40DHHS-S3136 - Questions - Answers.xls
XLS spreadsheet 70 KB Posted
- Attached to
- Nevada Trauma Registry Application
- Solicitation number
- 40DHHS-S3136
- Issued by
- Nevada
About this file
The document is a Questions and Answers (Q&A) file for RFP No. 40DHHS-S3136, issued by the Nevada Department of Health and Human Services (DHHS) for a Nevada Trauma Registry Application. The RFP seeks a comprehensive, secure web-based trauma registry system accessible to 5 trauma centers and 52 non-trauma centers, with capacity for up to 50 concurrent users. The system must incorporate up to 6 years of historical trauma data from January 2017 through December 2023, maintain 24/7/365 availability, and meet HIPAA compliance standards. Proposals were due by March 25, 2025, with vendor questions accepted until February 24, 2025, and an anticipated contract start date of July 8, 2025. The proposed contract term is four years, subject to Board of Examiners approval.
The budget for the project is not to exceed $40,000 per year, totaling $160,000 for the four-year contract term. The state is seeking a cloud-hosted solution with FedRAMP-comparable controls, capable of supporting data entry and transfer for all trauma and non-trauma centers. Vendors are expected to provide hosting services, annual maintenance, data migration, user training, and a system that supports multiple data entry methods. The Q&A file indicates flexibility in data upload mechanisms, with the state preferring a system that can accommodate direct data entry or uploads from individual facility systems. The RFP does not specify set-aside designations, and the previous RFP was not awarded due to budget constraints.
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Other files
| File | Type | Posted |
|---|---|---|
| 40DHHS-S3136 Scope of Work.xlsx | XLSX spreadsheet | |
| Standard-form-contract~2.docx | DOCX document | |
| Certification-regarding-lobbying~2.pdf | ||
| 40DHHS-S3136-cost-schedule.xlsx | XLSX spreadsheet | |
| 40DHHS-S3136-RFP-Nevada-Trauma-Registry~1.docx | DOCX document | |
| 40DHHS-S3136 - INSURANCE REQUIREMENTS.pdf | ||
| Terms-and-conditions-for-services~2.pdf | ||
| Quote Instructions.pdf | ||
| 40DHHS-S3136-reference-questionnaire-2025-01-22.pdf |
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Bid Q&A for Export Report
| Bid Q&A | ||||
| QUESTION_NBR | CREATED_BY | QUESTION_SUBJECT | QUESTION_TEXT | ANSWER_TEXT |
| 1 | ESOSOLUTIONS | RFP Goals & Objectives | The RFP states, â??2.4.4. In addition, Nevadaâ??s five (5) trauma centers must be able to submit trauma data electronically to the trauma registry and the trauma registry must be accessible to non-trauma centers via secure log-in.â?? Is the state seeking a solution for trauma centers to enter data directly or upload from their own systems? | Looking for a system with the abilkity to upload the data both ways depending on the individual facility. |
| 2 | ESOSOLUTIONS | Number of Centers | SOW requirement 2.2.4 requires â??A platform for all four (4) state trauma and twenty-nine (29) non-trauma centers . . .â?? These numbers seem to conflict with the five (5) and 52 centers mentioned in the RFP. Can the State clarify the number and types of centers involved? | 5 trauma centers and 52 non-trauma centers |
| 3 | ESOSOLUTIONS | Data Entry & Transfer | SOW requirement 2.2.4 requires â??A platform for all . . . centers to enter and/or transfer data to the application database so that the state can retain all trauma data for analysis and reporting purposes.â?? Is the state seeking a solution for trauma centers to enter data directly or upload from their own systems? | Looking for a system with the abilkity to upload the data both ways depending on the individual facility. |
| 4 | ESOSOLUTIONS | Secure User Connections | SOW requirement 1.4 requires vendors â??Provide secure connections for up to 50 concurrent users on production site.â?? Is this to support direct entry for the 5 trauma centers and 52 non trauma centers? Also, is the State of NV financially supporting the registry solution to be utilized at all trauma center and non-trauma center facilities, or is the state solely looking for a state central site / trauma repository only? | This is to ensure there is no access issues with ,multiple users a the same time. The state is looking for a state central site/trauma repository. |
| 5 | ESOSOLUTIONS | Current & Historical Records Migration | SOW requirement 1.3 requests vendors include â??all data that is in the current Nevada Trauma Registry and up to 6 years of historical data (January 1, 2017 through December 31, 2023) from the Nevada trauma centers.â?? Can the state please provide the total estimated number of records being requested for data migration from the current Nevada Trauma Registry, as well as the total estimated number of records being requested for data migration for the six-year period from the five Nevada trauma centers? | Up to 20k records per year; estimate 116k for 2017-2024 |
| 6 | ESOSOLUTIONS | Desired Training Parameters | Regarding SOW requirement 1.12, could the state please elaborate on the desired training parameters (virtual, in-person, hybrid) for all users on the trauma registry? | Ideally, a training that is virtual and/or recorded for new user onboarding at the time of user registration and when a refresher is applicable. |
| 7 | ESOSOLUTIONS | Center Listing | RFP section 2.3.1 describes five (5) state trauma centers and fifty-two (52) non-trauma centers. Can the state provide a basic listing of all these trauma and non-trauma centers, to include the hospital legal name, trauma level designation, and bed count? | Will be provided at contract execution. See public records in the immediate at the following link; |
https://dpbh.nv.gov/Reg/HealthFacilities/dta/Media/Find_a_Health_Facility/
From there click on “Find a Health Facility” Next, select Health Facilities within the Business Unit dropdown.
To narrow it down further, you can also choose Hospital within the Credential Type dropdown.
Type the first word of the Facility Name, then click search.
Under the Action column on the right, click View Details.
| 8 | ESOSOLUTIONS | FedRAMP Comparable Controls & Processes | SOW requirement 2.1.1 requests Cloud Service Providers demonstrate or show proof of â??comparable controls and processes needed to meet FedRAMP certified requirements.â?? Can the state more clearly define the â??comparable controls and processesâ?? required to show compatibility with this requirement? | unable to answer at this time |
| 9 | ESOSOLUTIONS | Site Visit | Pages 5 and 6 of the RFP mention a site visit and a mandatory site visit registration form. However, we cannot locate another mention of this site visit in the timeline or RFP. Could the State please clarify the expectations and timing for this site visit? | Site visit is tbd based on need when scheduling for implementation. |
| 10 | ESOSOLUTIONS | Number of Centers | RFP section 2.3.1 describes five (5) state trauma centers and fifty-two (52) non-trauma centers. Is the state only covering the trauma centers, or is the state covering all trauma center and non-trauma center facilities? | The state is looking for a system capable of collecting all trauma and non-trauma center data. |
| 11 | ESOSOLUTIONS | Data Entry & Trauma | SOW requirement 2.2.4 requires â??A platform for all . . .centers to enter and/or transfer data to the application database so that the state can retain all trauma data for analysis and reporting purposes.â?? Is the state seeking a solution for non-trauma centers to enter data directly or upload from their own systems? | Looking for a system with the abilkity to upload the data both ways depending on the individual facility. |
| 12 | ALTARUM | 8.4 COST PROPOSAL | What is the anticipated budget? | $40k/year; $160k per 4-year contract term |
| 13 | ALTARUM | 8.4 COST PROPOSAL | How will the budget be distributed; for example, equally across 4 years? | Equally across 4 years or at an increment year over year not to exceed $160k total |
| 14 | ALTARUM | 8.4 COST PROPOSAL | Are the hosting and annual maintenance costs fees limited to $15,000 each annually? | Dependent upon other service costs; total contract not to exceed $160k |
| 15 | ALTARUM | 8.4 COST PROPOSAL | Will future enhancements be handled as Time & Materials? | point of negotiation |
| 16 | ALTARUM | 2.4 GOALS & OBJECTIVES | Have you evaluated the current Commercial Off The Shelf (COTS) products on the market? | Minimally evaluated |
| 17 | ALTARUM | Proposal Submission | Will the Bid Opening/Bid Submission date be extended beyond 3/25 (since the Q&A period was extended)? | No, only the questions portion was extended. The deadline for the answers was on-time. |
| 18 | CRAIG.MOEBUS | Prior RFP | What was the reasoning the prior RFP was not awarded? Was it due to budget? | Budget |
| 19 | CRAIG.MOEBUS | Prior RFP | Were the other vendors who submitted proposals on the prior RFP considered after the State was unable to award to the vendor in the LOI? If not, can the State provide the reasoning the other vendor proposals were not reevaluated after the State was unable to award to the vendor in the LOI (e.g. proposals were out of budget, proposals did not meet the technical requirements, etc.) | No. |
| 20 | CRAIG.MOEBUS | Prior RFP | If any of the answers remain accurate from the prior RFP for this same project, can the State provide those questions and answers? | No. This RFP is for the same service but a separate/new process. |
| 21 | CRAIG.MOEBUS | Budget | In order to provide the most appropriate technical proposal to meet the State's needs, and given the questions we are submitting surrounding the status of the prior RFP, can the State provide an anticipated budgetary range, or not to exceed amount, for this project? | Not to exceed $40k per year |
| 22 | CRAIG.MOEBUS | Cost Schedule - Budget | Can the State specify are the dollar amounts in the Cost Schedule examples only, or are they expected annual costs? (e.g. Hosting Services fee is $15,000 annually invoiced) | Cost Schedule is a projected range and may vary but may not exceed $40k per year. |
| 23 | CRAIG.MOEBUS | RFP 2.4.4 | Does the State expect all trauma centers (5) and non trauma centers (52) to provide data to the Trauma Registry? | Yes. |
| 24 | CRAIG.MOEBUS | RFP 7.6 - Site Visit | This section states a "site visit will occur on the date and time listed in the timeline". Can the State please ellaborate on this requirement as there is no 'site visit' listed in the timeline on p4 of the RFP? | Site visit is tbd based on need when scheduling for implementation. |
| 25 | CRAIG.MOEBUS | SOW - General 1.18 | Can the State clarify this requirement? Does the State expect the awarded vendor to make changes in the Trauma Cloud third party provided product? | undetermined/unknown |
| 26 | CRAIG.MOEBUS | SOW - General 1.3 | Does all data in the current Trauma Registry for the 6 years of historical data and the data currently within the registry all conform to the National Trauma Data Standard, and if so what is the most recent NTDS year it conforms to? | Yes. All data confomrs to the current year at the time of collection. |
| 27 | CRAIG.MOEBUS | SOW - General 1.3 | Is there any data within the current Trauma Registry, or expected data to be migrated, that does not conform to the NTDS? If so, can the State provide the data dictionary/library of the current system? | No. |
| 28 | CRAIG.MOEBUS | SOW - General 1.4 | What is the number of users expected upload data within the system? What, if any, is the number of users expected to directly enter data via an interface within the system? Can the State clarify that it expects to support only up to 50 concurrent users? | There is at least 1 user per facility and no ore than 3 "administrators". The concurrent user accounting assumes not all facilities plus adminsitrtors will access the systen at the same time. The total number of users would exceed 50 but not expected to be in the system concurrently. |
| 29 | CRAIG.MOEBUS | SOW - System Req - 2.1.1 | Does the State expect for the solution to be comprable to FedRAMP controls and processes, or does the State expect the solution to be delivered with Authorization to Operate in a FedRAMPed environment? If the latter is true, does DHHS have the sponsorship of a Federal Agency and which one? | Preferred. |
| 30 | CRAIG.MOEBUS | SOW - System Req - 2.1.2 | Can the State elaborate and provide details on DPBH's current system computing platform? What is the technology, integrations, etc. | unable to answer at this time |
| 31 | CRAIG.MOEBUS | SOW - System Req - 2.1.2 | Can the State elaborate on any integrations the Trauma Registry will be required to maintain? | Currently none. Possibly integrattion into EMS Transport system on a minimum quarterly basis. |
| 32 | CRAIG.MOEBUS | SOW - System Requirements - 2.1.1 | Does the State expect the solution delivered in a Commercial or Government Cloud? Does the State currently operate in a Cloud environment and which one is preferred (e.g. Microsoft Azure Commercial, Microsoft Azure Government, AWS, AWS GovCloud, etc)? If the State does not currently have a Government Cloud provider, does the State have a preference of government cloud providers? | No preferences to state but appropriate security measures expected with selection. |
| 33 | CRAIG.MOEBUS | System Requirements | Does the State expect the solution to enable users to enter data via an interface or strictly upload data from their own systems via manual uploads or batch processing? | The solution should allow for all modes of data entry to accommodate each facility capability. |
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