REQUEST FOR PROPOSAL Prepared By Advantage Behavioral Health Systems (ABHS) For USAC / FCC Healthcare Connect Funds: Telecommunication and Network Services
Request for Proposal Advantage Behavioral Health Systems FCC Healthcare Connect Fund INTRODUCTION Advantage Behavioral Health Systems ( Consortium ) is seeking bids for telecom services under the Federal Communications Commission (FCC) Healthcare Connect Fund. Advantage is the Northeast Georgia region s primary behavioral health provider serving individuals with mental illness, addictive disease, and developmental disabilities who reside within the 10 county region of Northeast Georgia. Advantage operates six behavioral health clinics and seven developmental disability programs within this area, serving over 12,000 people annually. It is the mission of Advantage to provide personcentered, community-based services and treatment to individuals and families experiencing mental illness, developmental disabilities, and addictions, by collaboratively using personal, community and organizational resources. It is our vision to enable a set of standard tele-health connection services throughout our service area that will facilitate our ability to share one or more tele-health service among our site locations and ultimately develop the capacity to interconnect with other health care providers within the region in an effort to further integrate health care services in order to better serve those most in need. This RFP addresses the telecommunications, perimeter hardware, and network maintenance for the identified site locations within the region that are seeking new and enhanced services. Simultaneous with the build outs identified herein, Advantage will develop network architecture and routing to address the overall vision for developing an interconnected network that will enhance interdepartmental communication, streamline access to services, and ultimately provide for better quality of service delivery. The connectivity provided will continue to build organizational capacity to electronically exchange health information and engage in telemedicine services to better address the needs of those living in rural areas who have traditionally had limited access to quality healthcare.
Requested Services: This request for proposal establishes advanced telecommunication to ABHS office locations that currently have inadequate connectivity and hence increases the availability of such services to all clients and staff, including those with a low income and those who live in rural, insular, and high cost areas, at rates that are reasonably comparable to those charged in urban areas. The services requested would provide connectivity to each site as specified in Table 1: ABHS Network Diagram, below. Table 1: ABHS Network Diagram The configuration must support Quality of Service (QoS), specifically Differentiated Services Code Point (DSCP) prioritization end to end for telehealth and secure reliable connections for electronic health information exchange. Eventually the connectivity will be able to provide additional services to ABHS for a converged IP network that will consolidate many technologies into one platform. The successful bidder(s) will support routes for existing services at the
original sites and referral clinics to provide a seamless transition to their bandwidth solution(s). The hardware for the connections will be purchased and configured through the successful bidder(s) to support these routes. ABHS - Advantage Behavioral Health Systems HCP Number HCP Sites Location 32210 Athens Clinic - 240 North Avenue, Athens, GA 30601 32491 Greene County Clinic - 1040 Silver Road, Greensboro, GA 30642 32492 Elbert County - 50 Chestnut Street, Elberton, GA 30635 32493 Walton County - 834 Hew 11 South, Monroe, GA 30655 37733 2085 South Mileage Avenue, Suite 1, Athens, GA 30605 37735 Barrow County Clinic, 98 Lanthier Street, Winder, GA 30680 37736 Crisis Stabilization, 195 Miles Street, Athens, GA 30601 38522 Custom Industries, 115 Lanthier Street, Winder, GA 30680 38523 Jackson Creative Community Center, 106 Industrial Street, Commerce, GA 30529 38526 Unlimited Services, 226 Leroy Anderson Road, Monroe, GA 30655 38525 Fine Finish, 44 LakeView Drive, Danielsville, GA 30633 40548 Homeless Day Center, 95 North Avenue, Athens, GA 30601 40549 Women Services Center, 115 Berlin Street, Athens, GA 30606 Table 2: Participating Sites Any ongoing changes to the hardware will be done by the managing entity, ABHS. Telecom service options for remaining sites should reflect overall pricing, quality standards, and networkwide service requirements as defined in individual FCC Form 461 (Rural Health Care (RHC), Universal Service Eligibility and Registration Form) attached and in Appendix 1 (Network Plan). Bids must be responsive to service needs established by end-user clinics in Table 2 (Participating Sites). All site connections are listed in Appendix 1 and the Forms 460 attachment, which incorporates this RFP. The vendor(s) will be responsible for all network hardware purchasing and maintenance in accordance with the site needs in Table 1. The vendor(s) must deliver connectivity over a private data network in a secure and prioritized fashion on an Internet Protocol (IP) platform. Vendor(s) should deliver services on wholly owned facilities not through leased lines. The end user site would be responsible for internal wiring and connection to the room locations where the telehealth equipment will be located (note to vendor: this expense is not an eligible expense in the Healthcare Connect Fund and the participating Health Care Providers (HCPs) will be 100% for the internal wiring expense). The vendor will be responsible for all network hardware purchasing and maintenance in accordance with the site needs in Table 1 and the parts list included. The vendor shall provide network services in a manner that meets HIPAA requirements concerning telecommunications.
Contracting Provisions: The Healthcare Connect Fund provides an opportunity for Advantage Behavioral Health Systems to receive a significant subsidy relating to a wide range of eligible telecommunications products and services. However the rules of the program demand that consortia, Advantage Behavioral Health Systems, and vendors adapt their standard processes and contracts to effectively take advantage of this opportunity. Based on ABHS review of the Healthcare Connect Fund Order and associated FAQs, we intend to require that vendors comply with the following contracting provisions: ABHS is open to including Master Service Agreement (MSA) language with any selected vendors that allows us to add new network participants at specified pricing. Without such an MSA, ABHS will need to undergo a new competitive bidding process every time a new participant wishes to join the consortium. To the extent that vendors are willing and able to include MSA language for a specific service area that meets the HCF requirements for specified pricing, proposals for such contract language are encouraged and will be considered. Unless otherwise noted, bids for Internet service should be for an initial 5-year contract period beginning as early as March 1, 2015. USAC rules provide for one voluntary three- (3) year renewal. Any requirements for upfront charges should be clearly stated in all proposals. All costs must be included in the vendor s response. Variable Bandwidths: In those circumstances in which variable levels of bandwidth are being requested and quoted, vendors will be asked to incorporate the variable bandwidth levels and associated costs into the contract in order to allow Advantage Behavioral Health Systems to turn up their bandwidths without the need to engage in a new competitive bidding process. Bandwidth Change: Advantage Behavioral Health Systems is seeking the ability to increase or Internet bandwidth speeds for the members participating in its network. Vendors should describe how a level of service could be upgraded to provide a higher level of service in the future for ABHS initially for a particular level of service, but need to increase speeds during the contract period. Evergreen Contracts:
Advantage Behavioral Health Systems wishes to maximize the opportunity to Evergreen contracts that results from this RFP, by means of establishing an agreement between parties that is automatically renewed (rolled over) after each completion- or maturity period, until canceled by either party. According to HCF FAQ language, A new contract entered into by an HCP or Consortium as a result of competitive bidding will be designated as evergreen if it meets all of the following requirements: Signed by the individual HCP or consortium lead entity; Specifies the service type, bandwidth and quantity; Specifies the term of the contract; Specifies the cost of services to be provided; and Includes the physical addresses or other identifying information of the HCPs purchasing from the contract. Site and Service Substitutions: Advantage Behavioral Health Systems reserves the right to substitute services amongst several sites in its current network and all future locations that Advantage Behavioral Health Systems reserves the right. Quality of Service (QoS): All local access circuits and Vendor s core infrastructure network should be designed to deliver QoS, specifically DSCP from end-to-end. Vendor will be required to prioritize traffic with QoS to ensure packet delivery and latency remains at or above industry standards for the routing protocols as well as for switching. Service-level Agreements (SLA): Vendor shall submit their proposed SLA information for this service and detail their ability to meet Advantage Behavioral Health Systems requirements, where applicable. The submitted SLA shall reference the following minimal elements and corresponding requirements. 1. Up Time: Advantage Behavioral Health Systems requests guaranteed uptime of 99.99% - 1-hour downtime per year. 2. Latency: The measured latency within Advantage Behavioral Health Systems and Vendors Network must be less than 60 Milliseconds Port-to-Port. 3. Response Time: Advantage Behavioral Health Systems desires a minimum of 30- minute initial response time and two-hour on-site time, if required.
4. Planned Network Maintenance: Advantage Behavioral Health Systems requires 72 hours or more advance notice prior of planned network maintenance. Vendor must share in details its standard maintenance window time frame. 5. Scheduled Network Outages: vendor must share how often there are scheduled network outages in order to perform maintenance and/or upgrades. Taking into consideration Up Time SLA. 6. Escalation: Vendor must list trouble escalation procedures. 7. Security Incidents: vendor must list programs in place specifically for monitoring and resolving security incidents. 8. Credit Allowances: Vendor must provide a listing of the credit allowances and/or refunds that may be assessed based upon service outages. Example: If service were unavailable for 5 minutes, state the refund amount. If the service were unavailable for 30 minutes state that refund amount. IMPLEMENTATION SCHEDULE DESCRIPTION Any network build-out that is required by the responding bidder, is preferred to occur without disruption to patient care and Advantage Behavioral Health Systems business operations. Vendor must include and transition, change mangement and project plan with timelines, and address the ability to meet project timeline goals. Identify risk and circumstances that may create project delays and potential ways to mitigate said risks. Start-up Date: Actual service startup must be within 90-120 calendar days of contract award. Vendor must include a timeline for each location within the consortium; with date service could be available to the Advantage Behavioral Health Systems if beyond 120 days. Vendor Requirements: 1. The Vendor must submit a detailed overview of the proposed network, and how the vendor proposes to implement the installation, testing, and handoff of the new service. 2. The Vendor must detail the process on the method to accomplish Advantage Behavioral Health Systems incremental change of bandwidth and the respective change in billing process. 3. The Vendor must detail the process for issuing reimbursements for lost service based on SLA agreement.
4. All installation charges resulting from the implementation of this agreement and all other fees and taxes or other charges must be imbedded in the monthly rate. Advantage Behavioral Health Systems will pay no other costs other that the costs submitted on the RFP HCF-01 Bid Submittal form Payment: Vendors submitting bids should be aware that the payment process for the HCF might not reflect Vendors current billing practices. Contracted vendors will bill Advantage Behavioral Health Systems directly for all contracted services. Advantage Behavioral Health Systems will have a separate invoicing arrangement with each participating vendor for network administration, management, and equipment costs. Vendors will be required to incorporate payment term contract language that is consistent with the above process and guarantees the vendor will comply with the requirements of the Healthcare Connect Fund. Bidding Instructions Specific to this Section: A deadline for bid submissions will be 28 days after the posting of the Form 461 on the Universal Service Administration Company (USAC) web site. Program rules require the Form 461 and RFP to be posted for a minimum of 28 days, meaning that at a minimum a contract could not be signed until the 29th day after posting of the RFP. Bid Submissions: All bid responses must be submitted in writing (two copies) to the attention of: Mrs. Sherrie Maxwell Chief Operating Office Advantage Behavioral Health Systems 250 North Avenue Athens, Georgia 30602 Tel: 606-389-6789 All bid proposals must understand and acknowledge USAC invoicing requirements and formats. Bidder will conform to invoicing procedures and processes as promulgated by USAC. Any successful bidder(s) is required to have a current Service Provider Identification Number (SPIN) as required by the Healthcare Connect Fund Order. Service providers with existing SPIN numbers must submit a FCC form 498 to renew their eligibility. A SPIN number may be obtained by contacting the Universal Services Administrative Company (www.usac.org)
All costs may not qualify for HCF funding. It is critical that accurate, detailed cost information should be provided for all portions of the bid proposal. In order to obtain funding for the services and equipment being requested through this RFP, the consortium is subject to the rules and regulations of the FCC Healthcare Connect Fund program. Vendors must meet all program requirements. Once Advantage Behavioral Health Systems has submitted its Form 461 and this RFP it will be posted to the USAC website. More information on bidding and posting rules can be found at: http://www.usac.org/rhc/healthcareconnect/default.aspx PROPOSAL EVALUATION Any and all costs incurred by Vendor(s) in preparing and submitting a proposal are the Vendor(s) responsibility and shall not be charged to Advantage Behavioral Health Systems or reflected as an expense of the resulting contracts. Proposed vendor responses will be based on but not limited to the following: Technical Support and Services (20 points) Reliability of Service (Network IP Services such as QoS, DSCP and H.323) (20 points) Project Managment Plan (Proposed implementation time frames) (10 points) Other Solution Functions, Features and Suitability of vendor(s) solution(s) to meet project goals (20 points) Cost of solution, both start-up construction and ongoing services (30 points) The selection will be based on all factors indicated in this section, and may not go to the lowest bidder if cost is outweighed by a combination of other features in the winning vendor s bid. The point scale listed above will determine the most cost-effective solution for Advantage Behavioral Health Systems. Advantage Behavioral Health Systems reserves the right to select bid proposals which, in the sole judgment of Advantage Behavioral Health Systems & its CEO most nearly conforms to the specifications set forth herein. Advantage Behavioral Health Systems reserves the right to waive any and all issues of form or presentation in considering bid presentations for acceptance or rejection, if, in the sole opinion of Advantage Behavioral Health Systems, such waiver is in the best interests of the project. Advantage Behavioral Health Systems is not responsible for any costs incurred by a vendor related to the preparation or delivery of the bid proposal, or any other activities carried out by the vendor as it relates to this RFP.
Changes in applicable laws and rules may affect the award process or any resulting contracts. Vendors are responsible for ascertaining pertinent legal requirements and restrictions. Vendors are encouraged to visit the official FCC website pertaining to the Healthcare Connect Fund, at: http://www.fcc.gov/encyclopedia/rural-health-care#hcf All questions and answers (Q&A) related to the RFP will be posted and be available on Advantage Behavioral Health Systems website at the following address: http://www.advantagebhs.org/rfp-questions-and-answers.cms The selection decisions made by Advantage Behavioral Health Systems and reported to USAC under this RFP are final, and appeals or re-submissions will not be considered. Advantage Behavioral Health Systems facilities reserves the right to issue any resulting order with the vendor(s) whose proposal, in the judgment of the group, most nearly conforms to the specifications and will best serve the needs of Advantage Behavioral Health Systems consortium members included in this request. Our CEO on behalf Advantage Behavioral Health Systems are not obligated to accept any proposal received. It may accept proposals in whole or in part, or may reject all proposals, based on the Vendor Requirements stated above, in addition to meeting the following requirements: 1. Service provider must register with the State of Georgia procurement office. 2. Service provider must have a Service Provider Identification Number (SPIN). 3. Service provider must have an FCC Registration Number. 4. Service provider must be bonded. PRIMARY POINT OF CONTACT: Mr. Sherrie Maxwell Chief Operating Officer (706) 389-6789 office smaxwell@advantagebhs.org PRIMARY PLACE OF PERFORMANCE: Advantage Behavioral Health Systems 250 North Avenue Athens, GA 30601 Appendix 1: Network Plan