3242_7.PDF

PROPOSALS MUST BE SEALED AND ADDRESSED TO: Remove from proposer list for this commodity/service. (Return this page only.)

AGENCY ADDRESS:

Susan Longfield Department of Health Services Division of Enterprise Services Bureau of Strategic Sourcing 1 West Wilson Street, Room 655 Madison, WI 53703

Proposal package must be submitted in strict accordance with specifications stated in Section 2.0, sealed and plainly marked on the exterior of the package with due date and the following Request for Proposal # S-0190 DHCAA-14. Proposals received after the stated due date and time will be rejected. Proposals MUST be date and time stamped by staff at the address on the left. Proposals dated and time stamped in any another office or location will be rejected. Receipt of materials by the mail system does not constitute timely and compliant receipt of materials. Any proposal that is inadvertently opened as a result of not being properly, clearly marked, and appropriately delivered is subject to rejection.

REQUEST FOR PROPOSAL

THIS IS NOT AN ORDER Proposals MUST be in this office no later than

Monday, June, 2, 2014 at 3:00 CT Public Opening

PROPOSER (Name and Address)

No Public Opening

Name (Contact for further information)

Susan Longfield

Phone

608-261-5999

Date

April, 21, 2014 Quote Price and Delivery FOB

Destination

Description

The Department of Health Services is requesting proposal(s) for eHealth Program services. These services include program and project management and administration; project planning, design, and implementation; and operations support for the Medicaid Electronic Health Record (EHR) Incentive Program and other Health Information Technology (HIT) related projects.

Payment Terms: Delivery Time:

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Department of Administration. If you have questions concerning the certification process, visit the following website:

http://www.doa.state.wi.us/section?linkid=224&locid=171 or phone (608) 267-9550.

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.

Wis. Stats. s. 16.754 directs the state to purchase materials that are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.

Yes No Unknown In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.

Name of Authorized Company Representative (Type or Print)

Title

Phone ( ) Fax ( )

Signature of Above

Date

Federal Employer Identification No.

Social Security No. if Sole Proprietor (Voluntary)

This form can be made available in accessible formats upon request to qualified individuals with disabilities.

http://www.doa.state.wi.us/section.asp?linkid=224&locid=171

State of Wisconsin Date: 04/21/14 Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 2 of 76

REQUEST FOR PROPOSAL

STATE OF WISCONSIN

DEPARTMENT OF HEALTH SERVICES

DIVISION OF HEALTH CARE ACCESS AND ACCOUNTABILITY

RFP # S-0190 DHCAA-14

eHealth Program Procurement

PROPOSALS MUST BE RECEIVED BY 3:00 PM CT JUNE 2, 2014

• LATE PROPOSALS WILL BE REJECTED WITHOUT EXCEPTION

• FAXED PROPOSALS WILL NOT BE ACCEPTED

• THE STATE RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 3 of 76

Table of Contents

1.0 GENERAL INFORMATION

1.1 Introduction

1.2 Background Information

1.3 Definitions

1.4 Purpose of the eHealth Program Procurement

1.5 Procuring and Contracting Agency

1.6 Intent to Submit Proposal

1.7 Clarification and/or Revisions to the Specifications and Requirements

1.8 Contract Quantities / New or Deleted Items

1.9 Reasonable Accommodations

1.10 Vendor Conference

1.11 Calendar of Events

1.12 Contract Term and Funding

1.13 VendorNet Registration

1.14 Retention of Rights

1.15 Number of Contracts

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 General Instructions

2.2 Proposal Organization and Format

2.2.1 Transmittal Letter

2.3 Multiple Proposals

2.4 Oral Presentations / Interviews

2.5 Withdrawal of Proposals

3.0 MANDATORY REQUIREMENTS

4.0 PROPOSER INFORMATION SECTION

4.1 Business Profile

4.2 Medicaid EHR Incentive Program Administration

4.2.1 Program Management

4.2.2 Program Reporting

4.2.3 Program Planning and Policy Analysis

4.2.4 Program Operations Support

4.2.5 Program Audits

4.2.6 Key Personnel

4.3 Qualifications to Perform Other Health IT-Related Projects

5.0 GENERAL AND TECHNICAL PROPOSAL REQUIREMENTS – QUALITATIVE RESPONSE

SECTION

5.1 Business Profile

5.1.1 Line of Business

5.1.2 Vendor Stability

5.1.3 Resource Breadth and Availability

5.1.4 Company Subject Matter Expertise and Experience

5.2 Medicaid EHR Incentive Program Administration

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 4 of 76

5.2.1 Program Management

5.2.2 Program Reporting

5.2.3 Program Planning and Policy Analysis

5.2.4 Program Operations Support

5.2.5 Program Audit

5.2.6 Key Personnel

5.3 Qualifications to Perform Other Health IT-Related Projects

6.0 COST PROPOSAL REQUIREMENTS

7.0 REQUIRED FORMS

7.1 Cover Sheet (DOA-3261)

7.2 Vendor Information (DOA-3477)

7.3 Prime HIT Services Supplier Consortium Member/Subcontractor Information Worksheet (Appendix E)

7.4 Designation of Confidential and Proprietary Information (DOA-3027)

7.5 Certificate Regarding Debarment (Appendix F)

7.6 Wisconsin Cooperative Purchasing (DOA-3333)

7.7 Vendor Reference (DOA-3478)

7.8 HIT Services Supplier Resources Worksheet (Appendix G)

7.9 Qualifications to Perform Other Health IT-Related Projects (Appendix H)

7.10 Cost Proposal Worksheet (Appendix J)

8.0 PROPOSAL EVALUATION AND AWARD PROCESS

8.1 Preliminary Proposal Evaluation

8.2 Evaluation Criteria

8.3 Material Proposal Evaluation and Scoring

8.4 Cost Proposal Evaluation and Scoring

8.5 Reference Checks

8.6 Awards and Best and Final Offer Process

8.7 Establishing the Rate Card

8.8 Notification of Intent to Pursue Contract Negotiations

8.9 Appeals Process

8.10 Right to Reject

8.11 Cooperative Purchasing

9.0 ADDITIONAL TERMS AND CONDITIONS

9.1 Ownership

9.2 Personnel Dismissal

9.3 Personnel Availability

9.4 Personnel Interview

9.5 Personnel Substitution

9.6 Project Dates, Authorized User Engagement Dates

9.7 On Call

9.8 Overtime Policy

9.9 Time and Expense Policy

9.10 Security Checks

9.11 Payment Terms

9.12 Adjustment to Rate Card during Contract Term

9.13 Vendor Management Services (VMS) Program

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 5 of 76

9.14 Audit Requirements

9.15 Prime Contractor and Subcontractors

9.16 Contract Administration

9.17 Executed Contract to Constitute Entire Agreement

10.0 APPENDICES

APPENDIX A – DHS Organization Overview APPENDIX B – Present and Future eHealth Programs APPENDIX C – MAPIR Overview APPENDIX D – HITECH Grantee Overview APPENDIX E – Prime HIT Services Supplier’s Consortium Member/Subcontractor Information Worksheet APPENDIX F – Certification Regarding Debarment and Suspension APPENDIX G – HIT Services Supplier Resources Worksheet APPENDIX H – Response Section – Qualifications to Perform Other Health IT-Related Projects APPENDIX I – Job Descriptions by Title/Level APPENDIX J – Cost Proposal Worksheet APPENDIX K – Standard Contract APPENDIX L – DHS Business Associate Agreement, F-00759 APPENDIX M – Standard Terms and Conditions (Request for Bids / Proposals) (DOA-3054) 69 APPENDIX N – Supplemental Terms and Conditions for Procurements for Services (DOA- 3681)

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 6 of 76

1.0 GENERAL INFORMATION

1.1 Introduction

Health Information Technology (HIT), which includes electronic health record (EHR) technology and health information exchange (HIE), provides the umbrella framework to describe the comprehensive management of health information across computerized systems and its secure exchange between consumers, providers, government, quality entities, and insurers. HIT, in general, is increasingly viewed as the most promising tool for enabling improvements in the overall quality, safety, and efficiency of the health care delivery system; and health of the population. Broad and consistent use of HIT can:

• Improve health care quality;

• Strengthen knowledge about disease, treatment, and the effectiveness of health care;

• Increase health care productivity and efficiency;

• Prevent medical errors and increase health care accuracy and procedural correctness;

• Increase administrative efficiencies;

• Enable real-time communications among health care professionals and with their patients;

• Reduce health care costs; and

• Expand access to affordable care.

The Department of Health Services (DHS) is designated as the formal point of leadership and coordination within State government for eHealth. The primary mission of the State’s eHealth program is to facilitate improvements in Wisconsin’s health care quality, safety, transparency, efficiency, and cost effectiveness through the statewide adoption and meaningful use of certified electronic health record (EHR) technology and health information exchange (HIE). Wisconsin’s eHealth Program:

• Facilitates and guides Wisconsin state government’s legislative and regulatory actions to enable accomplishment of the eHealth goals;

• Encourages coordinated efforts in the private health care sector;

• Furthers public and private partnerships for the development of a statewide electronic health information infrastructure to support patient care, population health, health care delivery and payment reform; and

• Maximizes federal financial participation to support adoption and use of the electronic health information infrastructure by providers and hospitals at the point of patient care.

It is important for state efforts to align with national efforts, protect the privacy and security of information in electronic information exchange, and engage providers, health care purchasers, and consumers in improving the value of health care while controlling costs.

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 7 of 76

1.2 Background Information

The State currently has and will have a number of initiatives and projects over the next 5 to 10 years to facilitate and further advance the State’s eHealth goals. State and local agencies, such as the Department of Health Services, Department of Corrections, the Department of Safety and Professional Services, and the Department of Veterans’ Affairs and local county health and human service departments, have a business need to engage in some level of EHR technology adoption/use and/or participation in the statewide health information exchange (HIE) network and services to support community and institutional programs and/or services for public health, Medicaid and BadgerCare, long-term care, behavioral health, corrections, and prescription drug monitoring. This will require having access to consultative and health IT expertise that is knowledgeable about the health reform and health IT regulatory framework, including the federal Medicare and Medicaid EHR Incentive Program/meaningful use, health IT certification and standards, and privacy and security (HIPAA) regulations promulgated by the US Department of Health and Human Services.

The Department’s Division of Health Care Access and Accountability (DHCAA) presently has an ongoing scope of work that requires a team of HIT Contracted Personnel to support the administration of its Medicaid EHR incentive Program. There will also be several HIT projects that will occur over the next several years to enable the State’s adoption of EHRs in its institutions and participation in HIE with the providers and hospitals that are required to provide health data to the State for its health-related programs and services. Local government health and human service entities are also initiating projects to adopt and use EHRs and HIEs which will enable these entities to fully participate in care coordination and care planning with health care providers and hospitals and improve the overall health of people living in their communities.

Note: See Appendix B for background on a few of the State of Wisconsin’s present and future eHealth programs and projects that may or will require HIT contracted resources and services. Also, see Appendix A for a DHS Organization Overview.

1.3 Definitions

The following are explanations of terms and abbreviations appearing throughout this

RFP:

ARRA – American Recovery and Reinvestment Act of 2009

Authorized User – Any State agency, University of Wisconsin campus, or other public body authorized to use statewide contracts, including Federally recognized Indian tribes and bands in this State, as established in §§ 16.70 (1b), (2), (4) and (8), 16.73 and

66.0301 of the Wisconsin Statutes and § PRO-D-30 of the State Procurement Manual.

Best Value – Tradeoff between price and performance that provides the greatest overall benefit under the specified selection criteria.

Bill Rate(s) – The hourly rate an Authorized User is charged for Contracted Personnel time worked.

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 8 of 76

Ceiling Bill Rate(s) – The highest possible Bill Rate (not to exceed rate) an HIT Services Supplier can offer a Contracted Personnel to fill an Authorized User’s need for a specific title/level.

Contract – The written agreement covering the services to be performed pursuant to this RFP.

Contracted Personnel – Individuals provided by the HIT Services Supplier.

Contractor – An individual, business, or agency that enters into a written contractual Agreement to provide Products or Services to the State. A Contractor may be a service provider, a supplier of products, a manufacturer, or a consultant.

CMS – Centers for Medicare and Medicaid Services

CQM – Clinical Quality Measurement

DHS/Department – The Wisconsin Department of Health Services

Division – The Division of Health Care Access and Accountability, Wisconsin Department of Health Services

DOA – The Wisconsin Department of Administration

DPH – The Wisconsin Department of Public Health

EHR – Electronic Health Record

FAQ – Frequently Asked Question

FTE – Full Time Employee

HIE – Health Information Exchange

HIM – Health Information Management

HIPAA – The Health Insurance Portability and Accountability Act of 1996

HIT – Health Information Technology

HITECH – Health Information Technology for Economic and Clinical Health

HIT Services Supplier – A Proposer that is awarded a Contract under this RFP.

Please note the terms “HIT Services Supplier” and “Proposer” are essentially used interchangeably in this RFP. “HIT Services Supplier” is used for grammatical purposes primarily when referring to the future status of a successful Proposer operating under a State Contract.

IAPD – Implementation Advance Planning Document

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 9 of 76

MAPIR – Medical Assistance Provider Incentive Repository

Material Proposal – The vendor’s comprehensive or all inclusive response to the general and technical requirements in Section 5.0.

MBE – A Wisconsin–certified Minority Business Enterprise

Medicaid – The State administered program under Title XIX of the Federal Social Security Act and ss. 49.43 to 49.497, Wisconsin Statutes, which pays for necessary health care services for persons whose financial resources are not adequate to provide for their health care needs

MMIS – Medicaid Management Information System

MU –Meaningful Use

PAPD – Planning Advanced Planning Document

PHINMS – Public Health Information Network Messaging System

PHMU – Public Health Meaningful Use

Proposal – The complete response of a Proposer submitted on the approved forms and setting forth, the Proposer’s prices for providing the services described in the RFP

Proposer – Any individual, company, corporation, or other entity that responds to this

RFP.

Rate Card – A document displaying all of the final Ceiling Bill Rates established from this RFP

RFP – Request for Proposal including Appendices

RFS – Request for Services

SFTP – Secure File Transfer Protocol

SMA – State Medicaid Agency

SMHP – State Medicaid HIT Plan

SOW – Statement of Work

State – The State of Wisconsin and Authorized Users

Subcontract – A written agreement between the prime Contractor and one or more of its contractors to provide products or services under this RFP

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 10 of 76

Subcontractor – A third party who contracts with the prime Contractor for the provision of products or services, which the vendor has contracted with the Department to supply or perform

VendorNet – Wisconsin's electronic purchasing information system. VendorNet provides easy access to a wide variety of information of interest to Vendors who wish to provide goods and services to State and local agencies and municipalities

Vendor/Proposer – The legal entity submitting a proposal in response to this RFP

VMS – Vendor Management Service

WHITEC – Wisconsin Health IT Extension Center

WISHIN – Wisconsin Statewide Health Information Network

1.4 Purpose of the eHealth Program Procurement

This Request for Proposal (RFP) is issued by the Wisconsin Department of Health Services, Division of Health Care Access and Accountability (DHCAA). The purpose of this RFP is to solicit Proposals from qualified HIT Services Supplier vendors to accomplish the following three objectives:

1.4.1 Objective 1: Establish a set of Contracts as a purchasing vehicle for Authorized

Users to procure HIT Services Suppliers’ Contracted Personnel for HIT-related projects at set Ceiling Bill Rates for the job titles and levels described in Appendix I.

1.4.1.1 The Department may award contracts to one or more vendors with responsive proposals who are among the top scorers on the general and technical proposal requirements and cost proposal.

1.4.1.2 As defined in the RFP, Contracted Personnel are individuals provided by the HIT Services Supplier as temporary workers engaged to fill a short-term State project need.

1.4.1.3 HIT Service Suppliers’ will be provided the opportunity to resource future HIT-related projects that are less than $1,000,000 in fees for a 12-month period and where project timelines will not exceed thirty-six

(36) months. HIT-related projects that will exceed these maximums shall be solicited through an alternate procurement method, such as an

RFP.

1.4.1.4 Authorized Users will use a Request for Services (RFS) process described below to obtain Contracted Personnel from the Contractors awarded contracts as a result of this RFP.

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 11 of 76

1.4.2 Objective 2: Establish a single uniform Rate Card with Ceiling Bill Rates for the job titles and levels described in Appendix I by factoring in a composite of the rates submitted in the Cost Proposals of the top scoring vendors.

1.4.3 Objective 3: Award the Medicaid EHR Incentive Program Administration scope of work described in Section 4.2 and 5.2 of this RFP to the Proposer with the highest total score on the Material and Cost Proposals.

1.4.3.1 Proposer awarded this scope of work will be expected to provide their proposed Contracted Personnel project team using the Rate Card established as a result of this RFP.

1.4.3.2 This scope of work is ongoing, and the Department expects the work to continue through 2021 (contract term is covered in Section 1.11). The project fee/duration limits in Section 1.4.1.3 do not apply to the Medicaid EHR Incentive Program Administration scope of work as it will be competed and awarded as a result of this RFP.

For each future HIT project requiring HIT Contracted Personnel during the term of the contract, Authorized Users will submit a Request for Services (RFS) with a statement of work (SOW) to each of the HIT Service Supplier contractors and request a resource estimate based on the Rate Card and resumes for proposed Contractor Personnel. The Authorized User will select the individual or team of Contracted Personnel that is the best fit for the project and has a resource estimate that is the best value. Authorized Users reserve the right to approve all personnel assigned to projects through the contract(s) and any changes in such personnel throughout the life of the contract/project. This will include, but not be limited to, review and approval of all staff resumes. For all projects, the HIT Services Supplier and the Authorized User will mutually develop and agree upon a detailed SOW, including the objectives to be achieved, the schedule, and the budget, based on the Rate Card. Each mutually agreed upon HIT SOW shall be signed by both parties or their authorized designees.

In order to be considered for contract award through this RFP, a Proposer must be able to provide personnel for all of the job titles and levels described in Appendix I. Due to this consideration, small businesses and sole proprietors who are interested in responding are encouraged to work together (e.g., form a consortium) or to partner with one or more larger vendors that intend to submit a proposal, in order to provide a response that satisfies as much of the RFP general and technical requirements as possible and covers the breadth of job titles and levels needed to submit a response to this RFP. A single supplier representing the members of such consortium shall be required to act as the Prime Supplier during the entire RFP process and throughout the duration of any subsequent Contract.

Properly submitted proposals for this RFP will be evaluated by an evaluation committee.

The evaluation committee may identify a potential contractor(s) whose proposal meets specifications contained herein and offers the best value. DHS may negotiate a contract with the selected contractor(s). This RFP does not, however, obligate DHS to complete the solicitation and DHS reserves the right to cancel the solicitation if it deems it to be in its best interest to do so.

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 12 of 76

1.5 Procuring and Contracting Agency

The Wisconsin Department of Health Services, Division of Health Care Access and Accountability is issuing this RFP. The person responsible for managing the procurement process is Purchasing Agent Susan Longfield, and she is the sole point of contact for the State of Wisconsin during the selection process.

The Division of Health Care Access and Accountability, Bureau of Operational Coordination will administer the contract(s) resulting from this RFP.

1.6 Intent to Submit Proposal

The Department requests prospective proposers to submit an email indicating their intent to submit a proposal to the RFP contact in order to assist the Department with managing and planning this procurement. Please include the following in the email subject line: S-0190 DHCAA-14 Intent to Submit Proposal. The email should identify the prospective proposer (e.g., firm or organization name), and the full name, title, email address, and office telephone number (direct line preferred) of the proposer’s contact person. Proposer should send the e-mail to DHSProcurement@wi.gov no later than April 28, 2014.

Proposers are not required to submit this email and not submitting your intent to propose will not preclude submission of a proposal. Also submitting an intent to propose email does not obligate the prospective proposer to submit a proposal.

1.7 Clarification and/or Revisions to the Specifications and Requirements

Vendors must submit any questions or issues pertaining to this RFP to Purchasing Agent Susan Longfield at:

DHSprocurement@wi.gov

The Purchasing Agent must receive these no later than Monday, May 5, 2014.

Vendors shall submit all questions and issues via non-encrypted email and may include them either in the body of the email or as a non-encrypted Microsoft Word attachment(s). The email message must contain the following as the subject line:

Question/Clarifications: RFP S-0190 DHCAA-14 – Proposer Name

Vendors must raise any questions, note any exceptions, or express any issues they may have concerning the RFP document before the due date and time stated in this Section. Any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP should be reported immediately to the Purchasing Agent and, if appropriate, include a request for a consideration of a modification or clarification of the RFP or specific portion thereof.

The Department will not accept questions and issues submitted by means other than email. Vendors, however, may submit multiple messages within the time period allowed for such submission. However, oral responses, information, dates, and/or technical mailto:DHSProcurement@wi.gov mailto:DHSprocurement@wi.gov

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 13 of 76 assistance received by a prospective Vendor, whether before or after the release of this RFP, from the Department or Department staff shall not, in any manner whatsoever, be binding on the State of Wisconsin until and unless released by the State through publication to VendorNet as part of this RFP process.

All Vendor questions and answers, including any necessary clarifying data or information, will be published on the State’s VendorNet system. Similarly, amendments and/or addenda to this RFP will be published on VendorNet immediately upon issuance.

During the period between the date on which this RFP is published on VendorNet and the release date of the notice of intent to award a contract, all contact with State employees (other than the RFP Purchasing Agent designated in this Section) is prohibited, unless expressly authorized by the RFP Purchasing Agent.

1.8 Contract Quantities / New or Deleted Items

The Department does not guarantee to purchase any specific quantity or level of services. Proposals predicated on a specific quantity or dollar amount beyond the scope and specifications of this RFP may be disqualified.

NEW OR DELETED ITEMS: The Department reserves the right to add new related services to this contract based on changes in need or volume within scope or changes to standards unknown at the time of this Proposal. Contractor will be bound to the contracted price adjusted for such increases to volume within contracted scope.

Likewise, the Department reserves the right to delete certain services from the contract and reduce the total contract price accordingly.

The selected vendor shall not have exclusive rights to provide all services proposed in this RFP and covered under any ensuing contract during the initial term of the contract or any extension thereof.

1.9 Reasonable Accommodations

DHS will provide reasonable accommodations, including the provision of informational material in an alternative format upon request, for qualified individuals with disabilities. If you think you need accommodations at any time during the RFP process, contact Purchasing Agent Susan Longfield at (608) 261-5999 or email DHSprocurement@wi.gov.

1.10 Vendor Conference

No Vendor Conference is planned for this RFP.

1.11 Calendar of Events

Listed below are both firm and estimated dates and times of events planned for this RFP as of the date of publication. The dates not labeled as “estimated” must be met as indicated unless subsequently amended by the State. In the event the State finds it mailto:DHSprocurement@wi.gov

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 14 of 76 necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by publishing an amendment to this RFP on VendorNet at http://vendornet.state.wi.us. Changes to dates and times labeled as “estimated” may not be formally amended.

1.12 Contract Term and Funding

The contract(s) resulting from this RFP shall be effective on the date indicated in the contract and shall have purchasing authority covering a total of seven (7) years. The initial contract, however, will be for three (3) years from the beginning date with an option by mutual agreement of the agency and Contractor to renew for four (4) additional one (1) year periods.

Any Contract resulting from this RFP shall not, in whole or in part, be subcontracted, assigned, or otherwise transferred to any other Contractor without prior written approval from the Department.

Firm Prices: Pricing must remain firm as specified in the contract. Pricing adjustments (inflationary or otherwise) not specified in the Cost Proposal should not be presumed during the contract period.

1.13 VendorNet Registration

The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the State. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us as a means to receive information on State purchasing practices and policies, goods and services that the State buys, and tips on doing business with the State. Vendors may use the same web address to register for inclusion on the Proposers list for selling goods and services to the State. A subscription including notification privileges guarantees that the vendor will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a Request for Proposal or a Request for Bid

DATE EVENT

04/21/14 Date RFP is Published on

VendorNet 04/28/14 Email Intent to Submit Proposal 05/05/14 Deadline for Receipt of emailed

Questions 05/23/14 (estimated) All Questions and Answers, Amendments, and Addenda published on VendorNet

06/02/14, 3:00pm CT Proposals Due from Vendors 08/04/14 (estimated) Notification of Intent to Pursue

Contract Negotiations with Selected Vendor(s)

08/18/14 through 09/26/14 (estimated)

Contract Negotiations and Finalization

01/01/15 Contract Start Date http://vendornet.state.wi.us/ http://vendornet.state.wi.us/

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 15 of 76 valued over $50,000 and categorized in the vendor’s self-designated commodity/service area(s)*. Vendors lacking Internet access will receive notifications via postal mail.

Increasingly, State agencies are also using VendorNet to post simplified bids valued at $50,000 or less. Vendors registered in the appropriate commodity/service areas may receive notices of these simplified bid opportunities as well.

*This RFP will be published to VendorNet and classified under the following commodity/service codes: 91875, 91890, 91883, and 92040. Interested vendors should make certain that their VendorNet registration incorporates these codes in order to ensure their receipt of updates on this RFP.

1.14 Retention of Rights

The State of Wisconsin retains the right to accept or reject any or all proposals if it is deemed to be in the State’s best interest.

If mutually agreed to by the vendor and the State, the results of this solicitation may be used by other Wisconsin agencies or other states to support acquisition of similar services.

All proposals become the property of DHS upon receipt. All rights, title, and interest in all materials prepared by the Vendor for the proposal to DHS shall be the exclusive property of DHS.

1.15 Number of Contracts

It is the intention of the Department to award up to five (5) contracts for the services required in this RFP at its sole discretion. However, regardless of the Department’s contracting decisions, the selected vendor(s) shall not have exclusive rights to provide all services covered under this contract during the term of the contract or any extension or amendment thereof.

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 General Instructions

The selection of contractor(s) will be based upon the information submitted in the vendors’ Proposals. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a Proposal without further evaluation.

Elaborate Proposals, beyond what is sufficient to present a complete and effective Proposal are neither necessary nor desired, nor will they earn extra points in the evaluation process. Please limit responses to a maximum 100 pages in total length.

The State of Wisconsin is not liable for any cost incurred by vendors in responding to this RFP.

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 16 of 76

To ensure a fair, equitable, and transparent review, all Vendors must submit Proposals exactly as set forth in the requirements in this section. All materials must be submitted to a single point of contact at this specific address:

Susan Longfield Department of Health Services Division of Enterprise Services 1 W. Wilson Street, Room 655 Madison, WI 53703

All materials must be received in the prescribed formats no later than 3:00 PM CT Monday, June 2, 2014.

Proposals must be physically received in this location by the specified date and time stated above. All Proposals must be stamped as accepted by the Purchasing Agent or designee. Staff will be available within the indicated deadline window to issue receipts.

Receipt of a Proposal in the State’s mail system does not constitute physical receipt of a Proposal by the Purchasing Agent for purposes of this RFP. Proposals submitted by fax or email will be rejected without review.

Proposals are to be submitted in two formats: Paper (Hard Copies) and Disc. Both components are due at the address above by the stated date and time. The following submission requirements must be followed for each of the components:

Proposal Format on Paper (Hard Copy):

This format must contain the original and five (5) paper copies of the entire Technical Proposal, in accordance with Section 2.2 Proposal Organization and Format. This paper version will be complete and unredacted (i.e., it will include any proprietary information designated on Form DOA-3027). No mention of the Proposal’s cost is to be made in this component. Referencing cost or price in the Technical Proposal may be grounds for rejection of the entire Proposal.

Proposal Format on Disc or USB flash drive:

In addition to the paper documents required above, the Proposal must be duplicated verbatim on reproducible CDs, DVDs, or USB flash drive in non-protected PDF format with each media clearly labeled as follows:

• Media One must represent an exact replication of the paper version described above (i.e., it will include any proprietary information). A label will be affixed as follows:

Media One: Technical Proposal – Proprietary Information Included Health Information Technology (HIT) Program Procurement Name and Address of Proposer

RFP S-0190 DHCAA-14

http://vendornet.state.wi.us/vendornet/doaforms/doa-3027.doc

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 17 of 76

• Media Two must contain the entire self-redacted Proposal (i.e., on this disc, the vendor will exclude the proprietary information reported on the Designation of Confidential and Proprietary Information form (DOA-3027).

Again, no mention of cost or price will appear anywhere in this version.

Note: DHS, in responding to open records requests concerning this RFP, will release the information on Media Two without verification or further redaction. It is, therefore, imperative that the Vendor ensure that there is no conflict between the Designation of Confidential and Proprietary Information form (DOA-3027) and the content on Media Two. DHS assumes no responsibility in the release of information that is inappropriately or inadvertently included on Media Two.

A label will be affixed as follows:

• Media Three must contain a non-protected PDF version of the entire Cost Proposal in the format described in this RFP.

A label will be affixed as follows:

2.2 Proposal Organization and Format

Technical proposals must be organized into clearly delineated sections, as shown below. Each heading and subheading should be separated by tabs or otherwise clearly marked. The Technical Proposal should be typed and submitted on 8.5 x 11 inch paper bound securely. The Proposal should be well organized and each page marked by a page number, the name of the responding vendor, and the RFP number (RFP S-0190 DHCAA-14). Font size and style throughout submission should be 12-point font.

Tab 1. Table of Contents

Tab 2. Agency Information Sheet

1. Cover Sheet: Form DOA-3261 completed and signed

Media Two: Technical Proposal – Proprietary Information Excluded Health Information Technology (HIT) Program Procurement Name and Address of Proposer

Media Three: Cost Proposal Health Information Technology (HIT) Program Procurement Name and Address of Proposer http://vendornet.state.wi.us/vendornet/doaforms/doa-3261.doc

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 18 of 76

2. A copy of certification or letter certifying the proposing entity is a minority business enterprise (if applicable)

3. Transmittal Letter – (See Section 2.3)

Tab 3. Required Forms (Hyperlinks to required forms are provided below or are available in the Appendices.)

1. Vendor Information Form DOA – 3477

2. Prime HIT Services Supplier Consortium Member/Subcontractor Information Worksheet, if applicable (Appendix E)

3. Designation of Confidential and Proprietary Information: Form

DOA – 3027

4. Certificate Regarding Debarment (Appendix F)

5. Wisconsin Cooperative Purchasing: Form DOA – 3333

6. Vendor References: Form DOA-3478

Tab 4 . Mandatory Requirements Fulfillment

1. Mandatory Requirements Yes/No checklist table (Section 3.0)

Tab 5. Response to General and Technical Proposal Requirements (Section 5.0). Proposer’s narrative response for these requirements shall not exceed 100 pages. The required forms/worksheets are not included in the page count limit.

1. Business Profile (Section 5.1 and Appendix G)

2. Medicaid EHR Incentive Program Administration (Section 5.2)

3. Qualifications to Perform Other Health IT-Related Projects (Section 5.3 and Appendix H)

COST INFORMATION:

In a separate envelope, provide cost information on the cost proposal worksheet included in Appendix J, according to the instructions provided. All costs for furnishing the services included in this proposal, in accordance with this RFP, must be included.

Failure to provide any requested information in the prescribed format may result in disqualification of the proposal. No mention of costs may be made in any other RFP response area.

2.2.1 Transmittal Letter

http://vendornet.state.wi.us/vendornet/doaforms/doa-3477.doc http://vendornet.state.wi.us/vendornet/doaforms/doa-3333.doc http://vendornet.state.wi.us/vendornet/doaforms/doa-3478.doc

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 19 of 76

A Transmittal Letter must accompany the RFP package in Tab 2. It must be submitted on official business letterhead of the prime Vendor submitting the Proposal, and must be signed in ink by an individual authorized to legally bind the vendor to the Proposal.

The Transmittal Letter must include the following attestations:

• The Proposer is the prime Vendor and is organized as a corporation or other legal entity;

• Services (in general) that the Vendor intends to subcontract to another entity;

• No attempt has been made or will be made by the Vendor to induce any other person or legal entity to submit or not to submit a Proposal under this RFP;

• Certification that the Proposer has neither directly nor indirectly entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that this Proposal has been independently arrived at without collusion with any other vendor(s), competitor(s) or potential competitor(s); and that this proposal has not been knowingly disclosed to any other vendor or competitor prior to the due date of the proposal.

• The Proposal is valid for a minimum of sixty (180) calendar days from the Proposal due date;

• Assurance that the vendor, if awarded a contract, will agree to execute and fulfill such contract according to the conditions and terms specified in this

RFP;

• That the Proposal, in its entirety, is predicated upon the requirements, terms, and conditions of this RFP as published, all published Questions and Answers, all published amendments and addenda, and any other published attachments, supplements, or revisions thereof;

• The Proposer has the experience as specified in Section 3.0 Mandatory Requirements.

• That submission of a Proposal indicates acceptance of all conditions specified in this RFP; and

• That an individual authorized to legally bind the Proposer has signed this Transmittal Letter and all RFP documents, that this person is authorized to make decisions specific to this RFP on behalf of the proposing organization, and, finally, that this person has not participated, and will not participate, in any action contrary to this statement.

2.3 Multiple Proposals

Submission of multiple Proposals from a vendor is not permissible.

2.4 Oral Presentations / Interviews

At the Department’s sole discretion, top scoring vendor(s), based on an evaluation of all proposal(s), may be required to participate in interviews, provide an oral presentation, Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 20 of 76 present a system demonstration (if applicable), make provision for a site visit, or any combination of the above, to support and clarify their proposals.

The State will make every reasonable attempt to schedule these events at a time and location that is agreeable to the proposer. Failure of a proposer to accommodate the State’s request may result in rejection of the vendor’s proposal.

DHS will not disclose among competing proposers any information obtained as a result of conducting these events. Nor shall these events be used as an opportunity for any vendor to alter its proposal.

2.5 Withdrawal of Proposals

Proposals shall be irrevocable until contract award unless the Proposal is withdrawn.

Vendors may withdraw a Proposal in writing at any time up to the Proposal closing date and time or upon expiration of five (5) business days after the due date and time if the withdrawal request is received by the Purchasing Manager within this time frame. The written request must be signed by an authorized representative of the vendor and submitted to the Purchasing Manager at the address listed in Section 2.1 General Instructions. If a previously submitted Proposal is withdrawn before the Proposal due date and time, the vendor may submit a replacement Proposal at any time up to the original Proposal closing date and time.

3.0 MANDATORY REQUIREMENTS

To be eligible for further evaluation consideration, vendors must certify their ability to meet all the MANDATORY REQUIREMENTS as specified below (Reference Transmittal Letter Section 2.2.1).

Vendors must include the table below in their proposal and submit a [Yes/No] checkmark response, indicating compliance with the Mandatory Requirements included in this Section.

Failure to indicate compliance with the Mandatory Requirements will result in exclusion from further consideration. The vendor’s response to the general and technical proposal requirements must provide clear evidence the vendor meets the mandatory requirements.

Additional requirements may be effective upon contract execution, specific to the services being provided.

Mandatory Requirements

YES

I can meet this requirement

NO

I cannot meet this requirement

3.1 The Proposer must have two (2) years subject matter

expertise and experience in the last three (3) years, in planning or implementing Health Information Technology (HIT) projects.*

3.2 The Proposer must have two (2) years experience in the

last three (3) years, in HIE business and technical planning or implementation.*

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 21 of 76

3.3 The Proposer must have two (2) years experience in the

last three (3) years, providing education, outreach, and technical assistance to health care providers in selecting, implementing, or using certified EHR technology and achieving meaningful use.*

3.4 The Proposer’s Contracted Personnel must be available

to work at the Authorized User’s work site in Wisconsin.

3.5 The Proposer must agree to enter into a Cooperative

Purchasing Service Vendor Agreement (Section 8.11).

3.6 The Proposer must agree to onboard and participate in

the State’s VMS if requested to do so by the Department in accordance with Section 9.13.

* The prime vendor or one of the prime vendor’s consortium member or subcontractor companies listed in Appendix E must satisfy the requirement *(3.1, 3.2, 3.3). The Proposer may not satisfy the requirement by totaling the experience of two or more companies in the prime vendor’s proposal.

4.0 PROPOSER INFORMATION SECTION

Section 4.0 contains information for Proposers regarding the responsibilities, deliverables, and outcomes for which the contractor is responsible for producing or be qualified to produce as part of the eHealth Program Procurement. This background information is intended to assist Proposers in developing their responses to the requirements in RFP Section 5.0 General and Technical Proposal Requirements – Qualitative Response Section. Proposer responses to the requirements in Section 5.0 will be evaluated and scored by the RFP Evaluation Committee.

4.1 Business Profile

Proposer must include a business profile for review. This is essential to verify the proposer has health IT subject matter expertise and experience, and is able to resource health IT projects and perform the duties described in this RFP. A primary goal of Wisconsin’s HIT program is to promote and advance the use of certified EHR technology and HIE by health care providers to improve health care quality, safety, and efficiency through electronic capture, use, and sharing of health information. Proposers must have knowledge of and experience in all aspects of HIT including government programs, acts, committees, networks, certified EHR technology standards and specifications, and meaningful use and health care reform (as it relates to using HIT to achieve health care reform goals) regulations promulgated by CMS and/or the Office of the National Coordinator for Health IT.

4.2 Medicaid EHR Incentive Program Administration

4.2.1 Program Management

Proposers must have expertise in managing Health Information Technology (HIT) programs and projects. Effective project management is the key to completing quality work on time and within the planned budget. Proposer must deliver detailed work/project plan(s) for all activities and projects in the Department’s

Dept. of Health Services Request for Proposal S-0190 DHCAA-14 Page 22 of 76

Medicaid Health IT IAPD approved by CMS. Work/project plans will be used to monitor and report overall project progress against planned activities, identify variances from planned start and finish dates and assign resources to activities.

Proposers will have to update work/project plans at least bi-weekly and report to the Department on completed tasks, late and past due tasks, and recommendations for work plan modifications. Proposer must monitor work/project plans closely and identify and mitigate risks and issues that could have an impact on the project budgets and scheduled completion dates.

Proposer must have the ability to manage future planning, design, and implementation of activities that further support Wisconsin as a leader in Health

IT.

4.2.2 Program Reporting

Proposer must provide appropriate program reporting as required by both the Department and CMS. The contractor must conduct program evaluation and reporting on the HIT program and performance to the Department on a scheduled basis by means of status reports and status meetings and program performance reports. Status meetings are necessary to communicate progress and encourage interaction among project team members. Proposer must also prepare program progress and status reports for submission to the Centers for Medicare and Medicaid Services (CMS). This will provide a summary of the project’s progress against the proposed schedule in the Medicaid Health Information Technology (HIT) IAPD.

4.2.3 Program Planning and Policy Analysis

Proposers must have expertise in doing strategic and operational planning, developing PAPDs and IAPDs, budgets, and conducting policy analysis.

Proposer must maintain the State Medicaid HIT Plan (SMHP) in accordance with CMS requirements. The Proposer will be responsible for facilitating development and documenting the next iterations of the SMHP as required by CMS. The Department and other HIT stakeholders will provide content and input for the Plan and provide final approval before submission to CMS. Proposer must have knowledge and experience in the following parts of the SMHP or comparable HIT strategic and operational plan:

• State’s “As-Is” HIT Landscape

• State’s “To-Be” HIT Landscape

• State’s Implementation Plan

• State’s Audit Strategy

• State’s HIT Roadmap

4.2.4 Program Operations Support

Proposer will be required to support the Department in the design, implementation, and maintenance of the Wisconsin Medicaid EHR Incentive Program.