15-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is seeking qualified vendors to provide comprehensive mobile X-ray, Electrocardiogram (EKG), and Ultrasound services. (Any references to Harris County should also be construed as referencing the Harris County Juvenile Board and Juvenile Probation Department. (HCJPD)) This Request for Qualification (RFQ) seeks to establish diagnostic imaging capabilities, essential for providing timely and accessible medical care to juveniles residing in both pre-adjudication and post-adjudication facilities throughout Harris County. The implementation of mobile services is strategically vital, as it significantly mitigates the logistical complexities, inherent security risks, and considerable costs traditionally associated with transporting youth to external medical facilities for diagnostic procedures. By bringing these critical services directly to the facilities, the Department can enhance the continuity of care and respond more efficiently to the health needs of the juvenile population.

PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held Tuesday, October 14, 2025, at 1:00 p.m. CST via Microsoft Teams Conference ID: 229 448 163 330 2, password 4Mn75vY9, or call in (audio only) +1 281-985-1862,, 458804883#. Attendance is not mandatory; however, all vendor(s) are encouraged to attend in order to have a better understanding of the requirements of this RFP.

Join the meeting now Meeting ID: 229 448 163 330 2 Passcode: 4Mn75vY9

Or call in (audio only) +1 281-985-1862,,458804883# United States, Aldine Phone conference ID: 458 804 883#

It is the responsibility of each vendor to examine the entire RFQ package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this RFQ must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFQ 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 Harris County Juvenile Board. 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.

SCOPE OF WORK

Harris County is seeking qualified vendors to deliver on-call and emergency diagnostic imaging, ultrasound, and EKG services, in addition to routine services during standard business hours, which are defined as Monday through Friday, 8:00 a.m. to 5:00 p.m. CST. The vendor shall also ensure availability for after-hours, weekend, and holiday needs, as dictated by the Department's operational requirements. These diagnostic imaging capabilities are essential for providing timely and accessible medical care to juveniles residing in both pre-adjudication and post-adjudication facilities throughout Harris County. Services shall be provided at all HCJPD facilities, including, but not limited to: Harris County Juvenile Detention Center (1200 Congress St, Houston, TX 77002), Harris County Leadership Academy (9120 Katy Hockley Rd, Katy, TX 77493), and Harris County Youth Village (210 JW Mills Dr, Seabrook, TX 77586). Given that these facilities operate as secured institutions, strict adherence to established security protocols, facility access policies, and comprehensive patient privacy regulations is not merely a preference but a fundamental prerequisite for any

Mobile X-ray, Electrocardiogram, and Ultrasound Services for the Harris County Juvenile Probation Department tel:+12819851862,,458804883 https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTMyMjQzZGYtYzkzMi00ZGY1LTg5Y2UtYjRkOGJjZmNkYWI4%40thread.v2/0?context=%7b%22Tid%22%3a%220d9bc79c-581b-4477-acf7-8d70dd3e555a%22%2c%22Oid%22%3a%220c98879c-7650-452d-bf5a-3b4923dc826c%22%7d tel:+12819851862,,458804883 prospective service provider. The scope of services explicitly encompasses all types of X-rays, whether single or series, all necessary EKG procedures, and various ultrasound procedures.

I. SERVICE REQUIREMENTS AND OPERATIONAL STANDARDS

A. Scope of Mobile X-ray Services The selected vendor shall be responsible for providing a full spectrum of routine mobile X-ray services. This includes, but is not limited to, the performance of single or series X-rays and various anatomical views as determined by medical necessity. Specifically, the scope of X-ray services shall encompass common radiographic examinations such as skeletal films involving arms, legs, pelvis, vertebral column, and skull.

Additionally, the vendor shall provide chest films that do not necessitate the use of contrast media, and abdominal films, also without the use of contrast media.

B. Scope of Mobile EKG Services In parallel with X-ray capabilities, the vendor shall deliver all requisite mobile EKG or ECG services. This includes the provision of multi-channel, interpretive EKG systems , which are designed to detect and record the electrical signals associated with cardiac activity. These recordings are instrumental in diagnosing various heart conditions, identifying arrhythmias, and monitoring a patient's physiological response to ongoing therapies. To ensure comprehensive and accurate readings, the EKG equipment utilized shall be capable of employing multiple recording methodologies, such as Hand-to-Hand, Hand-to-Chest, and Hand-to-Leg measurements.

C. Scope of Mobile Ultrasound Services Vendor shall also provide mobile ultrasound services for any part of the body as requested by the Department's medical staff. This includes, but is not limited to, common ultrasound examinations such as abdominal, cardiac (ECHO), musculoskeletal (MSK), vascular (Dopplers), and soft tissue imaging. The services shall provide high-resolution imaging and exceptional clarity to support accurate diagnostic assessments.

D. Required Service Availability and Operational Hour Vendor's services shall be routinely available during the established business hours of the Harris County Juvenile Probation Department, specifically from 8:00 a.m. through 5:00 p.m., Monday through Friday. Beyond these routine hours, the vendor is mandated to provide services on an on-call or emergency basis. This extended availability includes after-hours, weekends, and all recognized holidays, ensuring that diagnostic needs can be met promptly whenever they arise within the Department's facilities.

E. Mandatory Response Times for Routine, Urgent, and STAT Requests To ensure the provision of timely patient care within the secure environment of juvenile facilities, the proposal shall clearly delineate mandatory response times for all service requests. For routine service requests, the vendor shall commit to a response within four (4) hours, with a preferred target of two (2) hours from the time of the request. For STAT (critical/urgent) service requests, a significantly faster response time is required, specifically within one (1) hour.

F. Reporting and Interpretation Requirements All X-ray images acquired by the vendor shall be interpreted by a board-certified radiologist. Similarly, EKG interpretations shall be performed by highly qualified medical professionals, ideally U.S. Board Certified cardiologists or specialists with specific certifications in cardiac imaging. Ultrasound images shall be interpreted by board-certified radiologists or other licensed medical providers who demonstrate comprehensive understanding and competence in diagnostic ultrasound interpretation specific to their area of practice.

Written reports detailing the findings of X-ray, EKG, and Ultrasound examinations are required within specific timeframes. For routine requests, written reports must be provided to the Department within four (4) hours of the procedure. For STAT requests, the urgency of the situation necessitates a much faster turnaround, with written reports required within one (1) hour.

The delivery of these reports and corresponding images shall be entirely digital, with a strong preference for seamless integration into the Department’s existing Electronic Medical Record (EMR) system. The chosen system shall support instant image upload and efficient interpretation workflows. Furthermore, the quality of digital images shall be consistently high to ensure accurate diagnostic assessments. To align with the 24/7 service availability, the vendor shall also offer comprehensive daytime and nighttime interpretation services.

II. VENDOR AND PERSONNEL QUALIFICATIONS

A. Required Company Licensing, Certifications, and Accreditations

Vendor shall demonstrate full compliance with all applicable state and federal regulations governing mobile diagnostic services. A fundamental requirement is the possession and maintenance of a current Certificate of Registration for "Radiation Machine Use and Services" issued by the Texas Department of State Health Services (DSHS), as stipulated by 25 Texas Administrative Code (TAC) §289.226. Specifically, the vendor shall be explicitly authorized for "Mobile Services" under DSHS form RC 226-08. This mobile service registration is mandatory and is not subject to exemption.

B. Professional Qualifications and Certifications for All Personnel All personnel dispatched by the vendor to perform services at HCJPD facilities shall possess appropriate professional qualifications and current certifications. Radiologic Technologists performing mobile X-ray services shall be certified by the American Registry of Radiologic Technologists (ARRT) or hold an equivalent recognized certification. They must also possess the requisite state licensure for Radiologic Technologists in Texas, or demonstrate a willingness and ability to obtain it promptly.

For EKG services, personnel shall be certified and proficient in performing electrocardiograms and ensuring accurate documentation. For Ultrasound services, Diagnostic Medical Sonographers (DMS) must be certified by the American Registry for Diagnostic Medical Sonography (ARDMS) and hold appropriate state licensure in Texas. The interpretation of X-ray and Ultrasound images must be conducted by board-certified radiologists, while EKG interpretations should be performed by U.S. Board Certified cardiologists or cardiac imaging specialists. This ensures that all diagnostic interpretations meet the highest professional standards. Experience in mobile imaging or working across multiple care settings, particularly in correctional or secure environments, is highly advantageous for all personnel.

C. Mandatory Background Check and Screening Protocols for Vendor Staff Given the sensitive nature of working within secured juvenile facilities, all vendor personnel requiring access shall undergo rigorous background checks and screening protocols. This includes, at a minimum, a criminal background check, a pre-employment drug test, fingerprinting, and a driving record check.

The thoroughness of these checks is paramount to ensure the safety and security of the juvenile residents and facility staff. The need for comprehensive background vetting for all personnel accessing secure facilities is a critical aspect of maintaining institutional integrity and safeguarding vulnerable populations. This proactive screening process helps to mitigate potential risks associated with individuals who may have a history that conflicts with the secure and rehabilitative environment of a juvenile probation department.

1. Criminal History Checks for Prospective Staff, Interns and Volunteers

a. Vendor staff must be at least 21 years of age and submit to a criminal history check. Section 344.300 of the Texas Administrative Code requires criminal history searches for all personnel including interns and volunteers who may have direct unsupervised contact with youth in Juvenile Board facilities and programs prior to the commencement of services. HCJPD has a two (2)-tiered, and in some cases, a three (3)-tiered criminal history check process. This process includes a Texas Crime Information Center/National Crime Information Center (TCIC/NCIC) check, a fingerprint-based check through a Texas Department of Public Safety contractor, and a Texas Department of Family and Protective Services check, if applicable.

b. The fingerprint-based criminal history search will be conducted in accordance with HCJPD policies and procedures prior to service commencement. The fee for each criminal history search will be charged to the selected vendor. The current cost for a fingerprint-based search is $10.21 per individual; however, this cost is subject to change. Upon payment and processing, the criminal history results and future notifications will be sent to HCJPD. For each new employee hired or transferred to a juvenile justice facility or program a new search must be conducted and the vendor must pay the processing fee. The selected vendor must include this cost in their budget as part of per unit costs. HCJPD will not reimburse or pay vendor for fingerprint processing.

2. Prospective Disqualifying Criminal Conduct or History

a. Any vendor staff hired or employed who will have direct unsupervised contact with youth must not have any of the following criminal history as described under Section 344.400 of the Texas Administrative Code. A disqualifying criminal history includes any of the following:

i. a deferred adjudication or conviction for a felony listed in Texas Code of Criminal

Procedure Article 42A.054 or a substantially equivalent violation against the laws of another state or the United States, regardless of the date of disposition; or,

ii. a deferred adjudication or conviction for a sexually violent offense as defined in Article 62.001, Texas Code of Criminal Procedure.

b. Under Section 344.410 of the Texas Administrative Code, any vendor staff hired or employed who will have direct unsupervised contact with youth must not have the following disqualifying criminal history:

i. a deferred adjudication or conviction for a felony other than those referenced above or substantially equivalent violation against the laws of another state or the United Sates if the date of the deferred adjudication or conviction waws less than 10 years prior to the date of the review is requested; or

ii. a deferred adjudication or conviction for any Class A or B misdemeanor in Texas or a substantially equivalent violation against the laws of another state or the United States if the date of thee deferred adjudication or conviction was less than five years prior to the date the review was requested.

iii. regardless of the date of conviction or deferred adjudication, a review will be conducted if an individual was incarcerated or placed on community supervision for any of the above offenses and less than one year has lapsed since the completion of any period of incarceration, community supervision, or parole.

c. These provisions also apply to any interns, volunteers, or sub-contractors working with the vendor under this advertisement. However, in an effort to implement the Credible Messenger approach and utilize individuals with lived experience, the HCJPD may, but is not required to grant an exemption after considering factors listed in Section 3444.420 of the Texas Administrative Code. Some of these factors include but are not limited to; the extent and nature of past criminal activity; the amount of time that has elapsed since the person's last criminal activity; evidence of the individual's rehabilitation and rehabilitative effort while incarcerated or after release; and any other evidence of the individual's fitness to perform the duties of the position requiring certification, including any letters of recommendation. This will be at the sole discretion of HCJPD.

d. Prospective vendor should be aware that they are responsible for the costs of each FAST fingerprint-based check conducted on new and current staff regardless of the criminal history results.

D. Professionalism and Conduct Standards for Personnel

All vendor personnel serving Harris County shall adhere to the highest standards of professionalism and ethical conduct. As an extension of the Department's operations, the vendor's team is expected to maintain a professional demeanor and appearance at all times while on-site. This includes respectful and empathetic interaction with juvenile residents, their families (when authorized), and all Department staff. Personnel shall treat all individuals with dignity and respect, recognizing the sensitive nature of the environment and the vulnerability of the juvenile population.

Strict adherence to all Department policies, rules, and regulations, beyond just security protocols, is mandatory.

This encompasses guidelines related to communication, personal conduct, and maintaining appropriate boundaries with residents. Confidentiality and discretion are paramount; vendor staff shall exercise extreme care to avoid inadvertent disclosure of sensitive information or observations, even beyond the strictures of Health Insurance Portability and Accountability Act (HIPAA). Any unauthorized contact, communication, or fraternization with juvenile residents is strictly prohibited. The vendor shall ensure that its employees are thoroughly educated on the critical importance of these conduct standards and that a clear code of conduct and ethics is in place and enforced.

E. Department Orientation and Continuous Training and Competency Requirements Vendor shall commit to continuous training and competency maintenance for all its staff involved in providing services. This includes regular updates on best practices in mobile diagnostic imaging, radiation safety, and EKG procedures. Additionally, personnel shall receive ongoing training specific to working in secure correctional or juvenile detention environments, covering topics such as facility-specific access policies, emergency response coordination, and protocols for interacting with juvenile residents. Maintaining certifications in areas like First Aid and CPR is also essential for medical personnel. This continuous professional development ensures that the quality of care remains high and that staff are always prepared for the unique challenges presented by the facility environment.

E. Department Training Requirements In order to provide high-quality and efficient services to youth under the department’s supervision, HCJPD requires vendor staff be trained on HCJPD policies and procedures and Texas Juvenile Law. This training must be attended by any vendor staff that provides direct services, or may access individually identifiable juvenile records. In addition, vendor staff may be required to attend HCJPD Project II or other training that will assist in facilitating contract compliance.

Topics shall include, but are not limited to:

• General Overview of the Harris County Juvenile Probation Department (HCJPD)

• Prison Rape Elimination Act (PREA)

• Abuse, Neglect and Exploitation Reporting

• Criminal History Check Policies and Procedures

• Confidentiality and Juvenile Records

• Department Media Policies and Procedures

• Other Topics

This training may take up to three (3) hours and costs will not be reimbursed.

III. EQUIPMENT SPECIFICATIONS AND MAINTENANCE

A. Technical Specifications for Mobile Digital X-ray Equipment

The mobile digital X-ray equipment supplied by the vendor shall meet stringent technical specifications to ensure high-quality imaging and operational efficiency within the secure facilities. The units shall feature a 14x17 wired flat panel detector or similar advanced digital radiography (DR) technology for superior image clarity. Key operational parameters include a kilovoltage peak (kVp) range of 50-125 and milliampere-seconds (mAs) range of 0.4-320, with 24 kVp stations and 30 mAs stations, and 100 mA constant. The X-ray tube shall be robust, such as an MX-75 275k HU X-ray tube with a 0.75 millimeter (mm) focal spot, paired with a high-quality collimator.

Portability is paramount, necessitating a completely mobile unit that can operate at full power without a direct power connection, relying on battery capacity (e.g., approximately 20,000 mAs at 100 kVp when fully charged).

The equipment shall be maneuverable, with variable forward and reverse speeds, and a wide range of vertical and horizontal movement for the tube arm to accommodate various patient positions and facility layouts. The equipment shall also meet essential radiation safety standards, including a minimum inherent filtration of 2.0 mm aluminum equivalent at 100 kVp and a minimum source-to-skin distance greater than 30 centimeters (cm).

B. Technical Specifications for Portable Digital EKG Equipment Portable digital EKG equipment shall be robust, easy to use, and capable of delivering accurate, medical-grade readings in a mobile setting. The devices should support twelve (12)-leads detection and multi-channel recording, providing a comprehensive graphic record of cardiac activity. The ability to store multiple readings (e.g., up to 100 readings) and download results via Bluetooth or Universal Serial Bus (USB) is crucial for data management.

The equipment shall offer various recording methods, such as Hand-to-Hand, Hand-to-Chest, and Hand-to-Leg, to ensure thorough and accurate data acquisition. Modern portable EKG devices can provide instant analysis and detect common arrhythmias like Atrial fibrillation (AFib) , Bradycardia, and Tachycardia. For secure environments, devices that are lightweight, easy to use, and capable of reliable performance in diverse conditions are preferred. The equipment should also facilitate the transmission of EKG data to specialists for remote interpretation.

C. Technical Specifications for Portable Ultrasound Equipment Portable digital ultrasound equipment shall be designed for whole-body imaging with high-definition clarity and detail, utilizing advanced transducer technology (e.g., PZT transducer) for rapid, reliable diagnostics and consistently high-quality imaging. The devices shall support a range of frequencies suitable for various applications, such as 10-14 megahertz (MHz) for linear probes used in vascular, musculoskeletal (MSK), thyroid, breast, and superficial structure imaging. Multiple scanning modes are required, including B-mode (2D, real-time, black-and-white), M-mode (motion viewing), Color Doppler (blood flow), Power Doppler (strength of Doppler signal), and Pulsed Wave Doppler (direction and speed of blood flow). The equipment shall offer adjustable scan depths (e.g., 20/30/40/55mm) to accommodate both deep and shallow imaging needs. For portability, units shall be lightweight, wireless, and battery-powered with swappable batteries to ensure extended operation (e.g., three (3) – five (5) hours of scanning time per charge). Connectivity with various operating systems (Windows, Android, iOS) is essential, along with capabilities for local image/clipping storage, PNG report generation, and DICOM support. Advanced features such as built-in biopsy capabilities with automatic needle enhancement, free annotation functionality, and various measurement tools (e.g., heart rate, obstetric measurements, length, angle, area, trajectory) are also required.

Finally, all equipment shall be certified as medical-grade (e.g., IEC60601_1U, FDA Class II Medical Device, CE & ISO Certified) to ensure safety and compliance

D. Equipment Maintenance, Calibration, and Quality Assurance Protocols Vendor shall implement comprehensive protocols for the maintenance, calibration, and quality assurance of all mobile X-ray, EKG, and Ultrasound equipment.

Quality assurance (QA) and quality control (QC) testing are critical to ensure consistent image quality and accurate diagnostic results. The coefficient of variation of radiation output for X-ray machines should be minimal (e.g., less than 0.045 for successive exposures with constant technique factors). These protocols shall include routine checks, preventative maintenance schedules, and prompt repair services. The vendor shall, upon request, provide documentation of all maintenance and calibration activities, demonstrating adherence to manufacturer guidelines and regulatory standards.

E. Cleaning, Disinfection, and Sterilization Protocols for Portable Medical Equipment

Strict cleaning, disinfection, and, where applicable, sterilization protocols are mandatory for all portable medical equipment used within HCJPD facilities. These protocols shall align with best practices for health care settings and comply with relevant standards for medical device reprocessing. The vendor shall have rigorous hygiene rules and procedures in place, and their employees must be thoroughly educated on the critical importance of infection control.

The procedures shall detail the appropriate methods and agents for cleaning and disinfecting equipment after each use, especially when moving between different patients or facilities. This includes specific contact times for disinfectants and proper handling of biohazardous waste. Maintaining the same level of cleanliness and following comprehensive processes comparable to those in fixed healthcare facilities is essential to ensure a favorable and safe patient experience within the mobile service setting. Documentation of staff training in infection control and adherence to these protocols shall be required.

IV. FACILITY ACCESS, SECURITY, AND OPERATIONAL PROTOCOLS

A. Detailed Procedures for Vendor Access and Egress in Secured Juvenile Facilities

All equipment brought into the facility shall be subject to inspection and must be logged. This includes verifying that the equipment is necessary for the scheduled services and does not pose any security risks. Similarly, upon departure, all equipment will be re-inspected to ensure no unauthorized items are removed or introduced.

B. Requirements for Security Clearances, Identification, and Escort Protocols All vendor personnel who will be entering the secured facilities shall undergo and successfully pass the Department's required security clearances. This typically involves comprehensive background checks, which may include fingerprinting and criminal records checks, similar to the pre-employment conditions for staff within juvenile justice departments. The vendor shall provide evidence that all staff meet these clearance requirements prior to commencing services.

Beyond initial clearance, strict identification protocols will be enforced. Vendor staff shall wear clearly visible identification badges at all times while on-site. The Department shall mandate escort protocols, meaning that vendor personnel will be accompanied by designated facility staff from the point of entry to the specific service location and throughout the duration of their presence within the secured areas.

C. Protocols for Handling and Securing Medical Equipment within Facilities The handling and securing of mobile medical equipment within the juvenile facilities require specific protocols to prevent misuse, damage, or unauthorized access. During procedures, the equipment shall remain under the direct supervision of vendor personnel and, ideally, facility staff. When not in active use, or if left in a designated area for a period, equipment shall be secured to prevent tampering or theft. This is particularly important for sensitive diagnostic machinery.

Vendor shall submit a plan detailing how equipment will be secured when not in use, how it will be transported safely within the facility, and how any potential security risks associated with the equipment itself (e.g., components that could be misused) will be mitigated. This ensures that the presence of medical equipment does not compromise the overall security framework of the institution.

D. Emergency Response Coordination and Communication with Facility Staff Effective emergency response coordination and clear communication channels with facility staff are paramount for mobile medical services in secured environments. The vendor's team shall be fully integrated into the Department’s emergency protocols. This includes understanding and adhering to procedures for medical emergencies, which typically involve immediate notification of on-duty medical staff or, if unavailable, contacting an on-call physician or emergency services (9-911). The Building Supervisor or Charge Nurse shall be notified immediately in such situations.

Vendor's staff shall be trained on the facility's specific emergency codes, evacuation plans, and communication methods. In the event of a medical emergency requiring off-site transport, vendor personnel shall coordinate seamlessly with facility staff, who will typically accompany the youth to the hospital with necessary medical consent forms. Clear communication is also essential for routine operations, including scheduling, patient identification, and relaying any immediate concerns or observations to facility medical and security personnel.

This ensures that medical care is delivered efficiently while maintaining the safety and security of all individuals within the facility.

V. DATA MANAGEMENT, PRIVACY, AND REGULATORY COMPLIANCE

A. Compliance with HIPAA

Strict compliance with HIPAA is a non-negotiable requirement for any vendor providing medical services to HCJPD. HIPAA establishes national standards for protecting the privacy and security of individuals' identifiable health information, known as Protected Health Information (PHI). The vendor, acting as a business associate of the Department (a covered entity), shall adhere to all provisions of the HIPAA Privacy Rule and Security Rule.

This includes safeguarding PHI, limiting its use and disclosure without patient permission, and ensuring the confidentiality, integrity, and availability of all electronic PHI.

Individuals, including juvenile residents, have a legal and enforceable right to access and receive copies of their PHI maintained by healthcare providers. The vendor shall be prepared to facilitate these rights, including providing access to medical records, billing records, and medical images such as X-rays. Furthermore, the vendor must have a current and ongoing HIPAA training program in place for all its employees to ensure continuous adherence to privacy standards. Any suspected or actual breaches of PHI must be reported appropriately, in line with federal and state privacy laws.

B. Adherence to the Texas Medical Records Privacy Act (TMRPA) In addition to federal HIPAA requirements, the vendor must strictly adhere to TMRPA. This state law provides additional standards to protect the confidentiality of PHI in Texas. TMRPA reinforces many of the patient privacy rights found in HIPAA, including the right to know how PHI will be used and shared, the right to review and obtain copies of health records, and the right to request corrections or amendments to health records.

The TMRPA also mandates specific requirements for notification in the event of improper access or breaches of PHI. The vendor shall demonstrate a comprehensive understanding of and compliance with both federal HIPAA and state TMRPA regulations, ensuring that the most stringent privacy protections are applied to the health information of juvenile residents.

C. Secure Handling, Storage, and Transmission of Protected Health Information (PHI) The secure handling, storage, and transmission of PHI is paramount. Vendor shall employ robust security protocols to protect PHI, regardless of whether it is maintained in paper or electronic systems, on-site, or remotely. For electronic PHI, all transmissions of data, including medical images and reports, must be encrypted using strong encryption standards.

Access to PHI shall be strictly restricted to authorized personnel who have a legitimate need to view and upload data, with user roles defined to limit capabilities based on functional duties. This role-based access management is a critical design choice to ensure privacy protections for sensitive medical and mental health data. Non- Department users, such as contract medical staff, must undergo information security awareness training before gaining access to any system or data. Records and technical equipment containing PHI shall be maintained in restricted areas, and proper passwords and user identification shall be required to access systems. These measures are crucial to mitigate the risk of inadvertent disclosure of sensitive information to unauthorized persons.

D. Requirements for Electronic Medical Record (EMR) Integration and Interoperability Seamless EMR integration and interoperability are highly desirable for efficient healthcare delivery and continuity of care within HCJPD. The vendor's systems shall be capable of direct integration with the Department’s EMR, which is currently CorrecTek, allowing for instant image upload, rapid report delivery, and streamlined access to patient information. This integration reduces manual data entry, minimizes errors, and ensures that comprehensive health records are readily available to authorized Department staff.

The ability to transmit electrocardiographic and ultrasound data and cardiac/ultrasound imaging results in real-time for remote interpretation is a key aspect of modern diagnostic services. The vendor should facilitate this by providing a secure portal, phone, fax, or direct EMR connectivity for easy on-demand scheduling and report delivery. While some correctional systems may have future plans for teleradiology integration , the selected vendor shall already possess or be able to rapidly implement such capabilities to support efficient data flow.

E. Mandatory Reporting of Infectious Diseases and Other Public Health Data Vendor shall comply with all mandatory reporting requirements for infectious diseases and other public health data as stipulated by state and local health authorities, including the Texas Department of State Health Services (DSHS). This includes reporting identified cases of communicable diseases to state health departments or the Centers for Disease Control and Prevention (CDC).

Vendor's protocols shall ensure that any relevant diagnostic findings pertaining to public health concerns are promptly and accurately reported to the appropriate Department staff, who will then facilitate official reporting.

This compliance is essential for public health surveillance and control within the juvenile facilities and the broader community.

F. USRA Requirement Responses shall be subject to the Harris County Universal Services Reference Architecture (USRA) requirements. The USRA is a compact, comprehensive, abstract illustration of the technology components and business processes supporting County operations, see attachment titled Harris County Universal Services Reference Architecture (USRA) located in Bonfire under Requested Information. The USRA has been developed to provide guidance on how solutions shall deploy and operate within an IT environment and serves as a reference for the specific architectures that vendors may implement to solve County business objectives.

The USRA is a compact, comprehensive, abstract illustration of the technology components and business processes supporting County operations, see the attachment titled Harris County Universal Services Reference Architecture (USRA). The USRA has been developed to provide guidance on how solutions shall deploy and operate within the IT environment. The USRA serves as a reference for the specific architectures that vendors may implement to solve County business objectives.