Texas Tech University Health Sciences Center Request for Qualifications

Transcription

1 Texas Tech University Health Sciences Center Request for Qualifications West Texas Health Information Technology Regional Extension Center A Program of the F. Marie Hall Institute for Rural and Community Health REQUEST FOR QUALIFICATIONS (RFQ) NUMBER Issue Date May 4, 2011 For Respondents with expertise in assisting Priority Primary Care Provider (PPCP) practices in the adoption and meaningful use of Electronic Health Records (EHR). Reponses are due by 3:00pm CST, Wednesday May 25, 2011 Responses received after this date and time will be disqualified and returned unopened. Responses must be submitted electronically in the TechBid System at by 3:00 p.m. Central time: TTUHSC Contact is: Don Sarchet, Unit Associate Director of Purchasing Texas Tech University Health Sciences Center th Street, STOP 9021 Lubbock, TX Direct all questions in writing to: don.sarchet@ttuhsc.edu. NOTE: Responders who direct questions to personnel other TTUHSC Purchasing Personnel may have their responses disqualified. Texas Tech University Health Sciences Center (TTUHSC) in accordance with Texas Government Code Chapter 2155, on behalf of its West Texas Health Information Technology Regional Extension Center, a program of the F. Marie Hall Institute for Rural and Community Health is seeking qualified respondents with expertise in assisting PPCP practices in the adoption and meaningful use of Electronic Health Records (EHR). As a result of this Request for Qualifications, TTUHSC, on behalf of its West Texas Health Information Technology Regional Extension Center, intends to award a contract/s to the successful respondent or agencies for a term of one year from the date of execution of the contract.

2 RFQ Overview Texas Tech University Health Sciences Center (TTUHSC), a public institution of higher education in the State of Texas, on behalf of the West Texas Health Information Technology Regional Extension Center, a Program of the F. Marie Hall Institute for Rural and Community Health, is issuing a Request for Qualifications (RFQ) for respondents with expertise in assisting PPCP practices in the adoption and meaningful use of Electronic Health Records (EHR). This RFQ is the official request for respondents to submit their qualifications to TTUHSC to contract for services to meet the needs outlined in this RFQ. The resulting contract/order will be funded wholly or partially with federal funds subject to the American Recovery and Reinvestment Act of 2009 (ARRA). The Respondent shall comply with all applicable provisions of ARRA, which may include, but are not limited to the provisions in Division A, Titles XV and XVI (e.g., audit provisions, whistleblower protection, and preferences for American Respondents). No subcontract will be allowed from the awarded respondent without prior written approval from the Office of Sponsored Programs. Background: Sixty two regional extension centers, including four in Texas, have been established by grants from the Office of the National Coordinator for Health IT (ONC), US Department of Health and Human Services (HHS) funded by the authority of the American Recovery and Reinvestment Act 2009 (ARRA) to promote the use of EHR s by priority primary care providers (PPCP s). PPCPs practicing in the following specialties (1)Internal Medicine,, (2)Family Practice, (3)Pediatrics, and Obstetrics/Gynecology, as well as certain nurse practitioners, rural providers, and others who provide care to medically underserved areas, generally in practices of 10 or less, may be eligible to receive assistance. The WTxHITREC area consists of 108 counties which include Lubbock, Amarillo, Wichita Falls, Midland/Odessa, and El Paso. The WTxHITREC goal is to assist 1,133 PPCPs in reaching meaningful use by April PPCPs who do so and meet certain criteria with regard to their Medicare and Medicaid practices will qualify for incentive payments from the Centers for Medicare and Medicaid Services (CMS). More importantly, they will collectively provide safer care, improve collaborative care outcomes, and reduce the costs of duplicative activities. The WTxHITREC program is PPCP centric and outreach efforts will be conducted with the assistance of the Texas Medical Association. The WTxHITREC desires to have agreements with multiple selected successful respondents in place by late April 2011 to provide technical assistance to PPCPs who enroll in the WTxHITREC. Approach The WTxHITREC will stand ready to assist enrolled PPCP s at any point in their journey to EHR meaningful use.. Practices currently using paper charts as well as those that already have an

3 EHR will be eligible for consulting assistance. Assistance will be provided throughout the entire implementation cycle to help PPCP s fully integrate the EHR into their practices. Detailed pricing information is requested. The Texas REC s are collaborating on an RFQ for EHR software respondents ( No preferred software vendors will be selected, however, the information compiled will be made available to WTxHITREC enrolled PPCP s and respondents to facilitate informed EHR selection. Milestones The ONC grant provides funding to the WTxHITREC to reach the key milestones of: Enrollment (completing an agreement for services ), Implementation of an EHR (including demonstration of e-prescribing and submission of an electronic quality report), and Achievement of meaningful use (criteria are described at the HHS website WTxHITREC performance is based upon the attainment of the above key milestones reported to ONC. Therefore, it is essential that respondent services be tied to the attainment of the key milestones. The WTxHITREC will make payments to respondents after the successful attainment of key milestones. Maximum Actual Cost The actual cost to TTUHSC, including all direct and indirect costs, for the performance of this work shall not exceed the total estimated cost of $2,500 per PPCP. This total payment (upon Respondent meeting all three milestones) shall not exceed $2500 per PPCP, and in accordance with the Budget, which Respondent must provide to the WTxHITREC prior to entering into a subcontract relationship. The payment of $2,500 is the total cost paid if all three milestones are achieved. The $2,500 total payment shall be paid only up to the sum as detailed below: Up to $ payment for achieving milestone one (per PPCP) Up to $ payment for achieving milestone two (per PPCP) Up to $ payment for achieving milestone three (per PPCP) Funding is provided under the American Recovery and Reinvestment Act of 2009 (ARRA) and is subject to additional reporting requirements under Section 1512 of the Act. Subcontractor must provide 1512 data to TTUHSC by the following due dates: January 5, April 5, July 5, and October 5 each year.

4 Requested services: Challenges Nature of the Assistance Requested Respondents must be able to show the necessary skills and experience to assist a variety of PPCP practices ranging in size, specialty, and level of computer system sophistication. The nature of the work is advisory. PPCP s will buy the EHR s from software vendors who will implement them. The role of the respondents will be to assist the PPCP practice to move to the adoption and meaningful use of an EHR as quickly as possible. Respondents must use their time wisely with PPCP practices to assure that they are influencing key decisions, identifying barriers to achieving meaningful use, and providing solutions to those barriers. respondents should not consume too much time with any practice where no decisions or viable progress toward meaningful use are being made. Solo practitioners and very small practices may consume larger amounts of time per PPCP compared to practices of 7-10 PPCPs. Accordingly, respondents should plan for about 40% of their work to be with solo practitioners, 20% in practices of 2-5, and 40% in practices of 6 or more. The WTxHITREC will endeavor to track the sizes of PPCP practices referred to engaged respondents to assist in achieving this balance. Respondent Responses to the RFQ Respondents to Request for Qualifications must provide complete detailed responses to the following questions. 1. Identify the organization and any affiliations or ownership with other entities 2. Specify the number and capabilities of respondents who will be providing services 3. Provide Texas based references for providing similar services 4. Describe the specific approach to performing each of the following activities, including the estimated number of hours per PPCP and the associated outcomes and deliverables: i. Initial practice assessment ii. Vendor evaluation and selection iii. Work flow analysis and design iv. Implementation project review v. Post implementation review vi. Meaningful use gap analysis and/or certification 5. Describe the service levels anticipated for responding to WTxHITREC referrals for PPCP assistance 6. Provide a sample agreement for services

5 7. Disclose any instances where the company or any individuals working under the agreement would have a possible conflict of interest, and if so, the nature of that conflict. Respondents may offer any additional narrative material to establish their credentials to provide this assistance to the WTxHITREC. TTUHSC has established the following schedule of events for the EHR. TTUHSC requires respondent selection by June 15, By this date all negotiations will be complete and the successful respondent(s) will be selected. Major Activity Target Completion Issue Request for Proposal May 4, 2011 Respondent response Due 3:00 p.m. Central time May 23, 2011 Questions from Responders due May 13, 2011 Answers to Questions May 17, 2011 (Published as Addendum) Vendor Responses Due May 25, 2011 Evaluation Complete May 27, 2011 Respondent Discussion/Negotiation June 1-8, 2011 (As required) Best and Final Offer Submitted (if required) June 10, 2011 (Tentatively) Respondent Selection June 15, 2011 (Tentatively) The schedule is subject to change by TTUHSC at any time during the RFQ selection process Respondents must include a signed transmittal letter stating the RFQ number of this request, along with the final addendum number, if any, that their Qualification covers. Evaluation Criteria This Request for Qualification will be evaluated based on the following criteria: Award of the contract for the service described in this RFQ will be based on best value for the institution and the ability of the respondent to fulfill the terms and conditions. The evaluation committee may contact respondent s references. All respondents responses will be initially evaluated according to the evaluation criteria defined below. Under the authority of V.T.C.A. Government Code Ann., et seq. and et seq. TTUHSC intends to enter into direct negotiations with the respondents who submit the best responses as determined by the evaluation criteria.

6 At the conclusion of the direct negotiation phase, TTUHSC will determine which proposal provides the best value as defined by the above referenced statute. The proposal, which provides TTUHSC with the best value, will be the successful proposal. TTUHSC shall utilize an evaluation team for the evaluation of this RFQ. The evaluation shall include the overall response to the RFQ and the general requirements defined in the RFQ. TTUHSC may require a demonstration and/or site visit before the award is made. TTUHSC reserves the right to use the demonstration as an additional factor in the award. TTUHSC must be confident that the respondent s solution will perform and meet learning management system requirements for the institution. Criteria used to evaluate the responses shall be: 1. Expertise in assisting PPCP practices in the adoption and meaningful use of Electronic Health Records (EHR): (60 points max) 2. Requirements addressed: (40 points max) Total maximum points (100) AWARD OF CONTRACT. The following shall be included in any agreement between TTUHSC and a respondent. The agreement shall be governed, construed, and interpreted under the laws of the State of Texas. Venue shall lie in the state or federal courts of Lubbock County, Texas. Respondent understands that acceptance of funds under an agreement resulting from thie RFQ acts as acceptance of the authority of the State Auditor's Office, or any successor agency, to conduct an audit or investigation in connection with those funds. Respondent further agrees to cooperate fully with the State Auditor's Office or its successor in the conduct of the audit or investigation, including providing all records requested. Respondent will ensure that this clause concerning the authority to audit funds received indirectly by subcontractors through respondent and the requirement to cooperate is included in any subcontract awards. No subcontract will be allowed from the awarded respondent without prior written approval from the Office of Sponsored Programs. The resulting agreement or purchase order will be funded wholly or partially with federal funds subject to the American Recovery and Reinvestment Act of 2009 (ARRA). The respondent shall comply with all applicable provisions of ARRA, which may include, but are not limited to the provisions in Division A, Titles XV and XVI (e.g., audit provisions, whistleblower protection, and preferences for American Vendors). Any additional requirements or attachments required by TTUHSC.

7 RESPONDENT AFFIRMATIONS a) the respondent has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with this purchase order. b) neither the respondent nor the firm, corporation, partnership, or institution represented by the respondent, or anyone acting for such firm, corporation, or institution has violated the antitrust laws of this State, codified in Section 15.01, et seq., Texas Business and Commerce Code, or the Federal Antitrust Laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in such line of business. c) All sex offenders required to register with local law enforcement authorities under chapter 62 of the Texas Code of Criminal Procedure and who intend to work or carry on a vocation (full-time or part-time) on any campus of Texas Tech University System for a consecutive period exceeding fourteen (14) days or for an aggregate period exceeding thirty (30) days in a calendar year are required to register (or verify registration) with the law enforcement authority for campus security in accordance with article of the Texas Code of Criminal Procedure within 7 days of beginning work on any campus of Texas Tech University System. In addition, such sex offenders are required to notify the law enforcement authority for campus security within seven (7) days of terminating work on any campus of Texas Tech University System. For additional information, please contact the Texas Tech University Police Department, ' St., Lubbock, Tx 79409, respondent agrees that any payments due under this contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas. Respondent agrees to comply with Texas Government Code, Title 10, Subtitle D, Section , relating to use of service contracts for products produced in the State of Texas. Pursuant to Texas Government Code, Title 10, Subtitle D, Section (b), the respondent certifies that the individual or business entity named in this contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate. d) Pursuant to Texas Government Code, Title 10, Subtitle D, Section (a), the respondent has not received compensation for participation in the preparation of specifications for this solicitation. e) If a Texas Address is shown as the address of the respondent, Respondent qualifies as a Texas Resident Bidder as defined in Texas Administrative Code, Title 1, Part 5, Chapter 111, Subchapter A, 111.2(10). f) respondent certifies that respondent is not currently disbarred from doing business with the State of Texas and/or the Federal Government of the United States. Respondent shall defend, indemnify and hold harmless Texas Tech University Health Sciences

8 Center, all of its regents, officers, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages, and liabilities, arising out of, connected with, or resulting from any acts or omissions of respondent or any agent, employee, subcontractor, or supplier of respondent in the execution or performance of any agreement or purchase order resulting from the Request for Qualifications. Respondent certifies that it is in compliance with section of the Government Code, relating to contracting with executive head of a State agency. The dispute resolution process provided for in Chapter 2260 of the Texas Government Code must be used by Texas Tech University Health Sciences Center and the respondent to attempt to resolve all disputes arising under this agreement. FUNDING OUT CLAUSE Any agreement or purchase order that crosses the current funded State of Texas Biennium may be cancelled with written notice by Texas Tech University Health Sciences Center if funds are not appropriated by the State of Texas to Texas Tech University Health Sciences Center. By submitting an offer to this solicitation, respondent acknowledges and agrees to the terms and conditions of this specification.