Northampton Community College Bethlehem, PA Request for Proposals

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1 Northampton Community College Bethlehem, PA Request for Proposals Electronic Health Records System, Immunization and Background Clearance Services March 30, 2016

2 General Information QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Susan Bortz, Asst. Controller, DUE DATE: Sealed Proposals will be received until April 18, 2016 at 2:00 PM. Failure to submit Proposals to the correct location by the designated date and hour will result in disqualification. ADDRESS: Proposals should be mailed or hand delivered to: Northampton Community College, Purchasing Office, 3 rd Floor, Kopecek Hall, 3835 Green Pond Road, Bethlehem, PA Reference EHR Electronic Health Records System in the lower left corner of the return envelope or package. In compliance with this Request for Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods in accordance with the attached signed proposal and as mutually agreed upon by subsequent negotiation. FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER NUMBER (ID#) (Company name as it appears with your Federal Taxpayer Number) BUSINESS NAME/DBA NAME/TA NAME (If different than the Full Legal Name) FEDERAL TAXPAYER NUMBER (If different than ID# above) BILLING NAME (Company name as it appears on your invoice) FEDERAL TAXPAYER NUMBER (If different than ID# above) PURCHASE ORDER ADDRESS PAYMENT ADDRESS CONTACT NAME/TITLE (PRINT) SIGNATURE (IN INK) DATE E MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX NUMBER TO RECEIVE PURCHASE ORDERS

ADDRESS: Proposals should be mailed or hand delivered to: Northampton Community College, Purchasing Office, 3 rd Floor, Kopecek Hall, 3835 Green Pond Road, Bethlehem, PA 18020.

3 SCHEDULE OF EVENTS (Approximate) 03/30/2016 Request for Proposals (RFP) issued 04/05/2016 Deadline for bidders to submit questions to NCC 04/06/2016 Answers to questions issued by NCC as an Addendum to all bidders 04/18/2016 Deadline for receipt of Proposals, 2:00 PM Eastern Standard Time 05/05/2016 Approval of selected Proposal 05/11/2016 Vendors notified of decision SPECIFICATIONS Electronic Health Records (EHR) System, Immunization and Background Clearance Services Northampton Community College (NCC) is a public, two year community college located in Bethlehem, Pennsylvania, serving 10,000 credit and 20,000 noncredit students annually. NCC is requesting bids for webbased electronic health records software, and separately, costs to perform immunization, background check, and other review services for our students enrolled in Allied Health, Early Childhood, and related academic programs. In addition, students who reside in residence halls and participate in athletics require health records for participation. The College is interested in a system to store, view, verify, and process electronic health records. Please see attached system requirements. If you have questions about the system requirements, please contact Susan Bortz: sbortz@northampton.edu. 3

Health Records (EHR) System, Immunization and Background Clearance Services Northampton Community College (NCC) is a public, two year community college located in Bethlehem, Pennsylvania, serving

4 Request for Proposal: Electronic Health Records (EHR) System, Immunization and Background Clearance Services Item Feature/Function Response 1 Solution Overview including user experience for system navigation 2 Cost Initial System Setup/Services 3 Cost Services for immunization, drug screening and/or background checks 4 Cost - Recurring 5 Approximately 30 user licenses 6 Tracking documents for approximately 2000 students and faculty 7 Approximately programs of study require system access 8 Collection and tracking of Physical Immunizations 9 Collection and tracking of Background check information 10 Collection and tracking of Drug Screening information 11 User setup permissions and roles 12 Student payment options 13 Alerts, reminders & communications follow up for missing items 14 Assistance with reviewing existing NCC forms and providing guidance for consolidating forms/information requests 15 Approval process for documents 16 Document retention and record return if contract is ended 17 Security and privacy of student information 18 Section 508 and Higher Education Act Reauthorization Compliant 19 HIPAA and FERPA compliance 20 Mobile interfaces 21 Document uploads (does user have ability to review prior to upload) 22 Web-based and/or hosted service 23 Training Staff/Students (including online training and documentation) 24 Technical Support & Maintenance Services Student and BackOffice (Staff) 25 Audit/logging to determine who viewed and/or updated data 4

approximately 2000 students and faculty 7 Approximately 10-12 programs of study require system access 8 Collection and tracking of Physical Immunizations 9 Collection and tracking of Background check

5 Item Feature/Function Response 26 Interfaces with multiple Student Information Systems Jenzabar, Ellucian, etc. (explain interface operations and options) 27 Implementation timeline 28 Implementation approach 29 Information verification options internally by NCC and/or service 30 Timing and communication for system updates 31 Provision for both traditional credit course schedules (semester/term based), AND non-credit course schedules (multiple stop-start dates that do not necessarily correspond with traditional semester dates) 32 Reporting and Data Export Options 33 Cohort designation 34 , text, other interaction capabilities 35 Ability to collect and track additional program-specific forms and information 36 Student access to information after they leave the College 37 Other 5

system updates 31 Provision for both traditional credit course schedules (semester/term based), AND non-credit course schedules (multiple stop-start dates that do not necessarily correspond with

6 A. General Requirements PROPOSAL PREPARATION AND SUBMISSION 1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this RFP. One (1) original and one (1) copy of your proposal package must be submitted to: Northampton Community College Purchasing Office 3 rd Floor, Kopecek Hall 3835 Green Pond Road Bethlehem, PA Reference EHR Electronic Health Records System in the lower left corner of the return envelope or package. No other distribution of the Proposals shall be made by the Offeror. 2. Proposal Preparation a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in Northampton Community College requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by Northampton Community College at its discretion. b. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. c. Proposals should be organized in the order in which the requirements are presented in the RFP. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed. d. Your response should address how your proposal meet or exceed each specification listed, for any specification you cannot meet, tell us why. e. Northampton Community College reserves the right to reject any proposal, part of a proposal, or all proposals. NCC will be the sole and final judge of proposals that are acceptable. 6

Reference EHR Electronic Health Records System in the lower left corner of the return envelope or package. No other distribution of the Proposals shall be made by the Offeror. 2.

7 B. Specific Requirements Proposals should be as thorough and detailed as possible so that Northampton Community College may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following information/items as a complete proposal: 1. The return of the General Information Form, Pricing, and full detail specifications of the solution you are proposing so that we can evaluate if your proposal is acceptable. Include narrative addressing our specifications and how the solution you propose meets or exceeds them. 2. The college is PA Sales Tax exempt. A. Award Selection shall be made of one offeror deemed to have submitted the lowest qualified proposal that NCC deems acceptable. Northampton Community College may cancel this RFP or reject Proposals at any time prior to an award for any reason. The award document will be a Purchase Order incorporating by reference all the requirements of this solicitation and the Vendor s proposal. NCC reserves the right to issue an award for part of this proposal if they so choose. Terms of Payment are the following: Payment will be made by Northampton Community College to the selected vendor within 30 days from receipt of the items listed on the Purchase Order. 7

The return of the General Information Form, Pricing, and full detail specifications of the solution you are proposing so that we can evaluate if your proposal is acceptable.

REQUEST FOR PROPOSAL FINANCIAL PLANNING CONSULTANT

REQUEST FOR PROPOSAL FINANCIAL PLANNING CONSULTANT Proposals will be received until Friday, May 22, 2015 4:00 p.m. CST General Information Questions: All inquiries for information regarding this solicitation