Request for Proposal
Policy & Procedure Management System
Hill Country MHDD Centers 819 Water Street, Suite 300 Kerrville, Texas 78028 (830) 792-3300
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1. Introduction
Hill Country Mental Health and Developmental Disability (MHDD) Centers (Hill Country Community MHDD Centers) is a 501 (c)(3) organization whose mission is to provide mental health, individual developmental disability, substance abuse, and early child intervention services through the greater Texas Hill Country serving 19 Texas counties. We are eligible, but not required to purchase from the State of Texas DIR contract. As the Local Mental Health and Developmental Disability Authority for Bandera, Blanco, Comal, Edwards, Gillespie, Hays, Kendall, Kerr, Kimble, Kinney, Llano, Mason, Medina, Menard, Real, Schleicher, Sutton, Uvalde and Val Verde counties. We are seeking application to provide a software architecture program to manage our Policy and Procedures, Employee Training Programs and contracts. This will replace the existing combined electronic/paper system currently in use located at 819 Water Street, Suite 300, Kerrville, Texas. The proposed system will have similar capabilities as the current system allowing for; electronic scheduling of updates, rewrites and notifications to owners for future dates, capability to monitor ongoing changes, attestations, and ability to count and document timely updates and corrections of current documents. The proposed system will offer the option of hosting our data, or allowing us to store our data locally. We will require unlimited user licenses for up to 600 employees.
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2. General Information A. Requirement for Submission 1. Bidders responding to this Request for Proposal (“RFP”) must provide their ability to install and maintain similar electronic systems as submitted for consideration in this RFP. Bidders must also show evidence they have successfully installed and maintained the proposed systems for at least three years, and whether this has been done under their current organizational structure. 2. Submitting bidders must give proof that they can provide the necessary maintenance support for the proposed system. This will include: a. Description of the bidder’s commitment to respond from time of trouble discovery through the time the trouble was cleared. b. Definitions of major and minor problems and intended response time for major problems both during the warranty period and any subsequent maintenance support agreement. c. The bidder will identify the number of certified technicians in the supporting office who are specifically trained on the proposed system to meet stated response time and remote maintenance capabilities to minimize system downtime. 3. The bidder will meet any insurance and/or liability requirements of Hill Country MHDD Centers. 4. The bidder must include at least five (5) references for existing electronic/software solutions installed by bidder employing the same software as proposed. Please provide the customer name, address, and telephone number, the date placed into service and the customer’s selected method of maintenance. Hill Country MHDD Centers intends to check these references 3
and verify customer satisfaction with hardware, software, installation and training. 5. The bidder will train an agreed upon number of Hill Country MHDD staff on system use including defining and monitoring on going updates and data entry prior to implementation. Training will include understanding and operating the applications available to them at level that will enable them to train others. Online training for users is a desirable feature, as are webinars. 6. The bidder will identify how upgrades, new features, technology advancements and systems improvements, etc. will be communicated to Hill Country MHDD Centers, including method of implementation on the installed platform. 7. If the bidder’s company does not manufacture the system being proposed, the bidder will provide information showing its length of commitment to the product, the date it began marketing the product, and the support received from the manufacturer. This should include a description of the support received with regard to technical response time and turnaround time. 8. All responses are to include pertinent literature of the proposed system. Failure to provide this information may result in the rejection of the proposal.
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B. Bidder Submission 1. Responses are required to be completed and to adhere to the format of the requested information. Persons signing the proposal must have the authority to bind the bidder into a contract. All proposals shall be sealed and properly marked “RFP Submission”. Proposals shall be typed using word processing on 8 ½” x 11 paper. 2. Corrections, deletions, or additions to offer may be made prior to the closing date of the solicitation or the date for closing bids. No oral, telephone, telegraphic, or fax transmitted corrections, deletions, or additions will be accepted. The bidder must submit either a comprehensive form for this purpose, if provided, or substitute pages in the appropriate number of copies with a letter documenting the changes and the specific pages for substitution. Any interlineations, alteration, or erasure made before opening time must be initialed by the signer of the original proposal, guaranteeing authenticity. Failure to adhere to the foregoing guideline, as delineated in this paragraph, will result in the rejection of the proposal. 3. Bids should be best and final offer. No further opportunity will be provided to refine the bid. 4. Any inquiries regarding the requested information in the RFP should be addressed to Carl Carpenter (technical) or Jimmie Terrell (contractual)
[email protected] [email protected] 5. Completed proposals are due by June 10, 2015. All submissions will be sent via mail, bidders are required to submit (2) copies of their completed proposal to the following address:
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Hill Country Community MHDD Centers Attn: Scooter Brown, Dir. QM/UM 819 Water Street Suite 300 Kerrville, Texas 78028
6. Statement of postmark or confirmed receipt will validate responses received on specified date. 7. Proposals received after submission deadline shall be returned unopened and shall be considered void and unacceptable. 8. The successful bidder shall not sell, assign, transfer or convey the contract resulting from the RFP, in whole or in part, without prior written consent of Hill Country MHDD Centers. 9. Proposals received will be considered all inclusive for all cost associated with the provision of proposed services and products. C. Evaluation of Proposals. Proposals will be evaluated and the contract awarded based on the following criteria on a point scale of up to 100 points. Points will be allotted per evaluation criteria up to the maximum available. If considered necessary by Hill Country MHDD, the top bidders may be asked to make a presentation in addition to the bid prior to a decision being made. Please provide your information in the following format as that is the order in which it will be scored as we review your proposal: 1. Cost
30 points
2. Provision of services requested
40 points
3. History of providing policy software systems
10 points
4. Maintenance Capability
10 points 6
5. References
5 points
6. Relationship with manufacturer
5 points
7. Capability, reliability, and expandability of proposed system
*
8. Financial stability and reputation of bidder
*
9. Completeness of the proposal
*
10. Bidder’s willingness to negotiate a contract acceptable to Hill Country MHDD Centers
*
11. Feasibility, timeliness and quality of the implementation schedule and cutover plans
*
*Un-weighted but considered
D. Notice of Selection. The selection will be made on or after June 10, 2015. The successful bidder will be contacted and the specifics of the contract will be finalized. Deadline for this step is no later than June 30, 2015. If necessary, negotiations between the selected bidder and Hill Country MHDD Centers can be terminated and a new bidder selected. E. Notice of Award. The award decision will be made June 30, 2015. F. The successful bidder will receive notification from Hill Country MHDD Centers. Notice of award will be sent to all bidders within ten (10) days after the award of the contract.
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3. Software Requirements The software proposed must; in addition to supporting industry-specific regulatory guidelines from HIPAA, RFPA, NCQA, URAC, ERISA, ECOA, CRA and FCRA, should support corporate governance and risk management programs as well as mandates and regulations such as OSHA, JCAHO and ISO standards. The software must provide a simple user interface with command capabilities. A. Software Features a. Digital Signature/attestation b. Automatic user/owner notification via email or message c. Create language- or region-specific versions of a master document, and distribute those copies to other authors to edit, translate, review or approve d. Microsoft Word and Excel integration - edit documents directly in the software using a browser-based interface. e. Track employee attestations, identifying correlations between incidents and policies. f. Integrate seamlessly into Microsoft SharePoint/PDF g. Automated email reminders to review and update procedures h. User search function to find policies quickly i. Include interactive content, such as videos, for training j. Secure, centralized and auditable repository of critical documents k. Full reporting and audit tracking for all documents l. Automatic escalation to managers 8
m. Active Directory Authentication Integration n. Include fully customizable sample procedure templates for the most common risk areas. These corporate policy and procedure examples should have a simple user interface as a starting point for the organization. (i.e. inserting your organization name or other relevant information.) These features are desirable in the system we contract with: • Administrative flexibility
• Archival database • Attach documents or files • Automatic timed review notification • Change history • Customizable categories for multiple compliance standards • Customizable templates • Department grouping • Comments by readers • Document import/export • Document log • Filter and sort • Flexible reminder system for review periods • Hyperlinks • Quiz capability • Master reviewers/approvers of policies • Messages • Reference other documents • Rename and merge 9
• Reports • Require or restrict readers • Review and approval processing • Search (basic and advanced) • Security • Text formatting (using Microsoft® Word) • Track changes (using Microsoft® Word) • User authorizations • User import • Version numbers on documents • Viewing documents • Walk-thru document creation
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4. Assurances Document Bidder assures the following: a. All addenda and attachments to the RFP as distributed by Hill Country MHDD and designated by checklist have been received. b. No attempt will be made by the bidder to induce any person of firm to submit or not to submit a proposal; c. The bidder does not discriminate in its service or employment practices on the basis of race, color, religion, sex, national origin, disability, veteran status, or age; d. All cost and pricing information is reflected in the RFP response document only; e. Bidder accepts the terms, conditions, criteria and requirements set forth in the RFP; f. Bidder accepts the Hill Country MHDD Centers right to cancel the RFP at any time prior to contract award; This RFP will remain open until June 10, 2015. g. Bidder accepts the Hill Country MHDD Centers right to alter the timeline for procurement as set forth in the RFP; h. The proposal submitted by the bidder has been arrived at independently without consultation, communication, or agreement for the purpose of restricting competition; i. Unless otherwise requested by law, the information in the proposal submitted by the bidder has not been knowingly disclosed by the bidder to any bidder prior to the notice of intent to award; j. No claim will be made for payment to cover cost incurred in the preparation of the submission of the proposal or any other associated costs; k. The individual signing the contract is authorized to legally bind the bidder; l. The address submitted by the bidder to be used for all notices set by the local authority is current and correct; and a. That all statements in this proposal are true to the best of the bidder’s knowledge and bidder recognized that false statements in the proposal would disqualify the bidder.
Signature Authority for the Provider
Name of Organization
Date 11
