Questions_dtd_31_Jan_2018.pdf

Questions & Answers dated 31 January 2018:

1. What is the extent of the services required of the Policy management consultant(s) providing subject matter expertise on the various regulatory requirements? The RFP says the contractor will provide a consultant but not what that consultant will do.

Consultant should be able to support the previously listed requirement o The contractor must provide the Phoenix Area health facilities with information, including notification of updates or changes, to assist them in maintaining continuous compliance with the requirements of their respective accreditation and regulatory bodies, including CMS Conditions of Participation (CoP), The Joint Commission (TJC), CMS, NIAHO, CDC, OSHA, HIPAA, NCQA, AAAHC, DHHS, FDA and other applicable regulatory bodies.

2. We will provide 24/7 support for the software part but Does the payer expect the JCAHO Policy management consultant to be available during all support hours (business hours and then 24/7?

This refers to software support. Support for regulatory and accreditation updates would be provided during usual business hours.

3. How often must the contractor provide updates to changes in the requirements?

Quarterly

4. Would the payer accept software designed to provide regulatory information and regular updates electronically? It could be programed to be digitally pushed out periodically. These policies will be for new changes from

Yes, regular electronic updates to regulatory information would be acceptable.

The final sentence is incomplete, so I cannot answer the question related to policy.

5. What assistance, specifically, will the payer require of the contractor regarding merging, writing, etc. any policies.

Assistance with merging and writing policies could be a beneficial addition, but was not a requirement. Included requirements related to this question were o Initial uploading/importing and conversion of current policies and procedures in preferred format o Access to a Policy & Procedure reference library which includes samples, templates and customizable forms from healthcare facilities of similar type and function o

6. Will this system only manage policies or will it be expected to manage procedures, bylaws, etc.

as well?

Yes, procedures and bylaws would be managed in the system

7. Addition of new employees, editing employee accounts, enroll employees in courses.

There is a competency feature, however to enroll in courses are you referencing a LMS?

8. Initial uploading/importing and conversion of current policies and procedures in preferred format – Documents are uploaded in their current format. If you are looking to standardize documentation the format can be changed prior to upload or will you upload templates in the Policy Manager that should be utilized when creating new documents and use this template when the document comes up for a review cycle (majority annually) then documents will be standardized within this time frame.

9. What is the budget for the project so I can see if it I want to bid? Answer: No range of dollar threshold established.

10. Is there a requirement to be on your site to implement this solution or can it be done completely offsite? Answer: Whatever your firm chooses.

11. Do you have a preferred vendor your looking at which you already have worked with in the past or have a recommendation about and is this bidding process purely a formality with a specific vendor to award to? Answer: No preferred vendor just one that is familiar with medical/hospitals. The bidding process is to procure a new vendor for the service of providing all our service units with the same policy memos and guidelines required. Our region of the country doesn’t have an existing one in place except for the

Phoenix Medical center and that will be going away with the implementation of this new contract.