Health Information Technology Regional Extension Center (REC) Consulting Pool. LCM September 16, 2010

Transcription

1 RETURN TO: Case Western Reserve University Cedar Avenue Second Floor Procurement and Distribution Services RFQ# LCM Cleveland, Ohio REQUEST FOR QUALIFICATIONS Health Information Technology Regional Extension Center (REC) Consulting Pool RFP Number Release Date LCM September 16, 2010 Procurement Contact Due Date/Time Laurie McCombs, Purchasing Agent Procurement and Distribution (216) October 1, 2010 Case Western Reserve University is seeking qualifications for Consultants in the Health Information Technology (HIT) Regional Extension Center (REC) Consulting Pool Proposals must be received, by the due date/time specified above. BID FORM AUTHORIZATION I agree that I am an authorized signatory for I agree to adhere to the specifications described in this Request For Qualifications. I agree to comply with the University s Request For Qualifications Terms and Conditions 1. Any purchase order or other contract issued as a result of this Request For Qualifications shall wholly incorporate these Request For Qualifications Terms and Conditions into that agreement. I acknowledge that I have submitted a bid as an enclosure. Submitted by: LCM Page 1

2 I. BACKGROUND AND SCOPE OF WORK PARAMETERS I SPECIFICATIONS A. SCOPE OF WORK The Primary objective of this proposal is to identify vendors to provide Consultants for the Health Information Technology (HIT) Regional Extension Center (REC)Consulting Pool for Case Western Reserve University. This RFQ establishes the minimum requirements that a bidder must meet in order to be eligible for consideration as well as information to be included in the Contractors bid response. The following specific criteria will be evaluated and must be addressed in the proposal: 1. Company History Please provide a brief introduction to your company including but not limited to: a. Number of year s experience. b. Previous CWRU projects (if applicable). 2. Individual Consultants a. Resumes LCM Page 2

3 II. CONTRACTOR INFORMATION Company Name: No# of Years Experience Other CWRU Projects: (if applicable, please list) No# of Staff Members: Project Lead Person/Point of Contact Name/Phone: Licensed Bonded Insured Provide Worker Compensation Professional References (please provide 3): Name: Address/City/State: Phone: LCM Page 3

4 The Case Western Reserve University (CWRU) School of Medicine in Cleveland, Ohio was recently awarded an $8 million grant as part of the HITECH Act to provide assistance via Regional Extension Centers (RECs) to Priority Primary Care Providers (PPCPs) in the Ohio counties of Ashtabula, Cuyahoga, Geauga, Lake, and Lorain. This grant was released by the Office of the National Coordinator (Federal Level) (ONC) as part of the Health Information Technology Program. Across the entire state of Ohio, approximately $30 million were released by ONC to the Ohio Health Information Partnership (OHIP) (Ohio s State level organization acting on behalf of ONC). OHIP then identified 7 sub-recs, or Regional Partners. CWRU requested and was designated as a sub-rec (or Regional Partner ), becoming a participant of the Program and known as CWRU-REC. The Program is performance-based and requires the PPCP to contract with CWRU-REC before federal funds can be released. CWRU-REC receives its funding as a draw-down upon successful completion of milestones defined by the Federal government and administered by ONC and OHIP. CWRU-REC plans to contract with consultants to assist PPCPs in their ultimate goal of achieving Meaningful Use (MU) of Electronic Health Record (EHR) systems. Toward that end, the grant to CWRU-REC focuses on two primary types of providers: (1) PPCPs already with an EHR system (EHRs certified must enable the PPCP to meet Meaningful Use), and (2) PPCPs without an EHR who must select and implement an EHR and demonstrate they use electronic systems in a meaningful way, as defined in the legislation. CWRU-REC is initiating this Request for Quotation (RFQ) to secure the services of a pool of consultants to provide contracted services. These services are to provide health consulting in numerous areas of expertise as identified in this RFQ. CWRU-REC is positioning itself as an advocate of PPCPs, and seeks a pool of consultants having skills in: Change management (preparing PPCPs for change) Project Management Health Care Provider Workflow Assessment and Design Technical assessment Vendor selection (including EHR/EMR systems) Implementation (including EHR/EMR systems) Scope of Work and Deliverables for Core Services The services in the following table are to be performed, with associated deliverables. CWRU- REC has defined a methodology for service delivery which each consultant will utilize. OHIP provides a project support tool developed by Welch-Allyn that will be utilized by REC consultants for providers without EHR. LCM Page 4

5 PPCPs Without a Certified* EHR PPCPs With a Certified* EHR Service Practice Assessment Workflow assessment EHR Selection Assistance Implementation/Project Oversight Meaningful Use Assessment Meaningful Use Assessment Deliverable From Welch-Allyn Tool: Assessment Report From CWRU-REC-Provided Tool: Supplemental Assessment Report Workflow Completed workflow document Signed Vendor Contract Documented review of the vendor contract Kick-off Progress tracking with status report monitor vendor implementation plan Vendor/PPCP Go-Live Sign-Off MU plan plan to achieve MU Meaningful Use Assessment Report MU plan plan to achieve MU Meaningful Use Assessment Report Certified EHR: Providers are required select a certified EHR that can reach MU in stage II and III to successfully draw down their CMS incentives. Currently EHR vendors are going through the MU certification. Goals and Objectives An objective of CWRU-REC is to provide consulting services that guide PPCSs through the process of implementing an EHR and meeting Meaningful Use. CWRU-REC has identified critical success factors that make a practice effectively implement and use an EHR and ultimately achieve Meaningful Use. CWRU-REC consultants are positioned as provider advocates to prepare PPCPs for change by leveraging a project management support tool (provided by Welch Allyn), assisting with practice workflow (current and future state), vendor selection, monitoring EHR vendor implementation and go-live, and supporting the PPCP in their progress toward meeting MU Stage 1. Another objective of CWRU-REC is to design, manage and provide continuous improvement to its PPCP service delivery methodology to ensure its consulting processes continue to be consistent, repeatable and measurable, and monitor process execution by its contractors. LCM Page 5

6 PPCP Eligibility Definition Per requirements of the HITECH Act, priority is given to providers that are primary-care providers (physicians and/or other health care professionals with prescriptive privileges, such as physician assistants and nurse practitioners) (PPCP) in any of the following settings: Individual and small group practices (ten or fewer professionals with prescriptive privileges) primarily focused on primary care; Public, nonprofit, and critical access hospitals; Community health centers and rural health clinics; and Other settings that predominantly serve uninsured, underinsured, and medically underserved populations. Selected consultants will be paid upon successful completion of stated deliverables. Rates included in this RFQ may be adjusted as required going forward. Schedule of Events Proposal Release Date September 16, 2010 Intent to Propose September 24, 5:00 p.m. Eastern time Questions from Bidders September 24, noon. Eastern time Proposal Due Date October 1, 2010, 5:00 p.m. Eastern time Announcement of Winner (s) October 8, 2010 Contract Start Date October 15, 2010 CWRU-REC reserves the right to engage one or more responding vendors to conduct pilot projects outside of the scheduled timeframe. LCM Page 6

7 Organizational Structure The consultants report to the CWRU-REC Project Manager. In the absence of a CWRU-REC Project Manager, consultants will report to CWRU-REC Director. The following shows the initial CWRU-REC organizational context: Fees for Core Services As explained earlier, CWRU-REC submits project deliverables to OHIP to demonstrate that designated milestones are met, and receives reimbursement against promised grant funds. CWRU-REC, in turn, relies on consultants to provide deliverables produced in reaching completion of project milestones. Following is the proposed contractor payment schedule: PPCPs Without a Certified* EHR PPCPs With a Certified* EHR PPCP #1-3 PPCPs #6-10 Total for 10 PPCPs $3,700 ea. +$1000 / each $18,100 PPCP #1-3 PPCPs #4-10 Total for 10 PPCPs $2,400 ea. +$750/ each $12,450 CWRU-REC reserves the right to change and negotiate payment amounts and schedule at any time during the term of the contract. LCM Page 7

8 Procurement Information and Bidder Questions and Answer (Q & A) Information Submit questions by noon, Eastern time September 24, 2010 to: Include with your submission the following information: RFQ number and Title Organization name Contact information (name, address, daytime phone) Individual consultants names and resumes Intent to Propose Include company name, contact name/phone/ Deadline for the intent to propose September 24, 2010, 5 p.m. Eastern time Proposal deadline is October 1, 2010, 5 p.m. Eastern time Submit as a PDF document (1-page limit) attached to an sent to: Laurie McCombs, Contract Agent Lcm60@case.edu LCM Page 8