4-Attach-B Scope-of-Work EHR-RFP 2025-09-11 for-U3P-posting.pdf

ATTACHMENT B: Scope of Work RFP # MW26-3

Note: Example draft – This scope of work is an example draft. Once an award has been made under RFP # MW26-3, the State will update this scope of work with information from the winning proposal.

1. Introduction and Background

Through this Agreement, the State of Utah seeks to provide more consistency for detained and/or incarcerated individual(s) [herein referred to as “inmate(s)”] regarding their medical care while in the custody of various institutions such as jails, prisons, and juvenile justice centers throughout the State of Utah. The State also seeks to allow consistency in data reporting when comparing one correctional entity to another.

Though this Agreement is intended for the correctional environment, any Eligible User within the State may enlist the services of this Agreement, even if the Eligible User is not a correctional institution.

2. Scope of Work

Contractor shall provide the Electronic Health Record (EHR) software system that was described in the Contractor’s written, submitted MW26-3 proposal response. The EHR system available from this Agreement will meet the functional and technical requirements found in Attachment C. This EHR will be “software as a service” (SAAS) and the Contractor shall be responsible for hosting the EHR. The Contractor shall provide each Eligible User with their own EHR account. Eligible User(s) shall not have access to the EHR account(s) of other Eligible User(s). Each Eligible User will be its own unique customer.

All data must be located in the continental United States (see this Agreement’s Attachment A terms and conditions for more detail). The Contractor shall provide required Federal and State safety and privacy related to the EHR system and the data within it (see this Agreement’s Attachment A terms and conditions for more detail).

3. Project Deliverables

● Roll Out & Go Live

○ The Contractor shall ensure the EHR is a viable, working Solution for the Eligible User’s “go-live”

○ The Contractor shall adhere to the implementation schedule and timeline in Attachment E. This timeline may be pro-rated as described in section 4 “Project Timeline” below.

● Data Management Plan

○ The Contractor shall ensure compliance to the Contractor's data management, conversion, and migration plan, as described in the Contractor’s written, submitted MW26-3 proposal response.

This includes but is not limited to:

■ The Contractor’s data management strategy will support integration, optimization, quality, stewardship, standards and governance of data

■ The description of appropriate skill sets, processes, technologies/tools, and naming conventions.

■ The conversion, cleaning and migration

ATTACHMENT B: Scope of Work RFP # MW26-3

■ The risk management for data conversion effort

■ The testing migration and converted data

■ The Contractor reporting to the Eligible User the number of records successfully converted vs. errors or expectations

■ The cleansing / refining data to prepare it for loading to the EHR solution

■ Resolving data conversion errors and issues

■ Supporting the Eligible User validation and converted data

■ Tasks, timelines, and responsible parties for all conversion and migration tasks

■ Entrance and exit criteria for each phase of Data Management

● Data Management

○ Backup and Archiving

■ The Contractor shall ensure compliance to the support requirements for backup and archiving consistent with the Contractor’s written, submitted MW26-3 proposal response.

○ Data Ownership

■ The Eligible User will own all right, title, and interest in its data that is related to the services provided by this contract (see this Agreement’s Attachment A terms and conditions for more detail). The Contractor and the Contractor’s representative(s) shall not access Eligible User accounts or Eligible User data, except (1) in the course of data center operations, (2) in response to service or technical issues, (3) as required by the express terms of this contract or (4) at the Eligible User’s written request (see this Agreement’s Attachment A terms and conditions for a more detailed confidentiality clause).

■ When this Agreement ends and/or when the Eligible User’s use of the EHR system ends [whether that be by this Agreement’s early termination, the natural expiration of the original term, the natural expiration of extension(s) granted via amendment, or the Eligible User ending their use of this Agreement], at no additional cost, the Contractor shall provide to each Eligible User the Eligible User’s data, in a common, non-proprietary, usable file format.

○ Import and Export of Data:

■ The Eligible User shall have the ability to import or export data in piecemeal or in entirety at the Eligible User’s discretion without the assistance of the Contractor. This includes the ability for the Eligible User to import or export data to/from other service providers.

■ The Contractor shall ensure that any data being transmitted or transported either physically or electronically will be encrypted

■ The Contractor shall ensure that EHR system data exchanges including inbound and outbound interfaces shall comply with industry standards [e.g./ HIPAA-compliance standards, Health level 7 (HL7), Fast Healthcare Interoperability Resources (FHIR), etc.]

○ The Contractor shall ensure that the EHR system’s account access authorization procedures will follow the concept of least privilege; allowing users access to only the information that is necessary to accomplish assigned tasks in accordance with business functions.

● Interfaces

○ The Contractor shall ensure that the EHR system will support, at a minimum, all file versions, and formats described in the Contractor’s written, submitted MW26-3 proposal response.

ATTACHMENT B: Scope of Work RFP # MW26-3

○ The Contractor shall ensure that the EHR system will allow for interfacing across Eligible User jurisdictions, when required by the Eligible User(s).

○ When an Eligible User approaches the Contractor about a needed interface, as allowed under this Agreement, the Contractor shall collaborate with the Eligible User and let them know what to expect regarding leveraging existing functionality or needing from-scratch, new development to meet the need.

● Reporting

○ The Contractor shall ensure that the EHR system will fulfill the minimum reporting functionality, as described in Attachment C “Technical and functional features”.

○ The Contractor shall ensure that the EHR system will fulfill the query functionality, as described in Attachment C “Technical and functional features”. This includes, but is not limited to: a query tool that allows users to easily query data necessary to support Eligible User business needs.

● Continuity of Operations and Disaster Recovery

○ The Contractor shall ensure that the EHR system will support, at a minimum, all redundancy, continuity of operations, and disaster recovery items described in Attachment C “Technical and functional features”.

● GovRamp requirement(s)

○ In compliance with the Utah terms and conditions, where the product does not already have a

FedRAMP or verified GovRAMP status the following provisions apply:

■ At the time of contract execution, the product must be enrolled in the GovRAMP

Progressing Snapshot Program and remain in the program until a verified status is achieved.

■ The product must achieve a verified status of GovRAMP Core no later than 12 months after the date of contract execution and maintain that status.

■ If the Contractor fails to maintain or achieve the security requirements outlined above, the Contractor may be subject to liquidated damages and/or the State of Utah may reevaluate the terms of the contract and determine whether the failure to comply justifies contract termination.

● Training Plan

○ The Contractor shall ensure compliance to the Contractor's training plan, as described in

Attachment C “Technical and functional features”. This includes but is not limited to:

■ A training approach that focuses on the train-the-trainer methodology, objectives, and desired outcomes

■ The Contractor must provide both training materials / documentation and hands-on training

■ The Contractor must provide training necessary to support new functionality and/or major software releases that materially change the user interaction

■ The Contractor’s training processing must include a means of incorporating feedback to improve the training effectiveness of future training(s)

● Maintenance and Operations Staffing

○ The Contractor shall provide a team to support and operate the EHR system once it is live and stable. This team will be tasked with maintaining and operating the software components in the cloud as applicable, providing support for the system, enhancing the system, etc.

ATTACHMENT B: Scope of Work RFP # MW26-3

○ The Contractor shall ensure compliance to the Contractor's operations, maintenance and configuration plan for post-implementation processes, as described in Attachment C “Technical and functional features”. This includes but is not limited to:

■ Architecture/hosting operations.

■ Monitoring daily operations performance.

■ Performing routine maintenance.

■ Maintaining user documentation.

■ Online help approach and documentation, as appropriate.

■ Configuration and change management.

■ Approach to enhancements and other new requirements.

■ Maintaining system documentation.

■ Maintaining training documentation.

■ Archiving requirements.

■ Tasks, timelines, and responsible parties for design and configure/build tasks.

■ Reporting status against relevant Service Level Agreements (SLAs)

■ Schedule of major and minor releases. The agency must review and approve all revisions of the Operations, Maintenance and Configuration Plan.

4. Project Timeline

The Contractor shall adhere to the schedule(s) and timeline(s) in the “Project Plan”, which was included in the Contractor’s written, submitted MW26-3 proposal response. These timeline(s) may be pro-rated to current dates (i.e., the calendar dates for a specific Eligible User’s implementation may be adjusted to give each phase of the project the same number of days/weeks listed in the “Project Plan” attachment).

The Contractor shall promptly coordinate with each Eligible User regarding all timeline dependencies that are relevant to the Eligible User’s situation (common, known dependencies were described in the Contractor’s written, submitted MW26-3 proposal response). The Contractor shall coordinate with each Eligible User to coordinate with the Eligible User’s other Supplier(s) and partner(s) performing dependency-related activities.

If the Contractor must build out one or more modules described in this Agreement, the module shall be fully functional and available to Eligible User(s) no more than two (2) years after this Agreement’s effective date.

If an Eligible User requires the Contractor to build a module specific to that Eligible User’s needs, the Contractor shall ensure that the module is completed in accordance with the timeline quoted to the Eligible User at the time the services are ordered. If a timeline is not specified at the time of order, the default time requirement shall be no more than two (2) years.

5. Security at Eligible User(s)’ facility(ies)

Eligible User(s) reserve the right to implement necessary safety procedures that the Contractor must comply with in order to be granted on-site access to the Eligible User’s facility(ies). For example, this may include but is not limited to personal searches (when Contractor’s representative is entering the Eligible User’s secure facility) and background check(s) / security clearance (when determined necessary by the Eligible User’s sole discretion). If any of these security procedures have a notable cost, Contractor may require the

ATTACHMENT B: Scope of Work RFP # MW26-3

Eligible User to bear the burden of the cost(s) so long as the cost(s) are quoted to the Eligible User and approved by the Eligible User, in writing, before the costs are incurred.

6. Outcomes

Eligible User(s) who receive and use the EHR software system described in this Agreement will have a reliable, well-functioning EHR, including all enlisted module(s) of the EHR functioning in a way that well-supports the intended purpose of the module. Eligible User(s) will receive excellent customer service from the Contractor. If/when problems arise, they will be infrequent and the Contractor will resolve the Eligible User’s concern(s) promptly, to the Eligible User’s satisfaction, within the scope of this Agreement. If the Contractor needs something from an Eligible User, the Contractor will promptly and professionally communicate the need to the Eligible User’s correct point of contact. If the Contractor finds an Eligible User to be frequently and/or unreasonably under-responsive to a request, the Contractor will notify the correct person/people in the Eligible User’s chain of command.

7. Quotes, Ordering, and Billing

At the time an Eligible User is seeking to implement the EHR described in this Agreement, the Contractor must provide the Eligible User with a quote specific to the Eligible User’s situation, in accordance with this Agreement’s pricing from the “Price Proposal” which was part of the Contractor’s written, submitted MW26-3 proposal response. Eligible User(s) retain the right to select which modules / interfaces / build-outs, etc. they are seeking in order to meet their EHR needs.

The Contractor will know when an Eligible User is ready to begin services under this Agreement by the Eligible User presenting the Contractor with a written, signed, Purchase Order (PO) or other similar ordering document.

Before each Eligible User(s) begins using the Contractor’s EHR system, the Contractor and the Eligible User will sign a ‘Health Insurance Portability and Accountability Act’ (HIPAA) Business Associate Agreement (BAA). The template for this BAA was part of the Contractor’s written, submitted MW26-3 proposal response. This template is an example. Eligible User(s) retain the right to propose their own BAA at the time they are seeking services.

The Contractor shall bill each Eligible User for its own EHR account (see this Agreement’s Attachment A terms and conditions for more detail).

In addition to the billing and payment terms in this Agreement’s Attachment A terms and conditions, the section of this Agreement’s cost sheet titled “Implementation / origination fees” shall be invoiced / paid in accordance with work completion milestones. Eligible User(s) reserve the right to negotiate more-specific, designated milestones at the time of quote. If no such negotiations are held, the following guideline shall govern:

* Training fee(s) and/or reimbursement(s) for the initial roll-out and “go-live” shall be invoiced / paid after the training has been rendered.

* Fees for “Initial System Configuration /Set-up” and “System Configuration / Customization (After initial implementation)” shall be broken into three milestones: 1. 30% when the initial system configuration is far

ATTACHMENT B: Scope of Work RFP # MW26-3 enough along that the Eligible User’s software testers may begin large-scale testing of the EHR; 2. 30% after a successful “go-live” (when the Eligible User’s staff start using the software for their everyday use);

and 3. 40% when the Eligible User issues a “certificate of acceptance” to the Contractor stating that the EHR is functioning as promised for its intended purpose(s). Eligible User’s shall not unreasonably withhold a “certificate of acceptance”.

* Fees for “Migration of Client Database” and “Data migration and/or conversion of all existing legacy system data to new system” shall be broken into three milestones: 1. 30% when the initial data migration and/or conversion is far enough along that the Eligible User’s migration testers may review the successful data migration results in a sandbox testing environment; 2. 30% after a successful “go-live” includes the migrated / converted data; and 3. 40% when the Eligible User issues a “certificate of acceptance” to the Contractor stating that the data migration successfully brought in all known, intended data and files.

Eligible User’s shall not unreasonably withhold a “certificate of acceptance”.

* Fees in the section of the cost sheet titled “Implementation / origination fees” that are not specifically called out above will also follow similar 30%/30%/40% invoicing/payment patterns as reasonable to the specific, relevant circumstances.

* If an Eligible User requires the Contractor to build a module specific to that Eligible User’s needs, the Eligible User has the right to require a similar 30%/30%/40% invoicing/payment pattern, in accordance with this Agreement’s pricing attachment and the Contractor’s quote for the custom build.

Eligible User(s) reserve the right to negotiate with the Contractor end-of-fiscal-year billing requirement(s) specific to Eligible User’s Agency.