response to Scope of Work Definitions & bidding conditions Respondent’s proposal Special instructions

The contract may be amended from time to time, in writing, by mutual agreement of the parties.

3.25 Assignment

The contract shall not be assigned except by express written consent from JHIE.

4. Proposal Evaluation Process

4.1 Evaluation of Bids

Bids will be evaluated as follows:

Compliance with bid documents Completeness of proposal Contractor qualifications Price References


4.2 Basis of Award

JHIE reserves the right not to award this RFP, to reject any or all proposals in whole or in part, to make multiple awards, partial awards, award by types, item by item, or lump sum total, whichever may be most advantageous to the JHIE. The intent though is to award this contract to one (1) Respondent.

Responses should be submitted initially with the most favorable terms that the Respondent can propose. JHIE shall award this contract to the most responsible and responsive Respondent who best meets the terms and conditions of the proposal. The award will be made on basis of price, proposal evaluation, and prior history of service and capability.

Respondents submitting proposals may be afforded an opportunity for discussion and revision of proposals. Revisions may be permitted after submissions of proposals and prior to award for the purpose of obtaining best and final offers. Negotiations may be conducted with responsible Respondents who submit proposals found to be reasonably likely to be selected for award. The contents of any proposal shall not be disclosed so as to be available to competing Respondents during the negotiation process.

4.3 Criteria and Scoring

The Proposal Review Committee (PRC) will review all proposals submitted in response to this RFP. The PRC is comprised of a group of JHIE stakeholders with expertise in procurement, contract management, budgeting, and technical operations. Each proposal will be evaluated to determine if it meets the mandatory RFP provisions. Any proposal failing to meet those requirements is subject to immediate disqualification without further review. Potential contractors will be recommended to the JHIE Board of Directors.

4.4 Additional Grounds for Selection

Experience and reputation of the Respondent and its proposed subcontractor(s) Expertise in developing, implementing, operating or supporting a health information

exchange project Capacity to meet requirements (corporate size, financial condition, etc.) Location (geographically appropriate to meet contractual requirements) Economic considerations, including the quality and cost-effectiveness of the proposal

5. Scope of Services

All responses to the scope of service requirements shall be offered in a manner that provides the highest level of quality and responsiveness in the most cost effective way. JHIE seeks a Contractor who is fiscally conscious and will work collaboratively with JHIE to ensure JHIE participants are well served in a highly secure environment that is affordable and sustainable.


5.1 Data Center Hosting

JHIE will be requiring a data center hosting solution, including data center operations. These capabilities will be purchased as Managed Services. The requirements below outline these capabilities. The response to this section shall fully describe how the Respondent will support these requirements and/or provide an alternative or improved approach for these services.

The Respondent shall define its capabilities and implementation plans for each of the following requirements:

a. Provide the hosting environment, including facility, database administration, security protocols and monitoring processes.

b. Provide the necessary hardware, software, and the third-party software required to operate the system and configure them to full utilization of all functions and specifications so that the system shall meet the performance requirements including volume, scalability and response time service levels.

c. Provide Internet connections and redundant network bandwidth; include drawing(s) of connections and network redundancy.

d. Demonstrate ability to stand up additional web servers and servers as necessary.e. Monitor interface queues and databases once the services are deployed in production

capacity.f. Provide a schedule and duration for planned outages/scheduled downtimes and

remediation plan; and communication plan for unplanned outages, which will be prior approved by JHIE.

g. Provide back-up and fail-over processes and method of calculating availability. The service availability must be 99.9% calculated on a quarterly basis.

h. Document backup procedures and rotations for period to-date including daily, weekly, monthly, and quarterly backups; and test each period with a restore within the thresholds established.

i. Perform and test live backups for all environments to include validated restore. j. Document and maintain Business Continuity and Disaster Recovery (DR) procedures

across multiple time zones for recovering the system to specified service levels in the event of a disruptive event. Recovery Point Objective is defined as no more than two (2) business days for the production databases.

k. Describe restart and fail back procedures for the data vault configuration.l. Demonstrate experience with hosting and maintaining a federated data environment

and provide a summary of the risks and your proven mitigation strategies. m. Provide a project plan, including tasks, milestones, deliverables and responsible parties

within ten (10) business days of contract execution.n. Complete all production go-live activities within ten (10) weeks of contract execution.


5.1.1 Hardware

Hardware includes servers, storage and other peripherals including racks, cable management trays, network-attached storage, etc. Hardware also includes sublicensed software such as operating environments (OS), data base management systems (DBMS) and utilities needed to operate servers and client devices including workstations, laptops, and hand held devices. The Respondent shall distinguish in its proposal hardware that will be purchased to implement the JHIE hosting environment from existing hardware that it will leverage to perform the requirements of this RFP and the resulting contract.

5.1.2 System Operations

The data center hosting solution needs to be available on a 24 hours per day 7 days per week, 365 days per year basis with operations reports provided to JHIE.

5.1.3 System Security

Per the HIPAA Security regulations and in accordance with Federal Information Processing Standards (FIPS) 199 and 200 and National Institute of Standards and Technology (NIST) SP 800-53, the Contractor must develop system security documentation including:

Risk Assessment System Security Plan Disaster Recovery Plan Configuration Management Plan Security Testing and Evaluation Procedures

Respondent shall provide in its proposal:

a. Assurances that it will provide evidence of adherence to all system security documentation within 15 days of contract execution.

b. A description of how it will secure the JHIE environment with regard to each of these security requirements.

c. A description of ongoing monitoring and maintenance to manage threats and mitigate security risks.

d. A description of capabilities for off-site data storage and a hot site, which has the necessary hardware to back-up the hosting environment; as well as tape backup as a second line of defense.

e. A description of methods for testing and updating these plans on a routine basis.

f. A description of its plan for Disaster Recovery, including restoration activities for the infrastructure, hardware, and applicable software; failover of primary equipment, network diversity, failover to remote locations, and fail back capabilities to the primary equipment and location; and expected recovery times.


The Contractor shall provide JHIE with the SAS-70 version of its Business Recovery Plan on the effective date of this Agreement and as requested during the contract term. The Contractor shall continuously improve its business recovery processes to facilitate the continuity of its services to JHIE including actively reviewing new technology in the industry, hardware and uninterruptible power supply.

5.1.4 Data Center Hosting Requirements

The Respondent must complete the following table by attesting to their capability to support each of the data center hosting requirements (Y=Yes, N= No, or P=Planned). If the capabilities are planned, include a production date. If the Respondent has other acceptable or equivalent capabilities, which will satisfy these requirements, it should specify these in the “Respondent Recommended Modification” column for consideration by JHIE.


Table 1: Data Center Hosting Solution Requirements

Requirement SupportedY/N/P

Respondent Recommended

ModificationSample Requirement P (6/1/14) In the interim, XYZ

solution is offeredSystem Operations24x7 Operations Business continuity testingThe primary data center host will implement all hardware equipment in racks that will include the network core as well as the application hardware and Storage Area Network (SAN) storage. The secondary data center will implement all hardware equipment in racks to include secondary network equipment and the backup SAN data vault.The primary and secondary data centers should be located at least 250 miles apart so that they would not be impacted by the same catastrophic event.Power sourced from different power grids in the geography. At least two different power distribution units (PDUs) in each room. All hardware recommended must support redundant power supplies. Raised floor that is 18” or higher with wire basket cable management under the floor that does not impede air flow.Monitor air flow, temperature and humidity control.Provide generator backup. Demonstrate fuel delivery contracts that provide service guarantees or pre-positioned fuel supplies for 2-3 weeks.Provide un-interruptible powers supplies (UPS) to support the room with transfer switches that can automatically transfer between the utility and generator. The UPS will smooth power spikes from the utility and the transfer from utility to generator. Provide robust physical security in the room including logged access and video surveillance.Provide FM200 fire suppression or equivalent that does not ruin equipment with water to suppress fire and supports required uptime metrics.Provide dual and diverse Internet Service Provider capability.Provide rack and room monitoring and logging for power consumption, spikes, temperature, and humidity control.Comply with all HIPAA related Security and Privacy Regulations as Amended January 2013.

Data Storage Management


Requirement SupportedY/N/P

Respondent Recommended

ModificationManaged Network Services – Internet Service Provider provisioning, monitoring, and troubleshooting.

Internal network bandwidth monitoring and troubleshooting including guaranteed quality of service.

Hardware monitoring and troubleshooting including system administration for operating systems, application systems firmware, and vendor relations.

Interface managementReport SLA performance against standard, including network availability, system availability, system response, escalation effectiveness, system maintenance, security compliance, web interface availabilityOperations StaffingProvide adequate operations staffing to meet all requirements, including (but not limited to): Database administrators, Networking Engineers, System Administrators, Support Engineers, Management Oversight.Business Continuity and Disaster RecoveryPlan for failover of primary equipment, network diversity, failover to remote locations, and fail back capabilities to the primary equipment and location.Identify expected recovery times, then verify yearly with testing and documented testing results. Complete system security documentation per the HIPAA Security regulations and in accordance with FIPS and NIST standards; with mitigation strategies implemented.Provide business continuity services including: remote data vaulting, failover, restart, and rollback procedures, testing, and execution.The system is available to all users (99.9% quarterly) even if all the hardware is not up.Live backups shall be performed and tested for all environments to include validated restore. Documentation for the backup procedures as well as for the restore tests shall be provided and included with the disaster recovery plan. Include rotations for period to-date including daily, weekly, monthly, and quarterly backups and each of these periods needs to be tested with a restore within the thresholds established.

5.2 Help Desk and Technical Support

The Contractor provide Help Desk Services that is properly resourced to provide 24/7/365 support and includes a toll free number, web-based ticket reporting system, and a dedicated email address that is adequately monitored.


The Respondent’s proposal shall:

a. Identify the geographical location of the help desk/support center. b. Provide a technical support model that includes tiers or levels of support that may be

accessed by users of the services.c. Define how the Contractor will acknowledge and respond to phone calls, emails and

web-reported tickets within 20 minutes of receipt during normal business hours of 07:00 to 19:00 Pacific Standard Time and within 45 minutes outside of normal business hours.

d. Supply criteria for prioritizing the severity of a call, web-based ticket or email and categorizing with specific response, escalation and resolution times based on the severity indicated.

e. Define the training plan for health desk/support service personnel so that they are informed and educated on the JHIE project, services and resources to address the JHIE customer’s needs.

f. Describe plans for notifying key JHIE personnel and stakeholders of issues, outages, risks, breaches, etc.

g. Describe the proposed process that will be used to resolve issues that require coordination with JHIE’s application service provider, Medicity.

h. Describe the process for communicating to the customer that a reported issue is not due to a system problem or “bug”, but should instead be categorized as a system enhancement or Change Control request.

i. Define the coordination that will occur with the Contractor’s personnel to address and communicate issues across teams (i.e., teams responsible for help desk/technical support versus the technical team responsible for bug fix and/or change control prioritization and implementation).

All calls to the Help Desk shall be logged in a Problem/Incident Tracking System available to JHIE staff. The Problem/Incident Tracking System will contain a log of problems and detailed problem history reports. Problem and resolution documentation will, at a minimum, include:

a. Question or Problem documentation evaluated as either: System problem with severity level 1, 2, 3, or 4 User question – user support required Future enhancement/update request requiring a change request

b. Resolution or outcomec. Support staff assignedd. Documentation with time and date stamps for all interactions, including confirmation of

customer acknowledgement of issue resolution

The Contractor should describe the capabilities of their Problem/Incident Tracking System including queries and reports. This Problem/Incident Tracking System including all Problem


Reports will be accessible by JHIE electronically (web access) and be searchable by types of call, date/time, end user, device and applicable system to find information about problem, problem severity, status, and resolution.

The Help Desk will respond to support requests based on the service levels defined in Table 2 based on the assigned severity level; or as otherwise defined in the contract. The Respondent shall:

a. Provide definitions for each of the severity levels (1 through 4) based on their current support model.

b. Define how it will make decisions regarding the assignment of severity level.

c. Describe how it will assign appropriate technically qualified personnel and/or subject matter experts (SME) based on the severity level.

d. Provide onsite problem resolution at no additional cost if the assigned severity service level resolution time is at risk or has past.

5.3 Service Level Agreement Requirements

The Contractor must agree to the following service levels and standard operating procedures. The Respondent may provide alternative service levels to those presented in the table below. Such alternatives must be defined and rationale for the recommended change must be provided for consideration by JHIE. If the Respondent is recommending an alternative service level because they are unable to meet a level defined by JHIE, it must be clearly stated in the Respondent’s proposal.

Refer to Service Level Metrics on the following page.


Table 2: Service Level Metrics

Metric DefinitionService Level

Benchmark

Reporting Frequency

Data Center Hosting

System Availability % of scheduled uptime hours that the Production System is available for use 99.9% Monthly

Interface Availability % of scheduled uptime that an interface is available 99.9% Monthly

Monitoring Average queue depth per interface less than 250 messages 90% Monthly

Non-Scheduled Maintenance

% of time non-scheduled maintenance is performed with 24 hour notification of system downtime 99.9% Monthly

Scheduled Maintenance

% of time scheduled maintenance is performed between the day(s) of the week and hours of the day agreed upon, and with not less than 24 hours notice in the contract

99.9% Monthly

Critical Patch LagTime between general availability of critical operating system or security patch and implementation

30 days Quarterly

Non-Critical Patch Lag

Time between general availability of non-critical operating system or security patch and implementation

90 days Quarterly

Data Availability Average time for an inbound message is received to the time it is made available for query

90% <30 Minutes Monthly

Upgrades or Enhancements

Release Notes documentation will be provided, as applicable

At Test System Release

As Needed

Disaster Recovery

Disaster Recovery

Production fail over tests shall be performed to include network redundancy, production system redundancy, SAN redundancy, interface redundancy, and the ability to connect to the redundant platform.

100% Test Success Quarterly

Quarterly

Disaster Recovery

Recovery Point Objective is defined as no more than 2 Business Days of data interruption for Production database(s) with the expectation is that all data is recovered

As Needed As Needed

Disaster Recovery

Recovery Time Objective is defined as no more than 5 Business Days for the duration of time allowed to fully recover the Production environment (Database, Web and Application servers) to the DR environment from the time the disaster event declaration occurred

As Needed As Needed

Disaster RecoveryA successful DR drill will be conducted at 12 months of production go-live to include complete data recovery within a 5 Business Day period

12 months from prod go-live

13 months from prod go-live


Metric DefinitionService Level

Benchmark

Reporting Frequency

Help Desk & Incident Response

All Call Acknowledgement Time

All issues reported to the Help Desk require a verbal or electronic technical support response within 20 minutes from the time the issues is reported (45 minutes outside of business hours)

>90% Monthly

All Ticket Response Time

All issues reported to the Help Desk shall be assigned a ticket number and severity level and communicated to the customer within 30 minutes from the time the issue is reported (60 minutes outside of business hours)

>90% Monthly

Severity 1 Update Status updates will be provided every 6 hours >90% MonthlySeverity 1 Resolution Incident will be resolved in <=2 Business Days >95% Monthly

Severity 2 Update Status updates will be provided every 24 hours >90% MonthlySeverity 2 Resolution Incident will be resolved in <= 5 Business Days >95% Monthly

Severity 3 Update Status updates will be provided every 2 Business Days >90% Monthly

Severity 3 Resolution Incident will be resolved in <= 10 Business Days >90% Monthly

Severity 4 Update Status updates will be provided every 2 Business Days >90% Monthly

Severity 4 Resolution Incident will be resolved in <= 15 Business Days >90% Monthly

First Call Resolution Rate

% of incident calls to Help Desk that will be resolved by the Help Desk during the call >25% Monthly

Call Abandon Rate % of calls to Help Desk that reach the IVR queuing message that will be abandoned by the caller <15% Monthly

Call Response TimeAverage time delay from when a caller reaches the queuing message, until the call is answered by a live support attendant

<5 minutes Monthly

6. Deliverables

The Contractor shall be responsible for completing the following deliverables within the scheduled timeframes. Phasing, timing and content of the deliverables will be proposed in the Respondent’s response to the RFP. The Respondent shall specify any risks or contingencies it believes to affect adherence to the deliverables schedule.


Table 3: Deliverables

# Deliverable Schedule

1Hardware Inventory (distinguish between that which will be leveraged and that which will be purchased)

Draft submitted with RFP response ; final with contract

2 Staffing Plan Draft submitted with RFP response ; final with contract

3 Data center schematic and network drawings (final for JHIE)

Draft submitted with RFP response; final within 10 days from contract execution

4

Project Implementation Plan (includes: project management plan; system build plan; configuration management plan; interface plan)

Draft submitted with contract; final within 10 days after contract execution and updated every 30 days thereafter until final acceptance

5 Escalation Procedures & Activities Draft submitted with the contract, final 30 days after contract signing

6 Risk Management Plan (includes risk register)

Draft submitted with contract; final submitted within 30 days contract execution and updated monthly

7 Service Level Agreements & Service Level Metrics

Draft submitted with contract; reporting to begin 30 days after go-live

8 System Problem Log and Problem History Reports According to service level agreement

11

Evidence of adherence to all system security documentation (includes: risk assessment; system security plan; disaster recovery plan; configuration management plan; security testing and evaluation procedures)

Completed within 15 days of contract execution

9 Acceptance Test Plans Completed within 30 days of contract execution

10 Test Environment Implementation Completed within 45 days of contract execution

15 Business Continuity Plan Completed within 45 days of contract execution

12 System Testing & User Acceptance Completed within 70 days of contract execution

13 Production System Implementation & Go-Live

Completed within 75 days of contract execution

14 Maintenance Plan Completed within 75 days of contract execution


7. Corporate Capabilities

The Respondent shall document its corporate capabilities describing the experience, capabilities, and technology of the organization(s) proposed. The Respondent shall specify any direct experience with the type of requirements identified for JHIE as well as its prior experience supporting health information exchange (HIE) activities using a federated data storage model.

5.4 Mandatory Requirements

The Respondent must have experience providing a hosting solution for at least one health care organization that includes storage and management of protected health information (PHI). The Respondent must attest to having implemented security requirements, policies, procedures, documentation, and protocols as defined by HIPAA, NIST and FIPS for securing PHI.

7.1 Corporate Organization

The Respondent shall provide a corporate organization overview to include all components defined in sections a. through g. below. If the Respondent is proposing to use subcontractor(s), the information required in this section must also be completed for each subcontractor.

a. Legal business name as well as relevant “doing business as” namesb. Brief overview of the organization and its missionc. Primary lines of business/core capabilitiesd. Location of incorporation (State and Country)e. Type of business (S-corp, LLC, etc…; privately or publically held)f. Number of years in businessg. Other relevant information to facilitate JHIE’s understanding of the organization and its

experience.

7.2 Disclosures

The Respondent shall disclose if it is presently indicted for or otherwise criminally or civilly charged with commission of any of the offenses enumerated in this section. The information for this section is to be provided for the Respondent, directors, and any officers, principles or owners, as currently constituted; any predecessor companies (including any companies the Respondent has acquired); any parent, subsidiary or other affiliated companies, and any subcontractors named in the Respondent’s proposal.

7.2.1 Convictions or Judgments

Disclose if the Respondent or any of the proposed subcontractors has, within the last seven (7) years been convicted of or had a judgment rendered for commission of:

a. Fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a transaction or contract;


b. Violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

7.2.2 Legal Proceedings, Lawsuits or Regulatory Actions

Disclose if the Respondent or any of the proposed subcontractors has, within the past seven (7) years, been involved in any legal proceedings, lawsuits or governmental regulatory actions regarding any demands for assurance, performance deficiencies, notices to cure, failure to perform, termination for cause or default.

7.3 Corporate Resources

The Respondent shall complete the following table denoting the number of full-time equivalent personnel under each category for the entire organization for those to be assigned to JHIE. A separate table shall be completed for the prime and each subcontractor, as applicable:

Table 4: Personnel Table in FTEs

7.3.1 Key

Personnel

All key personnel proposed by the Respondent as well as any subcontractors shall have the relevant experience, qualifications and knowledge which enable the individual(s) to successfully provide the services described within the Scope of Work. Key personnel at a minimum shall include individuals for the personnel positions listed in Section 8.3.1.1 will have responsibility for Contract performance. Support/clerical/administrative staff are not considered “key personnel”.

7.3.1.1 Staffing Plan

The Contractor will be required to provide a Staffing Plan at Contract execution. The Respondent shall describe the staffing plan proposed to support JHIE,


RESPONDENT/SUBCONTRACTOR NAME:

Personnel Category# FTEs TotalOrganization

# FTEs Proposed for JHIE

Implementation Support

Maintenance Support

Customer Center

Research and Development

Marketing and Sales

Administration

Data Center Operations

Other (specify)

Total Employees

including the roles and responsibilities of each staff proposed to support the Scope of Work, including, but not limited to:

Database Administrators Network Engineers System Administrators Support Engineers Network Analysts Management Oversight (including project management, contract

management, customer support, and executive leadership)

The Respondent should provide the following information for each key personnel and indicate if any key personnel will be provided by subcontract:

a. Provide a resume for each key personnel which demonstrates the person possesses an understanding and the experience required to perform the services as required by the Scope of Work;

b. Identify the specific responsibilities each key personnel as it relates to this Contract, to include the percent of time, on a contract period basis for each of the three contract years as defined in Section 3.1, that will be dedicated to Contract performance;

c. List all experience in the last five (5) years, on which each key personnel has worked on services like or similar to the Scope of Work.

d. Provide an organizational chart showing the staffing and lines of authority for the key personnel, including subcontractors, to be used in this Contract. Clearly identify reporting lines and oversight for each of the key personnel.

If the Respondent is proposing to use subcontractor(s) for any services provided by key personnel, indicate the name of the subcontractor, how the Contractor will provide oversight of the subcontractor(s) to ensure successful Contract performance Include the primary Contractor individuals responsible for overseeing subcontractor performance.

7.4 Corporate Financial Profile

The Respondent shall provide a copy of the previous year's audited financial statement.

The Respondent shall complete the following Company Profile table for the prior to fiscal years and for the current fiscal year to date. A separate table shall be completed for the prime and each subcontractor, as applicable:


Table 5: Company Profile

RESPONDENT/SUBCONTRACTOR NAME:

Company Profile 2011 2012 2013

Gross Revenue

New Sales Revenue

Other Revenue

Net Revenue (Revenue – Expenses)

R&D Budget

8. Pricing

Prices and/or rates shall remain firm for the term of the contract, unless further negotiations are deemed necessary by JHIE.

The pricing policy the Respondent chooses to submit must address the following concerns: The structure must be clear, accountable and auditable. It must cover the full spectrum of services required. Costs and compensation must be consistent with the rates established or negotiated

as a result of this RFP.

8.1 Pricing Worksheet

Respondent shall complete the required Excel workbook (Attachment 9.3), which contains three tabs as described in the following sections. These worksheets include formulas for totaling; the Respondent should not attempt to change the total fields.

8.1.1 Pricing Proposal

This worksheet includes two sections.

The first section requires pricing by deliverable. JHIE seeks to receive fixed price proposals for these deliverables and has established payment terms based on the percent paid for each milestone completed under each of the deliverables set forth in this RFP. These deliverables are to be completed in the first six months of the contract (June 1, 2013 to December 31, 2013) and include:

Data Storage, Hosting, Administration & Support Environment Setup & Implementation

Hardware Test Environment Implementation System Testing & User Acceptance Production System Implementation & Go-Live


The Respondent shall enter the total cost for each deliverable in the highlighted fields. The total hardware cost (field D9) must match the Total line in the Hardware tab. The percentage paid upon each milestone will calculate automatically.

The second section requires pricing for ongoing costs, which will recur over the 42-month contract period. These ongoing costs include:

Personnel Data Center Hosting & Maintenance Call Center/Help Desk

The Respondent may include other costs for JHIEs consideration; however, these costs must be justified in the budget narrative and specified in the pricing worksheet. The Respondent shall enter terms and pricing into each of the highlighted fields. The Year 1 contract cost will calculate automatically (field C36).

8.1.2 Hardware

The hardware worksheet requires that the Respondent document all hardware to be purchased under the contract, including item number, description, number of units to be purchased and a purchase price. The total price will be automatically calculated when the quantity and unit price is entered. The Respondent should not attempt to change the total price.

Do not include in the hardware pricing worksheet existing hardware that the Respondent plans to leverage.

Rows may be added to this worksheet if the Respondent requires additional space; however, lines added will not automatically total based on the quantity and unit price. The Respondent must copy the formula into added rows from the previous line and double check that the total line is capturing all rows to ensure that the total hardware cost calculates properly.

The total hardware cost line must match the hardware cost line in the pricing proposal (field D9).

8.1.3 Task Assignment Rates

From time to time JHIE may exercise task assignments for additional work to be performed by the Contractor upon mutual agreement. JHIE seeks to understand the personnel rates associated with individuals who may be assigned to the JHIE project. Complete this worksheet by providing the personnel, position classification and hourly rate for all personnel to be assigned to the Contract.

8.2 Budget Narrative

Respondent shall submit a budget narrative in Word document format, which provides a complete description of all costs presented in the pricing worksheets. The narrative must include a description of costs for each contract period as defined in Section 3.1.


9. Attachment(s)

9.1 References

Respondent Name: ___________________________________________________________

Provide three (3) references with accurate contact information. References must be able to verify the quality of your previous work in the proposed area of work. Identify which reference (s) has been selected and notified, for a site visit by JHIE (per Section 3.7).

REFERENCE 1: Telephone:Organization Name:

Fax:Email:

Contact Person: Project Title, Summary, and Outcomes:Contract Amount:Dates of Service (project start/end dates):


Fax:Email:

Contact Person: Project Title, Summary, and Outcomes:Contract Amount:Dates of Service (project start/end dates):


Fax:Email:

Contact Person: Project Title, Summary, and Outcomes:Contract Amount:


Dates of Service (project start/end dates):


9.2 Signature Page

RESPONDENT’S SIGNATURE FORM

NAME OF RESPONDENT: ________ ___

SIGNATURE OF AUTHORIZED PERSON: __________ ___

NAME OF AUTHORIZED PERSON: _________________

TITLE OF AUTHORIZED PERSON: __________

STREET NAME AND NUMBER: _________ __

CITY, STATE, AND ZIP CODE: __________ _

CONTACT PERSON: _________

TITLE OF CONTACT PERSON: __________ ___

TELEPHONE NUMBER: _________

EMAIL ADDRESS: ________________________________________________________________

FAX NUMBER: ________

DATE: ________

RESPONDENT’S FEIN: __ ____

PAYMENT TERMS: ________


9.3 Pricing Workbook


10. Exhibit I – JHIE Agreement (Contract) Template
