Request For Proposal
                               for a
Behavioral Health Information System




                       ...
Table of Contents
Page
                                                                          Number



Section I. Background Information...
Format For Response
              IV-1
              Cover Page and Board Letter of Authorization
              IV-2
     ...
Attachment A1 – RFP Proposal Cover Page

Attachment A2 – RFP Checklist
«Salutation»
March 30, 2000
Page 6
SECTION I
BACKGROUND INFORMATION
I.   Background




Santa Clara Valley Health & Hospital System (County)

The Santa Clara Valley Health and Hospital Syste...
I.   Background



           SCVMC Statistics (for FY 1999-2000)
              Inpatient Days                  97,356
   ...
I.   Background



The Family and Children's System of Care offers a continuum of services to families and
children experi...
I.   Background



life in an adult world. Vocational Services are provided to the mentally ill to rehabilitate them to
le...
I.   Background



Jose, in order to provide linkage to services for clients at high risk of incarceration due to mental
i...
I.   Background



recent mothers who require substance abuse treatment are referred to the perinatal program,
which offer...
I.   Background




The Mental Health/Alcohol and Drug Services Department’s current service and billing system,
INSYST, d...
I.   Background



replacement behavioral health information system to evaluate the current vendor marketplace for
the bes...
I.   Background




Specifically, the following are the applications County is seeking for current acquisition:

•    PATI...
I.   Background



     − Clinician Access View
     − Incident Reporting
     − Clinical Pathways and Guidelines

•    GE...
I.   Background



Network

SCVHHS (County) has evolved its single centralized computer network into a standardized,
open ...
I.   Background




Data Communications

The communications infrastructure has also evolved from a flat Ethernet WAN to a ...
I.   Background



A potential separation might include the following (a specific solution would need to be
reviewed and a...
I.   Background



          TECHNICAL ENVIRONMENT                                    CURRENT                 FUTURE
     ...
I.   Background



                                                  HARDWARE/        DBMS
  APPLICATION                  ...
I.   Background



                                                   HARDWARE/         DBMS
  APPLICATION                ...
I.    Background



                  RAM:             128 MB
                  HDD:             12 GB
                  M...
SECTION II
EVALUATION CRITERIA
        AND
 PROPOSAL SELECTION
II.   Evaluation Criteria and Proposal Selection




Criteria for Evaluation and Proposal Selection

County has identified...
II.   Evaluation Criteria and Proposal Selection



          EVALUATION CRITERIA                               MINIMUM RE...
II.       Evaluation Criteria and Proposal Selection



           EVALUATION CRITERIA                                  MI...
II.       Evaluation Criteria and Proposal Selection



Vendor Support (18 Points)
      •    Completeness and proven trac...
II.   Evaluation Criteria and Proposal Selection



unsatisfactory, and to waive any informality, technical defect or cler...
II.   Evaluation Criteria and Proposal Selection




           F.


           G.



                         a.
        ...
II.   Evaluation Criteria and Proposal Selection




           G.

           H.
           I.

           J.
           ...
II.   Evaluation Criteria and Proposal Selection




           D. Termination
              County may terminate this Agr...
II.   Evaluation Criteria and Proposal Selection



                 Vendor promises, covenants, and warrants that the per...
II.   Evaluation Criteria and Proposal Selection




           J. Assignment: Subcontracting
              Vendor is proh...
II.   Evaluation Criteria and Proposal Selection



                             •    Twenty percent at live date, with li...
II.   Evaluation Criteria and Proposal Selection



      −

      −
      −
      −
      −
      −
      −
      −
     ...
II.   Evaluation Criteria and Proposal Selection




      −
      −
      −
      −
      −




Santa Clara Valley Health...
SECTION III
SUBMISSION REQUIREMENTS
III. Submission Requirements




Santa Clara Valley Health & Hospital System
                    Request for Proposal
July...
III. Submission Requirements




Due Date, Return Addresses and Number of Copies

The vendor must send a letter of intent ...
III. Submission Requirements

                                                     II.

To assure that all vendor proposal...
III. Submission Requirements

     •     Final date for Responses to RFP – September 04, 2001 Revised date 9/24/01
     • ...
III. Submission Requirements

considered public information (except as provided herein) and the exclusive property of the
...
III. Submission Requirements

personnel in person, in writing, or by telephone, without previous notification and approval...
SECTION IV
RESPONSE REQUIREMENTS
IV. Response Requirements

Format For Response

The business and technical proposal will consist of three or four sections...
IV. Response Requirements
     •     Each page must be uniquely numbered within each section at the same location on each
...
IV. Response Requirements
 Cover Page and Board Letter of Authorization


     An authorized officer or employee of the or...
IV. Response Requirements
  (1)      Subsection One – General Description Of The Vendor

           This subsection descri...
IV. Response Requirements



(2)        Subsection Two – Overview and Status of Proposed Applications

           This sub...
IV. Response Requirements
           H.            System Architectural Design-Form 6. Use form to indicate the presence (...
IV. Response Requirements
                 and communication interfaces supported by the system. Please refer to Table 1 o...
IV. Response Requirements
           E. A schematic that describes the interconnections among components.

           F. D...
IV. Response Requirements

           J.            List all specific supported devices including, but not limited to, wor...
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Request For Proposal.doc

  1. 1. Request For Proposal for a Behavioral Health Information System July 27, 2001
  2. 2. Table of Contents
  3. 3. Page Number Section I. Background Information The Santa Clara Valley Health & Hospital System (County) I-1 The Mental Health / Alcohol and Drug Services I-2 The Current Billing Information System I-5 Purpose of the Request for Proposal I-6 The Current Information Systems Environment I-8 Section II. Evaluation Criteria and Proposal Selection Criteria for Evaluation II-1 Proposal Selection II-3 Contract Issues and Negotiations II-4 Protest Procedures II-8 Section III. Submission Requirements Due Date, Return Addresses, Number of Copies III-1 Key Event Dates III-2 Questions Regarding the Submission III-3 Section IV. Response Requirements
  4. 4. Format For Response IV-1 Cover Page and Board Letter of Authorization IV-2 Executive Summary and Proposed System Overview IV-2 Business Offering IV-2 Subsection One --General Description of the Vendor IV-2 Subsection Two -- Overview and Status of Proposed Application IV-3 Subsection Three -- Hardware, Interfaces, and Operating Environment IV-4 Subsection Four --Implementation Support Services IV-9 Subsection Five -- Ongoing Support Services IV-10 Subsection Six -- Client References IV-12 Subsection Seven -- Cost Summaries IV-13 Support Documents and Miscellaneous Marketing Literature IV-16 Section V. Functional Requirements (provided and to be responded to electronically) Section VI. Forms Exhibit I – Current SCVHHS (County) Network Environment Exhibit II – County Mental Health/Alcohol and Drug Operational Statistics Exhibit III – County Mental Health/Alcohol & Drug Current Interface Summary Exhibit IV – Indemnification and Insurance examples Exhibit V – Local Preference Policy Exhibit VI – County Contracting Principles
  5. 5. Attachment A1 – RFP Proposal Cover Page Attachment A2 – RFP Checklist
  6. 6. «Salutation» March 30, 2000 Page 6
  7. 7. SECTION I BACKGROUND INFORMATION
  8. 8. I. Background Santa Clara Valley Health & Hospital System (County) The Santa Clara Valley Health and Hospital System (County) is comprised of: • The Valley Medical Center (VMC) • Public Health Department (PH) • Alcohol and Drug Department (DADS) • Mental Health (MH) • Children's Shelter and Custody Health Service (CSCHS) • Valley Health Plan (VHP) • Community Outreach Programs The following three County entities are pertinent to this Request for Proposal (RFP): • Valley Medical Center (VMC) is an acute care public teaching hospital affiliated with Stanford University Medical School. VMC provides a full range of inpatient, emergency and outpatient services. Inpatient services include medical/surgical care and such special services as spinal and head injury acute rehabilitation, neonatal intensive care, high-risk maternity care, pediatrics intensive care, burn intensive care, and inpatient psychiatric services. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-1
  9. 9. I. Background SCVMC Statistics (for FY 1999-2000) Inpatient Days 97,356 Psychiatric Inpatient Days 1,701 Emergency Visits 60,814 Clinic Visits 472,386 • Alcohol and Drug Department Services (DADS) is responsible for the development, implementation, coordination and evaluation of a continuum of alcohol and drug programs. With 77 locations across the County, these programs include preventive services, criminal justice services, treatment and recovery, family services and women’s treatment services. • Mental Health provides a broad range of mental health services through over 100 County and contract operated program located throughout the County. Over 19,000 children, adults, and older adults receive specialty mental health services, which range from early intervention, crisis intervention, outpatient, day treatment, crisis and transitional residential, 24-hour acute hospital, and long-term state hospital care. The Mental Health / Alcohol and Drug Services Mental Health Department The Mental Health Department of the Santa Clara Valley Health & Hospital System provides services for County residents experiencing mental illness and/or serious emotional disturbance through an array of County-operated and contracted programs. Together, these programs (ranging from case management to long term hospital care) create Systems of Care for clients of all ages. Services are provided in several languages by staff skilled at using the individual’s culture as a foundation for service delivery. Systems of Care The Mental Health Department is committed to providing a continuum of care for individuals experiencing serious emotional disturbance and mental illness. These Systems of Care contain specialized services developed for three age groups: 1) children, adolescents, and their families; 2) adults; and 3) older adults. Family & Children’s Services Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-2
  10. 10. I. Background The Family and Children's System of Care offers a continuum of services to families and children experiencing mental illness. Services include outpatient care, with specialized programs for youth incarcerated within Juvenile Hall and the Ranches, and programs specific to the unique needs of children and adolescents placed in the County Children’s Shelter. In addition to clinic and school-based treatment, the Department offers services for children and adolescents who meet Special education eligibility criteria and are entitled for services under Special Education AB 3632 legislation (Chapter 26.5 of the Government Code). Outpatient services are provided by a network of County and contract agencies located throughout the County. The Mental Health Clinic at Juvenile Hall provides crisis evaluation, medication and brief treatment to incarcerated youth and youth placed in the Ranch programs on a 24-hour/day basis. Specialized Services to Juvenile Probation Youth in outpatient programs serve the needs of mentally ill juvenile offenders with serious emotional disturbances via intensive case management and clinical outpatient services. The Children’s Shelter program provides mental health crisis, medication, and brief treatment services to children and youth in temporary custody. School-based services consist of intensive outpatient services located on school sites, providing over 1300 hours per week of direct service time. Wraparound Services are provided for youth at risk of or returning from out-of-home placement in mental health institutions, allowing them to remain in their natural home or foster home with services “wrapped” around the child and family. School Day Treatment Programs located in both public and non-public school settings are open to special education students in need of mental health treatment. Residential Day Treatment Services (RCL-14) are provided to seriously emotionally disturbed youth placed in group homes. Inpatient services are provided through contracts with private hospitals in the bay area region. A new Community Treatment Facility (CTF) provides contained residential treatment for severely disturbed youth. Adult and Older Adult Services The Adult and Older Adult System of Care offers outpatient Service Teams, with special teams for mentally ill young adults, homeless individuals, and special ethnic populations. The residential continuum of care includes crisis residential services, supported board and care, Institutes of Mental Disease (IMD) and state hospitalization services for those requiring long term psychiatric care in a locked facility. Inpatient services are provided through Acute Psychiatric Services of Valley Medical Center. Clients identified as seriously mentally ill (SMI) are geographically assigned to Service Teams that serve as the single point of responsibility for these clients. Service Teams provide outpatient mental health services such as crisis intervention; individual, group, and family therapy; assessments, evaluations, medication support services, rehabilitation; and case management and money management services. A Young Adult Transition Team has been developed to aid SMI young adults between the age of 18 and 24 with the stresses of coping with the responsibilities of Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-3
  11. 11. I. Background life in an adult world. Vocational Services are provided to the mentally ill to rehabilitate them to learn job skills necessary to obtain gainful employment. Day Treatment Services are designed to maintain the individual in a community setting and to serve clients at risk of psychiatric hospitalization. Supported Housing programs provide long-term transitional affordable housing options to SMI individuals and the Shelter Plus and Homeless Shelter programs serve to provide shelter housing and link individuals with service providers to obtain permanent housing, and to aid mentally ill homeless persons to transition off the streets and into assisted housing. Adult Jail Services provides outpatient and inpatient mental health services to both men and women at the Main Jail and at the Elmwood facility. The Custody Intensive Alternatives Program (IAP) diverts non-violent mentally ill adults away from jail custody. Emergency Psychiatric Services offers emergency psychiatric evaluation and short-term (up to 23-hour) crisis stabilization services to individuals experiencing acute psychiatric episodes who are gravely disabled or pose a threat to themselves or to others. Acute Psychiatric services are available at Barbara Aarons Pavilion for those requiring hospitalization beyond the 23-hour stabilization period. Both of these programs are provided through Valley Medical Center. Crisis residential and Transitional residential services provide rehabilitation services in non- institutional settings to individuals at risk of hospitalization. Institutions for Mental Disease (IMDs) programs provide locked skilled nursing care for clients requiring a longer-term program to regain stability. All clients in IMDs are placed under conservatorship, and their progress is followed by Service Teams. State Hospital placement is reserved for individuals displaying such severe symptoms of mental illness that they are unmanageable in locked IMDs. Neurobehavioral programs serve those who are disabled due to a brain injury, particularly those whose needs cannot be managed effectively in a conventional skilled nursing facility. Crisis, Outreach, Referral, & Education Services (C.O.R.E.) The CORE Division serves as the entry point for the mental health system. It also manages the entry to the Department of Drug & Alcohol Services. In addition, the CORE division is responsible for mobile crisis, telephone crisis support, and emergency response to disasters and critical incidents in the community. The Mental Health Call Center and Authorization Unit provides phone response in three languages (English, Spanish, Vietnamese) 24 hours per day, and receives roughly 10,000 calls per year from members of the community, referring providers, health plans, and County agencies. The Call Center provides mental health information and community service referrals, screens for financial eligibility of Medi-Cal recipients, verifies client services information, determines urgency of mental health need and provides linkage to appropriate mental health services. Suicide & Crisis Services operates a 24-hour telephone crisis line and suicide prevention service, staffed with almost 100 highly trained volunteers, and is privately funded through a generous grant from the Morrison Trust. The Mobile Mental Health Team is a collaborative effort between San Jose Police Department and the Mental Health Department designed to provide crisis intervention response to police requests in targeted areas within San Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-4
  12. 12. I. Background Jose, in order to provide linkage to services for clients at high risk of incarceration due to mental illness. Gateway is the point of entry into the Department of Alcohol and Drug’s system of care, and provides telephone screening and service authorization, as well as information and referral services. The Crisis Management Program component of the CORE Division provides critical incident debriefings and coordinates the Mental Health response to disasters and emergencies in the community, as well as providing training, consultation, and support to the Department’s Refugee Mental Health Program. The CORE Division also supervises the team of mental health staff who provide services to the Drug Treatment and Dual Diagnosis Treatment Court. The Division provides mental health services to CalWORKS participants and represents the Department in the CalWORKS Health Alliance, a collaboration of health, substance abuse, social services and mental health providers that service CalWORKS families. Alcohol and Drug Department Services (DADS) The Santa Clara Valley Health and Hospital System Department of Alcohol and Drug Services offers substance abuse prevention and treatment services to County residents. In fiscal year 1999-2000, substance abuse treatment for adults, children, adolescents, families and special populations such as HIV-positive persons, and individuals with both mental health and substance abuse problems, was provided for nearly 9,000 adult and youth clients through a network of service providers. The Adult System of Care (ASC) is by far the largest component of DADS treatment services, with children and adolescent services comprising a proportionately smaller part of system. Typically, adult clients enter the ASC through Gateway, which serves as the principal entry point into the County's substance abuse treatment network. Gateway conducts preliminary screening and places clients into appropriate treatment modalities matched to the level of care they require. DADS also offers behavioral health services to County employees including substance abuse counseling through the Employee Assistance Program. Treatment modalities include detoxification services, narcotics replacement (formerly known as Methadone services), outpatient, and perinatal and residential services. Pregnant women and Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-5
  13. 13. I. Background recent mothers who require substance abuse treatment are referred to the perinatal program, which offers intensive outpatient treatment for women. The ASC contracts with different facilities in the County for the provision of services. Payment for services is based on client’s ability to pay, and a number of providers accept Medi-Cal clients. DADS also offers support services for recovering substance abuse clients to facilitate their reintegration into the family, the workplace and the community. Ancillary services include testing and counseling for HIV-positive substance abuse clients, parenting skills classes, family counseling, crisis counseling, transitional housing and job skills training for its recovering clients. As many clients also suffer from mental illness, DADS expanded its dual diagnosis capability by adding psychiatric services and case managers. The Children, Adolescent and Families (CAF) division currently offers school-based care for children and adolescents. CAF provides assessment, intervention and treatment services at participating schools, Children’s Shelter and Juvenile Hall. Adolescents referred for drug or alcohol counseling or brief treatment by self, family, school, mental health services, social services, police or probation have access to treatment through community-based organizations, licensed practitioners and contracted private agencies in North and South County. Together, the Mental Health Department and the Department of Alcohol & Drug Services (DADS) recognize the need for increasingly integrated collaborative, culturally competent dual diagnosis services. The two Departments have begun partnering to provide integrated collaborative services in the following programs: CalWORKs Community Health Alliance, Drug Treatment Court, integrated service team pilots via the Dual Diagnosis Collaborative, the Intensive Alternatives Program, and the Catalyst Committee. It is recognized that these are promising programs with planned growth and enhancement expected as positive outcomes are achieved. The Current Mental Health /Alcohol and Drug Services Clinical and Billing Information System Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-6
  14. 14. I. Background The Mental Health/Alcohol and Drug Services Department’s current service and billing system, INSYST, does not adequately support the business and clinical needs that have become more sophisticated in recent years. Current needs that can not be met include the following: • Inability to adequately coordinate patient care between different providers. • Inability to offer Electronic Client Records (electronic charting). • Inability to comply with new HIPAA (Health Insurance Portability and Accountability Act) EDI, Security, and individual Privacy provisions. • Inability to utilize one system for both Managed Care and Short-Doyle clients. • • Inability to capture medication data, preventing the program from medication monitoring on a real-time basis. • Inability to easily complete financial reporting and analysis of actual cost of service delivery, Incurred But Not Reported (IBNR) calculations, payments received, and other accounting requirements. • Inability to interface with other County systems. The Systems Office has growing concerns that the older VAX/Rdb technology used in the INSYST system is weakening and quickly becoming obsolete. Technical obsolescence is causing many problems including the following: • Unacceptable downtime. • Difficulty accessing data for analytical reports. • Scarcity of adequate technical support with VAX/Rdb expertise. • General system integrity and user confidence degradation. Purpose of the Request for Proposal (RFP) For the noted reasons, an INSYST system review with movement to newer technology was noted in the recent SCVHHS (County) IT Strategic Plan document prepared by an outside healthcare consulting firm. The Board of Supervisors of Santa Clara County requested that proposals for a Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-7
  15. 15. I. Background replacement behavioral health information system to evaluate the current vendor marketplace for the best possible technical and business solution. The goal of this project is to find and implement a superior service and billing system for the Mental Health/Alcohol and Drug Departments. County is interested in improving the services provided to its clients with the application of state of the art information technology to support its clinical, financial, and operational strategies. Specific areas that County desires to improve include the following: • A system based on open technology standards that will allow integration and visibility of client data across processes and systems of care. • Integration and visibility of client data is tightly controlled by security mechanisms and services to conform with client confidentiality requirements and County policy. • A stable and easy to support computing platform solution. • An Electronic Client Record (ECR) to enable a ‘capture once-share often’ model of client clinical, demographic, and financial information across processes, providers, and treatment modalities. • Real-time medication management to reduce adverse drug events, and to increase client compliance. • Support of HIPAA mandated EDI, data security, and individual privacy provisions. • The ability to capture numerous cost and payment rates. • The ability to report 'Incurred But Not Reported' calculations, actual payments received as compared to expected payments, and other financial accounting and revenue enhancement capabilities. A steering committee has been formed to provide leadership, guidance, and definition of business requirements for the replacement of the current INSYST system. The steering committee is comprised of broad representation from the Mental Health/Alcohol and Drug Services including clinical, finance, operations, and information technology expertise. The Health Care Consulting Group of Kurt Salmon Associates (KSA) has been engaged to assist and support County in this effort to select and plan for the implementation of a replacement behavioral health information system. This Request for Proposal is the first deliverable of the steering committee and encapsulates the requirements that County desires in a replacement service and billing information system for the Departments of Mental Health/Alcohol and Drug Services. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-8
  16. 16. I. Background Specifically, the following are the applications County is seeking for current acquisition: • PATIENT/CLIENT MANAGEMENT − Preadmission − Registration − Admission, Discharge, Transfer, Medical Records Index − Enterprise Master Patient Index − Census reporting − Medical Records − Online Client Eligibility • PATIENT ACCOUNTING − Grants Management − Financial Analysis / Entitlement / Patient Financial Information − Patient Accounting − Payer Contract Management − Cost Accounting • MANAGED CARE OPERATIONS − Member Enrollment / Eligibility − Authorizations / Referral Tracking − Provider Contract Management and Negotiation Support − Provider Relations − Access Management: Call Logs / Client Contacts • CLINICAL OPERATIONS − Electronic Medical Record − Behavioral Health Assessment / Outcome Measurement − Behavioral Health Treatment Plans and Notes − Order Entry Management − Clinical Decision Support − Resource Scheduling − Quality Assurance and Follow up − EPrescriptions Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-9
  17. 17. I. Background − Clinician Access View − Incident Reporting − Clinical Pathways and Guidelines • GENERAL SYSTEM FUNCTIONS −Multientity −Security mechanisms and services − Interface Engine − Screen builder − User Report Generator − Intranet / Extranet user access County currently uses the Diamond system for Managed Care Operations. County is very interested in a single vendor and information technology solution for the above functionality. The ideal product or products will provide the functionality implied by the application/module name in a fully integrated suite or set of products across the two client-care delivery systems. These products must support the direct interaction of clinician users and provide the ability to enhance the clinical care process regardless of the point of care within County. Although a single Vendor approach for core clinical and financial application is highly desired, County will utilize multiple products and/or Vendors if, and only if, it is determined that a single approach cannot meet its needs. • The Current Information Systems Environment To better assist you in providing a proposal for a replacement service and billing information system, a detailed description of the current information system and technology environment is provided. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-10
  18. 18. I. Background Network SCVHHS (County) has evolved its single centralized computer network into a standardized, open architecture, enterprise system operating under multiple platforms with Windows NT as the primary platform. Multiple platforms include Novell, UNIX & VMS. The standardization initiative has interconnected several dissimilar and standalone network systems which now operate on the enterprise network. The Windows NT platform consists of PDC, redundant BDCs, DHCP, DNS, WINS & RAS servers. IP address assignment is handled through redundant DHCP (Dynamic Host Control Protocol) servers, operating on Microsoft Windows NT servers which also support Dynamic Name Services (DNS), roving user profiles, and central administration, distribution, and enforcement of desktop configuration. Exhibit I – SCVHHS Network Environment depicts the current network environment. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-11
  19. 19. I. Background Data Communications The communications infrastructure has also evolved from a flat Ethernet WAN to a switched Ethernet and ATM topology. The router and switch group is CISCO standardized and its main core is composed of fiber-linked CISCO 5000 series. Its current electronic capacity bandwidth is estimated to be 6 GB per second. The SCVHHS backbone infrastructure is fiber optic-based (collapsed backbone) with Category 5 twisted pair standard to the desktop. The bandwidth supply to the desktops is 10/100 MB per second to each segment. Three firewalls connect the enterprise network to Santa Clara County, State of California, and Siemens. The network supports fiber links to 20 campus buildings and communications links to 81 remote sites via T-1, Digital and Analog circuits. It provides access to 45 different systems. The network also supports Ethernet-based automated monitoring and diagnostic systems. The infrastructure direction is to move to a fully switched edge device environment supporting VLANs. Connectivity between switched edged devices and the core matrix is generally 1000 Mbps duplex links with a design goal of no more than 48 edge devices per 1000 Mbps link. Further enhancing the throughput of the network will be the movement toward VLAN-based broadcast domains restricted to no more than 15 switches supporting a maximum of 229 devices, thereby enabling the use of eight-bit networks. Part of the planning for the future is to move to a pure IP-based (Internet Protocol) network using EIGRP (a proprietary Cisco) for routing. To the extent that Novell fileservers remain in use across the health system, IPX routed via RIP/EIGRP will be utilized. The other protocols currently in use (DEC-LAT, DECNET, and PCSI/AFCP) will be retired and the excessively bridged networks currently in existence will be gradually eliminated. The ability to retire these protocols and eliminate the excess bridging is dependent upon the replacement of many of the existing information systems with systems to be acquired from Siemens and thus will entail work over several years. Dual/Redundant T1s typically support remote Clinics. Networks at clinics vary but can house older "Shared 10" equipment. T1 usage is monitored and additional T1s are added as needed. Some "priority queuing" is also used to manage telecommunications circuit bandwidth. The County charter has strict regulations on dial-in and WAN connections from non-County Networks. Special precautions would need to be taken for connectivity to any vendor networks, including the implementation of County approved firewall and access control systems to isolate and protect the SCVHHS and County networks. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-12
  20. 20. I. Background A potential separation might include the following (a specific solution would need to be reviewed and approved as required by County regulations): • Dual PIX firewalls between the Siemens and SCVHHS Networks • Dual PIX firewalls between the SCVHHS and County Networks (Replacing current router based ACLS) • CITRIX Array for full function Dial-in • SKEY and CRYPTOCARD for central dial-in authentication • SecureID for standalone dial-in. • Outgoing modem, fax and ISDN functions to be 100% server/router based pools. NAT (Network Address Translation) will be used in some applications as security and also resource pools. The purpose of the County strategy of using a centralized, enterprise network system is to reduce cost, eliminate redundancy, increase productivity, provide cost-effective access to information, make communication across a distributed healthcare enterprise more accessible, and improve fault-tolerant methods to store, share, and access information. Table 1 depicts the current and planned information technology and technical environment standards supported by the Mental Health/Alcohol and Drug Services. It would be expected that any potential BHIS technology be able to effectively operate in the current technical environment as well as be scalable to incorporate emerging technology standards of the Health & Hospital System, the County and the industry. TECHNICAL ENVIRONMENT CURRENT FUTURE COMPONENT STANDARD STANDARD Backbone Network Topology Ethernet 10/100 Ethernet 10/100 Horizontal Network Topology Ethernet 10 Ethernet 10 Network Operating System Netware 5.0 Netware Network Communication Protocols TCP/IP, DEC LAT, TCP/IP, DEC LAT, DEC NET DEC NET Data Base Management System Standard Oracle Oracle Server Operating System Windows NT Windows NT Client Operating System Windows NT Windows 2000 Desktop Productivity Suite Office 97 Office 2000 Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-13
  21. 21. I. Background TECHNICAL ENVIRONMENT CURRENT FUTURE COMPONENT STANDARD STANDARD E-mail Exchange MS Outlook Exchange MS Outlook Exchange Web Browser MS Internet Explorer MS Internet Explorer Table 1 - Technical Environment Standards Table 2 summarizes key aspects of the operational application portfolio that will need to be integrated with or replace by the new BHIS. HARDWARE/ DBMS APPLICATION VENDOR USAGE OS FORMAT INSYST (aka Echo DEC VAX Oracle Rdb Mental Health client OSCAR) Management 6630 Open demographics, episode and VMS 7.1 service tracking, billing, A/ R, contract provider claims, and Federal/State reporting Diamond 725 Siemens/SMS DEC Alpha BASIS Intl. Mental health managed care 4100 Unix 4.0 BBx / billing, authorization, G ISAM provider credentialing, client contact log, and state reporting HDX Siemens/SMS RCO Malvern Health Data Exchange PA provides real-time access to patients' MediCal beneficiary eligibility information, as well as Medicare and DIAMOND (managed care). RX/3000 Pharmacy HP/3000 Public health and outpatient Computer pharmacies. Process System, Inc. prescriptions, patient records, cost/pricing, check drug interactions, bill transactions and management reporting. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-14
  22. 22. I. Background HARDWARE/ DBMS APPLICATION VENDOR USAGE OS FORMAT Invision Siemens/SMS New – acute care hospital information system, radiology, imaging, interface engine, patient accounting, contract management, and master patient index. Implementation in progress General Brass/Stars County financial and Accounting general accounting system General Lawson SCVHHS (County) general Accounting ledger functionality M4 Methadone Mallinckrodt / Dell Optiplex MS Access Track dispensing and Management Creative utilization of methadone to System v3.25 Socio-Medics clients Solution Plus Health HP Netserver Progress Mental Health prescription Business E-800 Pentium 8.3A tracking, inventory control, Systems III HP-UX client drug profile, physician prescribing profile, drug interaction reporting, unit dose, third party billing and accounts receivable. Appointment Internally MS Access Scheduling and tracking of Processing Developed client appointments Computrust Client Trust Fund Accounting Elite 6.0 Teleform IBM, MS Multiple Forms collection and Windows NT MS Access scanning for patient data bases instruments Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-15
  23. 23. I. Background HARDWARE/ DBMS APPLICATION VENDOR USAGE OS FORMAT CarePartner 2.0 PhyCom Windows NT MS Access DADS gateway client Corporation contact tracking system. Automated support for clinical protocols, clinical notes and decision criteria, questionnaires, outcomes tracking and reports generation. Cost Reports N/A Intel, Windows Multiple Contract provider 95 MS Excel monitoring performed on a Worksheets quarterly basis Mental Health N/A Intel, Windows MS Access Mental health provider Human NT credentialing Resource System MEDS State of California MediCAL California eligibility inquiry and response. CROSS University of Intel, DOS FoxPro ACHENBACK Scoring Vermont Table 2 - Operational Application Portfolio Desktop Computer Platform Standard SCVHHS (County) has standardized its computer platform. This standardization includes as a minimum: personal computer (PC) hardware, desktop operating system, office application suite, terminal emulation, and email. The main computer platform is reviewed annually and at times revised during the course of the year contingent upon technology changes. Deviation from the standard is considered on a case-by-case basis. The minimum standard for a desktop computer platform is as follows: (a) PC Hardware: (1) Minimum: CPU: 500 MHz Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-16
  24. 24. I. Background RAM: 128 MB HDD: 12 GB Monitor: 17’ SVGA (2) Special (as of December 2000) CPU: 700 MHz RAM: 128 MB HDD: 12 GB Monitor: 17’ SVGA Speakers and Microphones (on some systems) (b) Desktop Operating System: Windows NT Workstation 4.0 (c) Office Suite: Microsoft Office 97 (d) Browser: Internet Explorer 5.5 (d) Terminal Emulator: Rumba (e) Email: Outlook/Microsoft Exchange Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc I-17
  25. 25. SECTION II EVALUATION CRITERIA AND PROPOSAL SELECTION
  26. 26. II. Evaluation Criteria and Proposal Selection Criteria for Evaluation and Proposal Selection County has identified a number of minimum requirements that will be used to evaluate important elements of every proposal. Proposals from vendors should demonstrate a wide range of software functionality in their applications. While a high level of functionality is a necessary component of the proposal, the selected vendor must also represent an acceptable business, financial, and technical risk and be able to demonstrate a track record of successful implementations in similar public settings. Table 3 details the minimum requirements County will consider essential for any proposal to be considered further. The satisfaction of these minimal requirements must be documented in a cover letter (Attachment A-1) accompanying the proposal. EVALUATION CRITERIA MINIMUM REQUIREMENT Vendor Profile A behavioral health/ Alcohol and Drug Yes specialty / human services vendor Public/County operational Sites 5 or more fully implemented County clients Software Function Able to support HIPAA EDI compliance Existence of a HIPAA program with a documented action plan Strong support of clinical functionality 50% or greater current availability of required clinical functionality as detailed in Section VI Functional Requirements Strong support of patient management and 75% or greater current availability of required patient patient accounting functionality management and patient accounting functionality as detailed in Section VI Functional Requirements Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-1
  27. 27. II. Evaluation Criteria and Proposal Selection EVALUATION CRITERIA MINIMUM REQUIREMENT Vendor Support Government Medicaid experience Implementation experience with clients that have a significant Medicaid client base. Preferably in the California Medi-Cal environment. Client reference list with contact information must be provided. Receptivity to user requirements Existence of a formal user group. Preferably, a West Coast and/or California regional user group. Contact information for the user group chairperson must be provided. Reputation for quality implementation support Customer testimony attesting to the vendors ability to implement the proposed system in similar large public mental health/alcohol and drug provider environments. Client reference list with contact information must be provided Reputation for responsive customer support Pacific Coast Time customer support hours. Preferably a West Coast located support center System Technology Able to support HIPAA Security Compliance Existence of a HIPAA program with a documented action plan Availability to interfacing to desktop Open integration capabilities with standard Windows applications based productivity applications including Word, Excel, and Access Compatibility to existing and future County Technology based on an open DBMS standard Systems Business Offering Performance guarantees with penalties The selected vendor will be expected to propose a hardware and software solution that enables guaranteed performance. The vendor is expected to back its performance warranties by providing, at no additional cost, all services and software necessary to achieve the warranted performance levels. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-2
  28. 28. II. Evaluation Criteria and Proposal Selection EVALUATION CRITERIA MINIMUM REQUIREMENT Acceptance criteria tied to a payment schedule Payment for software, hardware (if applicable), and services will be made according to milestones as indicated in Request for Proposal, pg. II-8. Ongoing software warranty and subsequent maintenance payment methods will not begin until the software has been accepted on a module-by-module basis. Table 3 - Evaluation Criteria Minimum Requirements A Steering Committee has been formed to provide guidance on the selection of a replacement information technology solution. Each proposal will be scored on a 100-point scale. While all aspects of the vendor response will be evaluated, the Steering Committee will evaluate all proposals using the following criteria. Failure to comply with any part or procedure of the Request for Proposal may be cause to eliminate a proposal from consideration. Software Functionality (35 Points) • Breadth and depth of software functionality for mental health and drug and alcohol requirements. • Adherence to HIPAA EDI standards. • Quality of software demonstrations. System Technology (20 Points) • Use of open and state of the industry system technology standards. • Ability to support HIPAA Security services and mechanism guidelines. • Reputation for software stability and reliability. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-3
  29. 29. II. Evaluation Criteria and Proposal Selection Vendor Support (18 Points) • Completeness and proven track record of vendor support for both implementation and ongoing support. • Experience with County and public organizations. • Receptivity to software user requirements. Vendor Profile (12 Points) • The ability of the vendor to serve as a long-term business partner with County. • Feedback from the vendor supplied client references. • The RFP responses and adherence to the RFP submission requirements. • Business Offering (10 Points) • The vendor’s ability to define and supply the desired business relationship contractually. • Performance guarantees with penalties. Local Preference (5 Points) • When two or more competing vendors are equally qualified, local firms shall be given preference (Please refer to Exhibit V). Proposal Selection All proposals receiving a total score of 70 points or more will be submitted to the Directors of the Mental Health and Alcohol and Drug Services departments, and to the SCVHHS CIO for final consideration. In making the final selection, the Directors and CIO will consider the selection committee’s scoring and feedback regarding all aspects of the proposal. False, unresponsive, or misleading statements made in connection with any application may be sufficient cause in and of itself to warrant rejection of a proposal. The panel’s score is but one consideration in determining whether or not a contract will be awarded to the provider. Contracts are not automatically awarded to providers simply because they may have received the highest scoring proposal. The County reserves the right to repeal or cancel the RFP at any time, to reject any and all applications, to not award contracts if proposals are inadequate or if contract negotiations are Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-4
  30. 30. II. Evaluation Criteria and Proposal Selection unsatisfactory, and to waive any informality, technical defect or clerical error in any application, as the interest of the County may require. County will not be responsible under any circumstances for any costs incurred by respondents in the generation and submission of proposals, site visits, presentations, documentation, or marketing literature. All responses to this Request For Proposal and accompanying documentation will become the property of County and will not be returned. Contract Issues and Negotiations After the County selects the successful vendor(s), the County will enter into contract negotiations regarding the terms and conditions of the services to be rendered by said provider. Award of the contract to successful vendor(s) will be conditional upon the negotiation of a contract in substantial conformity to the County's current boilerplate with changes per negotiation or the recommendation of the County Counsel's Office. The resulting agreement(s) may contain various terms and conditions that include but are not limited to the following. A. Satisfaction of evaluation criteria based on the vendor's proposal. The entire written proposal and all subsequent updates will be incorporated into the final agreement as Attachments. Acceptance of all hardware (when applicable) and software modules will be based upon representations made in the proposal. B. C. D. E. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-5
  31. 31. II. Evaluation Criteria and Proposal Selection F. G. a. H. I. J. K. L. M. Liability limitations and insurance demonstrating the vendor's confidence that there is a low risk of failure of any part of the project. The successful vendor will be expected to meet the indemnification and insurance requirements to be determined by the monetary amount of the resulting agreement. Evidence that the required insurance has been obtained must be provided to the County by the vendor before work under the agreement begins. Samples of the various indemnification and insurance provisions that may be included in the agreement are set forth in Exhibit IV. N. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-6
  32. 32. II. Evaluation Criteria and Proposal Selection G. H. I. J. K. L. M. N. O. P. Q. R. S. C. Term of Agreement The Agreement will commence upon completion of necessary contract paperwork required by the County and continue through the term of the agreement, unless terminated earlier or otherwise amended by the County. The Agreement shall be for One (1) year terms, with Vendor providing County with new annual rates at least 120 days prior to the end of any annual term. Unless either party gives the other party written notice of its intent to terminate at the end of the then-current term, at least 90 prior to the end of any term, the Agreement shall automatically renew for successive one-year periods, up to three (3) additional years, on certain conditions that will be detailed in the contract. Any deficiency noted by the County must be addressed or resolved by the provider within thirty days of notification by the submission of a corrective action plan or resolution of the deficiency. This period (30 days) shall serve as the cure period for this agreement. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-7
  33. 33. II. Evaluation Criteria and Proposal Selection D. Termination County may terminate this Agreement at any time, either in whole or in part, by giving thirty days written notice specifying the effective date and scope of such termination. Vendor may terminate this Agreement at any time, either in whole or in part, by giving thirty days written notice specifying the effective date and scope of such termination. However, if Vendor elects to terminate this Agreement, the County's rights under any pending matter arising from Vendor's services hereunder will not be prejudiced due to such termination. Upon date of termination, all rights, powers, privileges and authority granted to Vendor under this Agreement will cease, and Vendor will have the duties provided below in Section 3b. Termination For Cause: County will have the right to terminate this Agreement after written notice to Vendor and after the expiration of any cure period provided for above in Section K-1, upon the occurrence of any of the following events of default: b. Failure of Vendor to perform any covenant of obligation set forth in the Agreement or any other agreement with the County; c. Any attempt by Vendor to assign, delegate or subcontract without County's consent as provided herein; d. Failure by Vendor to maintain insurance as required under this Agreement; e. Filing by or against Vendor of any petition for bankruptcy, any assignment by Vendor for the benefit of creditors, the levy of a writ of attachment or execution against Vendor's property of the appointment of a receiver for Vendor or Vendor’s property; or, Unauthorized or excessive billing by Vendor. E. Duties Upon Termination Upon termination of the Agreement, all finished or unfinished documents, data, assessments, reports, project plans and other materials (hereinafter collectively referred to as “materials”) prepared by Vendor under this Agreement will become the property of the County and will be delivered promptly to the County. Upon receipt of such materials, Vendor will be paid for services performed and reimbursable expenses incurred to the date of termination. F. Conflict of Interest Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-8
  34. 34. II. Evaluation Criteria and Proposal Selection Vendor promises, covenants, and warrants that the performance of its services and provision of its products and representation to County under this Agreement will not result in a conflict of interest. In the event of a conflict of interest or potential conflict, Vendor must disclose such conflict to the County and shall request the County's Board of Supervisors waive such conflict on a case-by-case basis. G. Nondiscrimination Vendor will comply with all applicable federal, state, and local laws and regulations including Santa Clara County's policies concerning nondiscrimination and equal opportunity in contracting. Such laws include, but are not limited to, the following: Title VII of the Civil Rights Act of l964 as amended; Americans with Disabilities Act of l990; The Rehabilitation Act of l973 (Sections 503 and 504); California Fair Employment and Housing Act (Government Code sections 12900 et seq.); California Labor Code sections 11-1,1102, and 1102.1. Vendor will not discriminate against any subcontractor, employee or applicant for employment because of age, race, color, nation origin, ancestry, religion, sex/gender, sexual orientation, mental disability, physical disability, medical condition, political beliefs, organization affiliations, or marital status in the recruitment, selection for training, including apprenticeship, hiring, employment, utilization, promotion, layoff, rates of pay or other forms of compensation. Nor will Vendor discriminate in provision of services and products provided under this agreement because of age, race, color, national origin, ancestry, religion, sex/gender, sexual orientation, mental disability, physical disability, medical condition, political beliefs, organizational affiliations, or marital status. H. Governing Law: Venue This Agreement will be construed and enforced in accordance with the laws of the State of California. Proper venue for legal action regarding this Agreement will be the County of Santa Clara. I. Relationship of Parties: Independent Contractor Vendor will perform all work and services described herein as an independent Contractor and not as an officer, agent, servant or employee of the County. None of the provisions of the Agreement is intended to create, nor shall be deemed or construed to be in a relationship of joint venture, partnership or employer-employee. Neither party will have the authority to make any statements, representation or commitments of any kind on behalf of the other party, or to use the name of the other party in any publication or advertisements, except with written consent of the other party or as explicitly provided herein. Vendor will be solely responsible for the acts and omissions of its officers, agents, employees, contractors and subcontractors, if any. No person performing the work or services described herein will be considered an officer, agent, servant or employee of the County, nor will any person be entitled to any benefits available or granted to employees of the County. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-9
  35. 35. II. Evaluation Criteria and Proposal Selection J. Assignment: Subcontracting Vendor is prohibited from: (1) assigning or subcontracting this Agreement; or (2) delegating any duties or obligations hereunder in any manner whatsoever, either voluntarily or by operation of law, unless County first approves in writing such assignment, subcontract or delegation by written instrument executed and approved in the same manner as this Agreement. County may give or withhold such approval in its sole and absolute discretion. Any purported assignment or subcontract by Vendor in violation of these restrictions will confer no rights on any other party and will, at County's sole option, be void. K. Invoicing and Payment Schedules County will be obligated to compensate the Vendor pursuant to the terms and conditions of this Agreement only for the performance, to the reasonable satisfaction of the County, of those products and services that take place during the term of this Agreement. County will not be obligated to compensate Vendor for any work, services, or products performed by Vendor which do not arise directly from the performance of tasks and provision of products relating to the terms of the agreement. Payment for software, hardware (if applicable), and services will be made according to milestones as indicated below: 1. Hardware (if applicable): • Ten percent at contract signing. • Ninety percent when the installed hardware passes the manufacturer's certification. • If hardware is provided by the software vendor, County expects that the hardware can be returned to that vendor, with a full refund of all hardware payments to date, if software acceptance cannot be achieved. 2. Out-of-pocket expenses as incurred, up to a project cap, which is to be negotiated. 3. Software license and implementation support payments for each module: • Twenty percent at contract signing. • Twenty percent upon successful integrated acceptance testing. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-10
  36. 36. II. Evaluation Criteria and Proposal Selection • Twenty percent at live date, with live defined as the point at which the software is utilized as the primary tool for processing real data. • The remaining 40 percent will be paid when the system passes final acceptance testing as measured against the vendor's response to the RFP requirements, system documentation, and custom programming specifications. Ongoing software warranty and subsequent maintenance payment periods will not begin until the software has been accepted on a module-by-module basis. Protest Procedures On January 31, 2002, the Department will send letters to applicants advising of the Department Director’s and CIO’s decision. Applicants who have not received a letter by January 31, 2002 may call the Department at (408) 885-6490. Applicants whose proposals are not selected may file a written appeal no later than February 28, 2002. The written appeal should clearly state the regulatory, legal or review process violation that is grounds for the appeal or the Board Principles that have been violated. Protests must be in writing and should be addressed to: Santa Clara Valley Health & Hospital System Attention: CIO, Information Systems 2325 Enborg Lane, Suite 240 San Jose, CA 95128 After review of the appeal, the CIO will issue a written response. Applicants not satisfied with the CIO's response may request that their appeal be forwarded to the County Board of Supervisors. • − − − − − − − Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-11
  37. 37. II. Evaluation Criteria and Proposal Selection − − − − − − − − − − Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-12
  38. 38. II. Evaluation Criteria and Proposal Selection − − − − − Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc II-13
  39. 39. SECTION III SUBMISSION REQUIREMENTS
  40. 40. III. Submission Requirements Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc III-1
  41. 41. III. Submission Requirements Due Date, Return Addresses and Number of Copies The vendor must send a letter of intent to bid at the address provided below to Ms. Cheri Silveira-Moliere. The letter must be received by August 8, 2001. Revised date is September 10, 2001. Indicate in the letter of intent the following: • The system(s) that will be proposed. • The primary contact person will be for all matters related to the proposal. • A complete listing of all clients using the proposed products to facilitate preliminary reference checking logistics. 4 The vendor must send the Proposal at the address provided below to Ms. Cheri Silveira-Moliere. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc III-2
  42. 42. III. Submission Requirements II. To assure that all vendor proposals receive a fair and complete evaluation, County requires that vendors answer all questions completely without any deviation from the instructions in this RFP. Proposals that deviate from the required format and content without advance permission from County will not be considered. The original response, with signatures of corporate officers binding the firm and indicating concurrence with all aspects of the bid, and five (5) copies must be received by September 04, 2001 Revised date is 9/24/01 at 12:00 p.m., Pacific Standard Time. All letters of intent and proposal packages will be time/date stamped by the County at the time of receipt. This stamp will serve as the only acceptable evidence to establish whether a receipt was timely. Use of the U.S. Mail will be at the prospective provider’s own risk. Late proposals will not be considered unless it is determined by the County that the late receipt was due to mishandling by the County after receipt at the above address. Proposals delivered after this date and time will not be accepted. Postmarks will not be accepted in lieu of the actual receipt of the proposal package. No extensions will be given beyond the response deadline. The delivery point for the five (5) copies and the original will be: Ms. Cheri Silveira-Moliere Manager Systems Office Santa Clara Valley Health and Hospitals System (County) 2325 Enborg Lane, Suite 240 San Jose, CA 95128 • Key Event Dates • Request for Proposal Issued – July 27, 2001 • Letter of Intent Due – August 08, 2001 Revised date 9/10/01 • Final date for questions – August 17 , 2001 Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc III-3
  43. 43. III. Submission Requirements • Final date for Responses to RFP – September 04, 2001 Revised date 9/24/01 • RFP evaluation – September 04 through September 24, 2001 Revised date 9/25-10/19/01 • Reference checking – September/October 2001 Revised October/November 2001 • County onsite presentations and demonstrations – October 2001 Revised November 2001 • Site visits to operational sites – October/November 2001 Revised November/December 2001 • Identification of finalist Vendors – October/November 2001 Revised November/December 2001 • Contract negotiation -- November /December 2001 Revised December 2001/Jan- uary 2002 • Contract award – January 2001 Revised February 2002 All dates are subject to change as County needs may require. Adjustments to the proposal package will not be accepted after the proposal deadline, unless the County determines additional information is needed from prospective contractors to evaluate the proposals. Such information will be requested within 14 days following the proposal deadline and must be received within three (3) working days following the date requested. Proposal Opening: Cheri Silveira-Moliere or the Department’s designee will open and record all proposals in SCVHHS IS Department, located at 2325 Enborg Lane, Suite 240, San Jose, CA 95128 on September 04, 2001 at 5:00 P.M Revised 9/24/01 5:00pm PST Proposals become the property of the County and shall not be returned. The California Public Records Act set forth in Government Code sections 6250 et seq. governs access to public records. The act provides that access to information concerning the conduct of the public’s business is a fundamental and necessary right of a person in the state. Consequently, all proposals, attachments, and other materials submitted in response to this RFP shall be Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc III-4
  44. 44. III. Submission Requirements considered public information (except as provided herein) and the exclusive property of the County. As such, proposals will not be returned to their respective applicants. (a) In the event the County receives a request for inspection of any Proposals submitted pursuant to the RFP following the public release date, it is a responsibility of the organization that submitted the proposal to assert confidentiality rights, if any exist. The County is not responsible for and will not make objections to disclosure or assert privacy rights on behalf of the contractor. Proposal materials will be subject to public inspection absent a judicial determination that they are exempt from disclosure. Contractor’s submission of proposal materials shall be deemed a complete waiver of any claims whatsoever against the County and its agents, officers and employees that the County has violated any right to privacy, disclosed confidential proprietary and or trade secret information or has caused any damage by allowing such inspection or disclosure. (b) Notwithstanding the foregoing, no proposal materials shall be released to the public nor shall the public have access to such proposal materials during the RFP process until such time as the Board of Supervisors awards the contract. Thereafter, the public will have access to the proposal materials, as provided in this RFP. (c) In the event that any contractor deems any portion of their proposal confidential or proprietary or otherwise contains business or trade secrets, then those specific sections must be plainly marked as “confidential,” “proprietary,” or “trade secrets.” The County shall notify Contractor is disclosure of these materials is sought. It shall be the Contractors obligation to seek a protective order. County shall not be liable or in any way responsible for the disclosure of any such information including, but not limited to, disclosures required or permitted under the California Public Records Act or otherwise by law. Questions Regarding the Submission The vendor is encouraged to seek further information and clarification by submitting questions to Cheri Silveira-Moliere. All questions regarding this submission must be made in writing. Electronic mail is the preferred medium. All questions and the respective answers will be shared with competing vendors. The vendor must pay careful attention to the requirement that it may only contact Cheri Silveira-Moliere at County during the system selection process. Vendors that are currently doing business with the institution must limit their contacts to those necessary to support existing operations. Although the vendor may be referred to other personnel, any vendor that initially contacts other County Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc III-5
  45. 45. III. Submission Requirements personnel in person, in writing, or by telephone, without previous notification and approval, may be disqualified from consideration. Questions must be received by August 17 and shall be sent to: Mrs. Cheri Silveira-Moliere Manager Systems Office Santa Clara Valley Health and Hospitals System 2325 Enborg Lane San Jose, CA 95128 Transmissions may be made via email to Cheri.Silveira@hhs.CO.Santa- Clara.CA.US or FAX to (408) 885-2036 Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc III-6
  46. 46. SECTION IV RESPONSE REQUIREMENTS
  47. 47. IV. Response Requirements Format For Response The business and technical proposal will consist of three or four sections, assembled in a loose- leaf notebook to allow for easier distribution of material. Depending on the size of the submission, each section may occupy a separate notebook. • • • Section One - Cover Page and Board Letter of Authorization • Section Two - RFP Checklist • • Section Three – Executive Summary and Proposed System Overview • Section Four – Business Offering − Subsection One -- General Description of the Vendor − Subsection Two -- Overview and Status of Proposed Applications − Subsection Three-- Hardware, Interfaces, and Operating Environment − Subsection Four -- Implementation Support Services − Subsection Five -- Ongoing Support Services − Subsection Six -- Client References − Subsection Seven -- Cost Summaries − − − • Section Five – Functional Offering of Software Applications • Section Six – Support Documents and Miscellaneous Marketing Literature Guidelines for preparing each specific section are as follows: • Each section must have its own table of contents indicating all subsections and page numbers. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc IV-1
  48. 48. IV. Response Requirements • Each page must be uniquely numbered within each section at the same location on each page. • Labeled tabs must separate subsections within each section. • The date of the submission must be placed on each page in the same location, thus enabling County to differentiate among the original and updated versions the vendor may be asked to provide. • Unbound sets of forms and functional specifications to be used in the vendor's response are enclosed with the RFP. Also forwarded via email to the vendor are electronic versions (Word 97 and Excel 97) of the said forms and functional specifications. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc IV-2
  49. 49. IV. Response Requirements Cover Page and Board Letter of Authorization An authorized officer or employee of the organization submitting the proposal must sign all proposals. If an administering board or board of directors is required to authorize submission of the proposal, a minute order or memorandum shall be attached to the proposal on behalf of the organization; otherwise, all members of the governing board for the organization must sign the proposal. (Attachment A-1) RFP Checklist A checklist has been included to ensure that all required documents and attachments are included. Incomplete proposals will not be reviewed. (Attachment A-2) Executive Summary and Proposed System Overview 1. Provide a condensed version of the highlights and contents of the proposal. The purpose is to provide County with a broad understanding of the entire proposal. 2. Provide an overview of the features and capabilities of the proposed applications and the relationships among applications and among product lines. 3. Identify those overall and application-specific features and capabilities that differentiate the proposed product(s) from competing products. 4. Describe how you feel the proposed product offering will add value to County. Business Offering Please provide a narrative response to all questions, and where requested, complete the appropriate Form as indicated. Forms are located in Section IV of this document and are also provided electronically. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc IV-3
  50. 50. IV. Response Requirements (1) Subsection One – General Description Of The Vendor This subsection describes the vendor's organization and operations, as well as provides a brief overview of the product(s) bid. A. General Description of the Vendor - Use Form 1. Provide the corporate profile data. B. Describe the Vendor's Mission C. Attach the vendor's most recent annual report including audited financial statements. D. Description of Subcontractor - Form 2. Complete form if subcontractors are used in the context of the proposed products. E. Provide an overview of the operating structure of the firm. Define the relationship between the parent company and subsidiaries, if applicable. Describe the history of recent acquisitions and mergers, if applicable. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc IV-4
  51. 51. IV. Response Requirements (2) Subsection Two – Overview and Status of Proposed Applications This subsection describes and reviews the status of the proposed product applications. Responses to detailed functional specifications will be solicited in the Functional Requirements section of this RFP. The vendor is required to: A. Provide an overview of the features and capabilities of each of the proposed applications as well as the relationship and level of integration among applications and among product lines. B. Product Information - Form 3. Use form to describe product history and system release information for each product. Be sure to complete a copy of this form for each product family. Include the year each application was generally available to the marketplace as well as the number of clients live with the application. (Note that a client may have several sites, but should be counted as one “client”.) Also, indicate the status of applications in the same product family that are not being bid. C. Applications Bid - Form 4. Use form to clarify the names of the vendor's applications and corresponding modules being bid, relative to the RFP designations for required functions. D. Applications Not Bid - Form 5. Use form to indicate the status of applications in the same product family that are not being proposed. Use the status designations defined below: 1. Fully Operational -- Has been in use on a non-test-site (non-pilot, non-alpha, non-beta) basis by at least two clients for at least six months. 2. Not Fully Operational -- Currently is under field test or under preliminary internal development. E. Describe how the system or each product, if different, stores the century, year, month and date. F. To allow County to assess the firm's development success, list initially planned and actual dates for major development projects for the current and two previous years. G. Identify those overall and application-specific features and capabilities that differentiate the proposed product(s) from competing products. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc IV-5
  52. 52. IV. Response Requirements H. System Architectural Design-Form 6. Use form to indicate the presence (yes) or absence (no) of the architectural tools and capabilities listed. Also, indicate whether or not each architectural tool is included in the bid. Use the "Notes" column to make any comments, notes, or exclusions. I. Provide an example of standard screen formats that are representative of the ‘look-and-feel’ of the application(s). Are the users able to change or modify the screen formats? If so, how? What are the tools provided to customize screens? J. Identify current and future plans for utilization of each software product on an intranet and/or extranet. If applicable, state those applications or products, technology, and status (i.e., available, in development, future). Can the user utilize a Web Browser front-end to access the system? K. Describe additional service offerings that may be relevant or useful to County. For instance, does your company offer customer relationship management (CRM) solutions for operational client contact management? (3) Subsection Three – Hardware, Interfaces, and Operating Environment Specifications This subsection reviews the hardware requirements and other technical aspects of the system being proposed. Exhibit II provides some key statistics provided by County to assist the Vendor in sizing its hardware offering properly. The vendor is required to conform to the following guidelines when sizing its proposed solution: • The total number of recommended peripheral devices (e.g., workstations, net computers, hand held devices, printers, microcomputers, modems, and interface ports) must be adequate to support the applications proposed based on experience with similar clients. • The recommended server(s) must be of sufficient capacity on delivery to accommodate a 25 percent growth in transaction volumes (see current statistics in Exhibit II), as well as a 25 percent growth in number of users. • The disk storage capacity of the system must, upon delivery, be sufficient to accommodate 25 percent growth. The vendor should assume an unlimited data retention period when determining the amount of disk storage. The vendor should also assume three-years of historical client and financial data will need to be migrated to the new proposed system environment. • Fault-tolerance and full redundancy is a County computing platform requirement. • Recommended networking requirements to support the system configuration must be described. In particular, specify the types of network protocols, network topologies, Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc IV-6
  53. 53. IV. Response Requirements and communication interfaces supported by the system. Please refer to Table 1 of Section 1. - Background for specifics of the current SCVHHS (County) network infrastructure. The vendor must be willing to provide guarantees that the proposed configuration will meet the criteria defined above upon delivery. A. Describe your system architecture in terms of e.g., client server (two-tier, three tier, N-tier). In general, would you describe your system to be decentralized or centralized, or a flexible hybrid? B. County requires the ability to communicate and share information between systems in an open and integrated environment. Describe the system's ability to extract data and share with report writing/other applications. C. Describe the computing platform architecture that you have proposed. For example, is it Massively Parallel Processing (MPP), Symmetrical Multi Processing (SMP), Non Uniform Memory Architecture (NUMA), etc. D. Attach a comprehensive and detailed parts breakdown (formal quote from the hardware manufacturer is preferred) which highlights each component of the configuration, unit cost, suggested quantity, total purchase price, unit maintenance cost, total maintenance cost, freight and shipping cost, and shipping insurance cost. Hardware costs can be summarized in Subsection 7 of Section III – Response Requirements. All recommended hardware required to operate the system(s) must be included in the configuration, including, but not limited to the following components: 1. Server platform 2. Disk Drives 3. Tape Drives 4. Jukeboxes 5. CD-ROM systems 6. Device Controllers 7. Printers 8. Workstations 9. Bar code or hand held devices 10. Multiplexors or other Remote Communication Devices 11. Shipping and Insurance 12. Freight and Delivery 13. Hardware Installation Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc IV-7
  54. 54. IV. Response Requirements E. A schematic that describes the interconnections among components. F. Describe your strategy for integrating the proposed computing infrastructure into the current County infrastructure. G. Based on the configuration and volumes proposed in Part A above, identify the guaranteed maximum response time, the measurement period, and the functions excluded. At a minimum, the hardware proposal should meet the following performance levels: 1. Response time of two seconds or less for at least 95 percent of all activities during any single hour of the day (excluding downtime). 2. Response time of five seconds or less for the remaining five percent of all activities. H. The system should be available 24 hours per day, seven days per week. Describe the reasons the proposed system would not be available to the users. Address the following issues related to scheduled downtime and partial system availability: 1. Delineate which applications are not accessible to the users, and for how long, during nightly and weekly downtime. 2. Identify other types of processing that restrict or limit user access to the system. 3. Describe the impact of periodic system updates/back-ups on the availability of the system to the users. 4. Describe the normal production turnover procedure for the proposed products. Is the system operation interrupted to bring online screens or programs into production? Is system operation interrupted to bring batch programs into production? Is system operation interrupted to make changes in the communications environment? 5. Please explain the approach utilized to ensure the desired 24 X 7-system availability. Describe any additional hardware and/or software costs required to assure 24 X 7 availability. I. Hardware Upgrade Path - Form 7. Use form to describe the upgrade path for the hardware configuration included in your proposal. Note that the first column for Form 7 should be completed using the configuration proposed that will accommodate 25 percent growth. The ability to expand the hardware configuration on a field-upgradeable basis is of primary concern to County. Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc IV-8
  55. 55. IV. Response Requirements J. List all specific supported devices including, but not limited to, workstations, wireless devices, and network computers. Please provide the following information for each device supported. 1. The recommended configuration including optimal RAM, hard disk space, CD- Rom, etc. If different categories of end-user require a different device configuration, please make that delineation. 2. What operating systems are compatible to the proposed system? 3. In proposing recommended devices, is any feature or functionality gained or lost by utilizing one device over another? For example, a network PC over a desktop workstation. 4. Identify any environmental constraints or requirements of the proposed devices. 5. What is the maximum number of devices that can be supported by the proposed hardware configuration within the required response time? 6. What are the system’s capabilities for downloading and uploading data or reports between PCs and the host computers? How are current clients doing this? Does any third-party software facilitate this? Describe the system’s ability to download information into a database for comparison against other submitted data. K. State the specific reasons for recommending the proposed configuration and manufacturers over other available hardware options. L. Systems Software - Form 8. Use form to provide a listing of all systems software required to run the proposed application(s). M. Interface Experience - Form 9. Use form to provide a listing of the other financial and clinical systems to which the proposed system has previously been interfaced and that are applicable to this RFP. Be sure to include interface experience with the following applications (and state experience with the specified vendors, if any): 1. General Financials – PeopleSoft 2. Siemens Invision – Patient Management / Patient Accounting 3. Diamond – Managed Care 4. WebMD (previously MEDEAmerica Solution Plus) – Pharmacy 5. CompuTrust – Client Trust Fund Accounting 6. ePhysician – Prescriptions 7. CSM M4 - Methodone Management System 8. Echo Management Clinician Desktop - Patient Management / Patient Accounting N. Are interfaces custom developed or are they generated using an interface engine? Is the interface engine available to County to maintain the interface(s)? Santa Clara Valley Health & Hospital System Request for Proposal July 27, 2001 request-for-proposaldoc2339.doc IV-9

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