REQUEST FOR PROPOSALS Issued By
COUNTY OF PEORIA
PURCHASING DIVISION
PEORIA COUNTY COURTHOUSE 324 MAIN ST * ROOM 501 PEORIA, ILLINOIS 61602 PHONE (309) 672-6931 * FAX (309) 495-4608
Sealed proposal will be received at the Purchasing Office, Peoria County Courthouse, Peoria, Illinois until June 30, 2015 at 2:00 PM for the goods or services described herein. ELECTRONIC MEDICAL RECORDS SYSTEM IT Services Bid #80-02-15
Company Name ______________________________
TABLE OF CONTENTS LEGAL NOTICE ...................................................................................................................1 GENERAL INFORMATION ................................................................................................2 SIGNATURE SHEET* .......................................................................................................3 GENERAL INSTURCTIONS ...............................................................................................5 NON COLLUSION AFFIDAVIT* ....................................................................................17 EEO INFORMATION ...........................................................................................................18 CC-1 APPLICATION FOR EEO CERTIFICATION ...........................................................20
Other documents for this RFP include, the Scope of Work -RFP Parts I-VI located at the end of the documents listed above and Requirements Part VII - VIII*, posted/sent as a separate document to be filled out electronically. The Requirements Part VII - VIII is required to be included with your submission. The format of the Requirements Part VII - VIII shall not be altered in any way.
*These forms must be included within your proposal. If applying for EEO certification or recertification, please include a copy of the CC-1 form with your bid and send the original and fee to the City of Peoria, 419 Fulton Street, Room 303, Peoria, IL, 61602. If you have a current EEO certification number, include the number on the Signature Sheet where indicated. See "EEO Information" for further explanation. Vendors who have downloaded this bid/RFP document are encouraged to submit a bid registration form to be notified directly of additional information or addenda that may be issued. The registration form can be found online under the Finance Department, Information Library. Please do not include the General Information, General Instructions to Bidders, specifications, or any other unnecessary literature (catalogs, pamphlets, etc.) with your submittal unless specifically requested to do so. If your bid/RFP packet does not contain all pages listed above, please contact the County Purchasing office at
[email protected]. Be sure to include the bid/RFP name and number on any correspondence and on the outside of your submittal envelope in the lower left-hand corner.
LEGAL NOTICE REQUEST FOR PROPOSALS The County of Peoria is currently accepting proposals for the following goods or services:
ELECTRONIC MEDICAL RECORDS SYSTEM IT SERVICES RFP # 80-02-15 Pre proposal meeting: June 2, 2015 @ 10:00 am CST Heddington Oaks Nursing Home 2223 W. Heading Avenue West Peoria IL 61604 Proposals will be received until: June 30, 2015 at 2:00 pm CST
At the following location: Peoria County Courthouse Purchasing Office 324 Main Street, Room 501 Peoria, IL 61602
All questions must be submitted in writing to: Jim Smith, CPPO, CPPB Peoria County Finance 324 Main Street, Room 501 Peoria, IL 61602 Fax: 309-495-4608 Email:
[email protected]
Bid documents and information may be obtained from the County website at www.peoriacounty.org or by contacting the Purchasing office at
[email protected]. Peoria County reserves the right to accept or reject any and all bids and to accept the bid that is determined to be in its best interest.
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GENERAL INFORMATION INTRODUCTION The County of Peoria is currently accepting proposals from qualified vendors for an Electronic Medical Records System. RFP INFORMATION Sealed proposals – 9 hardcopies including one with original signatures (please mark as original) and a complete copy of your proposal on CD or flash drive – will be accepted by the County of Peoria, Purchasing Division, Courthouse, 324 Main Street, Room 501, Peoria, Illinois, 61602, until 2:00 p.m. on June 30 , 2015. Proposals shall be submitted in a sealed envelope or package with the RFP name and number and the due date and time marked on the outside. The vendor's name and return address should also be included on the outside of the envelope. Please list any proprietary information on the e copy in a separate file and mark as such. RFPs received after the stated date and time will not be considered and will be returned to the bidder unopened. Faxed RFPs are not acceptable. RFPs will be opened and publicly recorded immediately following the closing time set for the receipt of RFPs. Respondents will be recorded. All other information including cost will be held confidential until an award is made. These are minimum specifications. The County reserves the right to waive technicalities and accept the RFP that best suits its needs. AWARD OF RFP An award will be made to the respondent whose proposal is rated the highest by a selection committee after specific selection criteria have been evaluated and whose offer is deemed to best meet the needs and interest of the County and its citizens. QUESTIONS All questions regarding this solicitation must be submitted in writing and directed to: Jim Smith CPPO, CPPB Peoria County Finance Office 324 Main Street, Room 501 Peoria IL 61602 Fax: 309-495-4608 Email:
[email protected] Vendors may not contact any other County Departments or Staff with inquires regarding this RFP. SCHEDULE OF EVENTS RFP Issued
May 21, 2015
Pre-proposal conference June 2, 2015 @ 10:00 am CST Heddington Oaks Nursing Home, 2223 W. Heading Avenue, West Peoria IL 61604 Written Questions Due Responses Due
June 10, 2015 by 2:00 pm CST June 30, 2015 at 2:00 pm CST
Bid notices and bid documents are posted in the Ground Floor Break Area at the County Courthouse, 324 Main Street, Peoria, IL. 2
County of Peoria Signature Sheet EXECUTION OF THIS FORM CERTIFIES UNDERSTANDING AND COMPLIANCE WITH THE TOTAL BID PACKAGE. THIS FORM SHALL BE COMPLETED FOR THIS BID TO BE EVALUATED. Please print or type:
THIS BID SUBMITTED BY: Company Name: Authorized Agent Name & Title: Contact Person: Company Address: City, State Zip Code Daytime Telephone: Daytime Fax: Daytime E-Mail (if available): EEO Certificate of Compliance Num.: Addenda Received: _______
_______
_______
_______
_______
Attach statement that firm has sexual harassment and drug-free workplace policies in place. Attach statement of ability to meet the specified requirements of this invitation to bid.
Signature of Authorized Agent
Date
Peoria County reserves the right to reject any and all bids, to wave technicalities and select the equipment/services best suited to the county. DO NOT FAX OR EMAIL YOUR BIDS
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PLEASE NOTE: In the General Instructions to Bidders, the sections pertaining to Performance Bond (5-A), Prevailing Wage (22) Apprenticeship (23) shall not apply for this bid letting.
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GENERAL INSTRUCTIONS TO BIDDERS This document ("General Instructions to Bidders") is for your information and does not need to be submitted with your response. The terms "bid" and "proposal" or "RFP" are interchangeable when referenced in this document as are the terms "vendor" and "contractor." The information contained within this document may not pertain to certain types of professional or consulting services.
1.
Bid Submittals: Copies of the bid proposal form and other documents shall be submitted by bidders as noted or requested. This includes pamphlets and product literature when requested. All bid documents shall be submitted in duplicate unless otherwise noted. Submission of Bids: A.
Bids will be received until the time and date specified at the place set forth in the invitation to bid.
B.
Bids shall be submitted in a sealed envelope or package and shall be addressed as follows: County of Peoria Purchasing Division Courthouse, Room 501 324 Main Street Peoria IL 61602
Bidders are requested to write the bid/RFP name and number and the date and time the bid is due in the lower left hand corner of their envelope. Bids received at the above address after the deadline will be marked "Late" and will be returned to the bidder unopened. It is the Vendor's responsibility to ensure that the bid or proposal submission is received prior to the stated deadline no matter what method is used to submit the bid. 2.
3.
Preparation of Bid: A.
Bids shall be submitted on forms included in bid documents unless otherwise specified.
B.
All information request on bid forms shall be typewritten or written in ink. Where both written words and numerical figures are required, the written words shall apply in the event of a conflict.
Bid Surety When indicated in the advertisement for bids and/or the general information, all bidders shall be required to submit a bid surety with their bid submittal. The amount of the bid surety shall be specified in the bid documents but shall never be greater than ten percent (10%) of the total bid price. The bid surety shall be in a form acceptable to the County. The Vendor shall pay all premiums and costs associated with this bid surety.
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4.
Inquires: All inquires, outside of the prebid conference when applicable, that concern the bid request shall be submitted in writing to the Purchasing Division, which shall respond to such inquiries upon consultation with the Project Manager and/or the County Legal Counsel. If the nature and volume of inquiries indicate a substantial defect in the bid specifications, terms, or conditions, the Purchasing Division will either schedule an additional prebid conference, extend the deadline for submission of bids, or cancel the bid and reissue corrected or appropriately modified specifications, terms and/or conditions. ALL BIDDERS ARE ADVISED THAT ANY COMMUNICATION WITH ANY COUNTY EMPLOYEE, OFFICIAL OR OFFICER CONCERNING THE SPECIFICATIONS, TERMS, OR CONDITIONS OF A PROPOSED BID COULD CONSTITUTE A VIOLATION OF THE CRIMINAL CODE OF ILLINOIS, 720 ILCS 5/33E. ACCORDINGLY, BIDDERS SHALL ONLY CONTACT THE PURCHASING DIVISION WITH QUESTIONS OR CONCERNS AS AFORESAID.
5.
Contract to be Awarded/Terms and Conditions: The following general contract terms and conditions are included in these instructions to inform vendors of those terms and conditions that the County will require the successful vendor to agree to. It is to be understood that this listing is not intended to be exclusive and that additional terms and conditions may be required by the county. Nor are these terms and conditions to be considered non-negotiable, but are provided to put the vendors on notice that these terms and conditions are considered of substantial importance by the County and the acceptance of these terms and conditions may be considered necessary to the awarding of a contract to any particular vendor. By inclusion in bid or RFP documents, this document becomes a part of the bid and any subsequent contract. A.
Performance/Payment/Maintenance Bond: When indicated in the notification the Vendor shall deliver a performance bond to the County using a bond form acceptable to the County. This bond shall be in the amount of 100% of the Contract amount and it shall be maintained in force for one (1) full year after completion of project. The Vendor shall pay all premiums and costs of this bond. Attorney-in-fact who signs the bond must file with the bond a certified and effectively dated of copy of their power of attorney.
B.
Assignment of Contractual Rights: It is agreed that the Vendor shall not assign, transfer, convey, or otherwise dispose of the Contract or its right, title or interest in or any part thereof, without previous written consent of County and the sureties.
*
"County" includes all offices of the County unless an individual officer is exercising independent contractual authority. Contact the County Administrator's office at (309) 672-6056 if this is an issue.
C.
Contract Management: The Vendor shall appoint an individual person as an Agent who, when requested, shall be available for discussions concerning the fulfillment of the 6
Contract. The County will deliver official documents addressed to the Vendor to the Agent of the Vendor. The Agent shall be available at the time of Contract award. The name, address and telephone number of the person to be designated as Agent shall be included in the bid or proposal submittal. D.
Meetings: After the award of the Contract, technical, scheduling and/or status meetings may be held. These meetings will be for the purpose of, but are not limited to the following: -
Establishing the project schedule Establishing functional details of the construction or equipment Delivery, installation and maintenance of equipment or hardware Progress meetings
The vendor shall provide the services of his technical staff and/or Agent for these meetings. E.
Progress Reports: The Vendor is required to submit monthly reports on the status of the project so that the County Project Manager is kept fully informed of progress. The information required will be specified at the meetings with the Vendor.
F.
Notice and Service Thereof: Any notice to Vendor from the County relative to any part of this Contract shall be considered delivered, and the service thereof completed, when said notice is posted by U.S. mail to the said Vendor at his last given address or delivered in person to Vendor’s Agent.
G.
Copeland “Anti-Kick Back” Act The Vendor/Contractor shall comply with the Copeland “Anti-Kick Back” Act (18 USC 874) as supplemented in the Department of Labor Regulations (29 CPR Part 3). This Act provides that each contractor or subcontractor shall be prohibited from inducing, by any means, any person employed in the construction, completion or repair of public work to give up any part of the compensation to which he is otherwise entitled.
H.
Conflict of Interest A vendor submitting a bid or proposal thereby certifies that no officer, agent or employee of the County who has a pecuniary interest in the bid or proposal has participated in the contract negotiations on the part of the County, that the bid/proposal is made in good faith without fraud, collusion, or connection of any kind with any other Vendor for the same ITB/RFP, and that the Vendor is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.
I.
Law of State of Illinois: Contracts shall be entered into within the State of Illinois, and the laws of said state, whether substantive or procedural, shall apply to the Contract. All statutory, charter and ordinance provisions applicable to public contracts in the County of Peoria and the State of Illinois shall be followed with respect to the Contract. 7
J.
Preference for Illinois Products and Labor: Vendors' attention is called to the fact that the Statutes of Illinois provide that, on public improvements, preference shall be given to products and provisions grown and coal produced in the State of Illinois and with Illinois labor. The Vendor will be required to conform to all such Statutes as are applicable.
K.
Fiscal Funding: If Illinois state laws are changed resulting in failure to appropriate funds or a means of funding for the contract, the obligation of the County shall cease immediately and without penalty.
L.
Non-Discrimination: Peoria County’s Equal Employment Opportunity provision (copy enclosed) shall become a part of the contract agreement.
M.
Liability and Insurance: The County does not assume any liability for acts or omissions of vendor and such liability rests solely with vendor. Vendor’s Insurance – The Vendor and all its subcontractors shall secure and maintain such insurance policies as will protect itself from claims for bodily injuries, death or property damage which may arise from operations under this Contract whether such operations be by itself or anyone employed by Vendor directly or indirectly. The following insurance policies are required: -
Statutory Worker’s Compensation
-
Comprehensive General Liability Combined Single Limit Property Damage
-
$ 1,000,000.00 $ 1,000,000.00
Automobile Public Liability and Property Damage Combined Single Limit Property Damage
$ 1,000,000.00 $ 1,000,000.00
Insurance Inclusions – The comprehensive general liability insurance shall include independent contractors protective liability, products and completed operations broad-form property damage coverage. The completed operations and products liability shall be maintained for two years after final payment. Contractual Liability – The insurance required above shall include contractual liability insurance coverage for the Vendor’s obligations under Section N below entitled, “Hold Harmless and Indemnification Agreement”. Certificates of Insurance – Certificates of insurance acceptable to the County indicating insurance required by the Contract is in force shall be included in the bid submittal when stated or filed with the County prior to approval of the Contract by the County. These certificates shall contain a provision that coverage afforded under the policies will not be canceled until at least thirty (30) days prior written notice has been given to the County.
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N.
Hold Harmless and Indemnification Agreement: The Vendor shall save and hold harmless and indemnify the County and the citizens of Peoria County against any and all liability, claims and costs of whatever kind and nature for injury to or death of any person or persons and for loss or damage to any property occurring in connection with or in any way incident to or arising out of the use, service, operation or performance of work under the terms of this contract, resulting from the negligent acts or omissions of Vendor, or any employee, agent or subcontractor. Vendor is not responsible for consequential damages.
O.
Limited Distribution or Use of Certain Data and Information: Performance of this contract may require the Vendor to have access to and use of data and information which may be considered proprietary to a government agency or government contractor, or which may otherwise be of such a nature that its dissemination or use, other than in performance of this contract, would be adverse to the interest of the County or others. Vendors agrees that Vendor personnel will not divulge or release data or information developed or obtained in connection with their performance of the resulting contract, unless made public by the County, except to authorized County personnel or upon written approval of the Peoria County Administrator. Except as may be otherwise agreed to with a data owner, the Vendor agrees not to use, disclose or reproduce proprietary data, other than as required in performance of this contract; provided, however, that nothing herein shall be construed as precluding the use of any data independently acquired by the Vendor without such limitation. All proprietary information and all copies thereof shall be returned to the County upon completion of the work for which it was obtained or developed.
P.
Ownership of Equipment, Information and Materials: If the agreement is for sale of goods, Vendor will pass title to the County after completion of the County’s obligation and will warrant title. Title to all source data, information and materials furnished to the County, together with all plans, system analysis and design specifications and drawings, completed programs and documentation thereof, reports and listings, all test data and test procedures, and all other items pertaining to the work and services to be performed pursuant to this agreement, including any copyright, shall rest with the County. Such ownership does not extend to proprietary materials brought in by the Vendor for use on any project. Upon project completion, the County shall have the full right to use each of the above for its purposes without compensation or approval by the Vendor. The County shall at all reasonable times have the right to inspect the work and shall have access to and the right to make copies of the above mentioned items.
Q.
Responsibility for County Property: The Vendor assumes full responsibility for and shall indemnify the County for any and all loss or damage of whatsoever kind and nature to any and all County property (and/or property belonging to other governmental agencies within Peoria County), including any equipment, supplies, accessories, or parts furnished, while in Vendor’s custody and care for storage, repairs, or services to be performed under the terms of the resultant contract, resulting from the
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of Vendor including its subcontractor(s) and its employees. The Vendor shall do nothing to prejudice the County’s right to recover against third parties for any loss, destruction of, or damage to County property (and/or property belonging to other governmental agencies within Peoria County), and upon the request of the contracting officer shall, at the Vendor’s expense furnish to the County all reasonable assistance and cooperation, including assistance in the prosecution of suit and the execution of instruments of assignment in favor of the County in obtaining recovery. R.
Right to Audit: Vendor agrees that the County or its representatives shall have the right to examine any Vendor records which directly relate to this contract.
S.
Breach: Any breach of this contract by Vendor will allow the County to cancel without penalty and have any other available relief.
T.
Taxes: The County is exempt from all State and City sales tax and will provide documentation upon request.
U.
Change Orders: While the Contract is in effect, if unforeseen conditions require a change or major variations from the original plans, such work will be covered by a Change Order. The Change Order shall set forth in complete detail the nature of the change and reasons therefore. Whether it is an addition or reduction with respect to the original Contract price is to be covered in detail as well as any extension or reduction of the completion date. Any work requiring a Change Order shall receive prior approval from the Project Manager before commencing.
6.
Examination of Site: When specified in bid documents, prior to submitting a bid each bidder shall visit the site of the proposed work and fully acquaint himself with conditions as they exist, so that he may fully understand the facilities, difficulties and restrictions which may affect the work and cost thereof. Bidders shall also thoroughly examine and become familiar with the specifications as set forth for a project.
7.
Interpretations: No oral interpretations will be made to any bidder as to the meaning of the contract documents or specifications outside of prebid conferences. Every request for interpretation outside of prebid conferences shall be made in writing and submitted to the Peoria County Purchasing Office for review and clarification.
8.
Withdrawal of Bids: Bidders may withdraw a bid proposal at any time prior to the bid closing time by telephone, fax or written request. A telephone request must be confirmed in writing within 24 hours of the call and/or prior to closing time. No bidder shall withdraw his bid for a period of ninety (90) calendar days from the bid opening date and prices 10
submitted in the bid shall remain firm for at least 90 days. Negligence on the part of the bidder in preparing a bid proposal confers no right of withdrawal or modification of a bid proposal after it has been opened. No bid will be opened which has been received after the closing time specified in the bid proposal. Late bids will be marked "Late" and shall be returned to the bidder unopened. 9.
Award of Contract: A.
For ITBs, an award will be made to the lowest responsible bidder that complies with the terms and conditions of the specifications provided that it is in the best interest of the County to accept the bid. Awards may be made on a per item basis or total low bid overall. The quality of the articles to be supplied, their conformity with specifications, their suitability to the requirements of the County and delivery and discount terms will be taken into consideration in making the award. For RFPs, an award will be made to the respondent whose proposal is rated the highest by a selection committee after specific selection criteria have been evaluated and whose offer is deemed to best meet the needs and interest of the County and its citizens.
10.
B.
Award of a contract as a result of the solicitation is dependent upon the availability of funds from which payments will be made.
C.
Professional service selection will be awarded within the guidelines of the Local Government Professionals Service Act (50ILCS 510/0.01).
Rejection of Bids: The County of Peoria reserves the right to reject any or all bids when such rejection is in the best interest of the County and to restart the bidding process at any time after such rejection if so desired.
11.
Acceptance of Bids: The right is reserved, as the interest of the County may require, to reject any or all bids and to waive any minor informality or irregularity in the bids received. The County will enter into a contract or reject all bid proposals within ninety (90) calendar days from the bid opening date.
12.
Alternate Bids: The specifications describe the supplies and/or services, which the County feels are necessary to meet the performance requirement of the County. Bidders desiring to bid on items which deviate from these specifications, but which they believe to be equivalent, are requested to submit alternate bids. However, Alternate Bids must be clearly marked as such and deviations from the specifications must be plainly noted. The bid must be accompanied by complete technical specifications of the alternate item(s) offered. Equivalency shall be at the County's sole discretion and it shall be the County's sole decision whether to accept an alternate or not.
13.
Prices: Unit prices shall be shown for each item as applicable and for which vendor is offering a bid. The unit price shall include all packing, crating, freight/shipping charges and cost of unloading supplies at destination unless otherwise stated in the bid proposal. Unit prices shall not include any local, state or federal taxes. In case of a mistake in the extension of price, the unit price shall govern. All prices must be typewritten or written 11
written in ink adjacent thereto and initialed in ink by the party signing the bid or vendor's authorized representative. 14.
Discounts: Cash discounts for payment within fifteen (15) days or more will be considered in awarding the bid. Discounts of less than fifteen (15) days will not be considered in the bid evaluation. Where the net bid is equal to a bid with the cash discount deducted, the award shall be made to the net bid. Discounts will be figured from the date of delivery and acceptance of the articles, or in the case of incorrect invoice, from the date of receipt of corrected invoice. Vendors should note cash discounts in bold on the cost sheets or pricing proposal. The successful bidder agrees to protect, defend, and hold the County harmless against any demand for payment for the use of any patented material process, article, or device that may enter into the manufacture, construction or form a part of the work covered by the contract.
15.
Default: In case of default by the vendor, the County will procure the articles or services from other sources and hold the vendor responsible for any excess cost incurred.
16.
Cancellation: The County reserves the right to cancel in whole or in part, any contract, if the contractor fails to perform any of the provisions in the contract or fails to make delivery within the time stated. The contractor will not be liable to perform if situations arise by reason of strikes, acts of God or public enemy, acts of the County, or disasters beyond the control of either the County or the Contractor such as fire or flood.
17.
Signatures: Each bid or proposal must be signed by the bidder with his usual signature. Bids by partnerships must be signed with the partnership name and by one of the members of the partnership, or by an authorized representative, followed by the signature and title of the person signing. Bids by corporations must be signed with the name of the corporation, followed by the signature and title of the person authorized to bind the corporation in a contract. All signatures must be in ink.
18.
Special Conditions: Where special conditions are written in the specifications, these conditions shall take precedence over any conditions listed under the “General Instructions to Bidders”.
19.
Permits and Licenses: The successful bidder shall obtain, at his own expense, all permits and licenses which may be required to perform the contract.
20.
Prices Specified: The bidder agrees to furnish the material or services according to the County’s plans, specifications and conditions and at prices specified in the bid proposal.
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21.
Samples: When required, samples of items must be submitted within the timeframe specified and at no expense to the County; and, if not destroyed in testing, will be returned at the bidders request and expense. Samples which are not requested to be returned by the vendor within thirty (30) days, will become the property of the County.
22.
Prevailing Wages: Contracts for work under some bids will obligate the awarded Contractor and its Subcontractors to pay workers on the project the current prevailing wage. Provisions of the Prevailing Wage Act, 820 ILCS 130/0.01 et. seq. will apply to public works projects. Public works projects include all fixed works as defined in the Prevailing Wage Act. Applicable prevailing wage rates are on file in the office of the County Clerk, for examination. During the term of the Contract, or as long as work continues, whichever is longer, and on a monthly basis, the Contractor shall submit in person, by mail or electronically, a certified payroll to the Peoria County Auditor's office. The certified payroll shall consist of a complete copy of the following records: a list of all laborers, mechanics, and other workers employed by them to perform the work hereunder. The records shall include the following information for each worker: name, address, telephone number, social security number, work classification(s), the hourly wages paid in each pay period, the number of hours worked each day, and the starting and ending times of work each day. The certified payroll shall be accompanied by a statement signed and sworn to by the Contractor or subcontractor which avers that: (1) such records are true and accurate; (2) the hourly rate paid to each worker is not less than the general prevailing rate of hourly wages required by The Prevailing Wage Act (820 ILCS 130/0.01 et. seq.); and (3) the Contractor or Subcontractor is aware that filing a certified payroll that he knows to be false is a Class B Misdemeanor. Upon two (2) business days’ notice, the Contractor and each Subcontractor shall make available for inspection the records identified above to the County, its officers and agents. Failure to timely submit certified payrolls shall result in the County withholding payment under the awarded contract.
23.
Apprenticeship/Training Programs: The county has determined that, in addition to prevailing wages, additional provisions shall be required of all vendors, contractors, and subcontractors providing services for new construction of facilities and renovation of current facilities in excess of five thousand dollars ($5,000.00). The contractor and all subcontractors shall participate in apprenticeship and training programs approved by and registered with the United States Department of Labor's Bureau of Apprenticeship and Training. A copy of the certificate from the U.S. Department of Labor Bureau of Apprenticeship and Training will be required with the bid submittal for these projects.
24.
Taxes: The County is exempt, by law, from paying taxes, including: State and City Retailer’s Occupation Tax, State Service Occupation Tax, State Use Tax and Federal Excise Tax. The County will submit to the Vendor a tax exemption certificate upon request. The prices submitted in a bid should be exclusive of all taxes. In the event bid pricing includes taxes, the bidder must show the amount of tax included for each unit price. Additional information can be obtained from Illinois Department of Labor, Division of Conciliation and Medication, phone (217) 782-6206.
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25. Investigations: Bidders shall make all investigations necessary to thoroughly inform themselves regarding the supplies and/or service to be furnished in accordance with the bid proposal. No plea of ignorance by the bidder of conditions that exist or that may exist as a result of failure or omission on the part of the bidder to make the necessary examinations and investigations, will be accepted as a basis for varying the requirements of the City or the compensation to the bidder. 26.
Human Rights Act: The contract will be subject to and governed by the rules and regulations of the Illinois Human Rights Act.
27.
Equal Employment Opportunity: All suppliers to Peoria County must be registered in the EEO Contract Compliance Program through the City of Peoria. If you are currently a vendor with an active certification number, it is not necessary to complete the Employer’s Report Form (CC-1) included in the bid documents; instead, write your certification number on the signature sheet where indicated. If your certification number has expired, it is necessary to complete a renewal (CC-1) form. This form can be obtained by contacting the City of Peoria Equal Opportunity Office at (309) 494-8530. If you are a new vendor, please complete the Employer’s Report Form (CC-1) in its entirety. State or Federal EEO Certification will not be accepted. Completed forms, along with the registration fee, must be sent directly to the City of Peoria EEO Office. If you have submitted the required documents to the City's EEO Office but haven't received a certification number yet, write "Applied" on the designated line on the signature page and submit a copy of the completed form with the bid proposal. Failure to submit the forms in a timely manner or failure to obtain certification will result in rejection of the bid contract.
28.
Non-Collusion Affidavit: The Affidavit of Non-Collusion form enclosed in the bid specifications must be completed and properly executed by the bidder or the bid will not be considered for acceptance. The signed and executed Non-Collusion Affidavit certifies that the bidder is not barred from bidding as a result of a conviction or violation of State of Illinois laws prohibiting bid-rigging or bid-rotating per Public Act 85-1295, Section 33E-3 and 33E-4.
29.
Freedom of Information Act: Procurement information shall be a public record subject to disclosure to the extent provided in the Illinois Freedom of Information Act, and shall be available to the public as provided by the Peoria County Policy implementing said Act.
30.
Bid Registration Form Failure to submit a Bid Registration Form for a specific bid waives the right to directly receive bid documents and information or addenda when issued.
31.
Drug Free Workplace This certification is required by Section 3 of the Drug Free Workplace Act (30 ILCS 580/3). The Drug Free Workplace Act, effective January 1, 1992, requires that a Contractor shall not be considered for the purposes of being awarded a contract for the
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procurement of any services unless the Contractor has certified that a drug free workplace will be provided. False certification or violation of the certification may result in sanctions including, but not limited to, suspension of contract payments, termination of the contract and debarment of contracting opportunities for at least one (1) year but not more than five (5) years. Contractor certifies and agrees that it will provide a drug free workplace by: a. Publishing a statement: i. Notifying employees that the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance, including cannabis, is prohibited in the grantee’s or contractor’s workplace. ii. Specifying the actions that will be taken against employees for violation of such prohibition. iii. Notifying the employee that, as a condition of employment on such contract or grant, the employee will: a. abide by the terms of the statement; and b. notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction. b. Establishing a drug free awareness program to inform employees about: i. The dangers of drug abuse in the workplace; ii. Contractor's policy of maintaining a drug free workplace; iii. Any available drug counseling, rehabilitation, and employee assistance programs; and iv. The penalties that may be imposed upon an employee for drug violations. c. Providing a copy of the statement required by Section (a) to each employee engaging in the performance of the contract or grant and to post the statement in a prominent place in the workplace. d. Notifying the County's Project Manager within ten (10) days after receiving notice under part (b) of paragraph (iii) of Section (a) above from an employee or otherwise receiving actual notice of such conviction. e. Imposing a sanction on, or requiring the satisfactory participation in drug abuse assistance or rehabilitation program by, an employee who is so convicted, as required by Section 5 of the Drug Free Workplace Act. f. Assisting employees in selecting a course of action in the event of drug counseling, treatment, and rehabilitation is required and indicating that a trained referral team is in place. g. Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act.
15
REQUIRED FORMS - SUBMIT WITH BID
The following forms must be completed, notarized (if required), and returned in your bid submittal. Note: Submit copies of the EEO and Sexual Harassment information in your bid submittal; send the originals and fee to the City of Peoria. If you have a current EEO number on file with the City of Peoria, include the number on the signature sheet where indicated (or write "applied for" in the space if applicable.)
16
NON-COLLUSION AND CERTIFICATION OF ELIGIBILITY AFFIDAVIT OF PRIME BIDDER State of __________________________ ) County of ________________________ )
SS
______________________________________, being first duly sworn, deposes and says that: (1)
He/she is _______________________________ of __________________________________, the Bidder that has submitted the attached bid;
(2)
He/she is fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid;
(3)
Such bid is genuine and is not a collusive or sham bid;
(4)
Neither the said Bidder nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Bidder, firm or person to submit a collusive or sham bid in connection with the contract for which the attached bid has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Bidder, firm or person to fix the price or prices in the attached bid or of any other Bidder, or to fix any overhead, profit or cost element of the bid price or the bid price of any other Bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the County of Peoria of any person interested in the proposed contract; and
(5)
The price or prices quoted in the attached bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.
(6)
That the Prime Bidder is not barred from contracting with any unit of State or local government as a result of a violation of either 720 ILCS 5/33E-3 (Bid Rigging) or 720 ILCS 5/33E-4 (Bid Rotating). Signed________________________________________ ________________________________________ (Title)
Subscribed and sworn before me on this ______ day of _______________, 20____. _________________________________ Notary Public
(SEAL)
17
OFFICE OF EQUAL OPPORTUNITY
READ THESE INSTRUCTIONS BEFORE FILLING OUT THE EMPLOYER REPORT CC-1 Who needs to file? Any business providing a good or service for remuneration to the City of Peoria, the County of Peoria, or the Greater Peoria Sanitary District and any business receiving financial assistance from the City of Peoria. What needs to be submitted? A completed Employer Report Form CC-1 to obtain for the first time, or renew an EEO Certification Number. First Time Applicant: Complete the form. Check the appropriate box to indicate “initial registration” status. Supply a copy of your company’s Sexual Harassment Policy (for specific instructions on the sexual harassment policy, see the Sexual Harassment Policy Information Sheet). Renewal Applicant: Complete the form. Check the appropriate box to indicate “renewal registration” status. If known, enter expired or expiring EEO Certification Number in space provided. You do not need to submit the Sexual Harassment Policy as it is already on file. Processing Fee: A fifty-dollar ($50.00) processing fee will be charged with each submission of the Employer Report Form CC-1 Method of Processing Fee Payment: The City of Peoria Treasurer’s office will accept checks (payable to the City of Peoria) money order, cash payment, OR online thru Illinois E-Pay. Submittal Instructions: Either mail, hand deliver, or email (
[email protected]) your completed materials. Business Address: City of Peoria Office of Equal Opportunity 419 Fulton Street, Room 203 Peoria, IL 61602-1276 Online Payment: Visit www.ci.peoria.il.us/eeo-certification-payment
Workforce Profile Definitions Definition of employee - For purposes of this form, an “employee” is an individual performing services for remuneration for the employer. Only full-time employees are to be reported. Description of Race/Ethnic - Race/ethnic designations as used by the Department do not denote scientific definitions of anthropological origins. For the purposes of this report, an employee may be included in the group to which he or she appears to belong, identifies with, or is regarded in the community as belonging. However, no person should be counted in more than one race/ethnic group. They are: “White (Not of Hispanic Origin)” All persons having origins in any of the original peoples of Europe, North Africa, or the Middle East. “Black or African-American” (Not of Hispanic Origin). All persons having origins in any of the Black racial groups of Africa. “ “Hispanic or Latino” All persons of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race. 18
“Asian or Pacific Islander” All persons having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands. This area includes, for example, China, India, Japan, Korea, the Philippine Islands, and Samoa. “American Indian or Alaskan Native” All persons having origins in any of the original peoples of North America, and who maintain Definition of categories - Each employee should be counted in only one job category. Select the category containing the jobs most similar to that performed by the employee. The jobs listed in each category are intended to provide examples, not a complete list, of all job titles falling into that category. “Officials and Managers” Occupations requiring administrative and managerial personnel who set broad policies, exercise overall responsibility for execution of these policies, and direct individual departments or special phases of a firm's operations. Includes: officials, executives, middle management, plant managers, etc. “Professionals” Occupations requiring either college graduation or experience of such kind and amount as to provide a comparable background. Includes: accountants and auditors, airplane pilots and navigators, architects, artists, scientists, designers, dietitians, editors, engineers, lawyers, librarians, mathematicians, registered professional nurses, etc, “Technicians” Occupations requiring a combination of basic scientific knowledge and manual skill which can be obtained through 2 years of post high school education, such as is offered in many technical institutes and union colleges, or through equivalent on-the-job training. Includes: computer programmers, drafters, engineering/mathematical/scientific aides, licensed/practical/vocational nurses, photographers, radio operators, etc. “Sales” Occupations engaging wholly or primarily in direct selling. Includes: advertising agents and sates workers, insurance agents and brokers, real estate agents and brokers, stock and bond sales workers, demonstrators, sales workers and sales clerks, grocery clerks, and cashiers/checkers, etc. “Office and Clerical” Includes all clerical-type work regardless of level of difficulty, where the activities are predominantly non-manual though some manual work not directly involved with altering or transporting the products is included. Includes: bookkeepers, collectors (bills and accounts), messengers and office helpers, office machine operators (including computer), shipping and receiving clerks, stenographers, typists and secretaries, telegraph and telephone operators, etc. “Craft Workers (skilled)” Manual workers of relatively high skill level having a thorough and comprehensive knowledge of the processes involved in their work. Exercise considerable independent judgment and usually receive an extensive period of training. Includes: the building trades, hourly paid supervisors/lead operators not members of management, mechanics, skilled machinists, electricians, compositors/typesetters/engravers, etc. “Operatives (semiskilled)” Workers who operate machine or processing equipment or perform other factory-type duties of intermediate skill level which can be mastered in a few weeks and require only limited training. Includes: apprentices (auto/plumbing/bricklaying/carpentry/electrical/machinist/mechanical/building trade/metalworking/printing trades, etc.) “Laborers (unskilled)” Workers in manual occupations which generally require no special training who perform elementary duties that may be learned in a few days and require the application of little or no independent judgment. Includes: garage laborers, car washers/greasers, gardeners, farm workers, stevedores, wood choppers, lifting/digging/mixing/loading/pulling laborers, etc. “Service Workers” Workers in both protective and non-protective service occupations. Includes: attendants (hospital/other institutions, professional/personal service, nurses aides/orderlies), barbers, char workers/cleaners, cooks, counter/fountain workers, elevator operators, firefighters/fire protection, guards, doorkeepers, stewards, janitors, etc.
If you have any questions, call the Equal Opportunity Office at (309) 494-8530 KEEP THESE INSTRUCTIONS FOR YOUR RECORDS
19
EQUAL OPPORTUNITY OFFICE
419 FULTON STREET RM 203 PEORIA, ILLINOIS 61602 TELEPHONE: 309-494-8530 (TTY: 309-494-8532)
EMPLOYER REPORT FORM CC-1 Please read instructions before completing this form. Improperly completed forms will not be processed. Use black or dark blue ink. Type or print legibly. Return the completed form to the above address or submit electronically to
[email protected]. Pursuant to Chapter 17 of the Peoria Municipal Code, a fifty-dollar ($50.00) processing fee must be submitted with each Employer Report Form CC-1.
SECTION I. PURPOSE FOR WHICH REPORT IS FILED Initial registration for contract eligibility Renewal registration EEO number is
-
SECTION II. TYPE OF REPORT SUBMITTED (Check one only) SINGLE-ESTABLISHMENT REPORT. This employer conducts its operations from a single location. This report contains employment figures for that location.
MULTI-ESTABLISHMENT CONSOLIDATED REPORT. This employer operates from multiple locations. This report is filed by the headquarters and consolidates the employment figures for all locations.
SECTION III. COMPANY IDENTIFICATION NAME ADDRESS CITY
COUNTY
CONTACT PERSON / TITLE
STATE
ZIP
CONTACT TELEPHONE
E-MAIL:
SECTION IV. FORM OF ORGANIZATION INDIVIDUAL OR SOLE PROPRIETOR PARTNERSHIP CORPORATION - FOR PROFIT
CORPORATION - NOT FOR PROFIT GOVERNMENT ENTITY EDUCATIONAL INSTITUTION
OTHER-EXPLAIN BELOW
SECTION V. CONTRACTING AGENCY COMPANY WILL BE CONDUCTING BUSINESS WITH: ____CITY OF PEORIA _____COUNTY OF PEORIA
____GREATER PEORIA SANITARY DISTRICT
Disclosure of the information requested in this form is required of those companies seeking financial assistance from the City of Peoria or seeking to provide goods and/or services to the City of Peoria, County of Peoria, and/or the Greater Peoria Sanitary District (hereinafter GPSD) for remuneration. Improperly completed forms will not be processed. The $50 processing fee must be submitted with each Employer Report Form CC-1 or paid separately online at www.illinoisepay.com the only exception to payment of the processing fee is neighborhood associations. Make checks payable to the “City of Peoria.” Method of Payment
ERF CC-1 Rev. 03/2010
Cash
Check
Credit Card (Epay)
20
Peoria County, Illinois Request for Proposals SOFTWARE AND IMPLEMENTATION SERVICES FOR AN
Electronic Medical Records System
RFP # 80-02-15
SUBMIT PROPOSALS BY to: County of Peoria Purchasing Division 324 Main Street, Room 501 Peoria, IL 61602
County of Peoria Electronic Medical Records System PART I INTRODUCTION 1.1 Introduction .................................................................................4 1.2
Background ..................................................................................4
1.3
Current System…...........................................................................6
1.4
Implementation Schedule...............................................................6
1.5
Required System Capabilities .........................................................6
1.6
Quality of Responses......................................................................7
PART II GOVERNMENT STRUCTURE 2.1 Governance ..................................................................................8 2.2
County Services.............................................................................8
2.3
Special Districts ............................................................................8
PART III PROPOSAL FORMAT 3.1 Proposal Format.............................................................................9 3.2
Executive Summary.......................................................................10
3.3
Scope of Services/Understanding of the Project/Assumptions...............10
3.4
Company Background ....................................................................10
3.5
Proposed Application Software and Computing Environment ...............11
3.6
Functionality Descriptions by Module ...............................................11
3.7
Database and Third-Party Software..................................................11
3.8
System Features...........................................................................12
3.9
Responses to System Features……….................................................12
3.10
Implementation, Support and Training.............................................12
3.11
Maintenance and Support Program..................................................13
3.12
Client References..........................................................................13
3.13
Cost Proposal...............................................................................13
3.14 3.15
Contract Terms and Conditions ......................................................14 Sample Documents ......................................................................14
PART IV
GENERAL CONDITIONS
4.1
General Requirements ..................................................................15
4.2
Calendar of Events........................................................................16
4.3
Issuing Agent ..............................................................................16
4.4
Submission Requirements..............................................................16
4.5
Delivery of Proposal ......................................................................17
4.6
Proposal Costs ............................................................................17
4.7
Pre-Proposal Conference ...............................................................17
4.8
Acceptance .................................................................................17
Page 2
County of Peoria Electronic Medical Records System 4.9
General.....................................................................................18
4.10
Inspection.................................................................................18
4.11
Subcontract for Work or Services................................................. 18
4.12
Disallowance............................................................................. 19
4.13
Licensing and Permits................................................................ 19
4.14
Retention of Vendor Material...................................................... 19
4.15
Independent Contractor ............................................................ 19
PART V EVALUATION PROCESS 5.1 Overview..................................................................................20 5.2
Evaluation………………….................................................................20
5.3
Overall Project Approach.............................................................20
5.4
Evaluation Team…………...............................................................20
5.5
Key Evaluation Events................................................................ 20
5.6
Demonstrations ........................................................................ 21
5.7 5.8 5.9 5.10 5.11
On-Site Demonstrations ........................................................... Site Visits................................................................................ Contract Negotiations ............................................................... Final Award Criteria................................................................... Summary.................................................................................
21 21 21 21 22
PART VI TECHNOLOGY ARCHITECTURE 6.1 Overview.................................................................................. 23 6.2
Scope....................................................................................... 23
6.3
Current Environment................................................................. 24
6.4
General Requirements ............................................................... 24
PART VII SYSTEM FEATURES Requirements PART VIII OTHER DOCUMENTS Checklist of Mandatory Submittals Software Firm Reference List Implementation Firm Reference List Cost Schedule 1: Summary Cost Schedule 2: Licensing Fees Cost Schedule 3: Professional Services Cost Schedule 4: Non-Labor Costs Cost Schedule 5: Training Costs Cost Schedule 6: Other Costs
Page 3
County of Peoria Electronic Medical Records System I. INTRODUCTION 1.1
Introduction. The County of Peoria, Illinois, seeks from all interested companies, proposals to acquire and implement an Electronic Medical Records system. The County is seeking proposals from qualified vendors that provide state-of-the-art software, implementation, and conversion services. The County expects system implementation would begin in January 2016 and would like installation of the entire system completed by April 25, 2016. Proposals are due no later than 2:00 PM on June 30, 2015. This Request for Proposals (RFP) seeks to solicit proposals from vendors that can provide a software solution that satisfies the County of Peoria’s requirements for a Windows based computerized Electronic Medical Records software package which contains a fully integrated group of products from data collection to administration. The County expects to provide the Heddington Oaks Nursing Home and the various other departments within the County access to the system. Peoria County will consider both onsite hosting and vendor hosted solutions. The County has selected the Intel based server product line and Microsoft SQL Server as the standard platforms for enterprise application hosting. It is preferred that applications be configured and sized to run on these platforms if hosted onsite. It is the County’s intent that all applications should be compatible with mainstream devices, so that if changes are made in the future there is no impact on the application. The County has several objectives in seeking an Electronic Medical Records System: i. Capture current time charting by all care givers ii. Financial reporting and patient billing iii. Reduction in staff time for charting iv. Return on Investment
1.2
Background. Known as the Heart of Illinois, Peoria County is at the center of a multiple county region along the Illinois River midway between Chicago and St. Louis. Peoria County, Illinois (pop. 182,495) combines big city assets with a small town lifestyle and is an attractive location for new businesses. The region's central location and moderate population encourage local economic growth and support a variety of recreational and cultural opportunities. Naturally, residents and visitors alike equate Peoria with Caterpillar Inc., but the region also boasts the USDA's National Center for Agricultural Utilization Research Lab, a renowned medical community with the only Level 1 trauma center in Central
Page 4
County of Peoria Electronic Medical Records System Illinois, and many innovative high-tech firms. The region spends more than $100 million annually on research and development, and is experiencing over $1 billion in new construction. The region's transition from a manufacturing economy to an innovation economy is rooted in the Peoria Next Innovation Center, a technology business incubator. Peoria County offers affordable housing, quality education, and unique cultural experiences. Housing in the area includes riverfront property, comfortable homes in cozy neighborhoods, and secluded country living with the average sale price in the region a reasonable $134, 853, in 2006. The County's 18 public school districts have a current enrollment of more than 28,000 and boasts a graduation rate of 87.8%, 18% higher than the national average. A number of private schools are also located in the County. The region is home to Bradley University, Illinois Central College, Robert Morris College, Midstate College and the University of Illinois College of Medicine. Cultural enthusiasts can watch quality performing arts, visit fine art galleries and experience local and regional museums. Peoria County encompasses 629 square miles running 32 miles north/south and 28 miles east/west. This expansive community offers a variety of recreational opportunities for all ages. Outdoor enthusiasts can explore the Illinois River, which carries in excess of 39 million tons of freight through the County each year and offers boating, fishing, and water sports; Wildlife Prairie State Park, a 2000 acre zoological park with wolves, bison, cougar, elk and much more; Jubilee College State Park, 3500 acres with horse, bike and walking trails, a fishing pond, camping and more; and 9000 Peoria Park District acres that include five public golf courses and Glen Oak Zoo. Peoria is also home to two professional sports teams and hosts many youth sporting events and tournaments throughout the year. The County has four cities (Peoria, West Peoria, Chillicothe and Elmwood), eleven villages (Bartonville, Bellevue, Brimfield, Dunlap, Glasford, Hanna City, Kingston Mines, Mapleton, Norwood, Princeville and Peoria Heights) and twenty townships: Akron, Brimfield, Chillicothe, Elmwood, Hallock, Hollis, Jubilee, Kickapoo, Limestone, Logan, Medina, Millbrook, Princeville, Radnor, Richwoods, Rosefield, Timber, Trivoli, West Peoria and Peoria. .
Peoria County currently owns and operates a 152,000 square foot, 214 bed, skilled long term care facility; Heddington Oaks is located in West Peoria IL. This newly constructed facility was completed in the summer of 2013 and includes private and semi private rooms. The facility is fully WiFi capable. Rooms consist of an 80 bed Alzheimer's/Dementia Unit divided into four - 20 bed units; 46 Medicare certified beds and 168 Medicaid certified beds. The facility has 5 nursing units. Staffing consist of approximately 222 staff - 155 nursing, 24 dietary, 14 housekeeping, 11 administrative, 7 activities, 6 laundry, 3 social service, and 2 maintenance.
Page 5
County of Peoria Electronic Medical Records System
1.3
Current System. The County currently uses the application Melyx created by Melyx Corporation. It’s a client/server based solution. The County has utilized this system since 2004 and decided that it was time to re-evaluate the need for a new system. The County has chosen to examine the possibility of procuring a replacement package and this RFP is meant to evaluate the availability of such a solution to meet the County’s growing needs.
1.4
Implementation
Schedule.
The
County
seeks
all
interested
vendors
in
implementing an Electronic Medical Records system. Implementation of the system would be targeted to “go live” by April 25, 2016. The County would like proposers to outline an implementation and conversion schedule that is optimal for project success. 1.5
Required System Capabilities. Vendors should submit minimum hardware requirements, desktop
requirements,
network
requirements
and
other
sizing
information when submitting responses to this RFP. The County expects to provide remote departments with the option of access to the system so they can utilize the system for employees within their jurisdiction.
Proposals should assume 150-175
concurrent users for the Data Entry portion of the system. However, the County will give preference to software vendors which provide an unlimited user license so that maximum advantage of the system can be taken. Responses should address the following: •
Client/Server environment.
•
Web-based environment.
•
Vendor hosted environment
•
All proposed modules must be fully integrated—the level of such integration must be described.
•
All proposals must identify a primary vendor to provide software support and maintenance.
•
Any hardware necessary to support the proposed system that Peoria County currently does not have must be included in the cost proposal, including cost estimates for installation. The County may choose to purchase these items from the proposer OR on its own. These costs are important in judging the thoroughness of the proposal.
•
Third-party software licenses and support must be priced. The extent to which separate agreements are needed must be clearly delineated. The County will favor those proposals that minimize the need to negotiate additional third-party licenses beyond the principal software vendor.
•
Software must have GUI interfaces, security capabilities, and flexible account structure.
Page 6
County of Peoria Electronic Medical Records System • 1.6
Software must have flexible reporting capabilities.
Quality of Responses.
Peoria County expects vendors to submit a professional
proposal that responds to each of the areas listed in this RFP.
Please follow all
instructions carefully. Proposal contents should be submitted according to the outline specified. outlined in the RFP.
Hardcopy and electronic responses must be submitted as A proposal which fails to follow these instructions may be
considered non-responsive to the RFP requirements and eliminated from further consideration.
Page 7
County of Peoria Electronic Medical Records System II. GOVERNMENT STRUCTURE 2.1
Governance. Peoria County has a Board-Administrator structure. The 18-member board (one representative per district) has a peer-elected chairperson and delegates the day-to-day duties to a hired administrator who supervises various county departments. The Board meets the second Thursday of each month at 6 p.m. at the Peoria County Courthouse. The business of the County Board is conducted through the committee system. Each of the 7 standing committees is responsible for oversight and budgetary control of its assigned areas. The committees report their activities to the full Board each month. Every two years the Board reorganizes, selects a new chairperson, new committees and updates its rules. The County Board oversees an annual budget of over $120 million, and appoints a County Administrator who oversees the day-to-day functions of all appointed (non-elected) departments, advises the County Board on matters of policy, and implements the directives of the County Board. Responsibilities of the office include:
2.2
•
Development of the annual budget
•
Coordination of public relations programs
•
Provision of administrative services to the County Board
•
Administration of equal employment opportunity and affirmative action policies
•
Human Resource Management & Payroll
•
Risk Management
•
Facilities Management
County Services.
Peoria County services are provided by the county, county
service areas, and special districts.
General county services include:
law
enforcement and corrections, State’s Attorney; health services; voter registration and elections; and General Government functions such as property assessment, tax
collection,
treasury,
auditing
and accounting. The County also manages
specially designated County Services Areas in localities where residents have chosen to organize and assess annual fees to provide specific services. Some examples of these services include enhanced law enforcement and street maintenance/lighting. 2.3
Special Districts. Special Districts, typically governed by separate Boards of Directors, also provide specialized services within their jurisdictions.
The types of
special districts, which operate throughout the County, provide services such as: cemetery, community service, fire protection, park and recreation, and water.
Page 8
County of Peoria Electronic Medical Records System III. PROPOSAL FORMAT 3.1
Proposal Format. Vendors are required to prepare their proposals in accordance with the instructions outlined in this section. Each vendor is required to submit nine (9) hardcopies (including one signed original) and one electronic copy on CD-ROM or DVD in a sealed package.
Vendors must also be sure they have received the
following documents electronically: 1) an Adobe Acrobat document containing the “REQUEST FOR PROPOSAL” 2) A Microsoft Excel document containing the RFP (Parts VII-VIII) with spreadsheets for requirements, cost submission, and references submission. Vendors are required to complete Parts VII and VIII electronically.
In
addition, in order to facilitate the analysis and efficient distribution of RFP sections to members of the County evaluation team, the entire proposal should be submitted in hard-copy AND electronically on CD-ROM or DVD. Proposals
not
submitted
considered incomplete.
both
electronically
and
hard-copy
will
be
Proposals should be prepared in a professional manner
using straightforward, concise description of the vendor’s capabilities to satisfy the requirements of the RFP.
Again, the proposal, the functional/technical
requirements response section, the cost section, and the references should all be submitted on CD-ROM or DVD AND in hard copy as part of the submitted document. Emphasis should be on accuracy, completeness, and clarity of content.
All parts, pages, figures and tables should be numbered and clearly
labeled. The proposal should be organized into the following major sections: Section
Title
Title Page Letter of Transmittal Table of Contents 1.0
Executive Summary
2.0
Scope of Services/Understanding of Project/Assumptions
3.0
Company Background
4.0
Proposed Application Software and Computing Environment
5.0
Functionality Descriptions by Module
6.0
Database and Third Party Software
7.0
System Features (Integration, Security, Audit Trails, Work Flow, Web Enablement and Reporting)
8.0
Responses to Functional/Technical Requirements
9.0
Implementation, Support, and Training
Page 9
County of Peoria Electronic Medical Records System 10.0
Maintenance and Support Program
11.0
Client References
12.0
Cost Proposal
13.0
Contract Terms and Conditions
14.0
Sample Documents
(Instructions relative to each part of the response to this RFP are defined in the remainder of this section.)
3.2
Executive Summary (Section 1.0). This part of the response to the RFP should be limited to a brief narrative highlighting the vendor’s proposal. The summary should contain as little technical jargon as possible and should be oriented toward nontechnical personnel. The Executive Summary should not include cost quotations. Please note that the executive summary should identify the primary engagement contact for the software vendor and the primary engagement manager for the implementation services firm. The County prefers that software firms, and NOT their re-sellers, be the primary engagement manager.
3.3
Scope of Services/Understanding of the Project/Assumptions (Section 2.0). This section of the proposal should include a general discussion of the proposer's understanding of the “overall” project, the timetable, the scope of work proposed, and a summary of the proposal's major assumptions.
3.4
Company Background (Section 3.0). Proposers must provide the following information about their company and the implementation partner's company so that the County can evaluate their stability and ability to support the commitments set forth in response to the RFP. The County, at its option, may require a proposer to provide additional documentation and/or clarify requested information. The proposer AND implementation firm should each outline their company’s background, including: •
How long the company has been in business.
•
A brief description of the company size and organization.
•
If applicable, how long the company has been selling the software proposed to public sector clients.
•
The number of public sector installations and size of each (number of users).
•
Most recent audited financial statements (e.g., annual sales, profitability, etc.).
•
Listing of public sector installations by name and state. Illinois County customers are to be listed first, if available.
•
Any material (including letters of support or endorsement) indicative of the vendor’s capabilities.
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County of Peoria Electronic Medical Records System
3.5
Proposed Application Software And Computing Environment (Section 4.0). The proposer must present, in detail, features and capabilities of the proposed application software. In addition, the following information should be included: Hardware Environment. Describe the ideal hardware environment required to utilize the proposed software. In the event there is more than one suitable hardware platform, list all options indicating the relative strengths and drawbacks of each, if any. Network Environment. Describe the ideal network environment required to utilize the proposed software. (Please note that only TCP/IP protocols will be considered)
In the event there is more than one suitable network
configuration, including vendor hosting of servers, list all options indicating the relative strengths and drawbacks of each, if any. Operating System.
Identify the ideal operating system required by the
proposed applications software and database management system in the hardware environment recommended above.
In the event there is more
than one suitable operating system, list all options indicating the relative strengths and drawbacks of each, if any. 3.6
Functionality Descriptions by Module (Section 5.0). The proposer should describe all modules that are being proposed to fulfill the County’s requirements. A description of the module highlights should also be included.
The proposer may
include marketing material as long as it provides a detailed description of the module. 3.7
Database and Third-Party Software (Section 6.0). The proposer should identify the ideal database platform for the proposed software. In the event there is more than one suitable database platform, list all options indicating the relative strengths and drawbacks of each, if any; proposers must explicitly state the name of any thirdparty products that are part of the proposed solution to the County’s list of requirements.
For each third-party product, there should be a statement about
whether a proposer's contract will encompass the third-party product and/or whether the County will have to contract on its own for the product. Include a description of any products, features or other value added components available for use with the proposed system that have not been specifically requested in this RFP. The proposer should also provide proof that they have access to the third-party software source code (own or in escrow) and that the proposer has the ability to provide long-term support for the third-party software component of their system. Consideration of these products, features or other value added components will be given where these may be of value to the County.
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County of Peoria Electronic Medical Records System
3.8
System Features (Section 7.0).
The proposer should include a detailed
description of the proposed system’s integration, security, audit trail, workflow, Web enablement, and reporting features. 3.9
Responses to System Features (Section 8.0).
Responses to the requirements
listed in Part VII, System Features, of this RFP must be provided in this section of the proposal.
Proposers should use the format provided and fill in the ”response”
column with one of the choices below. Any explanatory details should be delivered in a separate spreadsheet using the requirement number as a reference. The following answer key should be used when responding to the requirements: Y = Yes N = No Y/M = Modification at no cost M = Modification Note: Proposers must answer requirements with only one of the above keys. Any requirement that is answered in any other way will be treated as a negative/non-response.
Proposer should feel free to create their own
separate spreadsheet for lengthy comments on particular requirements. All requirement responses must be submitted in the MS Excel sheet format. 3.10
Implementation, Support, and Training (Section 9.0).
The proposer must
provide a detailed plan for implementing the proposed system and for providing training and ongoing support. This information MUST include: •
Project organization chart
•
Overview of Implementation Methodology. Overview should describe the philosophy on the use of a vendor supplied project manager (on-site and/or offsite)
•
Overview of proposed training, including options for on-site or off-site training services, for project team, end users and Information Technology personnel
•
Implementation and training plan. The plan MUST include an estimated time frame and deliverable for each stage of the project. The detail MUST also include an estimate of work effort for County and proposer in percentages (ex: 35% County effort, 65% proposer effort Note: these estimates are not binding at this time but should reflect the size and scope of the system proposed.
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County of Peoria Electronic Medical Records System
3.11
Maintenance and Support Program (Section 10.0). Specify the nature of any post- implementation support provided by the vendor including:
3.12
•
Telephone support; include toll-free support hotline; hours of operation; availability of 24 x 7 hotline, etc.
•
Special plans defining “levels” of customer support (e.g., gold, silver, etc.).
•
Delivery method of future upgrades and product enhancements including historical frequency of upgrades by module.
•
Availability of user groups.
•
Problem reporting and resolution procedures.
•
Other support (e.g., on-site, remote dial-in, Website access to patches, fixes and knowledge base).
Client References (Section 11.0).
Peoria County considers references for BOTH
the software and implementation vendor to be important in its decision to award a contract. The County will not call vendors to tell them that their references will be called during the selection process. CLIENT LIST— Responding vendors should provide a complete client list describing date of installation, length of implementation, name of client, jurisdiction, address, telephone and fax numbers, and e-mail address. SOFTWARE VENDORS—Software vendors should provide five (5) client references that are similar in size and complexity to the County of Peoria, and have utilized the proposed system in a comparable computing environment.
Submit references for
fully completed "live" installations to the extent possible. Information should include at the minimum: date of installation, length of implementation, name of client reference, name of agency’s project manager, jurisdiction, address, telephone, and fax numbers. IMPLEMENTATION FIRMS-Implementation firms are expected to provide five (5) references (unless already included in the references for software firms) for sites similar to Peoria County where they have implemented the software being proposed. The information requested for the software vendors (names, addresses, titles, etc.) should also be provided here. 3.13
Cost Proposal (Section 12.0).
Proposers should submit project costs. The
proposer's cost proposal must be presented in the format provided in the cost submission section of this RFP (Schedules 1 through 6).
The County reserves the
right to contact proposers on cost and scope clarification at any time throughout the Page 13
County of Peoria Electronic Medical Records System selection process. 3.14 Contract Terms And Conditions (Section 13.0). After software demonstrations, the County expects to conduct “discovery” sessions with some or all proposers to clarify the costs and scope of the proposal. In addition, items such as costs, hours, warranty for software, warranty for implementation services, the utilization of payments based on milestones and deliverables, maintenance and support fees, and other items are expected to be further clarified.
Proposers will then have the
opportunity to review the County’s general terms & conditions. Proposers are required to submit information in this section regarding the following: •
The complete name of firm or person(s) submitting proposal, the main office address, primary and secondary contact person(s) and their respective telephone numbers (including area codes).
•
The names and titles of the firm's project manager for implementation and professional staff members who would likely be involved in implementing the proposed system.
•
Any additional information which will distinguish the proposal in its service to the County of Peoria.
The County may make such inquiries it deems necessary to determine the ability of the proposer to perform the work proposed.
The proposers shall be expected to
furnish the County, or its consultants, within five (5) days of request, all such information and data for this purpose as may be required. The County reserves the right to reject any proposal if the evidence submitted or County inquiries fail to satisfy the County that the proposer is properly qualified to fulfill the obligation of the contract and to complete the work contemplated therein. Conditional proposals will not be accepted. 3.15
Sample Documents (Section 14.0). To establish a complete and competitive proposal, proposers must include sample copies of the following documents: •
Sample software licensing agreement
•
Sample implementation services agreement
•
Sample standard reports
•
Sample documentation (CD-ROMs or DVDs are preferred)
Only one copy of these items should be submitted and they can be submitted separate from the main proposal.
The main proposal should have a statement of
what has been provided separately.
Page 14
County of Peoria Electronic Medical Records System IV. GENERAL CONDITIONS 4.1
General Requirements. By virtue of submitting a proposal, interested parties are acknowledging the following: (1) This RFP is a request for software AND implementation services. As such, proposals from implementation firms alone, or software firms without an implementation mechanism, will be rejected. Except in the case where software firms also perform implementation services, they are expected to partner with a firm certified to implement their software.
The
implementation firm should have proven capabilities and experience in integration in the public sector with the software vendor. (2) Although the County of Peoria is willing to sign separate software license and implementation services agreements, for the purposes of system evaluation, the software vendor will be recognized as the primary bidder. Representatives of the software vendor will also be considered as the engagement manager during the proposal evaluation phase. Moreover, if the County is not satisfied with the implementation firm proposed, it reserves the right to ask the software vendor to propose a different partner during the proposal evaluation process. (3) All firms submitting proposals agree to follow the evaluation process outlined in this RFP. for
software
In particular, firms are expected to be available
demonstrations.
If
firms
are
not
available
for
demonstrations, the County reserves the right to reject any firm that cannot make presentations. (4) The County of Peoria reserves the right to attach to the implementation services contract the proposer's responses to the detailed system features and other information provided in the proposal.
Page 15
County of Peoria Electronic Medical Records System 4.2
Calendar of Events. The following dates outline milestones for this proposal: EVENT DATE RFP Issued May 21, 2015 Pre-Proposal Conference June 2, 2015 10:00 am CST Heddington Oaks Nursing Home, 2223 W. Heading Ave, West Peoria IL 61604 Written Questions due June 10, 2015 2:00 pm CST RFP Response due to County June 30, 2015 2:00 pm CST Demonstrations, evaluations, & site visits July/August, 2015 Final vendor agenda briefing complete September 18, 2015 Committee approval September 28, 2015 County Board approval October 8, 2015 Final Contract Established November 25, 2015 Implementation Start Date January 4, 2016
4.3
Issuing Agent. This RFP is being issued by the Peoria County Purchasing Division and the respective user divisions and departments for the County. Please be sure to review the “REQUEST FOR PROPOSALS” document to become familiar with the general instructions to bidders.
Vendors are specifically directed NOT
to contact any County personnel for meetings, conferences, or technical discussion related to the RFP. Unauthorized contact of any County personnel may be cause for rejection and disqualification of vendor’s RFP response.
All questions and
communications regarding responses to this RFP should be referred in writing to: Peoria County Purchasing Division 324 Main Street, Room 501 Peoria, IL 61602 FAX: (309) 495-4608 E-mail:
[email protected] All inquiries, either oral or written, and all responses thereto, unless in the form of a formal amendment to this RFP, are not a part of this document and as such, cannot have any legal or contractual basis. 4.4
Submission Requirements. To facilitate evaluation of proposals, the original proposal, electronic copies of responses to requirements and cost spreadsheets, and eight (8), for a total of nine (9), hard copies shall be submitted to the County of Peoria and addressed as shown below. The original shall be clearly marked “original” and contain an electronic copy of the entire proposal on CD-ROM or DVD with other electronic attachments (cost spreadsheet, requirements responses spreadsheets and references).
Page 16
County of Peoria Electronic Medical Records System Proposals must be received no later than 2:00 PM CST, Tuesday, June 30, 2015.
Proposals shall be marked "Peoria County, Illinois, Electronic Medical
Records system, Sealed Proposal." Late proposals will not be considered. Mailing Address:
County of Peoria Purchasing Division 324 Main Street, Room 501 Peoria, IL 61602
Completeness of proposals is a criterion that will be used to decide whether vendors receive further consideration. Please use checklist in Part VIII, Other Documents, and note the following: •
Responses to detailed system features, using the coding scheme stated in this RFP, and completed to the maximum extent possible.
•
Cost spreadsheets —filled out completely—especially costs of software, implementation services, training, travel costs, and other implementation costs.
In addition, vendors are expected to
present hourly rates by phase and estimated work hours for vendor and county staff by implementation phase. 4.5
Delivery of Proposal. Each proposal must be received by the date and time set. Submissions shall be identified with the name of the proposer and the date and time of closing.
The County cautions proposers to assure actual delivery of mailed or
hand-delivered proposals directly to the County Purchasing Division prior to the established deadline. 4.6
Proposal Costs. Those submitting proposals do so entirely at their expense. There is no expressed or implied obligation by the County to reimburse any individual or firm for any costs incurred in preparing or submitting proposals, providing additional information when requested by the County, or for participating in any selection interviews.
4.7
Pre-Proposal Conference.
A Pre-proposal Conference will be held on June 2,
2015, at 10:00 AM at the Heddington Oaks Nursing Home, 2223 W. Heading Ave. West Peoria, IL 61604 in the Conference Room. Attendance at the Pre-Proposal Conference is not required. However, it is the proposer's responsibility to become familiar with all information necessary to prepare a proposal. 4.8
Acceptance. Submission of any proposal indicates acceptance of the conditions contained in this RFP, unless clearly and specifically noted otherwise in the proposal.
Page 17
County of Peoria Electronic Medical Records System 4.9
General. The materials or services set forth in the proposal shall be furnished by bidder/seller subject to all the terms and conditions listed herein which bidder/seller in accepting an order agrees to be bound by and to comply with in all particulars. No other terms or conditions shall be binding upon the parties unless hereafter accepted by them in writing. Written acceptance or the beginning of performance of all or any portion of the services herein shall constitute unqualified acceptance of all these terms and conditions. The County will require the vendor to provide an escrow arrangement for the source code for all the programs delivered. While it is not the County's intention to make modifications to the system it must be prepared for the contingency that the vendor may cease to do business. The vendor shall deliver a performance bond in accordance with the General Instructions to Bidders provided by the Peoria County Purchasing Division.
4.10
Inspection. All supplies and equipment furnished by the agreement shall be exactly as specified in a purchase order, free from all defects in Seller's design, workmanship, and materials and, except as otherwise provided, shall be subject to inspection and test by
County at all times and places.
The Seller shall provide
adequate cooperation to any inspector assigned by the County to permit him/her to determine the Contractor's conformity with these specifications.
If any supply or
equipment is not in conformity with the specifications and requirements of the agreement, the County shall have the right to require the seller to conform to the specifications and requirements, reject the material in all or part, or require delivery of such materials or supplies at a reduction in price which is equitable under the circumstances.
If Seller is unable or refuses to correct such items within a time
deemed reasonable by County, County may terminate the order in whole or in part. Seller shall bear all risks
as to rejected materials, supplies, and services and, in
addition to any costs for which Seller may become liable to County under other provisions of this order, shall reimburse County for all transportation costs, other related costs incurred, or payments to Seller in accordance with the terms of this order for unaccepted materials or supplies. The County may withhold such costs from any amounts still owed to Contractor under any contractual agreements with County. Seller shall be liable for latent defects, fraud, or such gross mistakes as amount to fraud. 4.11
Subcontracts for Work or Services. No contract shall be made by the Contractor with any party for furnishing any of the products or services herein contained without the prior written approval of the Purchasing Agent; but this provision shall not require the approval of contracts of employment between the Contractor and personnel assigned for services there under, or for parties named in the proposal and agreed to under any resulting agreement.
Page 18
County of Peoria Electronic Medical Records System 4.12
Disallowance. In the event the Contractor receives payment for products or services under the contract which is later disallowed for nonconformance with the terms and conditions herein by the County, the Contractor shall promptly refund the disallowed amount to the County on request, or at its option, the County may offset the amount disallowed from any payment due to the Contractor under any contract with the County.
4.13
Licensing and Permits. All proposers and contractors shall be licensed, if required, in accordance with the laws of this State and any proposer or contractor not so licensed is subject to the penalties imposed by such laws. Seller further warrants that it has all necessary permits, approvals, certificates, waivers and exemptions necessary for the provision of products or services hereunder and required by the laws and regulations of the United States, State of Illinois, the County of Peoria and all other appropriate governmental agencies, and shall maintain these throughout the term of the agreement.
4.14
Retention of Vendor Material. The County reserves the right to retain all proposals, excluding proprietary documentation, regardless of which response is selected.
4.15
Independent Contractor. The Contractor is, for purposes arising out of this contract, an Independent Contractor and shall not be deemed an employee of the County. It is expressly understood and agreed that the Contractor shall in no event, as a result of this contract, be entitled to any benefits to which County employees are entitled, including but not limited to overtime, any retirement benefits, worker's compensation benefits, and injury leave or other leave benefits. Contractor hereby holds County harmless from any and all claims that may be made against County based upon any contention by any third party that an employer-employee relationship exists by reason of this agreement. Notwithstanding the foregoing, if County determines that pursuant to Federal and State law Contractor is an employee for purposes of income tax withholding, County shall upon two (2) weeks notice to Contractor withhold from the payments hereunder to Contractor, Federal and State income taxes and pay said sums over to the Federal and State Government.
Page 19
County of Peoria Electronic Medical Records System V. EVALUATION PROCESS 5.1
Overview. This section outlines the formal process that will be used by Peoria County to evaluate proposals for a new Electronic Medical Records system.
5.2
Evaluation.
The actual decision to select a software/implementation vendor(s) will
be made exclusively by Peoria County staff with final approval from the Peoria County Board. 5.3
Overall Project Approach.
Peoria County recognizes that a new system provides
an opportunity to rethink traditional processes. The County begins this project with the assumption that the software solution that is chosen is designed based on best practices. With the goal of making minimum modifications and customizations to the system, Peoria County will examine opportunities to improve its current processes as it implements the new system. It realizes that the credibility and capability of the implementation firm is a key determinant of overall project success. 5.4
Evaluation Team. A team structure will be used to evaluate software and implementation services proposals. The Evaluation Team is responsible for the evaluation and rating of the proposals, vendor demonstrations, and site visits. The Team will evaluate software functionality, technology architecture, implementation capabilities, costs, and other business partnering criteria. The Team’s objective is to make recommendations for vendor selection to the County Board. Most members of the Evaluation Team will participate consistently throughout the demonstrations.
5.5
Key Evaluation Events. The following presents the key events for major activities associated with the evaluation process. •
Review of Proposal Narrative
•
Functional and Technical Requirements Analysis
•
Comparative Cost Analysis
•
Reference Checks for Software and Implementation Firms
•
Vendor Demonstrations
•
Site Visits by Peoria County staff
•
Discovery Sessions
•
Updated Cost Proposals
•
Statement of Work Development
•
Contract Established
•
Report to Peoria County Administrator and Board
Page 20
County of Peoria Electronic Medical Records System
5.6
Demonstrations.
Upon receipt of the proposals, Peoria County will review all
proposals and conduct analysis activities to eliminate vendors from consideration for software demonstrations.
The decision to eliminate vendors will be based on (1)
overall responsiveness of the proposal to RFP, (2) functional and technology requirements analysis, (3) preliminary costs analysis, (4) findings from reference checks, and (5) capabilities of software and implementation firms through industry research. 5.7
On-Site Demonstrations.
Only vendors that have not been eliminated from
consideration will be invited to make presentations. Vendors will be asked to present on-site and may also be required to staff a “Software Demonstration Lab” that can be accessed by Peoria County end user community during the demonstrations. The Software Demonstration Lab will consist of a room with at least one PC that contains the software being evaluated.
This approach allows end users with detailed
questions to step outside the main demonstration after a subject has been covered and still have the opportunity to ask questions. 5.8
Site Visits.
Peoria County requests that vendors coordinate site visits. Site visits
are expected for vendors still under consideration after software demonstrations. Vendors should be prepared to present to Peoria County three entities for site visits. The sites should have a fully implemented Electronic Medical Records system. The sites should be similar in size and project scope to Peoria County. In addition, sites in the Midwest region are preferred.
However, the County views comparability of
sites to its situation to be the most important criteria. 5.9
Contract Negotiations.
The County will meet with the selected vendor to work
with its legal team to establish a formal contract. Penalties for failure to implement according to schedule will be determined during these negotiations. If a formal contract is not established with the first vendor selected, Peoria County reserves the right to begin negotiations with the second vendor. 5.10
Final Award Criteria. Recommendations for the selection of the final vendor for Peoria County will be based upon the following criteria: •
Quality, clarity, and responsiveness of proposal in conformance with instructions, conditions, and format contained herein.
•
Cost and quality of software services.
•
Cost and quality of implementation services.
•
Software demonstrations and site visits.
•
Ability to actually meet Functional/Technology requirements of the County.
Page 21
County of Peoria Electronic Medical Records System
5.11
•
Implementation and training plans.
•
Demonstrated successful performance of proposed software and implementation services vendors elsewhere in the public sector.
•
System maintenance, upgrades, and ongoing technical support.
•
Vendor financial stability and industry reputation.
Summary. The intention of issuance of this RFP is to promote a competitive process for the evaluation of software and implementation opportunities that provide the best value to Peoria County within their fiscal constraints.
Page 22
County of Peoria Electronic Medical Records System VI. TECHNOLOGY ARCHITECTURE 6.1
Overview.
This section summarizes key technical requirements of the
proposed application solution including software characteristics, capabilities and structure, and hardware platforms.
In addition to obtaining a set of
applications that provide the desired functionality, it is essential that the underlying technologies have the capability, performance, and design to support current and future demands of Peoria County. The following outlines the County's preferred technical requirements for the new system:
6.2
•
A solution that can effectively handle the anticipated volume of users and activity in reasonable time frames. Hardware and software must comply with County Technology Standards and the equipment configuration and sizing requirements must be specified.
•
Utilization of Microsoft SQL Server relational database software to facilitate integration of, and ease of access to, information from a wide variety of applications and users.
•
A well integrated suite of applications which streamlines entry and use of information and provides flexibility to adapt/evolve processes to changing requirements and technology.
•
Applications that can easily interface with automation and office tools, existing County applications, and outside agencies.
•
Built in security and audits and controls to provide the ability to ensure appropriate use of the system and all information.
Scope.
Technical requirements address the underlining architecture of the
application software and proposed hardware platforms. It also addresses the system’s level of integration of the various application modules, the ability to interface with other applications, and basic built in system characteristics such as security, audits and controls. Hardware and software required for the proposed solution must be defined. This should include everything necessary for
recommended
environments
such
as
development,
training
and
production. A number of improvements and changes may be necessary regarding network, hardware, software and support personnel in order to implement and maintain the new systems.
Additions and changes to the
current environment must be identified, although acquisition and installation of hardware and operating system software is not included in the scope of this Request for Proposal. The County has an extensive network of users, many of whom will be using this new system. The ability to use as much as possible of the existing infrastructure provides distinct cost advantages. Infrastructure in this sense includes system software and tools, hardware, networks and technical expertise and support mechanisms.
Page 23
These factors are not to be
County of Peoria Electronic Medical Records System considered to the extent that they would negatively impact system capability. Ease of interface/integration at both the application and system levels will facilitate the roll out of the new applications. 6.3
Current Environment.
The County computing environment consists of
applications running on Windows/Intel/SQL server. These systems are accessed by users with Windows based personal computers through a 1 GB connected wide area network based on Microsoft Windows Server 2008R2 software. The County has implemented a 4 year replacement cycle for personal computers running MS Windows 7 on a 1 gigabit switched Ethernet network with a gigabit Ethernet server backbone. The County currently utilizes the application MelyxPro created by Melyx Corporation. It’s a client/server based solution utilizing an SQL database. The following modules are included in the current system: • Pre Admission Module: Provides demographic information of prospective residents • Admissions Module:
General and specific information regarding each resident. Including allergies, assessments, contacts, care plans, diagnosis, insurance information
• Accounts Receivable Module: Resident liability, daily and recurring charges, payments and refunds, resident trust fund, room and board, case mix/level of care
6.4
• MDS Module:
Resident census, assessments
• Care Plan Module:
Resident care plans, physician interdisciplinary notes, assignments/flowsheets, resident vitals
• Reports Module:
Canned and custom reports
General Requirements.
orders, nurse
Although it is not expected that respondents
include acquisition or installation of hardware and network changes in their proposal, it is required that respondents detail all necessary hardware, software, and network changes to the County’s current environment that will be necessary to effectively operate the proposed solution. These changes should be based on a comparison of the descriptions of the County’s current environment and what is necessary for the proposed solution. Network/Hardware It is the County’s intent that any proposed system
Page 24
County of Peoria Electronic Medical Records System should be compatible with mainstream devices, so that if changes are made in the future, there is no impact on the system. It is imperative that any proposed system will work well with the County of Peoria LAN/WAN network infrastructure, but if there are any limitations that they
be
described
in
detail
so
that
the
infrastructure
can
be
supplemented as necessary. Client PC hardware and system software requirements for the proposed solution need to follow county standards. Any variations to the standards should be described. The expectation is that responses clearly relay what changes/additions to the network and hardware environments will be necessary to effectively operate the proposed solution. System Performance This section identifies performance issues that should be provided regarding the proposed vendor system. The County recognizes
that
infrastructure
as
performance well
as
depends
the
system
greatly
on
hardware
the and
network software.
Performance benchmarks should be provided and need to take the County’s Network environment into consideration and should be specific to the recommended hardware configuration. Potential variances based on the County Network environment should be indicated. If multiple recommendations (databases, hardware etc.) are provided, benchmark differences among those recommendations should be highlighted. Overall client server performance needs to be able to accommodate real time and batch processing with the anticipated number of users and volume of data. Benchmarks for typical activity should be provided to illustrate the anticipated client server performance measures such as real-time response time for simple and complex transactions, ad hoc report “roll-ups”, batch processing time, backup and recovery times, etc. Heddington Oaks is a 24/7 nursing home, normal use by application users is 7 days a week, 24 hours a day. Benchmarks and vendor responses should specifically indicate if there are periods where the system is unavailable and/or if performance/response will be severely degraded due to other concurrent processes. Hardware/Database Requirements The County has selected the Intel based server product line and Microsoft SQL Server Enterprise Edition as the standard platforms for enterprise application hosting. It is preferred that the application be configured and sized to run on these platforms. Conversion
The County has several years of history (roughly 8 million
records) to be converted and imported into the new system.
Page 25
County of Peoria Electronic Medical Records System System Interfaces The ability to interface with other County applications will be necessary.
Existing applications and/or new applications will
continue to need to coincide with the proposed vendor supplied applications. Ease of integration/interfacing in both on-line and batch modes will minimize maintenance and support efforts. method is via web service.
Our preferred
Current system interfaces include:
•
Finance System: Pentamation
•
Statistical Dashboard Extracts
•
The preferred system will also provide clinical integrations with outside pharmacies, labs, medical centers, etc…
Interface money collected each day to
Page 26
County of Peoria Electronic Medical Records System Features ID
Requirement Text
1
Response
System Requirements General Must comply with State of Illinois Requirements F1 Must comply with Medicare/Medicaid standards and requirements F2 Clinical Clinical Repository F3 Clinical Documentation F4 Comperterized Physician Order Entry (CPOE) F5 Ancillary Support (e.g., laboratory, radiology, pharmacy, etc.) F6 Electronic Document Management/Document Imaging F7 Customizable Workflow Management F8 Patient Portals F9 Electronic Signatures F10 Ability to integrate with outside suppliers: F11 Omnicare Pharmacy F12 Biotech X-Ray F13 NICL (Lab Services) F14 Alliance Therapy F15 Vision Care Center, P.C. F16 Social Work Consulting Group F17 Unity Point Health F18 OSF Saint Francis Medical Center F19 Other F20 HIM Department Operations Chart Analysis/Deficiency Management F21 Coding/Abstracting F22 Patient Identity Management/Electronic Master Patient Index (e-MPI) F23 Health Record Output and Disclosure Management F24 Release of Information F25 Screen Input Design F26 Support for Mandated Reportable Data Sets (Including RUG scores) F27 Financial Conversion of historical financial data F28 Ability to re-generate charges on historical data F29 Conversion of historical census data F30 Conversion of 100% of residents, past and present F31 Conversion of G/L account assignments F32 Conversion of charging methodology F33
Response Y=Yes N=No Y/M=Modification at no cost M=Modification
County of Peoria Electronic Medical Records System Features ID Requirement Text Conversion of rate data F34 Conversion of Medicaid resident liability F35 Conversion of insurance data F36 Patient billing F37 Medicare billing F38 Account aging F39 Admissions/Discharge reporting F40 Payer source reporting F41 Resident reporting F42 Resident Trust Fund F43 Ability to accept credit card payments F44 System Administration - Records Management and Evidentiary Support User Administration F45 Access Privilege Control Management F46 Logging/Auditing Function F47 Electronic Signature Functions (Physicians, nurses, pharmacists) F48 Records Management Function F49 Archiving Functions F50 Continuity of Operations (e.g. support for backup, recovery) F51 Maintenance of Standardized Vocabularies and Code Sets F52 Scan Documents into Record F53 ICD-10 Diagnostic Coding F54 Reporting Standard Reports (e.g. Resident reports, Financial reports, MDS reports, Medical, etc...) F55 Custom reporting capabilities. F56 Other Data in the software must be exportable into Microsoft Excel or Access. F57 Remote access capability. F58 Mobile charting capability. F59
2
Response
Technicial Requirements Platform - Database Server Provide the ability to access the database directly for query purposes. T1 Provide the ability to export data from the database using system utilities. T2 Support user-creation of views to support real-time analysis. T3 Support a method to easily find and use existing views into the database. T4 Provide the ability to add triggers/stored procedures to the database. T5 The database should be an SQL Server database. (Release 2008 R2 or higher) T6
Response Y=Yes N=No Y/M=Modification at no cost M=Modification
County of Peoria Electronic Medical Records System Features
3
ID Requirement Text Platform - Workstations Operate on MS Windows 7 (or higher) workstations. T7 Platform - Server Support Microsoft Server 2008 R2 or greater. T8 Support wireless/mobile access. T9 Support management in a virtualized environment. T10 Networking Manage printing through the Windows operating system. T11 Operate in the county's current network environment, which consists of the following: a 1GB switched Ethernet connection to each desktop, T12 and 300 megabit wireless connection, within the nursing home . Operate in conjunction with off the shelf anti-virus software. (currently Symantec) T13 Support remote access T14 Security - Access Control and Confidentiality Allow for multi-level security features with the ability to restrict access by Application modules or functions T15 Allow for multi-level security features with the ability to restrict access by Transaction type (inquiry only, update, etc…) T16 Allow for multi-level security features with the ability to restrict access by Department / Job (i.e. users with access only to specified data T17 relating to their own agency) Allow for multi-level security features with the ability to restrict access by Specific data fields T18 Allow for multi-level security features with the ability to restrict access by Any combination of above. T19 Use encryption to protect the transmission of data between workstations and servers. T20 Suppress inclusion of user-designated confidential information in reports and schedules. T21 Provide ability to restrict local and remote access by specific system functions, users, and groups of users in accordance with rules, statutes T22 or procedures. Provide security for standard and ad hoc reporting. T23 Create and maintain records on access privileges for specific groups of users and types of data T24 Allow restricted access to security authorization tables defined, maintained, and controlled by system administrators (e.g., access T25 authorization tables controlled by system administrator). T26 T27 T28 T29 T30 T31 T32
Response
Base access and similar privileges on authorizations defined, maintained, and controlled by specific users (e.g., access authorization tables). Ensure modification of other electronic records restricted to administrative information with proper authorization. Ensure electronic case records cannot be modified without supervisor or system administrator notification. Provide the ability to redact (or otherwise make unavailable) sensitive personal data from accessible resident information. Restrict local and remote access and permissible operations (i.e., view; add; change; delete; combinations of view, add, change, delete; and output) on resident information, files, parts of files, and system functions from other system functions, device (e.g., terminals, personal computers [PCs]) locations, users, and groups of users. Allow access and similar privileges based on authorizations defined, maintained, and controlled by users (e.g., access authorization tables). Perform user-defined edit and data validation checks such as content of each individual data field (e.g., proper format for a date) and relationship of data field to other data (e.g., date of answer or response after date filed).
Response Y=Yes N=No Y/M=Modification at no cost M=Modification
County of Peoria Electronic Medical Records System Features
4
ID Requirement Text Security - Audit Be designed to track and provide an audit trail of application data updates, such as: 1.) Date/Time 2.) Transaction ID 3.) User ID 4.) T33 Workstation ID 5.) IP Address 6.) Old value 7.) New value 8.) Resident number (if applicable). Maintain and produce audit trail and reports of file additions, modifications, deletions. T34 Provide a screen banner notifying authorized users that their activities may be monitored by system and management personnel. T35 Security - Authentication Utilize an existing Active Directory for its user management module T36 Provide secure passwords for users. T37 Manageability/Monitoring Include a management dashboard for quick overall view access of the health of the system including disk space, backup status, access to the T38 various log files, etc… Provide easy access to the system log files. T39 The provider will document the backup and restore process of the system. T40 Data Migration Migrate existing SQL data into the data structure of the new system. T41 Configuration Management Provide both train and test environment(s) that replicates the production environment on an ongoing basis. T42 Extensibility Provide ability for users to maintain and add code lists. T43 Provide tools to add data elements to user interfaces. T44 Provide tools to create, modify, and run canned and ad hoc reports. T45 Data Integrity Provide on-screen prompts, tutorials, and help screens to assist users in the entry of correct information codes. T46 Perform locally defined edit and data validation checks such as content of each individual data field (e.g., proper format for a date) and T47 relationship of data field to other data. Ensure clarity of all system-generated messages (e.g., full explanation of inputs that fail edit or data validation tests). T48 Allow for identification of locally defined mandatory fields. T49 Output information on data entry errors including description of error and identification of data entry operator. T50 Ability to restore programs, data, and data relationships erroneously modified or deleted. T51 Provide additional security and data integrity capabilities as appropriate (e.g., protection at lower levels than file or record level, such as at T52 field level; firewalls that restrict access to only some of system and database and secure other parts). Provide adequate security and data integrity for user notes. T53 Provide adequate security and data integrity for all electronic information exchange. T54 Identify mandatory entries and invalid entries. T55 Allow authorized user correction of individual or groups of cases when data entry error occurs. T56 Availability All components of the solution should operate 24 hours a day, 7 days a week with 99.9% uptime. T57 Provide for internal or external file backups at any time by system administrator and without interrupting normal operations. T58
Response
Response Y=Yes N=No Y/M=Modification at no cost M=Modification
County of Peoria Electronic Medical Records System Features
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ID Requirement Text Ability to archive data. T59 Provide ability to retrieve and restore archived data upon request. T60 Allow for database backups and restoration on demand in both production and test environments. T61 Provide for disaster recovery (e.g., reconstruct status of system and its case processing and financial functions and data). T62 Documentation Supply Peoria County IT with technical documentation regarding all aspects of the Electronic Medical Records System including, but not limited to; general system set-up, system hardware requirements, data structures, data element dictionaries, interfaces, security, system T63 constraints and limitations and intended overall system operation/function capabilities. Supply Peoria County personnel with comprehensive system manuals outlining system functionality and all relevant process flows necessary T64 to work in the Electronic Medical Records System in a capable manner. Training The Application providers shall supply comprehensive on-site training in use of the Electronic Medical Records System to all County T65 personnel who will be using the system. The Application providers shall supply comprehensive Developer/System Admin training for day-to-day, routine, maintenance functions such T66 as table/code adding/updating/deleting, general database maintenance, security settings and group/role definition, etc. Support The Application provider's technical support must respond to Severity 1 (Critical) failures within 60 minutes of notification T67 The Application provider's technical support must respond to Severity 2 (Major) failures within 2 hours of notification. T68 The Application provider's technical support must respond to Severity 3 (Minor) failures within 4 hours of notification. T69 The Application provider's technical support must respond to Severity 4 (Cosmetic) failures within the current patch release cycle. T70 The Application provider's technical support should have an adequately manned help-desk available for user support 24/7. T71 The Application should have an adequate built-in/online help module to assist users in normal day-to-day functions. T72 Interface Standards Provide tools for Peoria County ITS to generate and consume data according to National Information Exchange Model (NIEM) 2.1 Information T73 Exchange Package Documentations (IEPDs) Provide tools for Peoria County ITS to generate and consume data and transfer the data as XML over web services. T74 Interfaces with County financial system (Pentamation). Send Daily Account Summary information to Pentamation via web services. T75 Interfaces with County Intranet Dashboards Send statistical information via web services. T76
Response
Response Y=Yes N=No Y/M=Modification at no cost M=Modification
County of Peoria Electronic Medical Records System Other Documents
CHECKLIST OF MANDATORY SUBMITTALS Nine (9) bound copies of the proposal (including one signed original) Nine (9) hard copies of cost submission form Nine (9) hard copies of requirement responses Electronic copy of the entire proposal submitted on a CD-ROM or DVD Electronic MS-Excel file of cost spreadsheets Electronic MS-Excel files of responses to system requirements Electronic MS-Excel document of references (Software firm and Implementation firm) Sample reports and documentation (preferred on CD-ROMs) Sample software licensing agreement Sample contract and implementation services agreement Employer Report Form CC-1 for EEO Noncollusion and Certification of Eligibility Affidavit of Prime Bidder
County of Peoria Electronic Medical Records System Other Documents
SOFTWARE AND IMPLEMENTATION SERVICES Software Firm Reference List The following is a list of at least five (5) references that most closely reflect similar consulting projects to the County of Peoria’s scope of work within the past three (3) years. These references should be sites at which the software has been fully implemented . Please use the following format in submitting references. Name of Firm, City, County or Agency__________________________________________ Address:___________________________________________________________________ Telephone:_________________________
E-mail: ________________________________
Contact:___________________________/Title:____________________________________ Service Dates:______________________ Software Program/Version: ________________________________ Summary of Project:___________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Project Cost: $______________________Operating Budget:$__________________________ Project Manager:____________________Number of Employees_________________________ Product (Modules):_____________________________________________________________
County of Peoria Electronic Medical Records System Other Documents
SOFTWARE AND IMPLEMENTATION SERVICES Implementation Firm Reference List The following is a list of at least five (5) references that most closely reflect similar consulting projects to the County of Peoria’s scope of work within the past three (3) years. These references should be sites at which the software has been fully implemented . Please use the following format in submitting references. Name of Firm, City, County or Agency__________________________________________ Address:___________________________________________________________________ Telephone:_________________________
E-mail: ________________________________
Contact:___________________________/Title:____________________________________ Service Dates:______________________ Software Program/Version: ________________________________ Summary of Project:___________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Project Cost: $______________________Operating Budget:$__________________________ Project Manager:____________________Number of Employees_________________________ Product (Modules):_____________________________________________________________
County of Peoria Electronic Medical Records System Other Documents
Schedule 1: Summary Cost Schedules Schedule 1 Summary of Total Software, Professional Services, and Maintenance Costs Cost Categories
Proposed Cost in RFP
Explanation/Notes (if necessary)**
Software License Fees (Schedule 2)(*)(**) Professional Services (Schedules 3, 4, 5, & 6) Implementation Services (Schedule 3) Data Conversion and Interfaces Non-Labor Expenses (Schedule 4) Training (Schedule 5) Travel and Other Cost (Schedule 6) Hardware Costs (if any) Total Costs During Project Period
$
Ongoing Support & Maintenance (Years 1-5)
Period
Proposed Cost in RFP
Explanation/Notes (if necessary)**
Year One* Year Two Year Three Year Four Year Five * Please identify the time at which "Year One" support begins (e.g., Once the software is loaded on the Development system or after software is placed in production). *Attach additional Notes (if needed) to provide full explanation.
County of Peoria Electronic Medical Records System Other Documents
Schedule 2: Licensing Fees Cost Schedules Schedule 2 Detailed Licensing Fees by Module
Proposed Number of Fee per Cost in RFP User/Employees User/Employee
Product
Subtotal Third Party Software (List Individually)
Subtotal Total License Fees
$
Extended Cost Proposed in RFP
County of Peoria Electronic Medical Records System Other Documents
Schedule 3: Professional Services Cost Schedules Schedule 3 Estimated Professional Services By Implementation Phase/Activity 1. Estimated Vendor Hours and Cost Phase/Activity Data Conversion Hours Rate Cost
All Other Rate
Cost
Hours
Total Rate
Cost
2. Estimated Government Hourly Participation (Please input estimated 'Hours" only) Phase/Activity Data Conversion Interfaces All Other Hours Rate Cost Hours Rate Cost Hours Rate
Cost
Hours
Total Rate
Cost
Hours
Interfaces Rate Cost
Hours
Total
Total
County of Peoria Electronic Medical Records System Other Documents
Schedule 4: Non-Labor Costs Cost Schedules Schedule 4 Non-Labor Costs Category/Phase
Phase 1
Total
Phase 2
Phase 3
$
Please label each phase to be consistant with your implementation approach.
Phase 4
Phase 5
Total
County of Peoria Electronic Medical Records System Other Documents
Schedule 5: Training Costs Cost of Training by Phase Schedule 5 Summary of Total Software, Professional Services, and Maintenance Costs 1. Training Hours and Costs byType Phase 1 # of Training Type Students Units Cost/Unit
Total
Cost
Units
Phase 2 Cost/Unit
Cost
Units
Phase 3 Cost/Unit
Cost
Units
Phase 4 Cost/Unit
Cost
Units
Phase 5 Cost/Unit
Cost
Units
Total
Cost
Units
Phase 3 Cost/Unit
Cost
Units
Phase 4 Cost/Unit
Cost
Units
Phase 5 Cost/Unit
Cost
Units
Cost
$
Please label each Phase to be consistant with your implementation methodology. 2. Aditional Training Costs # of Training Type Students
Total
Phase 1 Units Cost/Unit
Cost
Units
Phase 2 Cost/Unit
Total Cost
$
3. Total Training Costs Phase 1
Training Type Total
Phase 2 Cost
$
Phase 3 Cost
Phase 4 Cost
Phase 5 Cost
Total Cost
Cost
County of Peoria Electronic Medical Records System Other Documents
Schedule 6: Other Costs Cost Schedules Schedule 6 Travel and Other Costs Phase 1 Cost
Categories
Phase 1 Cost
Phase 1 Cost
Total
Please label each Phase to be consistant with your implementation methodology.
Phase 1 Cost
Phase 1 Cost
Phase 1 Cost
