Request for Proposal For Document Management System

Transcription

1 Request for Proposal For Document Management System June 13, East Arlington Blvd. Greenville, NC This solicitation should not be interpreted as a contract (implicit, explicit, or implied), nor does it imply any form of agreement to any potential candidate. In addition, no inference should be made that ECBH will purchase and/or implement in the future any of the programs or services proposed by the respondents.

2 Request for Proposal P a g e 2 Table of Contents {Note: To automatically update the Table of Contents (TOC), right-click on any TOC line, and select Executive Summary... 3 General/Background Information... 3 Scope of Work... 4 Compliance... 7 Timeline/Schedule Requirements... 8 Eligibility Requirements... 9 Formatting Requirements... 9 Required Proposal Components Proposal Evaluation Information Administrative Information ECBH Contact Information Addenda Attachments Checklist Definitions In the dialogue box that opens, select Update Entire Table and then click OK }

3 Request for Proposal P a g e 3 Executive Summary (ECBH) is a Local Management Entity (LME) and Managed Care Organization (MCO) that oversees publicly funded behavioral health and intellectual/ developmental disability services in eastern North Carolina. ECBH implemented an NC 1915(b)/(c) Medicaid Waiver for behavioral health and intellectual/developmental disability services on April 1, The primary goal of the IT Document Management project is to create an electronic document storage and retrieval system that will automate the current physical, hard copy documents that are essential to the work of ECBH. An initial working prototype will be required and evaluated to confirm the project is going in the right direction and is meeting ECBH s requirements. The first phase of the project will target the Provider Documents that are stored in 500+ unique hard copy files. Subsequent phases of the project will be divided into manageable segments and allow for the modular design and implementation of this new system. General/Background Information The new business processes that will be developed through this automation strategy will provide state of the art information capture and information analytics that will improve the productivity and efficiency of the ECBH workplace. It is important to note the development and implementation of this system aligns with ECBH s mission to improve the efficiency of the ongoing management and analysis of the Provider Network. This project impacts multiple functional areas and departments within the ECBH organization. ECBH has designated a workgroup of staff from various departments to assist with the project s development, including recording the project s requirements, system testing and eventual rollout of new business processes that will realize greater efficiencies as a result of this initiative. The project will be jointly managed by the identified ECBH project manager and the selected technology vendor s project manager and team leaders. ECBH will provide knowledgeable technical team project leaders and information business process specialists who regularly deal with the provider documents. A series of Visio process flows of each department that accesses the provider documents has been completed. Each document is linked and identified. All electronic interfaces are also identified.

4 Request for Proposal P a g e 4 Scope of Work The scope of the Provider Document (PD) automation project must include the complete building of the new system, including: planning development implementation design testing Examples of the vendor s completed, live and in-production (DM) systems will be used to evaluate and demonstrate the vendor s capabilities. This project affects all ECBH locations and shall give consideration to the future planned expansion of county coverage that will result from MCO regional consolidation. The objective of this project is to electronically code, scan and store existing hard copy Provider Documents into a system where documents can be easily: identified stored in an electronic scanned into the coded format system sorted accessed from any linked to other ECBH analyzed secure internet location electronic systems This digitized format will allow the documents to be sorted and reviewed as electronic repositories. The electronic documents must be accessible on-line by any approved member of the ECBH staff from any secure internet accessible location. Once completed and the new DM system is operational, this automation project s key objective will be the development of new more efficient business processes for ECBH. The improved efficiency will affect clinicians, employees, auditors, and any staff who need access to the information stored in the PD, and other information about the provider s relationship with ECBH. ECBH is considering the use of Microsoft SharePoint software product to access the newly automated PD information. The vendor s response to the RFP will provide a descriptive summary of how this would work effectively. It is critical that the chosen DM vendor s solution integrate with ECBH s current software platforms so analysis and queries into the PD can be developed as a part of the prototype and subsequent automation project. The State reform plan is in process and the probability for a substantial increase in scale and capacity should be considered for this system. It is anticipated that ECBH s 19-county area will expand to a new 36 county MCO in the future. This plan should address the system s ability to substantially increase in scale and capacity.

5 Request for Proposal P a g e 5 Additional details describing the Provider Document specifications include: There are currently active Provider hard copy, physical files stored in file cabinets in three locations within ECBH s current 19-county catchment area. There are approximately 250,000 to 300,000 physical pages of documents in the current hard copy Provider files. Each physical file folder is different in size. They range from 50 to over 500 pages, sometimes even larger for hospitals, agencies or clinic providers. Approximately 200 to 300 new pages of provider-related documents are created for filing into the physical Provider file folders each week. (These will need to be scanned into the new system weekly once it has been implemented.) Each PD contains the Contract document between ECBH and the Provider consisting of approximately 40 pages. There are 80 different or unique types of hard copy documents stored or used in the various Provider business processes. The number of unique individual employees of ECBH who access the Provider Document Files is approximately 100. The Vendor s RFP response must include access to a live demonstration and actual examples of how the software vendor s customers are now running with a completed and fully coded document scanning software system. It must also include examples of developed reports and inquiries into the automated customer s documents. Some of ECBH s current technical platform and standards used for mission critical projects include: Microsoft OS Sequel Server Data Base Management Microsoft Project Management SharePoint Microsoft Visio Microsoft Great Plains RPG The selected system will require manuals, software documentation and training aids to be used in conjunction with the software. A training program must also be provided by the selected vendor for the ECBH system users. Once approved, it is the desire of ECBH to provide physical workspace and the appropriate access to the ECBH PD teams so the selected vendor s team can utilize the learning environment as a mechanism to successfully team with ECBH to implement the project.

6 Request for Proposal P a g e 6 The approved vendor will be required to sign non-disclosure agreements in accordance with HIPAA (Health Insurance Portability and Accountability Act)/PHI (Protected Health Information). In addition, the selected vendor will be required to maintain confidentiality of all proprietary materials shared in conjunction with this project. The following questions are required to be answered in your business s RFP response. Please explain all answers in detail to the following questions about your product. 1. Does the Vendor s Document Management Software Solution Support - Fixed-form, semi-structured, and unstructured document indexing? 2. Is Intelligent Character Recognition (ICR) included in the base product? - Will ICR be needed for this project? - How will your company use ICR at ECBH? 3. What indexing methods does your DM solution utilize? 4. Does your solution come with a scanning software client or is that available as an additional package and expense? - Provide details about your company s scanning software. - Provide details about Technical innovations. - What is the price per copy? 5. Can document pages be re-ordered at the scanning client and at the exception handling/operator client? Please describe in business terms. 6. Does you solution accept input from SharePoint? What other platforms? 7. Does your solution have a full API that is part of the vendor s software or is it additional with additional cost? Workflow / Business Process Management Aspects of this Project 8. Please describe how business requirements will be assembled from ECBH business staff. Define how the business process tasks are captured and implemented in your business process editor or flow? Describe how processes once revised and signed off by the business end users, are then promoted or loaded to a test environment and tested, and then promoted / deployed to a production environment. 9. Do you include a workflow solution and is it based on open software standards? Do your solutions work with the Windows OS? Please provide details as appropriate. 10. Are Dashboards and reports included in the Workflow tool?

7 Request for Proposal P a g e 7 Data Management, Controls and Storage of ECBH Provider Documents Please explain, in detail, all answers to the questions about your products and services. 11. Is the Workflow tool fully and effectively integrated with the Document Management and data repository system? Please describe how these functions are integrated. 12. How many instances of your repository are supported for? - Development - User acceptance testing - Production Do you have a DR component as well? 13. Describe in detail your repository s security. 14. Please review your Login and Name validation process. How many actions are required by a user for Login and Name validation? 15. Do you fully supply the database schema for your repository? Hosting and Disaster Recovery Services 16. Please describe your company s Hosting and DRP services, software requirements and prices. Compliance The project will be deemed complete once ECBH staff have successfully accessed all the converted electronic file folders and the specific data there-in. In addition, completion will be demonstrated by ECBH s ability to successfully automate and implement new business processes in an organized, coordinated, and efficient manner. Examples of the before and after business process flows to demonstrate how a particular software vendor s system will improve the process and demonstrate more efficient automated procedures is a requirement. ECBH will require a live working prototype system to be built and running with real information and data during the first 2 months once the vendor is selected and a working contract is in effect.

8 Request for Proposal P a g e 8 Timeline/Schedule Requirements ECBH s technology partner will: Report weekly, and communicate as frequently as daily on the project s status. Participate in daily conferences, if necessary, on any issues or challenges with the development of the new system. Provide weekly project management status reports, (ECBH uses Microsoft Project), will also be required for each of the team project managers. Create a project plan for the work to be accomplished and will share and update the project plan with ECBH s team on a weekly basis. Consistent failure to participate in problem resolution meetings, two (2) consecutive missed or rescheduled meetings, or failure to make a good faith effort to resolve problems, may result in termination of the Contract. IMPORTANT DATES Question & Answer (Q&A) Submission Deadline Send via to: jfischer@ecbhlme.org; Insert Questions RFP July 9, 2014, 12:00 PM (EST) Document Management Project in subject line Q&A results posted Week of July 14, 2014 Proposal Submission Deadline July 31, 2014, 5:00 PM (EST) Face-to-Face vendor presentations September 2, September 9, 2014 RFP Award Notification September 22, 2014 Date work to begin (projected) October 1, 2014 Date work to be completed TO BE DETERMINED There will be a Q&A period. Vendors wishing to submit a proposal should elect to participate in this Q&A. The timing for this session will be posted on the ECBH website, as will the questions sent in by vendors and answers provided by ECBH. Written questions concerning this RFP will be received until July 9, 2014 at 12 PM Eastern Standard Time. They must be sent via to: jfischer@ecbhlme.org. Please insert Questions RFP Document Management Project as the subject for the . Critical updated information may be included in website Document Management Updates. It is important that all vendors bidding on this proposal periodically check ECBH website for any update that may be issued prior to the proposal closing date.

9 Request for Proposal P a g e 9 Eligibility Requirements The vendor s business products and services must demonstrate an expertise in the field of document management and electronic document storage and retrieval. Verifiable credentials with large data base files and/or data repositories of confidential information are required. Vendor project leader must have at least 10 years of experience in developing and implementing healthcare related systems projects and five years in the document management field. All staff involved must have prior IT development work with large data repositories that contain confidential information. Any member of the vendor s team working on this project must have extensive, verifiable training in the product/software that is proposed in the reply to the posted RFP for the ECBH Provider Document project. Formatting Requirements ECBH s goal is to review all proposals. However, this goal must be balanced against ECBH s obligation to ensure equitable treatment of the received proposals. For this reason ECBH has established the following formatting requirements. If you do not adhere to these requirements, your proposal will be screened out and returned to you without review. All proposals must be submitted electronically through REQUEST, ECBH s Solicitation Portal. Any attachment pages must be typed in black, double-spaced, using a font of Times New Roman 12, with 1 margins. Any specified page limits cannot be exceeded. Applicants must use the sections/headings listed under Required Proposal and place the required information in the correct section. Black print should be used throughout your application, including any charts and graphs. Materials with printing on both sides will be excluded from review. Attached pages should be clearly labeled and numbered consecutively from beginning to end so that information can be located easily.

10 Request for Proposal P a g e 10 Required Proposal Components Face Sheet (provided as part of the electronic application) - organizational information such as legal name, employer/taxpayer number, address, contact information for leadership, etc. Cover Letter (Attachment A) o Summary of proposed project and intent to submit proposal o Summary description of strategy/plan and how it meets project goals and measurable objectives o Letter must be signed by an officer of the company Project Narrative, including all 5 sections listed below and supporting documentation, as needed (insert # of characters or pages under each Section) o Section A: Company/Organizational Information Description of the company and its professional history as it relates to the services sought under this RFP Three external references from clients who have received similar services that have occurred within the past five years. {Attachments B(1) B(3)} Software Licensing and/or bonding information Complete copies of the organization s last fiscal year s financials including the audit opinion, the balance sheet, statements of income, retained earnings, cash flows, management letters, and the notes to the financial statements (Attachment C) OR If independently audited financial statements do not exist, the provider/vendor should state the reason and submit sufficient information to be evaluated. o Section B: Project Plan Description of what is being proposed and how it will be accomplished, as related to the intent of the RFP and performance measures identified in Section E.

11 Request for Proposal P a g e 11 Schedule/timeline for the service or project, which will serve as the basis for monitoring progress and adjusting activities as necessary, including: All activities required to accomplish the key objectives of the project. Target dates for the proposed activities, where appropriate. Information on the proposed start and completion dates of the key objectives and activities. The timeline form should be completed within this section. Technical Specification: Include any equipment, software, hardware, facility impact, etc., if applicable. Installation and Maintenance plans, if applicable. Project Management, including Performance Management and Security/Fault Management, if applicable. Education/Training and Supervision. o Section C: Personnel Provide comprehensive chart of personnel positions for all personnel involved in the project. (Attachment D). ECBH will not accept subcontractors for the purpose of this project without approval. Vendors proposing to use subcontractors for this work must also include 3 references for each subcontractor. (Attachment E) Personnel charts may be submitted as attachments, labeled and paginated. o Section D: Budget Line Item Budget (template provided electronically as Attachment F) The budget should be complete and include all the costs of any personnel, supplies, and activities required by the service or project. Ensure that the service or project is feasible within the budget created. Make sure the budget is reasonable and is based on actual costs. Detailed Budget Narrative

12 Request for Proposal P a g e 12 The budget narrative must describe each budget item and relate it to the appropriate service/project activity. It must closely follow the content of the budget detail worksheet and provide justification for all proposed costs listed in the budget worksheet (particularly, supplies, travel, and equipment) and demonstrate that they are reasonable. The narrative must explain how any fringe benefits were calculated, how any travel costs were estimated, why particular items of equipment or supplies must be purchased, and how overhead or indirect costs, if applicable, were calculated. The Budget Summary Form must be used to summarize all costs and expenses. (template provided electronically) Proposal Evaluation Information All proposals will be reviewed for compliance with the mandatory requirements stated within the RFP. Proposals deemed non-responsive will be eliminated from further review. The ECBH Contract Manager or appointed person may contact the Vendor for clarification of any response. Responsive proposals will be evaluated on the factors that have been assigned a point value. The proposal will be reviewed and scored according to the quality of your response to the requirements in Sections A-E. The responsible Vendor(s) with the highest score(s) will be selected as a finalist or the finalist based upon the proposals submitted. Finalist Vendors may be asked to submit revised proposals or make a presentation for the purpose of obtaining best and final offers. If so, points will be recalculated accordingly, and points awarded will be added to the previously assigned points to attain final scores. The responsible Vendor whose proposal is most advantageous to ECBH, taking into consideration the evaluation factors, will be recommended for contract award. Please note, however, that a serious deficiency in the response to any one factor may be grounds for rejection regardless of overall score. Recommendations are made to Executive Management who has the final decisionmaking authority.

13 Request for Proposal P a g e 13 Administrative Information Award Notices o All organizations will receive notification from ECBH when awards are determined. Administrative Requirements o The organization awarded the RFP must comply with all terms and conditions of the awarded contract. These terms and conditions will be provided in the award contract for signature. o The awardee will be held accountable for the information provided in the proposal relating to performance targets. ECBH will consider the organization s progress in meeting goals, objectives and schedules based on the contracted criteria. Failure to meet stated goals, objectives and schedules may result in suspension or termination of the contract, or in reduction, withholding and/or repayment of funding. ECBH Contact Information For questions about this RFP, please contact: Name John Fischer Position Acting CIO Address 1708 E. Arlington Boulevard, Greenville, NC Phone jfischer@ecbhlme.org Addenda Budget - Templates Provided

14 Request for Proposal P a g e 14 Attachments Please submit resumes of all vendor staff that will be involved in this project. All attachments should be labeled and all pages should be consecutively numbered in order to avoid confusion. Checklist Checklist provided electronically to ensure a complete proposal. Definitions Definitions may be included to clarify services, products, regulatory requirements or clinical terms.