13-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is seeking proposals from qualified vendor(s) for a Class D Pharmacy Inventory Management Program

(CDP-IMP) for Harris County Public Health Services as described herein. The term shall begin on or about July 1, 2026 and ending twelve (12) months thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department(s).

PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held Tuesday, March 10, 2026 at 3:00pm local time, Houston, TX via Microsoft

Teams. Attendance is not mandatory; however, all vendor(s) are encouraged to attend in order to have a better understanding of the requirements of this Request for Proposal (RFP). Persons with disabilities requiring special accommodations should contact Office of the Purchasing Agent at 713-274-4400 at least two (2) days prior to the conference.

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It is the responsibility of each vendor to examine the entire RFP package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this RFP must be submitted in writing through

Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound be any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by the Harris County Commissioners

Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

M/WBEs

Harris County strives to engage with prime contractors and subcontractors that represent the diverse businesses of the County. We will ensure that historically underutilized minority- and woman-owned businesses (M/WBEs) receive a fair and equal opportunity to participate in the County's procurement process. The County expects vendors to make a good faith effort and the vendor agrees to reasonably assist the County to meet or exceed goals for awarding contract associated with a project the County procures, operates, maintains, or constructs to M/WBEs.

BACKGROUND

Harris County Public Health (HCPH) is dedicated to promoting and protecting the health of residents living in the

County. This commitment affirms our vision for a County where all people can achieve their full potential for health and well-being. HCPH does this by responding to public health emergencies, such as natural disasters and diseases, helping residents prevent or manage chronic diseases like diabetes or tobacco addiction, ensure animal welfare, and developing programs that promote a safer environment and community, such as violence prevention or nuisance abatement. Our staff is dedicated to improving the health and well-being of Harris County residents and the communities in which they live, learn, work, worship, and play. Harris County is the third most populous county in the United States and its governing body is comprised of elected officials who serve each of Harris County’s four precinct offices and an elected county-wide judge who represents the entire county.

Class D Pharmacy Inventory Management Program (CDP-IMP) for Harris County Public Health

Services https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGE3ZDY3MWMtYWZiMy00MGIwLWJhMTMtYTE2NzAzMzAzMjIw%40thread.v2/0?context=%7b%22Tid%22%3a%220d9bc79c-581b-4477-acf7-8d70dd3e555a%22%2c%22Oid%22%3a%22e78dcd2c-7268-4b74-ac8b-a6a6e103294a%22%7d tel:+12819851862,,448427421 https://dialin.teams.microsoft.com/e48917d9-8244-4157-a343-69eb2b79d56b?id=448427421

HCPH’s jurisdiction serves 2.2 million residents in unincorporated areas of Harris County (outside the city of

Houston) and over thirty (30) municipalities. The Houston Health Department (HHD) provides public health services to residents within Houston’s city limits. For certain public health services – such as mosquito control, Ryan

White/Part A HIV funding, and refugee health screening – HCPH services the entire County, including the city of

Houston. The County is home to more than 4.5 million ethnically diverse residents.

The Community Health and Wellness Division (CHWD), a division of HCPH, operates a network of ten (10) brick-and-mortar clinical and public health sites and five (5) mobile health units that serve diverse communities across the

County. One of CHWD’s functions is to operate a central pharmacy as a repository and distribution hub for all medical resources utilized across HCPH’s network of service locations. This includes the procurement, storage, and coordinated delivery of pharmaceuticals, vaccines, medical supplies, and equipment to both its brick-and-mortar clinics and mobile health units. The CHWD ensures that each site is adequately stock to support routine clinical operations, public health initiatives, and emergency response efforts.

Key Objectives for a CDP-IMP solution includes, but are not limited to:

• Implementation of a Pharmacy Inventory and Ordering System (PIOS).

• Uninterrupted supply and distribution of essential medications and health commodities to patients and across all

HCPH service points.

• Provide accurate, real-time inventory management to support both centralized pharmacy and site-based operations.

• Adherence to all relevant public health guidelines, as well as applicable state and federal regulatory requirements.

• Robust reporting and analytics capabilities to support regulatory compliance and enable accurate forecasting of inventory usage.

Existing Environment

CHWD does not have a dedicated pharmacy inventory management system, relying instead on manual processes or disparate tools such as: Epic, Various Microsoft Apps, Department of State Health Services (DSHS) software and systems, that limit efficiency and visibility across its service network. To address this gap, HCPH is seeking a scalable solution with the flexibility to accommodate future growth as additional locations are established. The proposed system must seamlessly integrate with Epic, the County’s Electronic Health Record (EHR) platform, Texas

Immunization Registry (ImmTrac2), Health Level Seven International (HL7), Fast Healthcare interoperability

Resources (FHIR), and Application Programming Interface (API) to ensure continuity of care, accurate documentation, and streamlined workflows. The existing pharmacy inventory encompasses approximately 125 individual items, including prescription medications, over-the-counter products, vaccines, and essential supplies necessary to support clinical operations and public health services.

SPECIFICATIONS

HCPH is seeking proposals from qualified firms to develop and implement a comprehensive pharmacy inventory management system that is highly configurable to streamline inventory tracking, enhance stock visibility, reduce manual errors, maintain compliance, and support data-driven decision-making. The system will integrate with existing business operations and ensure real-time inventory control across all locations.

Vendor shall furnish all qualified personnel, supervision, services, materials, equipment, facilities, travel, overhead and incidentals necessary to fulfill the requirements of this solicitation. Please note all travel shall be in compliance with the attachment titled Harris County Travel Policy, under Supporting Documentation inside Bonfire.

Due to marketplace and advancement of technology, Harris County may require newer enhanced series product releases, software, as well as advanced support services of products and services offered during the term of the resulting contract, and its renewal options.

The County reserves the right to procure additional components within the proposed solution, provided they align with recommended best practices. Any equipment or services not initially included in the contract scope will require mutual agreement and a formal amendment to the resulting Agreement.

Vendor shall be responsible for any software customization, design engineering, hardware and equipment installation, integration and configuration, testing, operations, database management, system administration, and maintenance of the work to provide a fully functional and operational solution that meets or exceeds the requirements that are presented herein.

1. Key Functionalities and Features

1.1. Core Inventory Management

1.1.1. Centralized Inventory Control: Unified tracking of medications, vaccines, and supplies across all

HCPH sites.

1.1.2. Real-Time Tracking: Automated updates on stock levels, lot numbers, and expiration dates.

1.1.3. Reconciliation Tools: Ability to reconcile incoming shipments, on-hand stock, and dispensed/used items.

1.1.4. Barcode/Radio Frequency Identification (RFID) Scanning: Support for automated check-in/check-out of inventory.

1.1.5. Cold Chain Monitoring: Integrated temperature monitoring and alerts for vaccine and medication storage.

1.2. Alerts and Notifications

1.2.1. Automated Alerts: Notifications for low stock, impending expirations, recalls, and compliance deadlines.

1.2.2. Expiration/Batch Alerts: Timely notifications to prevent waste and ensure safety.

1.3. Reporting and Analytics

1.3.1. Centralized Reporting and Analytics: Customizable dashboards and reports for usage, compliance, and inventory and traceability.

1.3.2. Program-Specific Reporting: Forecasting and usage analytics tailored to individual programs.

1.3.3. Customer Reports: Detailed insights for stakeholders and operational planning.

1.4. Compliance and Security

1.4.1. Compliance Support: Vaccines for Children (VFC), Adult Safety Net (ASN), and 340B Drug Pricing

Program compliance readiness with built-in reporting and audit tools.

1.4.2. Role-Based Security: User access based on role with audit trails for all transactions.

1.4.3. Data Security & Privacy: Health Insurance Portability and Accountability Act (HIPAA) compliant, with encryption and audit trails.

1.4.4. Public Health Oversight: Role-based access and audit capabilities for regulatory transparency.

1.5. Integration and Interoperability

1.5.1. System Integration: Seamless connectivity with Epic, ImmTrac2, HL7, FHIR, API, Enterprise

Resource Planning (ERP).

1.5.2. Compatibility: Support for EHRs, registries, and pharmacy software.

1.6. Workflow and Usability

1.6.1. Core Workflow Support:

1.6.1.1. Inventory Tracking

1.6.1.2. Expiration Alerts

1.6.1.3. Restocking

1.6.1.4. Reporting

1.6.1.5. Mobile Access

1.6.1.6. Formulary Controls

1.6.1.7. Cold-Chain Tracking

1.6.2. Ease of Use and Training

1.6.2.1. Intuitive Dashboards

1.6.2.2. Minimal Training Burden

1.6.2.3. Effective Onboarding Materials

1.7. Barcode Scanning and Data Capture

1.7.1. System shall support scanning of Two Dimensional (2D) barcodes on medication packaging. The

2D barcode shall contain multiple data elements, including but not limited to:

1.7.1.1. National Drug Code (NDC) number

1.7.1.2. Lot Number

1.7.1.3. Expiration Date

1.7.1.4. Manufacturer Name

1.7.1.5. Medication Name and Strength

1.7.1.6. Medication Size

1.7.2. System shall extract and capture only the following data elements from the barcode scan:

1.7.2.1. NDC Number

1.7.2.2. Medication name and strength

1.7.2.3. Medication Size

1.8. Stakeholder-Specific Features

The system shall support comprehensive inventory tracking and management across all programs and services. Inventory shall remain segregated by funding source, and all dispensing, restocking, and returns must be accurately attributed to the correct program.

1.8.1. Program-Specific Requirements

1.8.1.1. The inventory shall remain separated by funding source for all medications and vaccines.

When items are dispensed, quantities shall be deducted exclusively from the corresponding program’s inventory.

1.8.1.2. Each clinic and mobile unit utilizes multiple funding sources and grant programs, including but not limited to:

1.8.1.2.1. Sexually Transmitted Disease (STD)/Human Immunodeficiency Virus

(HIV), Tuberculosis (TB), Family Planning Program (FPP)/Healthy Texas

Women (HTW), VFC, and ASN: Lot tracking, restocking, and expiration date management.

1.8.2. Immunization Programs: Cold chain management and VFC compliance.

1.8.2.1. State-Issued Medications: Tracking of medications supplied directly by the Texas State

Pharmacy.

1.8.3. Mobile Clinic and Central Pharmacy Operations

1.8.3.1. All excess medications are stored within the Pharmacy Operations Department (PhOD). The system shall track all medications received from distributors into PhOD and their subsequent distribution to clinics and mobile units.

1.8.3.2. At each clinic or mobile unit, staff must be able to:

1.8.3.2.1. Accept medications from PhOD under the appropriate program (e.g., HIV, FPP, HTW).

1.8.3.3. Dispense medications to patients.

1.8.3.4. Record and return expired or wasted medications back to PhOD.

1.8.4. The system shall support offline/mobile functionality to ensure continuity of operations for mobile clinics.

1.8.5. Vaccine inventory shall be managed using the same program-segregated structure. Each clinic and mobile unit shall maintain vaccine inventories for all applicable programs, including:

1.8.5.1. TVFC

1.8.5.2. ASN

1.8.5.3. Private stock

1.9 Scalability and Implementation

1.9.1 Scalability: Expandable beyond fifteen (15) sites without major reconfiguration.

1.9.2 Implementation and Support:

1.9.2.1 Deployment timeline and resources.

1.9.2.2 Service Level Agreements (SLAs).

1.9.2.3 Dedicated Support Contracts.

2. Technical Requirements

The technical requirements are constructed to correlate to the Harris County Universal Services Reference

Architecture (USRA) and to determine vendor’s ability to provide technical capabilities. When proposing a response to this RFP, the vendor shall address all subsections of the technical requirements for the proposed solutions and services supporting HCPH needs. Vendors shall respond to each of the statements in the detailed

USRA Checklist.

2.1. HCUS Reference Architecture (USRA)

The USRA is a compact, comprehensive, abstract illustration of the technology components and business processes supporting County operations and has been developed to provide guidance on how solutions shall deploy and operate within the County’s Technology (IT) environment. The USRA serves as a reference for the specific architectures the vendor shall implement to solve County business objectives.

The USRA is composed of six (6) interrelated domains and provides the foundation for the delivery of service to the County as illustrated in the attachment titled Harris County Universal Services Reference

Architecture (USRA), under Supporting Documentation inside Bonfire.

2.1.1. The USRA is composed of Six (6) Interrelated Domains:

2.1.1.1. Data Services

2.1.1.2. Digital Services

2.1.1.3. Enterprise Technology Infrastructure Services

2.1.1.4. Information Security Services

2.1.1.5. IT Service Management

2.1.1.6. Technology Organization

2.1.2. USRA Questionnaire, Checklist Q-17PX

Vendors shall complete the questionnaire as part of vendor’s proposal response. "Complete” is defined as responding to all questions. A response is still required for non-applicable questions. The questionnaire will assist the County in understanding the scope, capabilities, technical implementation, and deployment features of the proposed solution.

2.2. Technical Requirements Domain

Vendor shall respond to technical requirements pertaining to the domains of:

2.2.1. Data Management

2.2.2. Application Management

2.2.3. Infrastructure Management (including Server and Network Services)

2.2.4. Security Management

2.2.5. Service Management

2.2.6. Program Management

2.2.7. Disaster Recovery and Business Continuity Management

2.3. Methods of Delivery

Vendor shall present the County with details on at least one (1) of the following delivery options for the proposed solution, along with any alternative delivery methods that may be available:

2.3.1. Premise-based

Premise-based solution; all servers will be provided by the vendor, installed at County location(s), and maintained as part of the enterprise. The solution (all hardware and software) is owned by County and is often viewed as a capital expense. County maintains control of the servers and maintains their security.

2.3.2. SaaS (Software as a Service)

SaaS, an on-demand, and a hosted model; in this case the provider licenses an application that is hosted at a remote location (i.e., Network Operations Center) to customers through a subscription model, generally a monthly or yearly fee. This approach can also take into consideration a “cloud computing” model where all the technology is in the “cloud” and accessed over the Internet as a service.

2.3.3. Hybrid Model

Hybrid model in which the solution (hardware / software) is hosted at the County location and the provider will perform the day-to-day responsibility of managing (maintain and support) the software/hardware for the County. The managing of the solution could be either through onsite presence or remote. The provider’s expertise and experience in this subject area is important for more efficient operations.

The County requires vendors to propose at least one (1) approach that provides an efficient solution while meeting both the County’s functional requirements and its technical standards, including the data-centric architecture approach. At all points, the County will have ownership of its data and shall be able to access or be provided the required data to support the proposed service or other services deemed necessary to access the information. If otherwise, the vendor shall state the reasons (functional and technical), as to why they cannot meet the County’s requirements.

2.4. Platform Administration/ Professional Service

Vendor shall provide the County with platform administration (maintain & run). System administration and maintenance of implemented platform, as well as the addition of new software components if needed, is expected to be provided by the vendor based on the method of delivery (Section 2.3) adopted.

2.5. Data Management

Vendor is expected to provide the County with details on their approach to the following data management areas:

2.5.1. Data Governance

2.5.2. Data Quality

2.5.3. Data Security

2.5.4. Data Operations

3. Acceptance Criteria

Vendor shall comply with the following acceptance criteria:

3.1. Product delivery, configuration, and training, which successfully meet all requirements outlined in the RFP shall be provided by the specified dates. Any changes to delivery dates must have prior approval (in writing) from the County.

3.2. The County has the sole responsibility of determining the completeness of vendor’s work. The County shall complete a review of delivered products, configuration, and training within ten (10) business days from the date of receipt.

3.3. In the event the County does not approve a product or service provided herein, vendor shall be notified in writing with the specific reasons. Vendor shall have fifteen (15) business days to correct the unaccepted product or service.

3.4. Vendor shall correct any latent defects identified after the acceptance of a product or service (where appropriate) at no additional charge to the County.

4. Hardware and Software Requirements

4.1. Software Requirements: Vendor shall recommend all necessary software components required to deliver a fully functional and comprehensive pharmacy inventory management system. This includes, but is not limited to:

4.1.1. Core Inventory Management Platform,

4.1.2. Barcode/RFID Integration Software,

4.1.3. Reporting and Analytics Tools,

4.1.4. User Access and Security Modules,

4.1.5. System Integration Interfaces,

4.1.6. Mobile and Remote Access Applications.

4.2. Hardware Requirements: Vendor shall recommend all essential equipment required to support the proposed system, including, but not limited to, the following components:

4.2.1. Computers and tablets,

4.2.2. Barcode Scanners and RFID Readers,

4.2.3. Label Printers,

4.2.4. RFID Tags or Barcode Labels.

5. Maintenance, Support, and Warranty

Upon Final System Acceptance (FSA) and training, the maintenance/support/warranty of the system shall commence on the first day of the official operation of the system as designated by Harris County. At a minimum, the system shall include twelve (12) months of maintenance/support/warranty to include upgrades, patches, fixes and support via phone, web, and email. Pricing shall also reflect annual renewal, and maintenance or license fees for subsequent and continued use of the system.

5.1. Maintenance

5.1.1. Software Updates: Keep the pharmacy inventory management system software up to date to ensure optimal performance and security.

5.2. Support

5.2.1. Technical Support: Access to technical support for troubleshooting and resolving any issues.

5.2.2. Customer Service: Availability of customer service for inquiries and assistance.

5.3. Warranty

5.3.1. Software Warranty: Vendor shall provide warranty information that covers defects in materials.

5.3.2. Hardware Warranty: Vendor shall provide warranty information that includes repair or replacement for defects in materials or workmanship.

5.3.3. Performance Warranty: Vendor shall provide warranty information that covers performance at a certain efficiency level over time.

Vendor shall describe each SLA associated for each applicable service offering. Vendor shall meet all SLA requirements to include but not be limited to the delivery of service offerings, maintaining service offerings, measuring Key Performance Indicators (KPIs), reporting compliance and issuance of credits when performance fails to meet performance objectives. Vendor shall disclose its methodology for measuring each of its SLAs, including but not limited to the formulas for calculating those measurements. Vendor shall disclose how vendor shall address failures to perform to SLA levels and any billing adjustments, credits or other compensation offered.

SLA provided shall not be less than what is commercially available.

6. Training

The County requires comprehensive training for its system administrators and users to support the system after its initial implementation and all future configurations. Training must assure that the users will be capable of continued operation of the system, and that the systems development staff will be capable of maintaining the software and handling the diagnosis of application problems. Appropriate training, knowledge transfer, and system documentation shall be provided to ensure operations, maintenance, and troubleshooting. Vendor training plan shall include associated training materials, i.e. Reference Guides, User Guides, Online Tutorials, etc.

Vendor shall explain their proposed approach to training, including the nature of training, time allocation recommendations, the number of people the training sessions can accommodate, the number and duration of trainings, the target audience for each proposed training. Knowledge transfer should include walk through of system design access methods, along with verification of transfer of relevant configuration files, source code, and executable code.

7. Project Management Plan

Vendor shall provide a comprehensive Project Management Plan (PMP) for HCPH’s review and approval within fifteen (15) calendar days of contract award.

The PMP shall outline the methodology and strategies to implement and roll out a comprehensive pharmacy inventory management system including, but not limited to, the following:

7.1. Assignment of a dedicated project manager to oversee execution.

7.2. A detailed organization chart defining the structure and roles of the project personnel.

7.3. Development and maintenance of a comprehensive schedule of deliverables and milestone-based payment timeline as part of the overall project management plan.

7.4. Submission of weekly progress reports to ensure transparency and accountability.

7.5. Project start-up, system integration, service transition to go-live training, go-live activities, operations, and end-of-term transition activities.

7.6. Development of a testing plan with clearly defined acceptance criteria to validate system functionality.

7.7. Completion of a go-live checklist to confirm readiness for deployment.

7.8. Describe how it proposes transition to go-live and how it will work in parallel with other providers for a period of time if needed.

7.9. Change order requests not relating to the project schedule or monetary changes (may be submitted for review at any time).

7.10. Communications: Define the procedures for controlling all correspondence, submittals and other communication between vendor and Harris County.

7.11. Problems and Resolutions: Identify methodology for identifying problems and the resolution process.

8. Sample Project Management Plan

8.1. A sample project management plan and template of a past pharmacy inventory management system implementation shall be provided with vendor response to this solicitation.

8.2. Provide a comprehensive overview of a previously executed project, detailing the initial context to set the stage for understanding the project's background and its significance.

8.3. The scope shall be clearly defined, outlining the objectives, deliverables, and the extent of work covered. It shall list the stakeholders, including clients, team members, and any third-party collaborators, highlighting their roles and contributions.

8.4. The document shall also address any time constraints or unique challenges faced during the project, providing insight into the vendor's problem-solving abilities and adaptability.

8.5. The results or outcomes of the project shall be presented, demonstrating the effectiveness of the strategic plan in achieving its goals and the value it delivered to all parties involved.

9. Capacity and Resources

Vendor shall maintain and assign a sufficient number of competent and qualified professionals to meet Harris

County requirements. Vendor shall provide Harris County with a staffing plan that identifies the staffing levels, types, and any applicable certifications necessary to meet the requirements of this RFP. Vendor shall also indicate space, technology and telecommunications infrastructure requirements so that Harris County can allocate workspace for the project team to use during the implementation.

9.1. Project Manager (PM)

9.1.1. Vendor shall dedicate a PM for the length of the project to act as the vendor’s representative for all communication and activities with Harris County. The PM shall be the prime point of contact for

Harris County for project matters. The PM shall maintain a detailed and accurate project schedule at all times.

9.1.2. The percentage of the PM’s time dedicated to this project shall be defined. The PM shall have overall responsibility for day-to-day project management. Vendor shall submit a resume for the PM candidate for Harris County to review and approve. At a minimum, the PM candidate shall possess the following qualifications:

9.1.2.1. Five (5) years of project management experience with specific experience related to pharmacy inventory management system implementations.

9.1.2.2. Demonstrated experience creating detailed dependency-driven schedules and tasks required to implement recommended changes.

9.1.2.3. Demonstrated experience facilitating and supporting formal review sessions with executive stakeholders.

9.2. Key Staff

9.2.1. Vendor shall provide resumes for all key staff for Harris County to review and approve. Key staff is defined as all Subject Matter Experts (SMEs) to be utilized during the project. The resumes shall indicate the key staff knowledge and experience specific to implementation of a comprehensive pharmacy inventory management system, background, years of experience and skill sets to ensure project success. Changes to the key staff, anticipated or unforeseen, shall be immediately relayed to

Harris County.

10. Optional/Value-Added Products and/or Services

Vendor may propose optional/value-added products and/or services. Vendor must identify the use, functionality and purpose of the optional/value-added item(s), and how Harris County would benefit from electing to procure those item(s). Pricing for proposed item(s) shall be clearly labeled as optional/value-added.