State of Georgia State Entity: Department of Public Health Electronic Request for Information (“eRFI”) Event Name: Web-based Clinical / WIC Information System eRFI (Event) Number: DPH0000064 1. Introduction 1.1.
Purpose of Solicitation This electronic Request for Information (“eRFI”) is being issued to solicit information from interested suppliers with respect to Web-based Clinical/WIC Information System for the Department of Public Health (hereinafter, “the State Entity”) as further described in this eRFI. The State Entity will use the information generated by this eRFI in conjunction with other information available to the State Entity to determine the solution that it is in the best interests of the State Entity to fulfill this need. Background The Georgia Department of Public Health (DPH) is the lead agency in preventing disease, injury and disability; promoting health and well-being; and preparing for and responding to disasters from a health perspective. In 2011, the General Assembly restored DPH to its own state agency after more than 30 years of consolidation with other departments. At the state level, DPH functions through numerous divisions, sections, programs and offices. Locally, DPH funds and collaborates with Georgia's 159 county health departments and 18 public health districts. Through the changes, the mission has remained constant - to protect the lives of all Georgians. Today, DPH's main functions include: Health Promotion and Disease Prevention, Maternal and Child Health, Infectious Disease and Immunization, Environmental Health, Epidemiology, Trauma and Injury Prevention, Emergency Preparedness and Response, Emergency Medical Services, Pharmacy, Nursing, Volunteer Health Care, the Office of Health Equity, Vital Records, and the State Public Health Laboratory. As part of an overall strategy to better manage our technology and associated costs, the Department of Public Health (DPH) is exploring the market for a new web-based Clinical /WIC (Women, Infants, & Children) system that is already Electronic Benefits Transfer (EBT) capable. The state of Georgia wishes to consolidate the number of clinical systems technology that it uses along with incorporating our WIC program. Currently DPH uses 4 different clinical management systems within 18 Districts and 159 Counties of Public Health to capture, report, and manage clinical/WIC services for the citizens of Georgia. NOTE: For companies that may have all of the components we are looking for (Clinical, WIC, and EBT), we would still be interested in understanding your capabilities and would invite you to submit your response. The benefit of moving toward a single system is to simplify the complexity with having multiple systems within DPH and provide for easier and better reporting capabilities at county, district and state levels at a lower cost. Additionally, this will make it much easier when implementing changes that are required by the different Federal programs along with integrating with other Public Health systems. This system will need to support a number of Clinical programs and WIC for the state of Georgia as well as our information security requirements, along with having the capability of billing for Medicaid and other insurance.
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Scope of Service Reporting and Data Quality A. Provide reporting at multiple levels including the county, district, and state level. Ensure that the Department of Public Health has appropriate system access. The Department of Public Health would need access in terms of being able to query a reporting database directly. B. From a Data Quality perspective, the Department of Public Health needs to understand what steps, including but not limited to Data Standards, will the vendor use such that data integrity can be assured, across (not within) the programmatic areas. This would include the need for accurate and complete metadata for each field in the system; table structures, etc. The Department of Public Health currently has approved data standards that can be shared as a reference. Information Security Proposed solution must comply with state and federal regulations and policies including HIPAAHITECH, FISMA, NIST 800-53 Series, and the Georgia Technology Authority (GTA) security policies. Below is the link to the Georgia State Government Information Technology Policies, Standards, and Guidelines. Section 2.7 pertains to Information Security.
http://gta.georgia.gov/egap/sites/gta.georgia.gov.egap/files/related_files/site_page/State%2 0of%20Georgia%20Enterprise%20Policies%20and%20Standards%20-%2020130624.pdf Clinical Programs The system must be able to support the following programs. Below are brief summaries of the different programs areas. A. Babies Can’t Wait This program is Georgia’s statewide interagency service delivery system for infants and toddlers with severe developmental delays or disabilities and their families. This program is established by Part C of the Individuals with Disabilities Education Act (IDEA). This program serves children from birth to age 3, regardless of income, who meet the following criteria: have a diagnosed physical or mental condition which is known to result in a developmental delay, such as blindness, Down syndrome or Spina Bifida; or have a diagnosed developmental delay confirmed by a qualified team of professionals. 1. Services: a. Three services are provided: multidisciplinary evaluation to determine eligibility and multidisciplinary assessments to determine the scope of services needed. b. Service coordination which assists the family and other professionals in developing a plan to enhance the child’s development. Access to early intervention services identified in the child’s plan. State funds are available, based on a sliding fee scale to assist families who are determined by the local BCW Program to be unable to pay. c. Early intervention services may include: assistive technology devices, audiology, family training and counseling, health services, medical diagnostic services, certain nursing services, nutrition services, occupational therapy, physical therapy, psychological services, social work, special instruction, speech-language pathology, vision services and transportation services. The BCW service program records information related to the Babies Can’t Wait (Early Intervention or EI) program. The module records the results of evaluations for “Part C” eligibility (of the IDEA-Individuals with Disabilities Educations Act) and for active and historical Individualized Family Service Plans (IFSP) prescriptions and related services. In the Public Health system you can List Evaluations and List IFSPs. Revised 08/22/11
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2. Evaluation: Evaluation are procedures used by appropriately qualified personnel to determine a child’ s initial and continued eligibility under Part C, consistent with the definition for eligibility as established by Georgia, including determining the status of the child in each of the developmental areas. Evaluations are conducted by qualified personnel. 3. Assessment: Assessment is the ongoing procedures used by appropriately qualified personnel throughout the period of a child’s eligibility under Part C to identify: a. the child’s unique strengths and needs and the service appropriate to meet those needs; and b. the resources, priorities and concerns of the family and the supports and services necessary to enhance the family’s capacity to meet the developmental needs of their infant or toddler with a disability. Assessments are conducted by qualified personnel. Qualified Personnel refers to members of the Multidisciplinary team (2 professionals from different disciplines, the parents and the Service Coordinator) who: : have knowledge and skills related to the determination of typical and atypical development of infants and toddlers. have knowledge of formal and informal assessments of infants and toddlers. meet the personnel Standards for their respective discipline as outlined in GA’s EI Policy. 4. Evaluation/Assessment Activities: Evaluation/Assessment activities may include (but not limited to) the following: a. b. c. d. e.
A comprehensive developmental assessment. A psychological assessment. An occupational therapy assessment. A physical therapy assessment. A speech and language assessment and a medical assessment which is an assessment provided by a licensed physician to determine a child’s developmental status and any other specialized medical procedures determined by the licensed physician to be necessary to determine eligibility.
5. Eligibility Children are eligible for services in the Georgia BCW program if they are: a. between the ages of birth and 3 years old b. a resident of the State of GA c. meet the criteria in one of 2 categories: Category 1: Infants and Toddlers with Established Risk for Developmental Delay: Children who have an established risk of developmental delay due to a diagnosed physical or mental condition which has a high probability of resulting in developmental delay unless Early Intervention (EI) services are provided. These conditions/disorders might be Down syndrome, cerebral palsy, muscular dystrophy, seizures, etc. Category 2: Infants and Toddlers with a Significant Developmental Delay: Children with a significant delay, as determined by the MDT composed of at least 2 professionals from 2 different disciplines, the Service Coordinator and the family using a variety of appropriate instruments, procedures and informed clinical opinion, are eligible for EI services through the BCW program.
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B. Child Health Presentation This program provides immunizations to children and conducts hearing, vision, dental and scoliosis screening in addition to health exams for Medicaid-eligible children. Child Health or Health Check Services for children has five (5) main functions: Outreach, Outreach Services, Health Check Services, General Child Health Services and Consultations. Outreach refers to information about the attempts to bring in a client to receive services. Health Check refers to information about those services that were provided and Consultations refers to information about referrals that were made as a result of the screening. C. Electronic Birth Certificates (EBC) Electronic Birth Certificates (EBC) is an on-line collection of birth profile information. Electronic Birth Certificates (EBC) transmits birth statistics and profile information from vital records to District offices and County clinics and integrates that data in to the Public Health System. This information helps health professionals identify at-risk babies with potential developmental difficulties quickly. Electronic Birth Certificate (EBC) provides timely and current information as well as these 3 functions:
Identifies at-risk infants and automatically enrolls them into the appropriate program such as C1st
Alerts the health department of risk factors.
Identifies irregular developmental conditions such as birth defects, hereditary illnesses/diseases, and abnormal family conditions.
D. Family Planning Family Planning is a part of Women’s Health in the Maternal and Child Health Branch of Public Health. Family Planning provides an individual (or couple) with services that enable a female client to choose parenthood when desired. Its mission is to enable families to plan and space their children to improve the health of women and children and to reduce welfare dependency. E. Immunizations Georgia’s goal is to make sure that at least 95% of all children ages 18 and under are adequately immunized. This is being made possible through the immunization registry and VFC (Vaccines for Children) program which provides free vaccines to private and public providers to increase vaccine availability for persons up to 19 years old who are underinsured, not insured, covered by Medicaid and American Indian/Alaskan Native. Clinical Assessments (CASA) provide for the assessment of immunizations levels of children 21 to 23 months for immunization providers. The Immunization Registry program holds each client’s complete immunization history and allows you to record immunizations as they are given to the client. The vaccines given to the client and recorded in the IM Registry are deducted from the vaccine inventory. School, daycare, MMR certificates and shot records can be printed on demand for a client. (CASA uses the information in the IM database to analyze compliance with immunization auditing. F. LAB Many Lab procedures consist of several tests performed on a single specimen. Results from each sub-test can now be entered individually with their own diagnosis (ICD code). The overall diagnosis for the battery of tests is entered in the Final Diagnosis field. Lab, radiological and other tests and results are linked to the specific service that requested them. The Lab/Diagnostic Services screen can be entered by selecting Lab on the Services Profile screen or by pressing F5 within a service or service program. Either one will display the Diagnostic Services Screen. The Lab module is an important module in the sense that it is integrated with the other modules. For example, a female client needs to take a hemoglobin or hematocrit test as a requirement for WIC. This service is entered into the Lab module along with the results of the tests. A potential TB patient has to take a tuberculin skin test to detect TB infection. The test is determined to be positive when there is a significant amount of swelling at the skin test site 48 to 72 hours after the test is given. A chest x-ray may also be performed. The skin test and the chest-x-ray services are Revised 08/22/11
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entered into the lab module and the results are recorded accordingly. A newborn must be screened for PKU (Phenylketonuria) which is a condition that prevents the baby from processing a protein called phenylalanine. It is found in certain foods and without treatment this protein builds up in the blood stream and causes brain damage and mental retardation. It affects 1 in 10,000 to 25,000 babies. Another disorder states are required to check in newborns is hypothyroidism which affects one baby in 4,000. This is a thyroid hormone deficiency that retards growth and brain development. This module is significant because it is used in practically every program or module to record tests given a client and the results of the tests. G. Sexually Transmitted Diseases The ST module is used to record visits to the STD clinic and any ICD diagnosis associated with those services. The STDs are: Bacterial vaginosis Chancroid Chlamydia Epididymitis Genital Herpes Genital Warts Gonorrhea Lymphogranuloma Venereum Molluscum Contagiosum Mucopurulent Cervictitis Nongonococcal Urethritis Pediculosis Pubis Pelvic Inflammatory Disease Scabies Syphilis-Early Symptomatic Syphilis Latent Trichomoniasis Vulvovaginal Candidiasis The clinical system application should allow users to track all services provided to clients of the health department through the Sexually Transmitted Disease (STD/ST) service category. H. HIV Test Services When a patient comes into the clinic and receives HIV test services, the corresponding services on a coding sheet should be properly circled. Using the coding sheet, the information can then be entered into the Clinical system for tracking. When administering HIV test services, there are three types of tests available in our districts.
Ora-Quick Rapid HIV test which is performed in house with results in 20 minutes.
OraSure test in which a swab of the patient’s mouth is taken and the specimen is then sent to an outside lab for testing. The patient will return for results at a later date. The collection of the specimen for the OraSure test would include coding a 99000 Specimen Collection.
Third, the Blood test in which blood is drawn from the patient and the specimen is then sent to an outside lab for testing. The patient will return for results at a later date. The collection of the specimen for the Blood test would typically include a 99000 Specimen Collection and 36415 Venipuncture.
NOTE: The 99000 – Specimen Collection and 36415 – Venipuncture codes are only to be used when collecting specimens that will be sent to an outside lab for testing. Any tests that are collected and the test performed in house, you will only code the test itself.
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I. Tuberculosis Services – TB When a patient comes into the clinic and receives Tuberculosis related services, the nurse should properly circle the corresponding services on the coding sheet. Using the coding sheet, the information can then be entered into the system. Tuberculosis Skin tests are to be entered in the program in which the patient is primarily visiting. For instance, if the patient’s primary visit is for FP and the patient also takes a Tuberculosis Skin Test, then the Tuberculosis Skin test lab code will be entered under the FP program in the Lab section. Likewise for STD, CH, etc. Whichever program the patient’s visit information is entered under; the lab will also be entered. If the patient is visiting for a work physical, school physical, etc., enter the TST in whichever program the other services being performed are entered under. Women, Infants and Children (WIC) WIC is a federally funded nutrition program administered by State and local agencies. The WIC Program provides nutritious supplemental foods, nutrition education, and referrals to health care, at no cost, to low-income pregnant, postpartum and breastfeeding women, infants, and children up to five years of age. To be eligible for WIC, individuals must meet categorical, income, and residential requirements and be certified by a health professional to be at nutrition risk due to medical conditions and/or inadequate diet. WIC in Georgia Georgia WIC is the nation's fifth largest Special Supplemental Nutrition Program for Women, Infants and Children. The Food and Nutrition Service administers the program at the federal level and provides funds to state agencies for implementation. At the state level, the Department of Public Health, Maternal and Child Health Program, Office of Nutrition and WIC administers the program. WIC has provided nutrition education and supplemental foods to low income families for over thirty years. In Federal Fiscal Year (FFY) 2011, Georgia WIC provided benefits to a monthly average of approximately 310,000 participants. In 2011, WIC expended $331 million in the State of Georgia. Georgia WIC services are provided through 18 health districts and one contract agency. When an individual has been certified to participate in the program, they receive a monthly food package that consists of 2-5 checks each containing a number of food items and other specific information as defined under federal regulations 7 CFR 246.12. A participant receiving a special package could receive 8-15 vouchers per month or as few as one. Food packages may be issued for up to three months; however, each monthly food package is only valid for 30 days from the “first date to use” printed on the face of each voucher. Local agency staff prints out WIC checks on-site on laser MICR printers on demand using blank check stock. Certification, participant records, and check issuance are initially entered in our four front-end systems and maintained in two State-level systems operated by the Contractor: Georgia WIC Banking Online and Georgia WIC Information System (GWIS). Georgia WIC uses a retail food delivery system model whereby participants purchase WICapproved foods through authorized WIC retail vendors. These include retail groceries (chain, large independent, small independent), military commissaries, and retail pharmacies. (Pharmacies are only authorized to provide specialized infant formula; they are not authorized to accept WIC vouchers for food items or regular infant formula). There are approximately 1,512 Georgia vendors authorized to accept WIC vouchers. An estimated 1.4 million checks are presented each month to the Banking Agent for processing. There are 13 core functional areas of requirements for the WIC program. Functional Areas: The functional areas and processes are: • • • • • Revised 08/22/11
Certification Nutrition Education and Health Surveillance and Referrals. Food Management Food Benefit Issuance Food Benefit Redemption, Settlement and Reconciliation 6 of 19
• • • • • • • • 1.
Financial Management Caseload Management Operations Management Vendor Management Scheduling System Administration Reporting EBT
Certification The Certification function is intended to support application processing and certification of WIC participants. To be certified as eligible to receive WIC benefits, applicants must meet categorical, income, residence, and nutrition risk requirements. WIC certification involves capturing relevant demographic, income, health-related, and referral data on applicants to and participants in the WIC Program. In this area, eligible applicants are authorized to receive nutrition education, breastfeeding support, referral to health and social service programs, and food benefits. Upon certification WIC participants are prescribed a food package and are issued benefits. a. Certification includes the following functions: • Create and Locate Data Records • Create New Applicant Record • Search for Applicant/Vendor Record b. Manage Application Process • Maintain Basic Information on Applicant/Participant • Screen Applicant for Prior Enrollment • Determine Adjunct or Automatic Income Eligibility • Determine Documented Income Eligibility • Maintain Waiting List c. Determine Nutrition Risk of Applicant • Maintain Applicant Nutrition and Health Characteristics • Calculate Body Mass Index and Produce Automated Growth Chart • Capture and Document Blood Test Results.
Nutrition Education, Health Surveillance and Referrals This functional area is intended to capture nutrition-related information about WIC Program participants; this area captures nutrition education and breastfeeding support services provided. This area also tracks referrals and captures population characteristics for reporting. The nutrition education, health, and referral data are assessed for individual participants, but may be used across populations. This functional area also includes interacting with the Immunization Program. The automated functions that support nutrition education, health surveillance, and referral are:
a. Maintain Nutrition Education Data • Create Participant Care Plan • Track Nutrition Education Contacts and Topics Covered b. Perform Participant Referrals Track Incoming and Outgoing Referrals c. Provide Voter Registration Information • Provide Voter Registration Information d. Determine Immunization Status • Screen and Refer Participant for Immunization Services. Revised 08/22/11
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Food Management The State WIC Program designates approved foods that participants can purchase with WIC food instruments. To facilitate the prescription of foods to participants, WIC Program regulations delineate maximum monthly allowances and authorized substitutions for all WICeligible foods. Food packages are structured for each WIC category (e.g., pregnant, breastfeeding, and postpartum women, infants, and children) as well as to address specific nutritional risks or lifestyles. The various packages developed may vary in the types, physical forms and brands of food approved to address different nutritional requirements as well as cost management considerations. The following functions are included in Food Management a. Maintain Food Categories/Subcategories • Maintain Food Category/Subcategory Table b. Maintain Foods and Food Package Information • Establish and Maintain Approved Foods • Set up and Maintain Food Package Data • Determine Food Package Proration Schedule c. Maintain Food Instrument Data • Record Food Instrument Types • Establish Food Instrument Maximum Allowed Amounts d. Maintain UPC Database and Food Item Maximum Allowed Amounts • Maintain UPC Database for WIC Authorized Foods • Establish Food Item Maximum Allowed Amounts.
Food Benefit Issuance The Food Benefit Issuance functional area captures and maintains information about WIC approved foods and food packages and the issuance of food benefits to WIC participants and reporting participation. The functions deal with preparing and issuing the food benefits, obligating funds, and handling the replacement of benefits. Two options are presented for the issuance of benefits—paper food instruments and EBT. Although many functions are the same for both paper and EBT systems, there are some specific differences in method and terminology that are outlined in the functional descriptions. The functions for benefit issuance include the following: a. Issue Paper Food Instruments • Prepare Individual Food Instruments • Print Food Instruments • Process Food Instrument Changes b. Issue Benefits via EBT • Establish EBT Account • Add Participant(s) to an Account • Issue Electronic Benefits • Issue EBT Card • Obtain Account Balance • Update EBT Account Information • Remove Participant(s) from an Account • Process Changes to Electronic Benefits • Process Changes to EBT Card (Status Changes/Card Replacements).
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Food Benefit Redemption, Settlement and Reconciliation The Food Benefit, Settlement and Reconciliation functional area covers the redemption of food benefits at the vendor, preparation of vendor payment, and accounting for the disposition of food benefits issued to the participant. The Food Benefit Redemption, Settlement, and Reconciliation functional area is comprised of the following functions: a.
Pay Vendor for Food Instruments Redeemed • Compile File of Transaction Data • Perform Edits and Authorize Vendor Payment • Process Vendor Payment Reconcile Food Instruments • Retrieve Food Issuance File • Retrieve the Food Instruments Redeemed File and Reconcile with Issuance File • Reconcile Voided, Expired, and Redeemed but Unissued Food Instruments Pay Vendor for Food Benefits Redeemed via EBT • Process Vendor Payment Reconcile EBT Benefits • Retrieve Benefit Issuance File • Retrieve Transaction History Data /Reconcile Redeemed, Adjusted, Voided, and Expired Benefits with Issuance File.
6. Financial Management The Financial Management functional area provides the State agency with a tool for managing food and nutrition services and administration (NSA) grants and expenditures. It allows State agencies to manage budget information, track expenditures, calculate rebates due from manufacturers on approved products (e.g., infant formula), monitor actual cash flows, and prepare participation and expenditure reports for FNS from data compiled under several other functions. These data also allow WIC managers to perform more sophisticated analyses of projected WIC Program funds usage. Financial Management is comprised of the following functions: a.
Manage Grants and Budgets • Track Grants • Maintain State Agency Budget Information • Maintain Local Agency Budget Information Monitor Program Expenditures • Monitor NSA Expenditures • Monitor Food Expenditures • Perform Financial Modeling • Manage Cash Flow Process Manufacturer Rebates • Estimate Total Annual Rebates • Calculate Rebate and Prepare Invoice • Monitor Rebate Collections.
7. Caseload Management The Caseload Management functional area is intended to support the tracking and analysis of caseload allocations and actual participation in the WIC Program. It collects and stores information on caseload allocations to local agencies, monitors actual participation against assigned caseloads, and conducts caseload reallocations. Caseload management functions can be part of the WIC IS, another State financial system, or a spreadsheet application.
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Caseload Management is comprised of the following functions: a. Capture and Maintain Caseload Data • Capture Data on Potentially Eligible Population • Capture Historical Participation Data b. Allocate Caseload • Determine Maximum State Caseload • Prepare Local Agency Caseload Allocation Estimates • Record Caseload Allocations c. Monitor Caseload • Track Actual Participation • Conduct Caseload Reallocations. 8. Operations Management The Operations Management functional area is intended to provide general support to WIC local agencies and clinics for a variety of activities and provides program management support for the State agency. It automates administrative tasks and reports such as inventory control for serialized and non-serialized items. It captures contact information and statistics for local agencies and clinics for use in conducting outreach activities. It also provides customer service support and tracks WIC participant satisfaction with program services. Finally, it provides data to help the State assess participant and local agency integrity. The functions are: a. Monitor Administrative Operations • Maintain Information on Local Agencies and Clinics • Analyze Local Agency Operations • Support Clinic/Patient Flow Monitoring b. Manage Participant Outreach • Maintain Outreach List for Local Agencies • Track Outreach Campaign Activities c. Monitor Customer Service • Document and Track WIC Customer Service Calls • Document Complaints • Track Call or Complaint Outcomes d. Provide Survey Capability • Monitor Participants’ Views of WIC Program Services e. Maintain Inventory • Maintain Inventory of Serialized Items • Maintain Inventory of Non-Serialized Items f. Monitor Program Integrity • Monitor Participant Integrity • Monitor Clinic Integrity • Track Participant Sanctions • Track Administrative Hearings. 9. Vendor Management The Vendor Management functional area is intended to support the management of the retail vendor aspect of the WIC Program. It tracks the vendor authorization process; captures information about authorized vendors; captures vendor pricing information and supports cost containment, monitors vendor training and communications, helps identify potentially abusive vendor practices for which additional monitoring or investigation is needed; supports record audits; maintains a comprehensive vendor profile, including information about compliance activities, and supports coordination of sanctions with the Food Stamp Program (FSP). In addition, the data collected under this function supports the annual electronic transmission to FNS of The Integrity Profile (TIP) Report.
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Vendor Management consists of the following functions: a.
e. f. g.
Manage Vendor Peer Groups • Establish Vendor Peer Groups • Update Vendor Peer Group/Criteria Create and Locate Data Records • Create New Applicant Record • Search for Applicant/Vendor Record Maintain Vendor Authorizations • Maintain Vendor Application Data • Track Vendor Authorization Process • Maintain Vendor Price Survey Data • Authorize Vendors • Maintain Authorized Vendor Data Monitor Vendor Training • Track Scheduled Vendor Training • Track Attendance at Vendor Training and Technical Assistance Conducted Support Vendor Communications • Produce Correspondence to Vendors Perform Confidential High Risk Vendor Analysis Track Compliance Investigations • Maintain Special Investigator Record for Compliance Buys • Maintain Food Benefit Redemption Data from Compliance Buys • Maintain Compliance Buy Data • Support Inventory Audits Track Routine Monitoring • Maintain Routine Monitoring Data Monitor Sanctions and Appeals • Manage Vendor Sanctions • Monitor and Track CMP Payments • Maintain Vendor Appeal Data Coordinate with Food Stamp Program • Maintain Food Stamp Program Violation Data • Report WIC Sanctions to the Food Stamp Program.
10. Scheduling Automated scheduling capability allows WIC staff to operate and see participants more efficiently. Appointments and nutrition education classes can be scheduled months in advance and available openings can be easily identified. Scheduling functionality also allows participants to choose a time that best meets their needs and allows WIC staff time to be managed more effectively. A generic scheduling function can be used for numerous activities in the local agencies and clinics in addition to scheduling applicant and participant appointments. Agency personnel can schedule staff shifts, outreach activities, in-service training, and other administrative tasks using a generic scheduling function. The scheduler can also be used to track resources associated with providing customer service such as meeting rooms, audio-visual equipment, and clinic mobile units. While the scheduling function is critical in the local agencies and clinics, it is also helpful for other areas of the WIC Program. The Vendor Management function can schedule vendor education classes, monitoring investigations, price survey visits, record audits, and rebate contract negotiations. The Customer Service area can schedule routine equipment maintenance, system training, and vendor/provider visits. State personnel can use this for planning local agency audits, meetings, and in-service training.
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The Scheduling functions are: • • • • • • 11.
Maintain Master Calendar Manage Appointments Perform Appointment Scheduling Perform Mass Rescheduling Track Appointment Outcomes Generate Appointment Notices.
System Administration The System Administration functional area is intended to contribute to the overall flexibility, efficiency, and security required for operating and maintaining the system. Depending on the architecture of the system, system administration functions may vary. This section represents a base level of functions used to support system administration activities. This functional area provides the capabilities to maintain information contained in system data (reference) tables, to control general access to the system as well as the ability to perform specific functions, to perform system “housekeeping” and maintenance functions, and to move certain files to off-line storage for increased system efficiency. Additionally, this functional area includes reports that are relevant to monitoring system operation and performance. System Administration is made up of the following functions: a. Maintain System Data Tables b. Administer System Security • Locate User Record • Maintain User Identification • Maintain User Capabilities • Monitor Unauthorized Access • Monitor Record Updates c. Manage System • Perform System Back-Up/Restoration • Import/Export Data Files • Provide Version Control d. Archive System Data • Archive and Restore Historical Data • Purge Unnecessary Data.
12. Reporting The system should produce reports for State and local agencies to use in managing their systems, as well as for information that has to be submitted to FNS or CDC. While standard reports are necessary, ad hoc reports allow for flexibility in accessing information on an as needed or one-time-only basis. The reporting function uses data from all of the other functional areas to provide information that can be used for monitoring, management, planning, and evaluation. Reporting is comprised of the following functions: • • •
Generate Standard Reports Conduct Ad Hoc Queries and Generate Reports Maintain Data Warehouse
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13. Electronic Benefit Transfer (EBT) The WIC component of the clinical system must be EBT ready as defined by USDA/FNS. There is a federal mandate that all WIC components must have EBT in production by October 1, 2020. As State agencies initiate new systems, they should design their new WIC IS so that the transition to EBT is as easy as possible EBT is the use of electronic mechanisms to enable recipients of government program benefits to access those benefits in private sector commercial locations. It is a public/partnership that leverages existing payment infrastructure and technology. The EBT-readiness functions are those functions that a WIC IS needs to support the various functions that the IS needs to perform in order to establish and update EBT accounts; issue, update, replace and void benefits; issue and replace cards; and support reporting and reconciliation from the IS perspective. Most of these functions are used to obtain information maintained in the IS as part of the certification process and transmit that information to the EBT system. Another term that is often used is “EBT-functional.” These are functions that the EBT system needs in order to support all of the activities related to account, benefit and card maintenance in the EBT system; as well as retail and administrative transaction processing, financial reconciliation and reporting. These are generally functions of the EBT system, not the WIC IS. The following is a listing of those functions that are considered functional requirements to support EBT-readiness in a WIC IS. • • • • •
Maintain Food Category/ Subcategory Table Maintain UPC Database for WIC Authorized Foods Establish Food Item Maximum Allowed Amounts Establish EBT Account Add Participant(s) to an Account Issue Electronic Benefits.
14. Automated Clearing House (ACH) The Automated Clearing House (ACH) works in the following manner: When a WIC Vendor submits a voucher for payment at the bank and the requested payment amount is higher than the allowable maximum for that vendor’s peer group, the check is rejected and returned to the bank of first deposit. Under ACH, once a voucher is rejected for exceeding the maximum amount, the check will be returned to the bank of first deposit but the vendor’s bank account would be credited with the amount equal to the average redeemed amount for that voucher code for the vendor’s peer group. Relevant Documents The following documents provide information on the current system and program.
USDA/FNS Functional Requirements for a Model WIC System http://www.fns.usda.gov/apd/WIC_FRED.htm
Georgia WIC Program Procedures Manual http://wic.ga.gov/pdfs/wic/2012WICProceduresMan.pdf
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USDA/ FNS WIC Regulations http://www.fns.usda.gov/wic/lawsandregulations/WICRegulations-7CFR246.pdf
GA WIC 2012 State Plan http://wic.ga.gov/pdfs/wic/2012WICStatePlan.pdf
2013 WIC Edits Manual http://wic.ga.gov/pdfs/wic/EditsManual/2010EditsManual.pdf
USDA/ FNS Farmers’ Market Nutrition Program Regulations http://www.fns.usda.gov/wic/lawsandregulations/FMNPRegulations-7CFR248.pdf
USDA/ FNS Senior Farmers’ Market Nutrition Program Regulations http://www.fns.usda.gov/wic/lawsandregulations/SFMNPRegulations-7CFR249.pdf
FFY 2012 WIC Vendor Handbook http://wic.ga.gov/pdfs/wic/all_vendor/Vendor_Handbook-2-27-12.pdf
Overview of the eRFI Process The objective of the eRFI is to gather information to assist the State Entity in its consideration of available resources/methods to fulfill the need/goal identified above. The eRFI method is not a competitive solicitation method and, as a result, does not satisfy the requirement for competitive bidding. The eRFI method is no more than an information gathering tool and such information gathered may or may not be used by the State Entity to develop a competitive solicitation. Suppliers are not required to respond to an eRFI and a supplier’s failure to respond to an eRFI will not prohibit the supplier’s participation in any competitive solicitation that may result from the eRFI. However, suppliers are strongly encouraged to respond to eRFIs as this is a great way to ensure the State Entity is aware of the suppliers’ available goods and services.
Schedule of Events The schedule of events set out herein represents the State Entity’s best estimate of the schedule that will be followed. However, delays to the procurement process may occur which may necessitate adjustments to the proposed schedule. If a component of this schedule, such as the close date, is delayed, the rest of the schedule may be shifted as appropriate. Any changes to the dates up to the closing date of the eRFI will be publicly posted prior to the closing date of this eRFI. After the close of the eRFI, the State Entity reserves the right to adjust the remainder of the proposed dates on an as needed basis with or without notice.
Description ORelease of eRFI f f Deadline for written questions sent via i email to the Issuing Officer referenced in c Section 1.4
Date As Published on the Georgia Procurement Registry (“GPR”) As Published on the GPR
i Responses to Written Questions aDeadline for Submitting Responses l Oral Presentations (If Applicable)
11/28/2013 As Published on the GPR TBD
5:00 p.m. ET See GPR TBD
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Issuing Officer (Buyer) Lukesha Diah [email protected]
Definition of Terms Please review the following terms: BCW - Babies Can’t Wait EBT - Electronic Benefits Transfer HIPAA- Health Insurance Portability and Accountability Act Supplier(s) – companies desiring to do business with the State of Georgia. State Entity – the governmental entity identified in Section 1.1 “Purpose of Solicitation” of this eRFI. WIC - Women, Infants, & Children
2. Instructions to Suppliers By submitting a response to the eRFI, the supplier is acknowledging that the supplier: 1. Has read the information and instructions, 2. Agrees to comply with the information and instructions contained herein. 2.1.
General Information and Instructions 2.1.1. Team Georgia Marketplace™ Registration System The Department of Administrative Services (“DOAS”) requires all companies and/or individuals interested in conducting business with the State of Georgia to register in the State’s web-based registration system, through Team Georgia Marketplace™. Registration is free and enables the registering company to gain access to certain information, services and/or materials maintained in Team Georgia Marketplace™ at no charge to the registering company. All registering companies must agree to be bound by the applicable terms and conditions governing the supplier’s use of Team Georgia Marketplace™. In the event DOAS elects to offer certain optional or premium services to registered companies on a fee basis, the registered company will be given the opportunity to either accept or reject the service before incurring any costs and still maintain its registration. Companies may register at https://saofn.state.ga.us/psp/sao/SUPPLIER/ERP/?cmd=login 2.1.2.
Submitting Questions All questions concerning this eRFI must be submitted in writing via email to the Issuing Officer identified in Section 1.4 “Issuing Officer” of this eRFI. Do not use the comments section within the sourcing tool to submit questions to the issuing officer.
State’s Right to Amend and/or Cancel the eRFI The State Entity reserves the right to amend this eRFI. Any revisions must be made in writing prior to the eRFI closing date and time. By submitting a response, the supplier shall be deemed to have accepted all terms and agreed to all requirements of the eRFI (including any revisions/additions made in writing prior to the close of the eRFI whether or not such revision occurred prior to the time the supplier submitted its response) unless expressly stated otherwise in the supplier’s response. THEREFORE, EACH SUPPLIER IS INDIVIDUALLY RESPONSIBLE FOR REVIEWING THE REVISED eRFI AND MAKING ANY NECESSARY OR APPROPRIATE CHANGES AND/OR ADDITIONS TO THE SUPPLIER’S RESPONSE PRIOR TO THE CLOSE OF THE eRFI. Suppliers are encouraged to frequently check the eRFI for additional information. Finally, the State Entity reserves the right to cancel this eRFI at any time.
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2.1.4. Costs for Preparing Response Each response should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. The cost for developing the response and participating in this eRFI process is the sole responsibility of the supplier. The State will not provide reimbursement for such costs. 2.1.5.
ADA Guidelines The State of Georgia adheres to the guidelines set forth in the Americans with Disabilities Act. Suppliers should contact the Issuing Officer at least one day in advance if they require special arrangements when attending the Informational Conference (if any). The Georgia Relay Center at 1-800-255-0056 (TDD Only) or 1-800-255-0135 (Voice) will relay messages, in strict confidence, for the speech and hearing impaired.
2.1.6. Public Access to Procurement Records Solicitation opportunities will be publicly advertised as required by law and the provisions of the Georgia Procurement Manual. The State Entity is allowed to assess a reasonable charge to defray the cost of reproducing documents. A state employee should be present during the time of onsite inspection of documents. PLEASE NOTE: Even though information (financial or other information) submitted by a supplier may be marked as "confidential", "proprietary", etc., the State will make its own determination regarding what information may or may not be withheld from disclosure. 2.1.7.
Registered Lobbyists By submitting a response to this eRFI, the supplier hereby certifies that the supplier and its lobbyists are in compliance with the Lobbyist Registration Requirements in accordance with the Georgia Procurement Manual.
Submittal Instructions Submittal Instructions for Team Georgia Marketplace™ Listed below are key action items related to this eRFI. The Schedule of Events in Section 1.3 identifies the dates and time for these key action items. This portion of the eRFI provides high-level instructions regarding the process for reviewing the eRFI and preparing and submitting a response to the eRFI. Suppliers are required to access, print and utilize the training materials identified in Section 2.2.1 of this eRFI to ensure the supplier successfully submits a response to this eRFI. 2.2.1.
eRFI Released – Team Georgia Marketplace™ The release of the eRFI is formally communicated through the posting of this eRFI as an event in Team Georgia Marketplace™ and by a public announcement posted to the Georgia Procurement Registry, which is accessible online as follows: http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp This eRFI is being conducted through Team Georgia Marketplace™, an online, electronic tool, which allows an individual to register, logon, select answers and type text in response to questions, and upload any necessary documents. Team Georgia Marketplace™ permits an individual to build and save a response over time until the registered user is ready to submit the completed response. Each supplier MUST carefully review the instructions and training information from the following link for a comprehensive overview of the functionality of Team Georgia Marketplace™: http://doas.ga.gov/Training/Pages/SupplierTraining.aspx
eRFI Review The eRFI (or “Event”) consists of the following: this document, entitled “The State Entity eRFI Document”, any and all information included in the Event, as posted online on Team Georgia Marketplace™, including questions and instructions, and any and all documents provided by the State Entity as attachments to the Event or links contained within the Event or its attached documents. 16 of 19
Please carefully review all information contained in the Event, including all documents available as attachments or available through links. Any difficulty accessing the Event or opening provided links or documents should be reported immediately to the Issuing Officer (See Section 1.4) and/or the Help Desk (Section 2.2.8). Attached documents may be found as follows: 1.
First, the State Entity will provide documents at the “header” level of the Event. Please select “View/Add General Comments & Attachments”, which appears at the top of the screen of the Event under the “Event Details” Section. Next, by selecting “View Event Attachments”, the supplier may open and save all of the available documents. In this location, the supplier is most likely to find this document as well as any worksheets. Please thoroughly review all provided Event Attachments.
Second, the State Entity may also provide documents in the section of the Event entitled “eRFI Questions”. To the right of each question appearing under the eRFI Questions section, the Event contains an icon (appears as a bubble with text). By selecting this icon, the supplier will navigate to a new page of the Event. On this new page the supplier can locate attached documents.
Please thoroughly review all provided attachments. For additional information regarding the use of Team Georgia Marketplace™, please utilize the online resources provided in Section 2.2.1 of this eRFI. 2.2.3.
Preparing a Response As noted earlier, Team Georgia Marketplace™ allows the supplier to answer questions by entering text and numeric responses. In addition, as noted in Section 2.2.4 “Uploading Forms”, the supplier may also provide information by uploading electronic files. When preparing a response, the supplier must consider the following instructions: 1. The supplier must ensure its response is accurate and readily understandable. 2. The supplier must label any and all uploaded files using the corresponding section numbers of the eRFI or any other logical name so that the State Entity can easily organize and navigate the supplier’s response. 3. The supplier must use commonly accepted software programs to create electronic files. The State Entity has the capability of viewing documents submitted in the following format: Microsoft Word or WordPad, Microsoft Excel, portable document format file, and plain text files with the file extension noted in parentheses (.txt). Unless the eRFI specifically requests the use of another type of software or file format than those listed above, please contact the Issuing Officer prior to utilizing another type of software and/or file format. 4. The supplier must save its response until the supplier is ready to submit its bid. Select the “Save for Later” button at the top of the page under “Event Details” of the Event.
2.2.4. Uploading Forms Once the supplier is ready to upload electronic files (completed forms or worksheets, product sheets, etc.), please following the directions within the eRFI to upload these documents in the proper location. There are two places to upload completed documents: 1. First, the “View/Add General Comments & Attachments” link contains a place for the supplier to upload all of the documents and worksheets which were provided by the State Entity under the “View Event Attachments” link. Once the supplier has completed the Event Attachments, the supplier can then select “Add New Attachments” to upload the completed documents. The supplier can upload as many documents as necessary in this section of the Event. 2. Second, the supplier can also upload documents by selecting the comment bubble icon, which appears to the right of each eRFI question. Revised 08/22/11
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2.2.5. Reviewing the Response Prior to Submission During the time period allowed for preparing the response, neither DOAS nor the State Entity can view what information or documents are being added by the registered user. In other words, the State Entity cannot know whether the supplier’s response is correct or complete until after the eRFI has closed. Therefore, each supplier is responsible for ensuring all questions have been answered appropriately and that all necessary documents have been uploaded. 2.2.6. Submitting the Completed Response/Bid Once the completed response has been reviewed by the supplier, click the "Submit Bid" button at the top of the page under the “Event Details” section of the Event. Please note that submission is not instantaneous; therefore, each supplier must allow ample time for its response to be submitted prior to the deadline. 2.2.7. Reviewing, Revising or Canceling a Submitted Response After the response has been submitted, the supplier may view and/or revise its response by logging into Team Georgia Marketplace™ and selecting the eRFI event number and the “View/Edit” feature for the supplier’s previous response. Please take note of the following: 1.
REVIEW ONLY. In the event the supplier only wishes to view a submitted response, the supplier may select “View/Edit”. Once the supplier has finished viewing the response, the supplier may simply exit the screen. DO NOT SELECT “Save for Later.” Team Georgia Marketplace™ recognizes any response placed in the “Save for Later” status as a work in progress and withdraws the originally submitted bid. As a result, unless the supplier selects “Submit” prior to the closing date and time, no response will be transmitted to the State Entity.
REVIEW AND REVISE. In the event the supplier desires to revise a previously submitted response, the supplier may select “View/Edit” and then revise the response. If the revisions cannot be completed in a single work session, the supplier should save its progress by selecting “Save for Later.” Once revisions are complete, the supplier MUST select “Submit” to submit its corrected response. Please permit adequate time to revise and then resubmit the response. Please note submission is not instantaneous and may be affected by several events, such as the supplier temporarily losing a connection to the Internet. PLEASE USE CAUTION IN DECIDING WHETHER OR NOT TO MAKE REVISIONS. The State will assume no responsibility for a supplier’s inability to correct errors or otherwise make revisions to the submitted response prior to the eRFI end date and time.
WITHDRAW/CANCEL. In the event the supplier desires to revise a previously submitted response, the supplier may select “View/Edit” and then select “Save for Later”. Team Georgia Marketplace recognizes any response placed in the “Save for Later” status as a work in progress and withdraws the originally submitted bid. As a result, unless the supplier selects “Submit” prior to the closing date and time, no response will be transmitted to the State Entity.
2.2.8. Help Desk Support For technical questions related to the use of Team Georgia Marketplace™, suppliers have access to phone support through the DOAS Customer Service Help Desk at 404-657-6000, Monday through Friday 8:00 AM to 5:00 PM excluding State Holidays or any other day state offices are closed such as furlough days or closings in response to inclement weather. Suppliers can also email questions to: [email protected]
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3. Requested Information A. Provide description of vendor’s history to include, but not limited to, history of web based database system development, client lists, awards received, etc. B. Provide a description of plans for development and implementation of web-site. C. Provide overview of staffing: resumes, work experience related to database design, web development, health operations, and project management. D. Provide overview of pricing schedules and breakdowns that allow for potential expansion or reduction of services requested 4. Additional Information The State Entity may, at its discretion, ask one or more suppliers to provide additional information and/or meet with the State Entity to further discuss the supplier’s information. Oral Presentations- The State Entity reserves the right to invite suppliers to participate in oral presentations to present their proposed solutions for the requirements included in this eRFI. 5. List of eRFI Attachments The following documents make up this eRFI. Please see Section 2.2.2 “eRFI Review” for instructions about how to access the following documents. Any difficulty locating or accessing the following documents should be immediately reported to the Issuing Officer. A. State Entity eRFI (this document) B. Special Term Definitions from Section 1.5 “Definition of Terms” of this eRFI C. Supplier General Information Worksheet
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