3-RFP 6231 COST ACCOUNTING SYSTEM IMPLEMENTATION.pdf

COUNTY OF VENTURA

GENERAL SERVICES AGENCY

PROCUREMENT SERVICES

800 S. VICTORIA AVE., L#1080

VENTURA CA 93009

REQUEST FOR PROPOSAL

for

Cost Accounting System Implementation

Issued: November 18, 2025 Due: December 10, 2025

County of Ventura RFP 6231 Cost Accounting System Implementation

GSA/Procurement Services

SECTION 1.0

GENERAL INFORMATION AND SCOPE OF WORK

This Request for Proposal (RFP) has been posted on the County of Ventura Vendor Information Portal (VCVIP) aka Bonfire website (Ventura.bonfirehub.com) for your convenience. Addenda and attachments, if issued, are also posted. It is the Offeror’s responsibility to ensure that the entire RFP package, in its latest version, is reviewed prior to submittal of a proposal.

1.1 Introduction/Purpose

The County of Ventura is requesting proposals from qualified vendors to provide a Cost Accounting and Decision Support System with related implementation, training, maintenance, and support services that will enable the Ventura County Medical Systems, which includes Ventura County Medical Center Hospital, Santa Paula Hospital, Ambulatory Clinics, and Health Care Agency Admin, to perform Accounting Cost Modeling, Finance Analytics, Management Reporting, and Productivity Analysis.

The Ventura County Medical System is seeking to integrate a new Cost Accounting and Decision Support System into the County’s existing financial platforms. The objective of the proposed solution is to bring current technology and platform support resulting in additional levels of sophistication to the finance department.

This improvement should bring enhanced capabilities into its three main process areas. (a) Accounting Cost Modeling, (b) Financial Analytics and Productivity Analysis, and (c) Managerial Reporting.

The proposed solution must include implementation, related maintenance, training, and support services for the proposed solution.

1.2 Background

Ventura County Medical System is looking for Cost Accounting Module and Decision Support System to be interfaced with the Electronic Health Records (EHR) System, the General Ledger, and with several other data source systems that supply the necessary data. These systems include but are not limited to:

• Electronic Medical Record Cerner Millennium – Information from the Electronic Health Records (EHR) System, will provide clinical information and accounting records (itemized charges) to the Cost Accounting System.

Information will feed the Cost Accounting system with cost of staff, supplies, materials, pharmaceuticals, and all other costs, cost center ID, area, department objects (i.e., natural class code, cost for resources by https://ventura.bonfirehub.com/portal/?tab=login classification, cost for supplies by code).

• Payroll – Ventura County Human Resource/Payroll (VCHRP - Oracle) – This is the lower level of detail that supports the ledger (payroll title, overtime, standby, regular time, productive & non-production hours worked by category).

• Human Resources (UKG System) – This system will provide the HR related data (e.g., item, timesheets).

• General Ledger (People Soft – Financial Management System)

System Diagram, Interface, and Flow are Shown Illustration # 1

Illustration #1 – Cost Accounting and Decision Support System Data Source Systems

1.3 Pre-proposal Conference

A non-mandatory virtual pre-proposal conference will be held at 10:00 a.m on November 24, 2025 by The County of Ventura Procurement Services.

Attendance to the pre-proposal conference is highly recommended.

Microsoft Teams Meeting:

Meeting ID: 244 900 629 268 7 Passcode: Cd9WQ3kB

The purpose of this meeting is to clarify requirements and answer vendor questions. To provide comprehensive answers and minimize response time, Offerors are asked to submit questions in writing prior to this conference. Pre-proposal questions should be submitted to the Buyer under the “Messages” tab of the solicitation online at: ventura.bonfirehub.com.

1.4 Action Dates

The following is an outline of the anticipated schedule for the proposal review and contract award.

Issue Request for Proposal (RFP) November 18, 2025 Non-Mandatory Pre-Proposal Conference November 24, 2025 Last day for questions December 2, 2025 Proposals Due December 10, 2025 Evaluation-award January 2026 Start Work TBD

The Contractor shall not commence work until a meeting between representatives of the contractor, and the County of Ventura is held. The meeting will be held at a County of Ventura site, or a Teams meeting at a time and date to be established.

The schedule set forth above is subject to change.

1.5 Questions Regarding RFP

All questions concerning this Proposal may be directed to GSA Senior Procurement Specialist (interim) Justin Tapia, under “Messages” tab of the solicitation online at: ventura.bonfirehub.com.

SECTION 2.0

INSTRUCTIONS TO OFFERORS/RULES GOVERNING COMPETITION

2.1 Submittal Deadline

Completed proposals must be submitted online through VCVIP at ventura.bonfirehub.com per instructions.

Offerors are allowed to submit more than one proposal with different methods of meeting the RFP requirements. When Offeror submits more than one proposal, one proposal shall be marked “Base Proposal” and the others shall be marked “Alternate Proposal 1, Alternate Proposal 2, etc.” Each base proposal and each alternate proposal shall be submitted in accordance with the terms and conditions of the RFP.

Offerors are responsible for making certain their proposals are received by GSA- Procurement on or before the Proposal Submittal Deadline listed on the RFP Details tab in the VCVIP portal. The receiving time in VCVIP will be the governing time for acceptability of proposals. No hard copy, oral, telegraphic, electronic mail, facsimile, or telephone proposals or modifications will be considered.

2.2 Proposal Response

Offerors must submit their proposals and all required information and forms by the submittal deadline. Proposals failing to provide complete information may be deemed non-responsive. Offerors should keep copies of their submittals for future reference.

Offerors who do not wish to respond but who wish to be kept on the mailing list must return their proposal forms or a written response indicating “No Proposal”.

Include name and address of Offeror.

Offerors who fail to respond to proposal solicitations may be removed from the supplier mailing list.

2.3 Modification of Proposals

Any Offeror who wishes to make modifications to a proposal already received by County must withdraw their proposal in order to make the modifications. All modifications must be made on-line, properly by Offeror’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of Offeror to ensure that modified proposals are resubmitted before the Submittal Deadline.

Offerors may withdraw their proposals, at any time prior to the due date and time, by submitting notification of withdrawal signed by Offeror’s authorized agent.

Proposals cannot be changed or modified after the date and time designated for receipt.

2.4 Opening of Proposals

Proposals will not be opened publicly but a list of the names of Offerors submitting proposals will be available within a reasonable time after the Submittal Deadline.

Proposals will be made public and may be inspected at the time of award.

2.5 Examination of the Request for Proposal

Offerors should carefully examine the entire RFP, any addenda thereto, and all related materials and data referenced herein or otherwise available to offeror.

Offeror shall be presumed to be familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve offerors from any obligation with respect to this proposal.

2.6 Proposal Validity

Proposals submitted hereunder shall be firm for 90 calendar days from the due date unless otherwise qualified.

2.7 Proposal Content/Format

To be considered responsive, proposals should address all items identified in this section.

Please note: Some items require that the Offeror provide a detailed response and/or attachments. Failure to provide a complete response may be grounds for rejection of a proposal.

Furthermore, proposals should be prepared in such a way as to provide a straightforward and concise discussion of the Offeror’s ability to provide the services that can best satisfy the requirements herein and meet the needs of the County. Elaborate or unnecessarily lengthy responses and attachments are discouraged.

Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements and on completeness and clarity of content.

In order to facilitate evaluation and comparison, proposals should be submitted in the format described in this section. Format instructions must be adhered to; all requirements and requests for information must be addressed; all requested data must be supplied. Failure to comply with this requirement may be cause for rejection.

Assemble and present your proposal response in the order that the items are listed, identifying each response by the corresponding number.

a. Cover Letter/Signature on Proposal

A cover letter, which shall be considered an integral part of the proposal, shall be signed by individual(s) who is/are authorized to bind offeror(s) contractually. The signature(s) must indicate the classification or position that the individual(s) holds.

The cover letter shall designate a person or persons who may be contacted during the period of evaluation with questions or contract issues. Include name(s), title(s), address(es), telephone number(s), fax number(s) and email address(es).

Upload the Cover Letter through the Requested Information.

b. Company Profile and Qualifications

Offeror must provide company profile in Section 2 – Offerors Information Questionnaire, Question Set 1.

Information provided shall include:

1. Correct legal name as registered with the California Secretary of State.

2. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation.

3. Location of the company offices.

4. Location of the office servicing any California account(s). What are the hours of operation of the customer service unit involved in supporting the proposed services?

5. Number of employees both locally and nationally.

6. Location(s) from which employees will be assigned.

7. Name, address, and telephone number of the Offeror’s point of contact for a contract resulting from this RFP.

8. Company background/history establishing that Offeror is qualified to provide the services described in this RFP.

9. Length of time Offeror has been providing services described in this RFP. Please provide a brief description of such services.

Offeror must include in their proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Offeror or in which the Offeror has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. County reserves the right to reject any proposal based upon Offeror’s prior history with County or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

c. Personnel Qualifications

Identify key personnel and their position within the organization in Section 2 – Offerors Information Questionnaire, Question Set 2.

Provide a resume detailing the experience, level of expertise and qualifications of the representative/manager and those individuals who will directly support and be involved in meeting the day-to-day requirements of the County.

If you plan to sub-contract work, you must indicate the name and address of each subcontractor and the type of work or tasks they will perform.

Identify the personnel to be assigned, their position, qualifications, and representative experience. Provide this information in Section 2 –Offerors Information Questionnaire, Question Set 4

d. Financial Statement

This competitive solicitation has a standard requirement that all submitted proposals include the Offeror’s financial history. To comply with this requirement, all respondents are to furnish County with financial statements at the time of submittal in order to demonstrate the Offeror's financial capabilities. Failure to provide this information at the time of submittal will result in a recommendation by the Chief Procurement Officer to deem the response as non-responsive.

Each respondent shall submit their most recent two (2) years of annual financial statements for review that shall include the following: 1) Income Statement, and 2) Balance Sheet. County’s preference is that financials be submitted in a comparative format, meaning that the two (2) most recent years are shown side by side. The financial statements are not required to be audited financial statements. If Offeror has been in business for less than the required number of years, then Offeror must disclose for all years of the required period that Offeror has been in business, including any partial year-to-date financial statements. County, during evaluation, may consider the unavailability of the most recent year’s financial statements and whether Offeror acted in good faith in disclosing their financial documents.

Upload the Financial Statement through the Requested Information.

e. References

Offers must provide a minimum of three (3) references from similar projects in Section 2 - Offerors Information Questionnaire, Question Set 3

Offerors should provide a minimum of three (3) references from similar projects performed within the last three years. In addition include all local government (Southern California) references. Information provided shall include:

1. Client name;

2. Project description;

3. Project dates (starting and ending);

4. Dollar value

5. Staff assigned to reference engagement that will be designated for work per this RFP;

6. Client project manager name and telephone number.

f. Offeror Understanding

Offerors may include an understanding of the County's needs or any other information, deemed necessary, which may not be required in any other section of the RFP.

g. Requirements

Offeror's response shall state on a point-by-point basis whether proposal is in compliance with the requirements/specifications of the RFP (Section 3). Address each item in the order given, identify each response by item number. Submit a full explanation of, and justification for, any exemptions or deviations.

Upload the response to Section 3 through the Requested Information section.

h. Compliance with County Standard Contract Terms and Conditions

Successful Contractor will be required to enter into a written contract.

Offerors shall review the County’s standard contract in Section 4, which shall form the basis for any contract entered into hereunder.

Offerors must state approval of the standard contract, OR provide any comments/exceptions to this contract on a line-by-line basis.

For exceptions, address each item in the order given; identify each response by item number. Any comments/exceptions to this contract must be included in your proposal. Precise substitute wording must be offered in place of the paragraph objected to. It is not sufficient to state merely that an exception is noted to a particular paragraph.

Deviations considered excessive by the County may reduce or eliminate an Offeror.

PLEASE NOTE: The sample standard contract attached to this RFP is a template. Please do not attempt to insert missing information and complete the attached sample. Once a vendor is selected, Procurement will work with the selected vendor to draft a vendor-specific contract.

j. Payment Terms

Customary terms are Net 30 for work performed. Offerors shall indicate their offered payment terms. Discount for payment in less than 30 days may be considered in the evaluation.

2.8 Costs Incurred in Responding

The County of Ventura will not pay any costs incurred in proposal preparation, presentation, demonstration or negotiation, nor does it commit to procure or contract for any services. All costs of proposal preparation shall be borne by the offeror. It is understood that all proposals, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation will become the property of the County of Ventura when received by the County and may be considered public information under applicable law.

The County assumes no liability for any costs incurred by offerors throughout the entire selection process.

2.9 Addenda

The County will issue written addenda to make changes, additions, or deletions to this solicitation. Oral communications regarding this RFP will NOT be valid or binding, nor excuse the successful Offeror of any obligations hereunder, unless set forth in writing by the County. Addenda will be sent to all known Offerors.

Offerors must acknowledge and return all Addenda on or before the Proposal Submittal Deadline. It is the responsibility of each Offeror to ensure the County of Ventura has their correct business name and address on file. Any prospective Offeror who obtained a copy of the RFP documents from any other source other than the County is responsible for advising the Procurement division that they have said documents and wish to receive subsequent Addenda.

2.10 Nomenclatures

The terms “Successful Offeror, Successful Contractor, and Contractor” may be used interchangeably in these specifications and shall refer exclusively to the Offeror with whom the (Agency) enters into a contract because of this solicitation.

The terms “Proposal/Solicitation/RFP” refer to all proposal documents and related addenda produced by the County and provided to prospective Offerors.

2.11 Confidential and Proprietary Data

All materials received relative to this RFP will be kept confidential, until such time an award is made or the RFP is canceled, at which time all materials received will be made available to the public. Proposals received will be subject to Government Code §6250, the Public Information Act. Under the Act, the County may be obligated to provide a copy of any and all responses to this Request for Proposal, if such requests are made after the contract is awarded.

One exception, to this required disclosure, is information which fits within the definition of a confidential trade secret [Government Code section 6254(k)] or contains other technical, financial or other data whose public disclosure could cause injury to the proposer’s competitive position. If any proposer believes that information contained in its response to this Request for Proposal should be protected from disclosure, the proposer MUST specifically mark the pages of the response that contains the information.

The County will not honor any attempt by the Offeror to designate its entire proposal as proprietary.

2.12 Commitments, Warranty and Representations

The proposal submitted in response to this RFP will be included as part of the final contract. Offerors are cautioned that if a contract is awarded as a result of this procurement process, any written commitment by an offeror within the scope of this procurement shall be binding upon the offeror whether or not incorporated into a contract document. Failure of the vendor to fulfill any such commitment shall render the offeror liable for liquidated or other damages due the County under the terms of the Contract. For the purpose of this procurement, a commitment by a offeror includes:

• Any modification of, or affirmation or representation as to the above, which is made by an offeror in or during the course of negotiation.

• Any representation by an offeror in a proposal, supporting document, or negotiations subsequent thereto as to services to be performed, regardless of the fact that the duration of such commitment may exceed the duration of the contract.

2.13 Proposal Validation/Evaluation/Award

a. Validation

Proposals will be checked for the information required to conform with this RFP. Absence of required information may be cause for rejection.

b. Evaluation

The successful offeror shall be chosen in accordance with, but not limited to, the following criteria:

1. Proven Performance

The offeror’s background, experience, and stability of their company will be assessed. The evaluation will focus on the Offeror’s record of successful service and support to accounts of comparable size and environment. The ability of the offeror will be evaluated in terms of technical resources, staffing, staff experience and facilities.

Client references will be contacted and their responses will become a part of the award/review process.

2. Compliance with Contract Terms and Conditions

The Proposals will be evaluated on the ability to comply with the County’s Contract terms and conditions in Section 4 - Contract Compliance.

3. Requirement/Specifications

The ability to meet the requirements/specifications outlined herein.

4. Cost

The Proposals will be evaluated on the basis of the offeror’s reasonableness of cost.

c. Award

Award will be made to the Offeror offering the most advantageous proposal after considerations of all evaluation criteria set forth herein. The criteria are not listed in any order of preference. An Evaluation Committee will be established by the County. The Committee will evaluate all proposals received in accordance with the evaluation criteria.

The Evaluation Committee may also contact and evaluate the Offeror’s and subcontractor’s references; contact any Offeror to clarify any response;

contact any current users of an Offeror’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

The County reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and summary of evaluation scores will not be released until after award of proposal. The County shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the County after all factors have been evaluated.

While the County intends to enter a contract for these services, it will not be bound to do so. The County reserves the right to reject any or all proposals.

The County shall be the sole judge of the successful offers hereunder. The County reserves the right to award a contract to other than the offeror submitting the lowest total price and to negotiate with any or all Offerors.

Offerors are advised that it is possible that an award may be made without discussion or any contact concerning the proposals received. Accordingly, proposals should contain the most favorable terms from a price and technical standpoint, which the vendor can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss, or revise your proposal.

Award will be by means of a written contract with the successful Offeror. A Notification of Intent to Award may be sent to any Offeror selected. Award is contingent upon the successful negotiation of final contract terms.

Negotiations shall be confidential and not subject to disclosure to competing Offerors unless an agreement is reached. If contract negotiations cannot be concluded successfully, the County may negotiate with the next highest scoring Offeror or withdraw the RFP.

The County Board of Supervisors must approve all contracts resulting from this Request for Proposal if services exceed $200,000.

2.14 Presentations

Offerors may be invited to make oral presentations to County personnel.

2.15 Site Visits

The County reserves the right to schedule site visits to offeror’s facilities or a current operational site in order to assess the capability and ability of the offeror to fulfill the contract.

2.16 Additional information

If during the evaluation process, the County is unable to determine an offeror's ability to perform, the County has the option of requesting any additional information which the County deems necessary to determine the offeror s ability.

The offeror will be notified and permitted five working days to comply with any such request.

2.17 Errors/Defects in Proposals

If discrepancies between sections or other errors are found in a proposal, the County may reject the proposal; however, the County may, at its sole option, correct any arithmetical errors in price.

The County may waive any immaterial deviation or defect in a proposal. The County’s waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the offeror from full compliance with the RFP requirements, if awarded a contract.

2.18 Rejection of Proposals

County reserves the right to reject the proposal of any offeror who:

• previously failed to perform adequately for County or any other governmental agency within the previous twelve (12) months.

• submits false, incomplete, or unresponsive statements in a proposal;

• is in default on the payment of taxes, licenses or other monies due County;

• containing errors or discrepancies.

2.19 Cancellation of RFP

The County reserves the right to cancel this solicitation at any time, prior to the submittal deadline.

2.20 Protest Procedures

To be considered, protests must be made in writing, signed by Offeror’s authorized representative, and delivered to the Ventura County Procurement Services Manager, GSA/Procurement, 800 S. Victoria Ave., Ventura, CA 93009-1080.

The following conditions apply to proposal protest:

a. Before Proposal Submittal Deadline. Protests of specifications, terms, conditions or any other aspects of the solicitation must be made before the Proposal Submittal Deadline.

b. After Proposal Submittal Deadline. Protest of award must be made, by Offeror, no later than five (5) calendar days after the notice of intent to award. All protests must include the following information:

1) The name, address, and telephone number of the protestor;

2) The signature of the protestor, or protestor’s authorized representative;

3) The solicitation or contract number; and

4) A detail statement of the legal and/or factual grounds for the protest.

The Procurement Services Manager reserves the right to refuse to hear protestors who have not followed the above procedures.

SECTION 3.0

REQUIREMENTS/SCOPE OF WORK

The requirements described herein are considered reasonable to meet the County’s needs. Offeror having alternate proposals to meet these needs, may, after responding to the minimum requirements hereunder, offer alternate service levels for consideration by the County.

3.1 Scope of Work

a. The Ventura County Health Care Agency and its Ventura County Medical System, which includes Ventura County Medical Center Hospital, Santa Paula Hospital, Ambulatory Clinics, and Health Care Agency Admin, invite your organization to submit a written proposal to provide a Cost Accounting and Decision Support System (DSS) with related implementation, training, maintenance, and support services that will enable the Ventura County Medical System to perform Accounting Cost Modeling, Finance Analytics, Management Reporting, and Productivity Analysis.

b. The following summary of the Cost Accounting and Decision Support

System and Contractor’s obligations to provide the related Services to the implementation and training of the Cost Accounting and Decision Support System. The Cost Accounting and Decision Support System will allow County to capture accurate costs of its service lines, such as the cost of patient encounters, down to the individual component level (e.g., labor, devices, drugs, supplies, and facilities). The completed Cost Accounting and Decision Support System will allow County to:

1. Compare costs per service lines and providers across each of its facilities individually, in combinations, and in aggregate and deliver reports and data insights to support analysis of the cost structure of County services.

2. Identify areas of County services with significant cost variances; and

3. Conduct analysis on staffing numbers, use of ancillary services, supplies, and other direct and allocated costs.

4. Analyze data to identify opportunities for performance improvement and growth.

5. Develop financial models and reports to support what-if analysis and modeling.

6. Provide enterprise-wide business and financial support covering budget modeling, variance analysis, financial analysis, cost accounting, service line profitability, and related functionality.

7. Provide productivity reporting and organizational efficiency by comparing the outputs (patient care, services, etc.) to the inputs (staff hours, equipment, resources) over a specific period.

c. The proposed solution must include implementation, related maintenance, training, and support services for the proposed solution.

d. The proposed solution must be a proven system. The County is not interested in beta systems or purchasing professional services to design and develop a system. The integrated solution must meet the technical, business, functional, and support requirements as defined in this RFP. The County reserves the right to purchase required third party software or hardware, if any, from other vendors. This RFP may result in a single award.

e. The successful proposal will offer the following features and will require vendor response for each section listed below:

General System Functionality Services & Support Overview Reports, Dashboard, Analytics Cost Accounting Decision Support Continuous Improvement Productivity Analysis

In the Questionnaire section 3 (Q-05TX), please respond and confirm if your product:

a) satisfies the requirement out-of-the-box

b) satisfies the requirement with customization

c) does not satisfy the requirement.

3.2 General System

a. Software - What is the current version of the software and how long has this version been in general availability?

b. Software - How many releases of the software are supported at any given time?

c. Software - How often are releases done?

d. Software - Is the software extensible?

e. Software - Can upgrades/new releases be installed without negatively affecting client configuration of the existing release?

f. Software - Explain the procedure for correcting software problems or requesting software enhancements.

g. Software - What is your product and technology roadmap over the next 2 years?

h. Performance - Describe any administrative maintenance tasks that should be performed to ensure optimal performance of the system. Describe any built-in task that assists with this process.

i. Security - Describe your ability to support internal and external system access by role and/or module.

j. Security – Describe your ability to support internal and external system access by role and/or module.

k. Security – Please describe your applications encryption security architecture. Do you support encryption at the database, application and or communication layers?

l. Security – Please explain your company’s Information Technology (IT) and security policies. How do you ensure that your customers’ electronic information remains safe and secure?

m. Security – Does the application allow administrators to set security levels or rights for access of data by individual or group, add new users, change/reset passwords, etc.

n. Security - Describe your notification process in the event of an information security breach.

o. Security - Describe your security testing.

p. Security - Identify the locations of data centers from which the service is managed, and the ownership of such data centers. If third-party public cloud infrastructure as a service (IaaS) providers are used, name the vendors and describe the nature of the relationship.

q. Data Integration - Describe your data import and export capabilities.

Indicate which file formats, automation, and methods are supported.

r. Data Integration - What tools are used to validate, reconcile, and maintain data feeds, dimensions, and system configuration?

s. Data Integration - Describe your company’s experience in integrating and analyzing data from multiple data sources. Please list the sources with which you have already integrated.

t. Data Integration - Does the system have an archiving function?

u. Data Integration - Does the system have the ability to maintain a rolling archive of all data?

v. Data Integration - Can we create new user-defined fields?

3.3 Services and Support Overview

a. Implementation - Describe your Project Management and Implementation approach.

b. Implementation - What is the technical implementation process?

c. Implementation - Describe documentation provided to facilitate system implementation.

d. Implementation - Describe your system validation and acceptance testing during implementations.

e. Implementation - Are your implementation completed by employees of your company or are they employed by third-party implementation partner?

f. Training - Describe your training approach and knowledge transfer. List all training and/ or educational courses offered.

g. Training - Do you offer eLearning courses?

h. Support - Describe ongoing support and services between your organization and customer post go-live.

i. Support - Explain your customer support response time agreements.

j. Support - Where is your support team located?

k. Support - Can you contact support directly in your application system or have open support cases tracked through the solution?

l. Support - What emergency or after-hours support is provided?

3.4 Reports, Dashboards, Analytics

a. Describe the standard reporting and dashboard creation capabilities in your system.

b. What canned reports are available? (e.g., g/l, payroll, cost accounting, productivity, budget, patient analyses and clinical analyses reports?

c. Does the application have pre-built interactive dashboards? If yes, please describe what pre-built dashboards are available.

d. Describe your ability to drill down into lower levels of detail in reports.

e. Can dashboards be automatically refreshed at a set time?

f. Does your system allow users to filter data fields in reports?

g. Does your system allow users to export data into versatile formats such as Excel?

h. Are there best practice reports shared between clients that are available for download?

i. Does the vendor and/or solution provide Mobile capabilities?

j. Describe the availability of benchmarking capabilities with other healthcare organizations.

3.5 Cost Accounting

a. Does the DSS solution support cost accounting for hospitals? If yes, what costing methodologies exist for hospitals and ambulatory clinics?

b. Does the DSS solution support cost accounting for physician groups? If yes, what costing methodologies exist for physician activity?

c. Does this DSS solution support cost accounting for insurance companies? If yes, please describe.

d. How are overhead costs allocated to products in what cost type via what methodology?

e. Can we upload custom statistics (physician FTE’s, square footage, etc.)

for overhead allocation purposes?

f. How many cost types and/or cost components are available?

g. What audit reports are available?

h. Ability to model multiple costing scenarios/models.

i. Costing tool needs to be able to do activity-based costing.

j. The tool has the ability to reclassify or adjust expenses.

k. The tool has the ability to do costing at the Charge Code (service item) level.

l. Does the system define and maintain grouping and processing of data (DRG weights; Diagnosis Codes; Procedure Codes)

m. Describe the methods for stepping down overhead costs.

* Reciprocal

* Single Stepdown

n. How many clients do you have using your Cost Accounting/Decision Support software solution?

3.6 Decision Support

a. Patient Analytics - Describe the tool’s functionality related to patient activity analysis and reporting.

b. Patient Analytics - Are costs stored at the patient level by cost component? (e.g., variable vs. fixed labor, supplies, other, etc.)

c. Patient Analytics - How many vendor-defined fields exist? What are some examples?

d. Patient Analytics - Are new fields added onto each encounter record when indicators are processed? What clinical indicator functionality exists?

e. Patient Analytics - Can this solution compute indicators for value-based metrics, hospital acquired conditions, and mortality?

f. Episode Analytics - What tools does your system have to define patient cohorts and monitor activity across that cohort?

g. Episode Analytics - Do you have the ability to link multiple hospital encounters to evaluate episodic care? How does your system identify this link?

h. Episode Analytics - Does the tool have the ability to model Bundled payments?

i. Episode Analytics - Does your tool have the ability to build out episode criteria with trigger events and track pre- and post-activity?

j. Episode Analytics - Can you support building episodes based on BPCI and CMS TEAM criteria?

3.7 Continuous Improvement

a. Does the tool identify financial savings opportunities?

b. How does your system calculate and find Utilization Variation around supplies and services?

c. Can your tool identify savings opportunities associated with the reduction of adverse or harm events? Quality Variation?

3.8 Productivity Analytics

a. Your solution tracks and benchmark provider productivity using work Relative Value Units (wRVUs)?

b. Can county data sources (e.g., EHR, time and attendance, finance) be sufficient for integration, and will you ensure data integrity?

c. Does your process conduct a deep-dive analysis into hospital FTE (full-time equivalent) productivity?

3.9 Term

The duration of this contract for integration and implementation is 12 months, estimated to begin April 2026.

Continuation of the contract is subject to the appropriation of funds for such purposes by the Board of Supervisors. If funds to affect such continued payment are not appropriate, County may terminate this project as thereby affected and Contractor will relieve the County of any further obligation, therefore.

3.10 Business Continuity Plan

In the event of a natural, or man-made, disaster operations for the County and the vendor may be impacted.

Please describe your company’s Business Continuity Plan. Explain how your company has prepared to continue operations, and service/product delivery, in the event of an unforeseen emergency. Also, explain how your company will provide assistance to the County should County operations be impacted by an unforeseen emergency.

3.11 Non-Collusion

If there is reason to believe that collusion exists among the Offerors, the County may refuse to consider proposals from participants in such collusion. No person, firm, or corporation under the same or different name shall make, file, or be interested in more than one proposal for the same work unless alternate proposals are called for. A person, firm or corporation that has submitted a sub-proposal to an Offeror, or who has quoted prices on materials to an Offeror, is not thereby disqualified from submitting a sub-proposal or quoting prices to other Offerors.

Offerors shall submit with their proposal an executed Non-Collusion Affidavit –

ATTACHMENT A

3.12 Compensation

Complete Proposal Form (ATTACHMENT B). Proposal pricing shall include everything necessary for completion and fulfillment of the contract. All other costs must be detailed. No additional charges (e.g., for transportation, out-of-pocket expenses, etc.) will be allowed unless so specified herein.

Download Attachment “B” Cost Proposal under Files tab and upload completed document under Requested Information.

SECTION 4.0

CONTRACT TEMPLATE

COUNTY OF VENTURA CONTRACT NUMBER # ________

CONTRACT

This contract (“Contract”) is entered into this X day of X, 2025, by, and between the County of Ventura, a political subdivision of the State of California, hereinafter called “County“ and (vendor name), hereinafter called “Contractor.”

W I T N E S S E T H

[WHEREAS, pursuant to Section 3 item f of the County of Ventura Ordinance #4084, the Purchasing Agent of the County has the authority to engage independent contractors to perform services for the County, with or without the furnishing of material; (if this is a board-approved contract that exceeds $200,00, then remove this paragraph.)]

WHEREAS, on [DATE], County issued Request for Proposal (“RFP”) No. [__] for [type of services] and Contractor submitted a proposal on [DATE] [and a best and final offer on DATE]; and

WHEREAS, Contractor represents it is specially trained, experienced, expert and competent to perform the special services hereinafter described, and it is necessary and desirable that County engage Contractor to do so;

NOW, THEREFORE, IT IS HEREBY AGREED by the parties as follows:

1. SERVICES TO BE PERFORMED BY CONTRACTOR

Contractor shall perform the services and tasks described in Exhibit A hereto and all services and tasks reasonably necessary for the completion of the same (the “Work”). Contractor shall furnish, at Contractor’s own cost and expense, all personnel, services, tools, vehicles, and equipment or any other materials, necessary to perform the Work. Contractor shall perform, and ensure all subcontractors perform, the Work in a safe, professional, skillful, and workmanlike manner. All Work and any portion thereof separately identified shall be completed within the time provided in Exhibit A.

2. PAYMENTS

In consideration of the services rendered in accordance with all terms, conditions and specifications of this Contract, County will make payment to Contractor in the manner specified in Exhibit B.

3. INDEPENDENT CONTRACTOR

No relationship of employer and employee is created by this Contract, it being understood that Contractor is an independent contractor, and neither Contractor nor any of the persons performing services for Contractor pursuant to this Contract, whether said person be member, partner, officer, employee, subcontractor, or otherwise, will have any claim under this Contract or otherwise against County for any salary, sick leave, vacation pay, retirement benefits, social security, workers' compensation, disability, unemployment insurance benefits, federal, state or local taxes, or other compensation, benefits or taxes of any kind.

It is further understood and agreed by the parties hereto that, except as provided in this Contract, County will have no control over the means or methods by which Contractor will perform services under this Contract.

If, in the performance of this Contract, any third persons are employed by Contractor, such persons will be entirely and exclusively under direction, supervision and control of Contractor. All terms of employment, including hours, wages, working conditions, discipline, hiring and discharging or any other terms of employment or requirements of law, will be determined by Contractor, and County will have no right or authority over such persons or the terms of such employment, except as provided in this Contract.

The Contractor will comply with all of the provisions of the Worker’s Compensation Insurance and Safety Acts of the State of California, the applicable provisions of Division 4 and 5 of the California Labor Code and all amendments, thereto; and all similar State and Federal acts or laws applicable;

and will indemnify and hold harmless the County from and against all claims, demands, payments, suits, actions, proceedings and judgments of every nature and description, including attorney’s fees and costs, presented, brought or recovered against the County, for or on account of any liability under any of said Acts which may be incurred by reasons of any work to be performed under this Contract.

Contractor agrees to defend, through attorneys approved by County, indemnify and hold harmless Indemnitee (as defined elsewhere herein) from and against all

Third-Party Claims (defined elsewhere herein) made against indemnitee based upon any contention by any third party that an employer-employee relationship exists by reason of this contract. Contractor further agrees to hold Indemnitee harmless from and to compensate Indemnitee for any Third-Party Claims against Indemnitee for payment of state or federal income or other tax obligations relating to Contractor’s compensation under the terms of this contract.

Contractor will not settle or otherwise compromise a Third-Party Claim covered by this paragraph without County’s advance written approval. This subsection does not apply to any penalty imposed by any governmental agency that is not caused by or the fault of Contractor.

4. NON-ASSIGNABILITY

Contractor will not assign this Contract or any portion thereof, to a third party without the prior written consent of County, and any attempted assignment without such prior written consent will be null and void and will be cause, at County's sole and absolute discretion, for immediate termination of this Contract.

5. TERM

This Contract will be in effect from XXXX _______ , through________ subject to all the terms and conditions set forth herein.

This Contract may, upon mutual agreement, be extended for up to two (2) additional one (1) year periods. Delete if not applicable.

Time is of the essence in the performance of this contract.

Continuation of the Contract is subject to the appropriation of funds for such purpose by the County’s Board of Supervisors. If funds to effect such continued payment are not appropriated, County may terminate this project as thereby affected and Contractor will relieve County of any further obligation therefor.

6. TERMINATION

The County Purchasing Agent may terminate this Contract at any time for any reason by providing 10 days’ written notice to Contractor. In the event of termination under this paragraph, Contractor will be paid for all work provided to the date of termination, as long as such work meets the terms and conditions of this Contract. On completion or termination of this Contract, County will be entitled to immediate possession of, and Contractor will furnish on request, all computations, plans, correspondence and other pertinent data gathered or computed by Contractor for this particular Contract prior to any termination.

Contractor may retain copies of said original documents for Contractor's files.

Contractor hereby expressly waives any and all claims for damages or compensation arising under this Contract except as set forth in this paragraph in the event of such termination.

This right of termination belonging to the County of Ventura may be exercised without prejudice to any other remedy which it may be entitled at law or under this

This section may need to be adjusted to meet contract needs.

7. DEFAULT

If Contractor defaults in the performance of any term or condition of this Contract, Contractor must cure that default by a satisfactory performance within 10 days after service upon Contractor of written notice of the default. If Contractor fails to cure the default within that time, then County may terminate this Contract without further notice.

The foregoing requirement for written notice and opportunity to cure does not apply with respect to paragraph 6 above.

8. INDEMNIFICATION, HOLD HARMLESS AND WAIVER OF SUBROGATION

All activities and/or work covered by this Contract will be at the risk of Contractor alone. Contractor agrees to defend, indemnify, and save harmless the County, including all of its boards, agencies, departments, officers, employees, agents and volunteers (collectively, “Indemnitee”), against any and all claims, lawsuits, judgments, debts, demands and liability (including attorney fees and costs) (collectively, “Third Party Claims”), whether against Contractor, County or others, including without limitation, those arising from injuries or death of persons and/or for damages to property, arising directly or indirectly out of the obligations herein described or undertaken or out of operations conducted or subsidized in whole or in part by Contractor, save and except Third Party Claims litigation arising through the sole negligence or wrongdoing and/or sole willful misconduct of Indemnitee.

Contractor shall not settle or otherwise compromise a Third Party Claim covered by this section without County’s prior written approval. Contractor agrees to waive all rights of subrogation against Indemnitee for losses arising directly or indirectly from the activities and/or work covered by this Contract.

9. INSURANCE PROVISIONS

A) Contractor, at its sole cost and expense, will obtain and maintain in full force during the term of this Contract the following types of insurance: These are Standard Risk requirements –amend as needed. Refer to Insurance Matrix for more details.

1) General Liability "occurrence" coverage in the minimum amount of

$1,000,000 combined single limit (CSL) bodily injury & property damage each occurrence and $2,000,000 aggregate, including personal injury, broad form property damage, products/completed operations, and broad form blanket contractual.

2) Commercial Automobile Liability coverage in the minimum amount of

$1,000,000 CSL bodily injury & property damage, including owned, non-owned, and hired automobiles. Also to include Uninsured/Underinsured Motorists coverage in the minimum amount of $100,000 when there are owned vehicles.

3) Workers' Compensation coverage, in full compliance with California statutory requirements, for all employees of Contractor and Employer's Liability in the minimum amount of $1,000,000.

4) Professional Liability coverage in the minimum amount of $1,000,000 each occurrence and $2,000,000 aggregate.

Does not apply to all contractors.

B) All insurance required will be primary coverage as respects County and any insurance or self-insurance maintained by County will be excess of Contractor’s insurance coverage and will not contribute to it.

C) County is to be notified immediately if any aggregate insurance limit is exceeded. Additional coverage must be purchased to meet requirements.

D) The County of Ventura, Its Boards, Agencies, Departments, Districts, Officers, Employees,…