Page 1 New York State Office for People With Developmental Disabilities (OPWDD) Division of Service Delivery Andrew M. Cuomo Governor REQUEST FOR PROPOSAL (RFP) ELECTRONIC HEALTH RECORD Prepared by: Assistant Deputy Commissioner NYS OFFICE FOR PEOPLE WITH DEVELOPMENTAL DISABILITIES Division of Service Delivery 44 Holland Avenue Albany, NY 12229 Revised October 15, 2014. Page 2 Table of Contents Section 1: Overview ......................................................................................................................................................... 6 1.1 Purpose ........................................................................................................................................... 6 1.2 Background .................................................................................................................................... 6 1.3 Current Technology Environment .............................................................................................. 7 Section 2: Procurement Information and Requirements ........................................................................................... 10 2.1 Title of the RFP ............................................................................................................................. 10 2.2 Issuing Agency ............................................................................................................................... 10 2.3 Contract Duration ......................................................................................................................... 10 2.4 Closing Date for Bidders’ Questions ........................................................................................... 10 2.5 Bidders Conference ....................................................................................................................... 10 2.6 Date for Response to Questions ................................................................................................... 10 2.7 Primary Point of Contact ............................................................................................................. 11 2.8 Procurement Timetable ................................................................................................................ 12 2.9 Letters of Intent ............................................................................................................................. 12 2.10 Proposal Delivery Instructions ..................................................................................................... 13 2.11 Late Bids ........................................................................................................................................ 13 2.12 Bidder Covenant ......................................................................................................................

1. Page 1
New York State
Office for People With Developmental Disabilities (OPWDD)
Division of Service Delivery
Andrew M. Cuomo
Governor
REQUEST FOR PROPOSAL (RFP)
ELECTRONIC HEALTH RECORD

2. Prepared by:
Assistant Deputy Commissioner
NYS OFFICE FOR PEOPLE WITH DEVELOPMENTAL
DISABILITIES
Division of Service Delivery
44 Holland Avenue
Albany, NY 12229
Revised October 15, 2014.
Page 2
Table of Contents
Section 1: Overview
...............................................................................................
.......................................................... 6
1.1 Purpose
........................................................................................... ....
............................................ 6

3. 1.2 Background
...............................................................................................
..................................... 6
1.3 Current Technology Environment
..............................................................................................
7
Section 2: Procurement Information and Requirements
...........................................................................................
10
2.1 Title of the RFP
...............................................................................................
.............................. 10
2.2 Issuing Agency
...............................................................................................
................................ 10
2.3 Contract Duration
...............................................................................................
.......................... 10
2.4 Closing Date for Bidders’ Questions
...........................................................................................
10
2.5 Bidders Conference
...............................................................................................
........................ 10
2.6 Date for Response to Questions
...............................................................................................
.... 10

4. 2.7 Primary Point of Contact
...............................................................................................
.............. 11
2.8 Procurement Timetable
...............................................................................................
................. 12
2.9 Letters of Intent
...............................................................................................
.............................. 12
2.10 Proposal Delivery Instructions
...............................................................................................
...... 13
2.11 Late Bids
.................................................................................. .............
......................................... 13
2.12 Bidder Covenant
...............................................................................................
............................ 14
2.13 Offeror/ Vendor Presentations
...............................................................................................
...... 14
2.14 OPWDD Rights Declaration
...............................................................................................
......... 14
2.15 Right to Information
...............................................................................................
...................... 14

5. 2.16 Incurred Costs
...............................................................................................
................................ 16
2.17 Content of Proposals
...............................................................................................
...................... 16
2.18 Period of Validity
...............................................................................................
........................... 16
2.19 Public Information Requirements
...............................................................................................
16
2.20 Notification of Award
...............................................................................................
.................... 16
2.21 Debriefing Procedures
...............................................................................................
................... 16
2.22 Prime Contractor Responsibilities
...............................................................................................
17
2.23 Contract
...............................................................................................
.......................................... 17
2.24 Award Contract in Event of Unsuccessful Negotiation
............................................................. 17
2.25 Federal Requirements

6. ...............................................................................................
.................... 17
2.26 Multi-Agency and Local Human Services District/County
Use ................................................ 19
2.27 Order of Precedence
...............................................................................................
...................... 19
2.28 Contacts with Employees
...............................................................................................
............... 19
2.29 Public Officers
Law........................................................................................
............................... 19
2.30 Omnibus Procurement Act
...............................................................................................
............ 19
2.31 Information Technology Services Review
................................................................................... 20
2.32 Procedure for Handling of Protests/Appeals of Bid
Specifications and Proposed Awards .... 20
2.33 Reservation of Rights and Responsibilities of the OPWDD
...................................................... 21
2.34 Procurement Activity Prior to Final Protest Activity
................................................................ 21

7. Page 3
2.35 Record Retention of Bid Protests
...............................................................................................
.. 22
2.36 Information Security Breach and Notification Act
.................................................................... 22
2.37 New York State Sales and Compensating Use Taxes
................................................................. 22
2.38 Vendor Responsibility
...............................................................................................
.................... 22
2.39 Suspension of Work (for Non-Responsibility)
............................................................................ 23
2.40 Termination (for Non-Responsibility)
........................................................................................ . 23
2.41 Workers’ Compensation Contract Requirements
..................................................................... 23
2.42 Minority and Women-Owned Business Enterprises
(MWBE) ................................................. 23
2.43 MWBE Reporting Requirements and Forms
............................................................................. 24
2.44 Vendor Responsibility Status
...............................................................................................
........ 24
2.45 Tax Provisions

8. ...............................................................................................
................................ 24
2.46 Security Breach Notification
...............................................................................................
......... 25
2.47 Termination
...............................................................................................
.................................... 25
2.48 Contractor Transition Responsibilities
....................................................................................... 26
Section 3. Project scope
...............................................................................................
.................................................. 27
3.1 Functions
...............................................................................................
......................................... 27
3.2 Electronic Health Record.
...............................................................................................
............. 27
3.2.1 Data integration from existing systems.
............................................................................ 28
3.2.2 Assessments.
...............................................................................................
......................... 28
3.2.3 Electronic Individualized Service Plan (eISP).
................................................................ 30

9. 3.2.4 Service Monitoring and Recording.
.................................................................................. 30
3.2.5 Self-Directed Care and Portal.
.......................................................................................... 31
3.2.6 Quality Assurance Activities.
.............................................................................................
31
3.2.7 Financial Tracking and Billing.
......................................................................................... 31
3.2.8 Analytical and Reporting Requirements.
......................................................................... 32
3.2.9 Federally Certified Medical Electronic Health Record.
.................................................. 32
3.2.10 HIPAA Security and Confidentiality.
............................................................................... 32
3.2.11 System Performance.
...............................................................................................
........ 33
3.2.12 System Interoperability Requirements.
................................................................................ 33
3.2.14 Mandatory Deliverable 1: System Modifications and
Acceptance Testing. ...................... 34
3.2.16 Mandatory Deliverable 3: Successful Full
Implementation (Full Rollout). .................. 35
3.3 Data Conversion Requirements.

10. ...............................................................................................
... 38
3.4 Development Lifecycle.
...............................................................................................
.................. 38
3.5 Implementation Plan.
...............................................................................................
..................... 39
3.6 Training Plan.
...............................................................................................
................................. 39
3.7 System Maintenance and Help Desk Support.
........................................................................... 40
3.8 Additional Services Change Orders:
...........................................................................................
41
3.9 Change Order Project Schedule.
...............................................................................................
.. 41
3.10 Issuance of Change Orders
...............................................................................................
........... 41
3.11 Testing and Acceptance.
...............................................................................................
................ 42

11. Page 4
3.12 Virus Warranty.
...............................................................................................
............................. 43
3.13 Date/Time Warranty.
...............................................................................................
..................... 43
3.14 Vulnerability Assessment
...............................................................................................
.............. 43
3.15 Penalties for vulnerabilities.
...............................................................................................
.......... 43
3.16 Penalties for System Downtime and Incident Resolution.
......................................................... 44
3.17 Dispute Procedure
...............................................................................................
.......................... 44
Section 4. MANDATORY BIDDER REQUIREMENTS
........................................................................................ ....
45
4.1 Qualifications of Prospective Bidders.
........................................................................................ 45
4.2 Structure of Bid.
....................................................................................... ........
............................. 45

12. 4.3 Non-responsive determination.
...............................................................................................
..... 45
Section 5. COVER LETTER SUBMISSION
...............................................................................................
................ 46
5.1 Cover Letter Requirement.
...............................................................................................
........... 46
5.2 Check List of Submission Requirements.
................................................................................... 47
Section 6. TECHNICAL PROPOSAL SUBMISSION
...............................................................................................
48
6.1 Technical Proposal.
...............................................................................................
........................ 48
6.1.1 Bidder Experience and Qualifications
.............................................................................. 4 8
6.1.2 Application Processing Capabilities and Proposed
Solution
.......................................... 49
6.1.3 Proposed Implementation Plan

13. ......................................................................................... 50
6.1.4 Training Plan
...............................................................................................
....................... 51
Section 7. COST PROPOSAL
REQUIREMENTS....................................................................
.................................. 53
7.1 Cost Proposal
...............................................................................................
.................................. 53
7.2 Most Favored Nation Clause:
...............................................................................................
....... 53
7.3 Extension of Use (Piggybacking):
...............................................................................................
. 53
Section 8. EVALUATION OF PROPOSALS
...............................................................................................
............... 54

14. 8.1 Evaluation Method.
...............................................................................................
........................ 54
8.2 Evaluation Process.
...............................................................................................
........................ 54
8.3 Level 1: Mandatory Requirements.
............................................................................... .............
54
8.4 Level 2: Technical Evaluation.
...............................................................................................
...... 54
8.4.1 Bidder’s Experience and Qualifications.
............................................................................ 55
8.4.2 Effectiveness of Proposed Project Application