GRANT REQUEST FOR PROPOSAL Issued By Minnesota Board of Pharmacy Project Title: Integration of Access to the MN Prescription Monitoring Program Database into the Clinical Workflow via the Electronic Medical Record or Pharmacy Operations Software Issue Date: November 16, 2015 Re-issue Date: January 27, 2016
I. Introduction a. Purpose of Request The Minnesota Board of Pharmacy (STATE), through its Prescription Monitoring Program (PMP), is seeking Proposals from qualified MN health care system and MN Licensed pharmacies to integrate direct access to MN Prescription Monitoring Program (MN PMP) data into their electronic clinical workflow using an electronic medical record (EMR) or pharmacy operations software. Successful Responders will receive funds to assist in implementing this effort. b. Objective of this RFP The objective of this RFP is to provide grant funding for eligible applicants to accelerate integration efforts for prescribers and/or pharmacists within their organization to provide immediate and convenient access to PMP data, thereby increasing use of the PMP database and improving patient care. The grant period is anticipated to be for 9 months from March 1, 2016 until December 31, 2016 with a possibility of extending the grant period through February 29, 2017. Proposals must be submitted by 4:00 p.m. Central Time on 2/12/16. This RFP does not obligate the STATE to award a contract or complete the project, and the STATE reserves the right to cancel the solicitation if it is considered to be in its best interest. c. Eligible Applicants Eligible applicants for this grant must be qualified MN health care systems and/or MN Licensed pharmacies, who will be utilizing the approved translation service pass-through to gain access to data in the MN PMP RxSentry database. d. Available funding The total amount of funding available is $100,000 which includes $50,000 Federal funds and $50,000 State funds. The total number of grant awards and grant amounts are subject to demonstrated grantee eligibility, selection criteria and weight. Applicants are encouraged to apply for only the amount needed for their proposed project. e. Background The Minnesota Legislature passed a law in 2007 requiring the State to establish a Prescription Monitoring Program, which as of 2014, collects schedules II-V controlled substance prescriptions dispensed in or into MN. The PMP is an essential tool for addressing the problem of prescription drug diversion, abuse and misuse. This electronic monitoring system receives data from more than 1900 MN licensed pharmacies and stores the data in a secure central database maintained by a contracted vendor. MN Statutes 152.126, Subd. 6, defines the data contained in the PMP database as private data on individuals and not subject to public disclosure. Direct access to the patient specific data is available to authorized prescribers and pharmacists who have been granted access to the MN RxSentry PMP system. In 2011, STATE was awarded a grant from the U.S. Department of Justice, Bureau of Justice Assistance, to enhance and strengthen the MN PMP. This grant, referred to as the
Harold Rogers PDMP Grant, has been used to enhance several features within the Board s current PMP RxSentry system, including outreach efforts and minimal program support. Grant deliverables were recently adjusted to provide funding to project outcomes outlined in this RFP. For more information on the MN PMP visit http://pmp.pharmacy.state.mn.us/index.html II. Scope of Work a. Overview This RFP provides background information and describes the services desired by the STATE. It delineates the requirements for this grant opportunity and specifies the contractual conditions required by the STATE. While this RFP establishes the basis for Applicant Proposals, the detailed obligation and additional measures of performance will be defined in the final negotiated contract. Grant funds will be used to support eligible applicant s efforts to implement or support the integration project. For this RFP, integration refers to the applicant s Electronic Medical Record system (EMR) or pharmacy operations system sending an electronic request for MN PMP data utilizing the approved pass-through and displaying the response in a manner which is useful to the intended data recipient. The current approved passthrough is the PMP InterConnect, which is administered by the National Association of Boards of Pharmacy (NABP). NABP may not permit direct connection to the PMP InterConnect, and may require use of an established and/or NABP approved translation service. Nationally PMPs have been developed using the justice system IT platform and not on a health system IT platform, therefore a translation service such as PMP Gateway offered by APPRISS, is necessary. Integration, as it applies to this grant, must not require prescribers and/or pharmacists to enter PMP log in credentials prior to making data requests. Under no circumstances is the data from the MN PMP database to be downloaded or printed to hardcopy or retained within the EMR or pharmacy operations systems or their databases. It is expected that the project supported by these funds will participate in a pilot period lasting for a minimum of 2 months after integration is completed. Information from the pilot project will be used to inform others with similar interest in the value of integration. b. Tasks/Deliverables i. Integrate access to the MN PMP database within an electronic medical record system or pharmacy operations system using the approved pass-through agent. Prescribers of controlled substances and/or pharmacists dispensing controlled substances must be able to access the data without additional login ids and passwords, which are currently necessary when accessing the MN PMP RxSentry database. ii. Safeguarding access to data including training for prescribers/pharmacists in the appropriate access and use of the PMP data. iii. Submit monthly progress reports to the STATE. The report format and content will be determined by the STATE.
iv. Provide data requested by STATE, including but not limited to, identification of prescribers and/or pharmacists who have accessed the MN PMP data via the EMR or pharmacy operations system during the pilot phase. III. Selection Criteria and Weight Each application will be reviewed on a 100-point scale. The factors and weight on which applications will be judged are: Total Possible Points Project Description 60 Project Work Plan 20 Budget and Detailed Budget 20 Breakdown Total: 100 Greater weight may be given to proposals that will impact a large number of potential prescriber/pharmacist PMP system users and/or Minnesota patients in rural areas. An evaluation team made up of members of the Prescription Monitoring Program Advisory Task Force will evaluate responder proposals. This team may also include staff from the MN Board of Pharmacy. The team will recommend selections to the Executive Director of the Board of Pharmacy who may take into account other relevant factors in making final awards. IV. Questions All questions regarding this RFP must be submitted by email to: Barbara A Carter Program Manager MN Board of Pharmacy 2829 University Ave SE, Suite 530 Minneapolis, MN 55414 Email: Barbara.a.carter@state.mn.us Please submit questions no later than 4:30 p.m. Central Time, on 2/8/2016. Other personnel are NOT authorized to discuss this RFP with Responders before the proposal submission deadline. Contact regarding this RFP with any State personnel not listed above could result in disqualification. The State will not be held responsible for oral responses to Responders. Questions will be addressed in writing and posted on the MN Board of Pharmacy website. Answers will be posted within 2 business days upon receipt.
V. Application Content You must submit the following in order for application to be considered complete: Exhibit A- Application Cover Sheet Exhibit B- Project Description (no more than 4 pages in length) Exhibit C- Budget and Work Plan Exhibit D- Affidavit of Non-Collusion A current internal financial statement, an IRS Form 990, or a certified financial audit, if applicable, per Office of Grants Management Policy 08-06 Do not submit any other materials (binders, photos, etc.). Unrequested material will not be reviewed. VI. Application Submission: All applications must be received by email no later than 4:30 p.m. Central Time, on 2/12/2016. Late applications will not be considered. All costs incurred in responding to this RFP will be incurred by the applicant. Applications may be submitted by email to: Barbara A Carter Program Manager MN Board of Pharmacy 2829 University Ave SE, Suite 530 Minneapolis, MN 55414 Email: Barbara.a.carter@state.mn.us Fax: 612-617-2261 VII. Review Process and Timeline All eligible and complete applications received by the deadline will be evaluated by a grant review committee. Committee recommendations will be reviewed by the Executive Director of the Board of Pharmacy, who is responsible for award decisions. The award decisions of the Executive Director of the Board of Pharmacy are final and not subject to appeal. RFP posted on the Department of Administration and Board of Pharmacy web site 1/27/2016 Questions due no later than 4:30 pm Central Time 2/8/2016 Applications due no later than 4:30 pm Central Time 2/12/2016 Committee begins review of applications 2/17/2016 Committee recommendations submitted to Executive Director for review 2/26/2016 Selected grantees announced; grant agreement negotiations begin 3/1/2016
Conflicts of Interest We will take steps to prevent individual and organizational conflicts of interest for grant applicants and grant reviewers per Minn.Stat. 16B.98 and Office of Grants Management Policy 08-01. Organizational conflicts of interest occur when: A grantee or applicant is unable or potentially unable to render impartial assistance or advice to the Department due to competing duties or loyalties A grantee s or applicant s objectivity in carrying out the grant is or might be otherwise impaired due to competing duties or loyalties In cases where a conflict of interest is suspected, disclosed or discovered, the applicants or grantees will be notified and actions may be pursued, including but not limited to, disqualification from eligibility for the grant award or termination of the grant agreement Public Data Per Minn.Stat. 13.599 Names and addresses of grant applicants will be public data once proposal responses are opened. All remaining data in proposal responses (except trade secret data as defined and classified in 13.37) will be public data after the evaluation process is completed (for the purposes of this grant, when all grant agreements have been fully executed). All data created or maintained by the Department as part of the evaluation process (except trade secret data as defined and classified in 13.37) will be public data after the evaluation process is completed (for the purposes of this grant, when all grant agreements have been fully executed). Grant Provisions Below is an overview of key requirements, terms, and conditions of this funding opportunity. The general grant agreement template is available for review (Appendix A) or at http://www.mn.gov/admin/government/grants/policies-statutes-forms/index.jsp. Per the Federal Funding Accountability and Transparency Act of 2006 Transparency Act or FFATA (Public Law 109 282), all entities and organizations receiving federal funds are required to report full disclosure of funding (United States Code, title 31, chapter 61, section 6101). The purpose of FFATA is to provide every American with the ability to hold the government accountable for each spending decision. The end result is to reduce wasteful spending in the government. The FFATA legislation requires information on federal awards to be made available to the public through a single, searchable website. Federal awards include grants, subgrants, loans, awards, and delivery orders. In order to comply with the federal statute, the Minnesota Board of Pharmacy is required to obtain and report by the grantee s Data Universal Numbering System (DUNS) number and determine if the grantee meets specific requirement which would require additional reporting items and to collect additional information on executive compensation if required. The Data Universal Numbering System (DUNS) number is the nine digit number established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify business entities. If a responder does not already have a DUNS number, a number may be obtained from the D&B by telephone (currently 866 705 5711) or the Internet (currently at http://fedgov.dnb.com/webform). The responder must have a DUNS number before their response is submitted.
Grant Payments Per Office of Grants Management Policy 08-08, reimbursement is the preferred method for making grant payments. Grantee requests for reimbursement must correspond to the approved grant budget. The State shall review each request for reimbursement against the approved grant budget, grant expenditures to-date and the latest grant progress report before approving payment. Grant payments shall not be made on grants with past due progress reports, unless the state agency has given the grantee a written extension. Grant Monitoring Per Minnesota Statutes 16B.97 and Office of Grants Management Policy 08-10, it is the policy of the State of Minnesota to conduct at least one monitoring visit per grant period on all state grants of over $50,000 and to conduct at least annual monitoring visits on grants of over $250,000. State agencies must also conduct a financial reconciliation of grantee s expenditures at least once during the grant period on grants of over $50,000. For this purpose, the Grantee must make expense receipts, employee timesheets, invoices, and any other supporting documents available upon request by the State. The schedule for grant reporting and monitoring will be determined once the grant has been awarded Audits Per Minnesota Statutes 16B.98, Subdivision 8, the grantee s books, records, documents, and accounting procedures and practices of the grantee or other party that are relevant to the grant or transaction are subject to examination by the granting agency and either the legislative auditor or the state auditor, as appropriate, for a minimum of six years from the grant agreement end date, receipt and approval of all final reports, or the required period of time to satisfy all state and program retention requirements, whichever is later. Contact Information For more information about this RFP, contact: Barbara A Carter MN Board of Pharmacy 2829 University Ave SE, Suite 530 Minneapolis, MN 55414 Email: Barbara.a.carter@state.mn.us Fax: 612-617-2261