Request for Information Non-Electronic Health Record Vendors Central Florida Health Information Technology Initiative (CFHITI) 10151 University Blvd., #281 Orlando, FL 32817 T: (407) 309-4789 F: (407) 309-4788 E: RFI@UCF-REC.ORG This document was developed by the CFHITI through funding from the United States Office of the National Coordinator, Department of Health and Human Services, grant number 90RC0043/01. Form No. BD072012-001A
1. General Information This Request for Information ( RFI ) is issued solely for information and planning purposes it does not constitute a Request for Proposal ( RFP ) or a promise to issue an RFP in the future. Responses to this RFI will not obligate the University of Central Florida College of Medicine Regional Extension Center ( UCF REC ) to contract for any supply, commodity, or service under any circumstances whatsoever. All respondents are advised that UCF REC will not pay for any information or administrative costs incurred in responding to this RFI. All costs associated with responding to this RFI, including, without limitation, preparation, submission and any presentation will be solely at the interested parties/respondent s expense. UCF REC, the designated Regional Extension Center for Central Florida, is seeking information (this "RFI") from vendors who are capable of and interested in providing information on cost-effective solutions for healthcare practitioners in the state of Florida. UCF REC facilitates technical assistance, guidance and information on best practices to support and accelerate healthcare providers efforts to become meaningful users of EHRs, as well as the ability to exchange health information with other healthcare providers and agencies. 1.1. Submission of Questions If you have questions about this RFI, please submit them to UCF REC in writing via electronic mail at rfi@ucf-rec.org. Please include the words "QUESTION Non-EHR Vendor RFI" in the subject line. 1.2. Submission of Responses Responses shall be submitted in electronic format and sent using electronic mail. If the responses contain confidential information, please mark as confidential and take any necessary steps to protect such information. Send your response to rfi@ucf-rec.org. Receipt will be acknowledged. Please include the words "RESPONSE Non-EHR Vendor RFI" in the subject line. All responses will be kept private from other vendors. However, the information submitted may be shared with an Advisory Panel of stakeholder organizations and provided to UCF REC clients upon request to assist them in their purchasing decisions. 1.3. Response Format The responses shall be submitted in the following format:
Section 1 Executive Summary Section 2 Answers to "Request for Information Questionnaire" (See below) Section 3 Cost Estimates (both initial and on-going) 1.4. Vendor Presentation Vendors may be invited to give a presentation at a time and date to be determined after review of the responses. Presentations will be conducted online and recorded for future review. 1.5. Cost of Preparing a Response UCF REC requires each vendor to submit a $200 non-refundable (U.S. Dollars) RFI submission fee. Payments should be mailed to: University of Central Florida Regional Extension Center 11486 Corporate Blvd., Ste. 120 Orlando, FL 32817 UCF REC accepts credit card payments using MasterCard, Visa, Discover, and American Express. Online payments can be made via the following URL: https://www.velocitypayment.com/client/bankofamerica/ucf/ucfcomrec/index.htm UCF REC is not responsible for any costs incurred by any vendor or their partners in the RFI response preparation or presentation. 1.6. Evaluation and Selection Process Qualification: Upon receipt of the RFI response from the vendor, the RFI response will be reviewed by the UCF REC selection committee (or a sub-committee of the selection committee) for completeness to ensure that each question has been answered. Then completed responses will be reviewed and evaluated by the UCF REC selection committee. All evaluation criteria above will be established by the UCF REC selection committee in its sole discretion and in accordance with applicable federal and Florida laws, rules, and guidelines including, without limitation, HHS, CMS and/or ONC guidance.
Participation: Once the presentation has been evaluated by the UCF REC selection committee, the selection committee will consider the response received, demonstration and references provided by the vendor. The UCF REC selection committee will qualify the vendor and invite the vendor to join the UCF REC Participating Vendor Program. Once formally accepted by the vendor, the UCF REC will provide a list of the UCF REC Participating Vendors to its PCPs and/or specialist physicians for their respective consideration for assistance with healthcare services for their medical practice. Notwithstanding anything in this RFI to the contrary, nothing contained in this RFI shall guarantee that any vendor that responds to this RFI will be identified, evaluated, qualified, and/or selected to participate in the UCF REC Participating Vendor Program. In addition, nothing contained in this RFI shall guarantee that any PCP and/or specialist physician will engage or contract with any vendor for assistance with healthcare services for their medical practice. 1.7. General Terms and Conditions of Participation UCF REC seeks to evaluate and identify qualified vendors to provide services to UCF REC provider clients. Once qualified, the UCF REC will invite vendors to join the UCF REC Participating Vendor Program. UCF REC anticipates that the model contract will include, without limitation, the following terms, provisions and vendor commitments: UCF REC is not obligated to any course of action as the result of this RFI. Issuance of this RFI does not constitute a commitment by UCF REC to issue a Request for Proposal ("RFP") or to award any contract, nor is UCF REC obligated as a result of this RFI to share any of this information with its current or future clients if the information is deemed incomplete, unfit for distribution, or does not meet the requirements of this RFI. Information submitted in response to this RFI will become the property of UCF REC. UCF REC will not pay for any information herein requested, nor will it be liable for any other costs incurred by any vendor related to the preparation or delivery of the response to this RFI or any subsequent presentation. UCF REC reserves the right to modify this RFI at any time. By submitting a response, you agree that UCF REC may copy the response information for purposes of facilitating review or to respond to UCF REC client requests for information. You consent to such copying by submitting a response to the RFI and warrant that such copying will not violate the rights of any third party. UCF REC will have the right to use ideas or adaptations presented in the responses.
UCF REC reserves the right to reject any and all responses to this RFI, in whole or in part, at any time. This RFI is designed to provide vendors with the information necessary for the preparation of informative response proposals and demonstrations of product and/or services. This RFI process is for UCF REC s benefit on behalf of its clients and is intended to provide UCF REC with competitive information to assist its clients in defining criteria for possible future selection of goods and services. The RFI is not intended to be comprehensive, and each vendor is responsible for determining all factors necessary for submission of a comprehensive response and a complete product capability demonstration. The RFI response and demonstration will not be subject to an RFP type evaluation, but only to a review of suggested product performance, vendor representations, cost of processes offered, and abilities to perform services that may be of use to the clients of UCF REC. Cost may be estimated. If an estimated cost is submitted, state that it is an estimated or approximate cost and the metrics used to calculate the cost. Vendor will obtain written approval for any use of our name (University of Central Florida, the College of Medicine, the UCF REC, and/or the Central Florida Health Information Technology Initiative) in any type of activity. Vendor will protect and safeguard all information about the UCF REC healthcare provider members ( Proprietary Information ) during and after the termination of a Letter of Acceptance and will not use the Proprietary Information for any purpose other than in connection with this Letter of Acceptance, or discuss, disclose or transmit Proprietary Information to any third party, and upon termination you will return to UCF REC all originals and copies of the Proprietary Information. Vendor will indemnify, defend and hold harmless UCF REC, University of Central Florida and its Board of Trustees from and against any and all claims, demands, suits, judgments, liabilities, damages, losses and expenses of any nature (including attorney and legal fees) arising out of or related to this Letter of Acceptance. Vendor shall maintain general liability insurance in the amount of $1 million per occurrence for the period of this Letter of Acceptance and shall provide evidence of such insurance coverage upon request of UCF REC. The University Of Central Florida Board Of Trustees shall be included as an additional insured. The validity, interpretation, and performance of the Terms shall be controlled by and construed under the laws of the State of Florida. Venue for any action to construe or enforce the terms of this Letter of Acceptance shall be in Orange County, Florida. You will pay the annual membership fee of $1,200 to UCF REC, which will allow you access to UCF REC educational programs/events and resources.
Vendor agrees to provide active UCF REC members with discounted pricing for your products and services that is otherwise not available to the general public. Vendor understands that UCF neither endorses nor sanctions your products or services. Vendor status as a UCF REC Participating Vendor can be revoked at any time if any of the above conditions are not maintained. 1.8. Requests for Confidential Treatment A request for confidentiality must include the legal basis for withholding the materials from public inspection and the facts relied upon in support of the legal basis. The request for confidentiality must be supported by an affidavit executed by a corporate officer or by an individual with personal knowledge of the specific facts. If the materials are requested to be withheld from public inspection for only a limited period of time, the period must be specified. Any documents submitted that contain confidential information must be marked on the outside as containing confidential information. Each page upon which confidential information appears must be marked as containing confidential information. The confidential information must be clearly identifiable to the reader wherever it appears. All materials which are requested to be held as confidential are to be marked confidential, physically separated from the request for confidentiality and all other materials to which the request does not apply, and sealed in a separate envelope marked as confidential. If only a particular item or items on a page are deemed confidential, the page should also be filed with the confidential item or items removed. In their place should be the word "confidential" in bold type. The pages with the confidential item or items removed will be made available for public inspection. The confidential material must be excised in such a way as to allow the public to determine the general nature of the material removed and to retain as much of the document as possible. Your failure to request confidential treatment of material pursuant to this section and the relevant statutes and administrative rules will be deemed by UCF REC as a waiver of any right to confidentiality which you may have had.
Section 1: Executive Summary
Section 2: Request for Information Questionnaire I. Vendor Information 1. Corporate (Headquarter) Information A. Corporate Name: B. Corporate Type (C-Corp, S-Corp, LLC, LLP, Sole Proprietorship, etc.) C. Publicly traded or privately held? i. Public a. NYSE/NASDAQ/Market Symbol: ii. Private D. Contact Name: E. Contact Title: F. Address: G. Telephone number: H. Fax number: I. Website: J. Email: K. Enterprise DUNS Number (9 digits, no dashes or spaces): 2. Does the vendor have a parent company? A. If yes, fill out information below: i. Name: ii. Address: iii. Telephone number: iv. Fax number: v. Website: vi. Public or private? 3. Primary business contact information for RFI A. Full Name: B. Title:
C. Address: D. Telephone number: E. Fax number: F. Email: 4. Primary technical contact information for RFI A. Full Name: B. Address: C. Telephone number: D. Fax number: E. Email: 5. Does your organization have any physician owners? Yes No (If Yes, additional information may be required) 6. Can you provide a complete copy of certified financial statements for the most recent fiscal year? Yes No (If No, RFI may be discarded in whole or in part) 7. May we share the information contained in the RFI with any UCF REC clients if requested? Yes No (If No, RFI may be discarded in whole or in part) 8. How many years have you been in business? 9. What is your Better Business Bureau rating (must be for the location conducting business in central Florida)? 10. What is the URL to your Better Business Bureau page (must be for the location conducting business in central Florida)? 11. What is the URL for your Chamber of Commerce page (must be for the location conducting business in central Florida)? 12. How many employees do you have that work on this segment of your business?
13. How many physicians / providers is your company currently working with? 14. What is your average number of physicians / providers per organization? 15. What is your customer retention rate? 16. How can your organization assist with integration with RHIO, HIE or HIN in the central Florida area or assist with general healthcare interoperability? 17. Do you have technical staff with experience in a healthcare environment? Yes No 18. Are you a business partner with any Electronic Health Records (EHR) vendors? Yes No A. If so, which vendors do you have active partnerships with? 19. Are you a vendor/reseller of EHR applications? If you need additional space for your responses, please attach as separate pages and reference them accordingly. 20. Detail the value of the proposed offering to the UCF REC and its clients:
21. Detail your timeline and work plan for implementation of offering and ongoing provision of services to UCF REC members: 22. Please describe your standard pricing model: 23. Please detail the preferred pricing to be made available to UCF REC members:
II. References 1. Please provide four (4) healthcare client references: REQUIRED i. Organization Name: ii. Contact Full Name / Title: iii. Address iv. Phone number: v. Fax number: vi. E-mail address: vii. Organization Name: viii. Contact Full Name / Title: ix. Address x. Phone number: xi. Fax number: xii. E-mail address: xiii. Organization Name: xiv. Contact Full Name / Title: xv. Address xvi. Phone number: xvii. Fax number: xviii. E-mail address: xix. Organization Name: xx. Contact Full Name / Title: xxi. Address xxii. Phone number: xxiii. Fax number: xxiv. E-mail address:
III. Service Area What counties do you service area? Brevard Volusia Seminole Lake Orange Osceola Polk Other: Yes No Offer Onsite Support? Yes No Offer Remote Support?
IV. Services Do you provide the following services? Yes No Hardware / software sales? Yes No Large scale printer support? Yes No IP phone? Yes No ISP / high speed connectivity? Yes No Medical record scanning? Yes No Shredding / document destruction? Yes No Website design / development Yes No Website hosting? Yes No Release of information services? Yes No Network design / controls? Yes No Security / privacy (HIPAA / HITECH Risk Assessments)? Yes No Data protection? Yes No Onsite/remote backup? Yes No Server set up? Yes No Hardware as a service? Yes No Hosted services (i.e. SaaS, PaaS, IaaS)? Yes No Managed services? Yes No Vendor management? Yes No Procurement services? Yes No Technical services? Yes No Contract staffing? RFI for Non-EHR Vendors
Yes No Event monitoring? Yes No Platform support? Yes No PC Yes No MAC Yes No LINUX Yes No Other Yes No Database administration? Yes No Education services (CCHIT, HIPAA, etc.)? Yes No Training services (i.e. EHR/EPM application training)? Yes No Legal services? Yes No Insurance services? Yes No Financial services? Other Services, please specify: RFI for Non-EHR Vendors
Section 3: Cost Estimates (both initial and on-going) For services provided that are identified in the above section, please provide a summary and cost estimates of these services: Service and description Initial Costs Ongoing Costs V. For services provided but not indicated above, please provide a summary and cost estimates: Service and description Initial Costs Ongoing Costs RFI for Non-EHR Vendors