How To Buy An Electronic Medical Records System

Transcription

1 ADDENDUM NO. 2 TO ALL OFFERORS: RAPPAHANNOCK REGIONAL JAIL Procurement Division 1745 Jefferson Davis Hwy. Stafford, VA November 6, 2013 Reference Request For Proposals: 2013-EMRS Title: Electronic Medical Records System Dated: October 22, 2013 Sealed Proposals Due: November 22, 2013@ 2:00 PM Questions from bidders: Can you please provide the following vendor(s) of: o Pharmacy- Westwood o Lab Lab Corp o Jail Management System (JMS) - Archonix o Health Services Provider Rappahannock Creative Health Care Has funding been appropriated/budgeted and approved for the procurement of the EMR? - No, our Board is aware of the need for funding and the issuance of the RFP. Has the RRJ Authority conducted any demonstrations with EMR vendors prior to the publishing of this RFP? - YES Did the RRJ Authority develop the EMR functionality requirements internally, or were they sourced externally? - BOTH Is the RRJ Authority currently NCCHC/ACA accredited? - NO Please provide the breakdown of full time and part time staff by credential (MD, NP, etc) Medical Department: MD/PT- 1 PA/PT- 3 Admin. Assist./FT-1 File Clerk/FT/1 RN/FT-3 RN/PT-1 LPN/FT-14 LPN/PT-1 CHA/FT-1 EMT/FT-1 Dentist/PT-1 Dental Assist./PT-1 Mental Health: Psychiatrist/PT-1 Nurse practioner/pt-1 Employees/ft-8

2 Please provide the number of staff per shift (Shift 1, 2, 3) Shift breakdown on a normal weekday shift is 9 staff members. Currently there are 2 & 3 nurses total on night shift. The RRJ Authority states there is no I.T. department, yet the requirements section asks our ability to supplement out [your] I.T. staff if requested to do so See Hardware Network Requirements Services pg. 11. Can you please clarify? The Rappahannock Regional Jail has an I.T. Department that supports the facility and will work with the selected vendor during the implementation phase. Under EMR Software Capabilities (pg 12) the RRJ Authority asks, Should each user have a unique username. Is the RRJ Authority requiring unique usernames or asking for the vendors input in having unique usernames? RRJ Authority is asking if the software requires a unique username. RRJ Authority will also require unique usernames for users for tracking purposes. Is the RRJ Authority intending to certify for meaningful use to receive government reimbursement? N/A Should the EMR be certified by the CCHIT and be ONC-ATCB 2014 to ensure that it is a complete EMR? Yes the EMR should be 2014 certified by one of the approved ONC testing entities. Is the vendor required to submit any pending litigation against itself? YES Can the RRJ Authority provide a scoring matrix of how bids will be evaluated? SEE ATTACHED SCORING MATRIX Has the RRJ Authority previously published an RFI? - NO Can the RRJ Authority provide the specifications of the server the EMR will be hosted on? A server will be purchased to host the new EMR. Will the RRJ Authority provide the answers to other vendors questions? YES in an addendum to be issued on 11/15/13 Can the RRJ Authority please provide a list of interested vendors? Fusion GE Health Care Med Unison Correctek Naphcare Metacare Solutions CorEMR Mobjac Bay, LLC How does the RRJ Authority currently process and pay claims for offsite services? Through contract & maintenance agreements NET 45 days Is the inmate management system software HL7 compliant? NO Is the pharmacy connected to Surescripts network? YES Is the current Jail Management system and Inmate banking system supporting HL7? NO What is the number of trainees broken out by Medical Staff and Correctional Officers? 39 Medical and Mental Health Staff and 0 Correctional Officers What is the number of part-time Physician trainees and their locations for off-site training? All training will be on-site. What is the number of Physicians, Dentists, and Medical Health Specialists and their location for off-site training? All training will be on-site. Would your organization (Rappahannock Regional Jail) be open to EMR Vendors providing training off-site, at a local Hotel, if space is not consistently available on site? No, all training will be on-site.

3 I noticed that there was no stop date for vendors asking questions in the RFP and was hoping you might be able to clarify one for us. Questions are accepted up to 5 days before the close of the RFP. In regards to the question below in the Section labeled EMR Software Capabilities Orders / Treatment Administration Record (TAR): Can orders be assigned to individual staff members? Would you be able to give us an example of an order to be assigned to a staff member? All medical staff should be capable of documenting on the treatment administration record, as no one is restricted from performing treatments.

4 PROPOSAL EVALUATION FORM RFP #: 2013-EMRS Title: Electronic Medical Records System Committee Member: Date: Offeror: Assigning Points for Subjective Criteria: The best proposal for each subjective criterion shall receive the highest points for those subjective criteria (not necessarily the maximum) with the other proposals receiving fewer points. The committee member's judgment must be based on fact as presented in the proposal, (question/answer conference, if applicable). An Offeror should not be penalized due to lack of experience with the Rappahannock Regional Jail but should be judged, among other considerations, on the relevancy of experience and expertise wherever it occurred. The Offeror should not be given an unfair advantage of points simply because of a previous contractual relationship with the Rappahannock Regional Jail; however, the relevancy of such experience in terms of the RFP's statement of needs may be judged. Scoring is on a scale of 0 to the highest maximum weight available for a given criteria. Evaluation Criteria: Max. Weight Available Score Experience of the firm in providing an electronic medical records system to jails and prison, particularly in Virginia. Financial and management integrity of the firm. Adherence to the criteria set forth in the specifications of the RFP. Attached are the sections to be evaluated. (enter total from attachment) Service to include implementation process and technical support. Final proposal pricing, monthly support fee. Availability of product and references TOTAL SCORE 100 COMMENTS: Evaluator may use this section to justify scores, document strengths and weaknesses and/or identify other relevant issues. Please return this completed form by TBD, to: Lisa Edwards, Procurement Officer FAX: , [email protected]

5 Evaluation Criteria: Attachment Adherence to the criteria set forth in the specifications of the RFP Total to be entered on Page 1 Evaluation Criteria Max. Weight Available Score 1. EMR Software Capabilities Integration Offender Management 1 2. EMR Software Capabilities Integration HL7 Labs 1 3. EMR Software Capabilities Integration Pharmacy 1 4. EMR Software Capabilities Scalability 1 5. Hardware Network Requirements Server 1 6. Hardware Network Requirements Workstation 1 7. Hardware Network Requirements Peripherals 1 8. Hardware Network Requirements Database/Disaster Recovery 1 9. Hardware Network Requirements Services EMR Software Capabilities Security EMR Software Capabilities Integration vs. Modular EMR Software Capabilities Document Management EMR Software Capabilities Inmate Demographics EMR Software Capabilities Inmate Movement EMR Software Capabilities Medication Tracking (MAR) EMR Software Capabilities Orders/Treatment Administration Record (TAR) EMR Software Capabilities Alerts EMR Software Capabilities Clinical Capabilities EMR Software Capabilities Patient/Insurance Billing EMR Software Capabilities Scheduling EMR Software Capabilities Inventory EMR Software Capabilities Customization EMR Software Capabilities Reporting EMR Software Capabilities Microsoft Office EMR Software Capabilities Communication with Other Correctional Facilities EMR Vendor Commitments Transition to EMR Training EMR Vendor Commitments Transition to EMR Implementation EMR Vendor Commitments Follow Up Training & Customization EMR Vendor Commitments On-Going Support EMR Vendor Commitments Version Upgrades 1 TOTAL SCORE 30

6 ADDENDUM NO. 2 TO ALL OFFERORS: All other specifications, terms and conditions remain unchanged. Note: A signed acknowledgement of this addendum must be received by this office either prior to the proposal due date and hour or attached to your proposal. Signature on this addendum does not substitute for your signature on the original RFP document. The original RFP document must be signed. ACKNOWLEDGEMENT: