City of Hermosa Beach Notice Inviting Bids Electronic Patient Care Reporting System (epcr)

Transcription

1 City of Hermosa Beach Notice Inviting Bids Electronic Patient Care Reporting System (epcr) Introduction The City of Hermosa Beach is seeking proposals from qualified proposers, also hereinafter referred to as the Vendor, to provide ELECTRONIC PATIENT CARE REPORTING SERVICES (epcr) for the City s Fire Department in accordance with the terms, conditions and specifications contained in this Notice. The Hermosa Beach Fire Department does not currently utilize electronic patient care reporting. Background The Hermosa Beach Fire Department provides Fire and Rescue services to approximately 20,000 residents, plus visitors. The Fire Department operates out of one fire station and provides ALS and BLS response, treatment, and transport. The department will respond to 2500 incidents in 2012, 65% of those are EMS. The Fire Department utilizes the following service delivery model: 1. One ALS transport Rescue Ambulance 2. One ALS Paramedic Engine Company 3. One BLS transport Ambulance Hermosa Beach Billing Service Provider: The City contracts billing and collection services from Wittman Enterprises, LLC out of Sacramento, CA. Current Procedures: 1. The City of Hermosa Beach bills EMS patients for services provided and transport fees in accordance with L.A. County fee schedule. 2. Approximately 125 patient care report forms are produced each month. Requirements & Scope of Work Vendor must submit a response to each item in the below Scope of Services. Responses must be formatted and submitted with the proposal. Expectations and Requirements 1. The epcr software system must minimize the duplication of data entry by Fire Department personnel. Capability of being hosted on the Apple ipad 3 or latest ipad, the front-end user interface must permit rapid entry of critical data as part of the workflow during an EMS incident. Drop-down, radio buttons and other standard programmed user functionality must be used to enhance the data entry process. If the epcr system is required to work on a different end user (field use) hardware, the proposer must include the reasoning and justification for whichever business model they are proposing, plus the hardware requirements as necessary. 2. Interface with the Fire Department s CAD (Computer Aided Dispatch) system and Zoll RMS to allow auto-population of designated epcr data fields and provide users a selection of the working incidents. 3. The software must be compatible with the Los Angeles County Department of Health Services (LA DHS) data submission standards (TEMIS). The County of Los Angeles does NOT utilize 1

2 CEMSIS/NEMSIS for their submission requirements. For more information please visit the LA DHS Prehospital Care Operations at their website 4. The proposal must include descriptions on the techniques and needed technology to allow epcr users to have connectivity to the CAD system. The system must allow for near real-time connectivity to obtain the CAD information, and must allow for post-incident database upload in the event that the user does not have wireless Internet access at the time the user finishes the report. a. The department anticipates installing hotspot devices on the ambulances. 5. The proposal must include descriptions on the techniques and needed technology in order for one device to send (hand-off) information from one device to another. The system must have the ability to send (hand-off) information from one device to another even in the event of no Internet connectivity. 6. The epcr software must allow administrators to set record completion and closure (locking) criteria. 7. Industry standard software security systems must be in place to protect HIPAA and PHI information. Data encryption must meet the HIPAA and PHI security standards. A minimum of 128bit encryption is required. The vendor must provide an overview of how their security model meets the standards as required by both HIPAA and PHI. 8. The epcr must contain the designated demographic and insurance fields necessary to provide exportable billing data to the department s EMS billing contractor. 9. The epcr system must have the ability to send billing data to the Fire Department s outsourced ambulance billing provider directly and electronically in a format that meets their electronic reporting language requirements. The time and frequency of the billing export information must be set by the department. a. Note: The department currently uses Wittman Enterprises to handle the ambulance billing and collections. 10. The epcr must be both printable and electronically transferable as a PDF. 11. The epcr system must have the ability to digitally send the obtained patient information to the receiving hospitals. a. Note: The receiving hospitals the department currently transports to do not have EMR (Emergency Medical Records) in place. The hospitals do have access to computers with internet and printing capabilities. 12. The epcr must have the ability to capture common ECG/defibrillator 12-lead ECGs. 13. The system must have the ability to perform standard QI (Quality Insurance) and QA (Quality Assurance) reports from an administrative backend. The reporting system must have the ability to export reports into Microsoft Excel (XLS) spreadsheets. 2

3 14. It is desirable to have visual informatics and data mining tools that allow Fire Department administrators to analyze information that was captured on the epcr through customizable reporting options, fields and parameters. 15. The system must have an administrator module that allows the designated system administrator or their designee to add users and manage the field-captured data. 16. The system must have the ability for the administrator to view a full audit control of the incident from origin to archiving. 17. The Fire Department is accepting proposals for both ASP (Application Service Provider-hosted) models and for locally-installed systems. The proposer must include the reasoning and justification for whichever business model they are proposing, plus the hardware requirements, as necessary. 18. It is desirable that the selected software be able to electronically capture and record patient signatures. 19. It is desirable that the selected software have customizable user forms for insurance and medical release. 20. Provisions for back-up of system and data collected. Clear explanation of server and data host services being utilized by the vendor. 21. Ability for future expansion utilizing Bluetooth transmission of data to the epcr from medical equipment and radio systems. Training 1. The contractor will provide the training to the system administrators and users as follows: a. System Administrators: A total of six (6) hours is allotted for training the system administrators. The allotted hours can be split into two three (3)-hour sessions as needed by the department. b. Users: A total of eight (8) hours is allotted for training to the users and offered at four (4) different occasions; three (3) sessions (one for each shift) and an extra for the personnel who were absent during the initial training sessions. Requirements: Security 1. The vendor must provide necessary controls to protect the City s data from unauthorized access. Please provide details about the controls in place. 2. Describe in detail how security is handled for information shared between the vendor and the City via or online. Requirements: Customer Support 1. The vendor must provide unlimited customer support during the hours of 8:00 a.m. - 5:00 p.m. PST. 2. Provide procedures for after-hours support. 3. Provide a list of company holidays. 4. Provide contact points for 24-hour customer service. 3

4 Proposal Requirement and Contents The proposals submitted for this project are to follow the outline described below and must address all requested information. Any additional information that the vendor wishes to include should be included in an appendix to the proposal. Section 1 Introduction Provide a brief description of the vendor and a statement of qualifications for performing the requested services. Section 2 Experience Provide a summary of prior experience with similar projects. This section should include specific and detailed descriptions of similar projects performed previously, project results, client name, and year completed. Section 3 Project Overview Provide a narrative description of the project, based on the scope of work presented in the RFP. Include any issues that you believe will require special consideration for this project. Also identify any unique approaches or strengths your firm may have related to this project. City staff will assess your understanding of all aspects of the project based on the overview. Section 4 Detailed Work Plan Respond to all requirements defined in the scope of work. If any of the requirements cannot be supported, provide a recommendation for an alternative approach. Provide a description of the required tasks for the implementation and post-implementation support. Include the tasks needed to complete the project and any recommended additions to the requirements. Also, document assumptions used in development of the work tasks, including assistance needed from City staff, and required hardware and software. Section 5 Project Schedule Include a project schedule for each key focus area of the project, as identified in the scope of work. This schedule should contain key project milestones and timelines for deliverables. Identify assumptions used in developing the schedule. Section 6 Project Cost Provide a cost proposal separately identifying costs related to implementation and ongoing costs. Identify all costs to be billed to the project, including out-of-pocket expenses such as travel and office support. Section 7 Project Alternatives Describe how the cost of the proposal could be reduced if necessary. Identify the tasks that would be eliminated or scaled back. Section 8 Project Team Identify the project team (including proposed sub-consultants) with key tasks and associated responsible personnel. Provide an organization chart depicting the project team members proposed by the vendor. Also identify the geographic locations of the vendor and key personnel. Section 9 Conflicts of Interest 4

5 Vendors submitting a proposal in response to this Notice must disclose any actual, apparent, direct, indirect, or potential conflicts of interest that may exist with respect to the vendor, management, or employees of the vendor or other persons relative to the services to be provided. If a vendor has no conflicts of interest, include a statement to that effect in the proposal. Section 10 Insurance Provide a summary of the vendor s and sub-consultant s insurance coverage. Section 11 Signatures The proposal must be signed by an official authorized to bind the vendor and must expressly state that the proposal is valid for 90 days. Submission of Bids Sealed bids must be received in the Office of the City Clerk at 1315 Valley Drive (Hermosa Beach, CA 90254) on or before 2:00 PM Thursday, January 31, The City of Hermosa Beach reserves the right to extend any time frame as necessary. No late bids will be accepted. Bids received after the deadline will be returned to the bidder unopened. The City of Hermosa Beach reserves the right to reject any or all bids and to waive any irregularity or informality in any proposal to the extent permitted by law. Bids are to be submitted in a sealed envelope with the words, BID FOR epcr SYSTEM written or typed on the envelope. Questions about this notice inviting bids may be directed to Firefighter/Paramedic Coordinator Steve Ramirez or Fire Chief David Lantzer at Proposal Terms and Conditions There is no expressed or implied obligation of the City of Hermosa Beach to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Materials submitted by respondents are subject to public inspection under the California Public Records Act (Government Code Sec et. seq,), unless exempt. During the evaluation process, the City of Hermosa Beach reserves the right, where it may serve the City s best interest, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions. At the discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. This Notice Requesting Bids does not constitute any form or offer to contract. 5