Hawai i Health Information Exchange (Hawai i HIE) WEB SITE RE-DESIGN: REQUEST FOR QUOTATION www.hawaiihie.org Friday, September 6, 2013 QUOTATIONS DUE: Friday, September 20, 2013 at 5 p.m. HST
OBJECTIVE: The objective of this request for quotation is to re-design the current Hawai i HIE website for the purpose of addressing the following issues: Increase consumer awareness of the Hawai i HIE: The Hawai i HIE is the statedesignated Health IT organization to implement a statewide health information exchange for the purpose of improving the delivery of healthcare. Launch of a new program Health enet. Increase provider recruitment for the organization s two major programs: Hawaii Regional Extension Center and Health enet by communicating the programs and services currently being offered or will be offered through the two programs. To optimize the current site for website usability (i.e. better site-mapping and navigation). The re-designed site should be well organized and easy to navigate. Be a resource for the different constituent groups: patients, providers, hospitals, and other healthcare providers. BACKGROUND INFORMATION The Hawai i Health Information Exchange: The Hawai i Health Information Exchange (Hawai i HIE) is a 501(c)(3) non-profit established in 2006 by leading health care stakeholders in Hawai i for the purpose of improving health care delivery throughout the State through seamless, effective, and safe health information exchange. In September of 2009, Hawai i HIE was designated by the State to develop and implement a statewide health information exchange that will ultimately feed into the national health information network; HealtheWay. Hawai i HIE's Board of stakeholders are determined to transform health care in Hawai i into a system that coordinates care, reduces costs for patients and providers, addresses the needs of the aging population, and provides incentives to patients to take a more proactive approach to their health care. Market Trends Public Opinion Survey Results In April, Hawai i conducted a statewide Public Opinion Survey to measure general understanding of, and attitudes toward, health information technology, the State Health Information Exchange, and the sharing of select patient information. The survey results indicated the following: Over three fourths of residents surveyed (77%) say they have not heard of the Hawai i HIE. Majority of Hawai i residents is not familiar with health information technologies or health IT. o (Public impression of Health IT): What health information technologies bring to mind includes health and medical records and health information, followed by internet online access; computers and databases; personal knowledge and experience; and accessibility, portability, and east of sharing. Two thirds of residents polled are not familiar with electronic health records or EHRs. 2
o (Public impression of EHRs): What electronic health records or EHRs bring to mind are health and medical records and recording health information, followed by accessibility, portability, and ease of sharing medical information. 67% of the residents polled strongly or somewhat support the concept, while 15% are somewhat or strongly opposed. o (Public support of EHRs): Residents say they primarily support EHRs because they make health records accessible, sharable, and portable, and because it makes them centralized, convenient and easy to get to. Speed and efficiency, the use of modern electronics and computers, and their usefulness are other reasons. o (Public opinion on effectiveness of EHRs to make better healthcare decisions and concerns about privacy): Respondents agree with the argument that EHRs will facilitate better decisions and care and access to health records and will reduce unnecessary procedures, but expressed concern about security, privacy, and access. The survey provided a good pulse of the community s awareness health information technology and how it will impact the quality of healthcare being delivered in our state. Having an up-to-date website with information and resources available to the community, our stakeholders and healthcare providers is a key component to the success of our programs and initiatives. GUIDELINES AND REQUIREMENTS: 1. Multiple solutions may be submitted. Companies submitting statements shall be responsible for any and all costs and/or expenses associated with preparing such proposals. 2. Price quotes should be inclusive and detailed. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. 3. The statement should contain the signature of duly authorized officer or agent of the company submitting the proposal. SCOPE OF WORK: FUNCTIONALITY DESIGN 1. Re-design the current website (GUI layout) and site map. 2. Design work may extend to other marketing collateral material production. (Does your company have the capability to design and produce collateral material that would complement our website re-design?) 3. Include fees for stock photo and art utilization. 3
FEATURES 1. With administrative log-in, the Hawaii HIE staff will be able to do the following functions: a. Update, delete, and edit text on the website. b. Posting of videos and documents c. Maintain calendar feature update, delete information on the calendar d. Link to social media e. Post news updates TECHNICAL DESIGN 1. Please indicate the open source and/or proprietary web application framework your company utilizes. The current Hawai i HIE s platform is Ruby on Rails. If we were to convert to your company s recommended platform, please provide a brief paragraph on the pros and cons of switching. 2..Net, CMS Portal? If not, what platform would you recommend and why? 3. Create admin and membership log-in. Support global login authentication (ability to authenticate against multiple systems). 4. Provide integrated (in line) email broadcasting tools 5. The site will feed membership and registration information to be designated data file. 6. Re-design to include responsive website design. ONGOING MAINTENANCE 1. Provide monthly and hourly website maintenance fees. HOSTING 1. Provide website hosting options with information on security agreements. QUALIFICATIONS: 1. Provide reference information of 5 current clients (non-profit and memberoriented organizations preferred) for whom you have produced websites that best reflect your work and relevancy to this project. Briefly describe the role your company continues to play in working with these clients. 2. Briefly describe your company s organizational capacity and core competencies that will allow you to produce our website and maintain professional support services (i.e., staff, equipment, software, physical space, office location, etc.). Note particular experience in consulting with clients communications and IT staff. 3. Applicants should have demonstrated experience working on multi-stakeholder strategic planning initiatives with public and private section, and with direct experience in health information technology preferred. 4
4. Describe the team that will be assigned to this project, including what each person s role will be. As pertinent, include information about awards received, relevant qualifications and experience. 5. Briefly describe your company s project management process. 6. Please discuss any hardware/software vendor partnerships (as relevant). 7. Please explain your customer service agreement approach related to testing and support plans. EVALUATION CRITERA 1. Proposal suitability in meeting the needs and criteria set forth in this RFQ. 2. Expertise in recommending and communicating appropriate technical and aesthetic solutions as evidenced by the proposal and reference. 3. Aesthetic capabilities as demonstrated by prior work, artistic and innovative, user-friendly interfaces that engage communities and viewers. 4. Candidate experience in successfully completing similar projects and the qualifications necessary to undertake this project. 5. Pricing as commensurate with the value offered by the service provider. As a non-profit institution, competencies and ability of staff in developing the site in the time frame needed and reflected by prior work with other clients. 6. Clarity and organization of the proposal presentation. 7. Demonstrated commitment to strong client service. BUDGET Please submit a detailed cost proposal to accomplish the scope of the project outlined herein; you may also submit additional detailed cost proposals for alternate approaches to meeting the requirements of the project. Cost proposals should also include any necessary software or licensing acquisitions necessary. Hosting options and costs should be broken out and presented in the proposal separately. CONTRACT TERMS We will negotiate contract terms upon selection. All contracts are subject to review by the Hawai i HIE, and a project will be awarded upon signing of an agreement or contract, which outlines terms, scope, budget and other necessary items. Provisions of this RFQ and the contents of the successful responses are considered available for inclusion in final contractual obligations. SUBMISSION INFORMATION: All submissions for responding to this request must be submitted to our office as stated below: Hawai i Health Information Exchange RFQ Evaluation Attention: Holly Iwasaki 900 Fort Street Mall, Suite 1305 Honolulu, HI 96813 5
Email: hiwasaki@hawaiihie.org All submissions must be postmarked, arrived via email, or hand delivered no later than Friday, September 20, 2013 at 5 p.m. HST. Proposals will be evaluated immediately thereafter. During this time we may require interviews at our office on or about the week of September 30. You will be notified if this is requested. Electronic submissions in response to this Request for Quotation will be accepted as long as they meet the following criteria: Document standards: Must be in Microsoft Word format File name must end in.doc or.dox Negotiations will begin immediately with the successful candidate and should conclude no later than Friday, October 4, 2013. All candidates will be notified of non-selection on or about September 30, 2013. 6