5-Attach-D Questions-for-Proposers for-MW26-3-U3P-posting.xlsx
XLSX spreadsheet 19 KB Posted
- Attached to
- MW26-3 Electronic Health Record (EHR) software system for Correctional facilities (medical records software)
- Solicitation number
- MW26-3
- Issued by
- Utah
About this file
This document is an attachment (Attachment D) for a Request for Proposal (RFP) MW26-3 issued by the State of Utah Division of Purchasing for an Electronic Health Record (EHR) software system targeting correctional facilities. The RFP seeks an EHR solution for multiple governmental entities, including the Department of Health and Human Services Correctional Health Services, independent local County Jails, Juvenile Justice & Youth Services, and potentially other public entities. The contract is structured as a cooperative contract that can be utilized by various Eligible Users, with a focus on creating a unified EHR system across correctional facilities and enabling Medicaid billing capabilities.
The RFP requires comprehensive vendor responses addressing 50+ detailed questions covering company background, technical capabilities, implementation strategies, support models, system specifications, security practices, and compliance requirements. Key areas of focus include HIPAA compliance, data migration, system redundancy, training approaches, user device compatibility, remote access capabilities, and ongoing maintenance and upgrade processes. The solicitation is partially prompted by Utah HB39 from the 2025 legislative session and Utah Code 26B-4-903, with the ultimate goal of improving electronic health record management across correctional and governmental healthcare settings.
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Sheet1
| ATTACHMENT D - Questions for Proposer(s) |
| Electronic Health Record (EHR) software system for Correctional facilities |
| RFP # MW26-3 |
| Proposer name: _____________________________________________ |
| Instructions: |
* Proposers need to add their "name" in the designated line above; and
* In the "Proposer's Answer" column or in a separate attachment (Microsoft Word, PDF, etc.), provide a concise answer for each line.
| Line # | Topic | Detailed Description | Importance | |
| 11-99 scale | Proposer's Answer | |||
| Key: |
11 = less 99 = Most
| 8 | Questions for vendor(s) to answer: | |||
| 8a | About your company | Include in your proposal information about your company. This may include, but is not limited to, how long your company has been in business, your company's org chart (relevant to your proposed EHR solution), and any other relevant information someone might expect to find on a company's "about" tab of the company's official website. Do not include any link(s) to your website. You are also encouraged to mention any sustainability / environmentally-friendly policies your company has implemented and sustains. | 99 | |
| 8b | Résumé or curriculum vitae (CV) of 1-4 key team member(s) | Include in your proposal resumes of 1-4 of your key team member(s) who would perform the work if your proposal were to be accepted and resulted in a finalized contract. Because different companies have different structures and different titles, you are welcome to choose the 1-4 people in your company that are most relevant to the quality of service the State and the Eligible User(s) will receive during implementation and after “go-live” (if your proposal were to be selected for award under this RFP MW24-21 and a contract were to finalize post-award). These document(s) should not contain any phone numbers, e-mail addresses, or other similar contact information. | 99 | |
| 8c | License(s) / certification(s) | Include in your proposal information about any relevant licenses / certifications your company has that are relevant to this work. Copies of these document(s) are welcome. | 99 | |
| 8d | License(s) / certification(s) | Include in your proposal information about any relevant licenses / certifications your key team member(s) have that are relevant to this work. Copies of these document(s) are welcome. | 99 | |
| 8e | Service Level Agreement(s) “SLAs” and/or End User License Agreement(s) “EULAs” | Include in your proposal a copy of any Service Level Agreement(s) “SLAs” and/or End User License Agreement(s) “EULAs” you will want included in the final contract. Ensure the proposed SLA and/or EULA document(s) are free of item(s) that contradict the State's standard terms and conditions (Ts&Cs) that are included in this RFP. If there are items to be negotiated, make sure these sections are clearly marked and that you have also followed the instructions in the "Vendor Prerequisites" document if this RFP regarding red-lining proposed changes to the State's Ts&Cs. | 99 | |
| 8f | 24/7 Reporting and resolving problems with the EHR system | Include in your proposal your proposed process for the Eligible User(s) to report problems with the EHR system and describe how those requests will be escalated and resolved. As correctional environments provide medical care 24/7/365(366), Eligible User(s) will need the ability to access support for the EHR system both during regular business hours and after-hours, including but not limited to: nights, weekends, and holidays | 99 | |
| 8g | HIPAA Business Associate Agreement (BAA) | Include in your proposal a copy of an "example" HIPAA Business Associate Agreement (BAA) you will want included in the final contract. Ensure the proposed BAA is free of item(s) that contradict the State's standard terms and conditions (Ts&Cs) that are included in this RFP. If there are items to be negotiated, make sure these sections are clearly marked and that you have also followed the instructions in the "Vendor Prerequisites" document if this RFP regarding red-lining proposed changes to the State's Ts&Cs. | 99 | |
| 8h | Time line dependencies | Include in your proposal information about any performance your company will need from each Eligible User (for that Eligible User's conversion from their outgoing EHR to your proposed EHR) in order to meet the timeline you are including in your proposal | 99 | |
| 8i | Training the employees of the Eligible User(s) at the time of “go-live” / initial implementation | The employee(s) and other representative(s) of the Eligible User(s) will need training on how to use the EHR system. A training approach that focuses on the train-the-trainer methodology, objectives, and desired outcomes is preferred. Initial training needs to include both training materials / documentation and hands-on training. Include in your proposal information about the training option(s) that will be available for this purpose. | 99 | |
| 8j | Ongoing training the employees of the Eligible User(s) beyond initial implementation | Eligible User(s) will need ongoing training for their employee(s) and other representative(s) using the EHR. This includes, but is not limited to training for additional new employees (after the initial “go-live” / initial implementation training period) and upon request, periodic refresher training(s). Include in your proposal information about the training option(s) that will be available for this purpose. | 99 | |
| 8k | Training and support for the EHR | Include in your proposal an outline of your 'pre-implementation support and training' and 'post-implementation support and training'. | 99 | |
| 8l | About your proposed EHR solution | Include in your proposal information about your proposed EHR solution. This may include, but is not limited to, how long your proposed EHR has been in use by other paying customers and any other information someone might know about your EHR solution if they visited your company's / your EHR's official website. If some of the module(s) of your proposed EHR solution have been in existence less time than your core EHR functionality, tell us about that. If your proposed EHR solution doesn't currently have all the module(s) this RFP seeks but your company is willing to build these module(s), include this information too. | 99 | |
| 8m | About your proposed EHR solution's redundancy plan and disaster and recovery capabilities | Include in your proposal information about your proposed EHR solution's redundancy plan and disaster and recovery capabilities - what is the plan to mitigate problems in the event of a system failure, natural disaster, or other similar situation. Describe if a recovery can be performed without a downtime. Describe fault tolerance and system redundancy that is in place. In the event of primary system failure, if a back up system is used, describe how the back up system would be accessed and used. | 99 | |
| 8n | Guaranteed uptime and availability of the EHR | Include in your proposal information about the guaranteed uptime and availability of the proposed EHR system. Describe, if applicable, contractual clauses/penalties used to deter excessive downtime. | 99 | |
| 8o | About your proposed EHR solution's ability to comply with HIPAA and protect electronic Protected Health Information (“ePHI”) | Include in your proposal information about your proposed EHR solution's ability to comply with the Health Insurance Portability and Accountability Act (HIPAA) and protect electronic Protected Health Information (“ePHI”) | 99 | |
| 8p | About your other EHR customer(s) | Include in your proposal information about your other EHR paying customer(s). Provide the names of 1-6 of your other customers, how long each customer has been using your EHR, and the size / complexity of each customer's facility, etc. | 90 | |
| 8q | Compliance with industry-specific best practice(s) | Include in your proposal information about what your company does to ensure compliance with industry-specific best practice(s) | 99 | |
| 8r | Direct contract with manufacturer | Is the proposer company the manufacturer of the proposed software? If this proposal includes the use of an authorized reseller, disclose that in the proposal. The scoring committee may take this information into consideration in scoring category #1: "Experience and qualifications (both company and key team members)" | 99 | |
| 8s | Provided business and IT resources | Describe the business and IT resources that will be provided for on-going server access. | 99 | |
| 8t | System alert management | Provide information on what system alert management is built into the EHR and how the Eligible User is notified of any system alerts, data breaches, failures, etc. | 99 | |
| 8u | User devices / UI capabilities are supported/required | Include in your proposal information about what user devices / UI capabilities are supported/required (client, mobile, web, etc.). | 99 | |
| 8v | 3rd-party software on the user devices | Include in your proposal information about any need to place 3rd-party software on the user devices (name, vendor, version, purpose), including JVMs, browser plug-ins/extensions, frameworks, etc. | 99 | |
| 8w | Footprint on user devices | Include in your proposal information about the expected footprint on user devices, including applications and data. | 99 | |
| 8x | Network bandwidth requirements | Include in your proposal information about the network bandwidth requirements: minimum, normal, and maximum loads per user. | 99 | |
| 8y | Remote access to the EHR | Include in your proposal information about the ability to remotely access the EHR. What devices are compatible with the EHR? | 99 | |
| 8z | Eligible User(s) able to access their data | Data is Eligible User-owned and must be readily accessible for Eligible User's purposes at no additional cost. | 99 | |
| 8aa | Eligible User receiving their data in a useable, non-proprietary electronic format at the end of the relationship | The Eligible User owns the data entered into the EHR, at the end of the contract (either through end of the term, termination, or Eligible User choosing to cease using the contract) all data in the EHR is the property of the Eligible User and Proposer (Contractor) must deliver the data back to the Eligible User in a useable, non-proprietary electronic format within 90 days of the Eligible User ceasing use of the contract (by any of the aforementioned methods). Include in your proposal information about the format option(s) that will be available for this purpose. | 99 | |
| 8ab | Concurrent internal and external users | Include in your proposal information about the capability for concurrent internal and external users - are there limits on how many end-users can concurrently use an Eligible User's EHR account? | 99 | |
| 8ac | Experience/expertise with importing legacy data | Include in your proposal information about prior experience/expertise with importing legacy data. This should include, but is not limited to, past timeline(s) for importing legacy data (i.e., the original estimated time compared to the actual time it took) | 99 | |
| 8ad | Documentation provided with the EHR | Include in your proposal an outline of what documentation is provided with the EHR for the users, administrators, initial installation, customization and set-up, and on-going maintenance. | 99 | |
| 8ae | Upgrades for the EHR | Describe the maintenance and upgrades that will be provided to the EHR during the term of the contract. | 99 | |
| 8af | Enhancements and new release priorities | Describe how enhancements and new release priorities are determined. Describe how and what support you provide during these releases. Describe how much system downtime is required during these upgrades. | 99 | |
| 8ag | Notifying Eligible User(s) of scheduled downtime | As correctional environments provide medical care 24/7/365(366), Eligible User(s) will need an EHR system that has little to no downtime and when scheduled downtime is essential, Eligible User(s) need significant advanced notice and excellent collaboration to mitigate the negative effects of downtime. Include in your proposal how scheduled downtime will be addressed. | 99 | |
| 8ah | Notifying Eligible User(s) of unscheduled downtime | In the event access to your site is unavailable, describe the steps will you take to notify the customer of progress towards resolving the issue. | 99 | |
| 8ai | Data gathering during outages | Describe how data is gathered during internet, power, or emergency outages. | 99 | |
| 8aj | Security practices | Describe your security practices in connections with storing electronic Protected Health Information (“ePHI”) to ensure data privacy and compliance with the 'Health Insurance Portability and Accountability Act' (HIPAA) and the 'Health Information Technology for Economic and Clinical Health' (HITECH) Act. | 99 | |
| 8ak | Promoting Interoperability guidelines and ONC certification | Include in your proposal information about your proposed EHR solution's ability to meet the Promoting Interoperability guidelines and current ONC certification | 99 | |
| 8al | Clinical decision-making support in the EHR | Include in your proposal information about any clinical decision-making support, medical reference libraries, etc. that are integrated into the EHR, if any. | 90 | |
| 8am | Configuring the EHR | If the Eligible User wishes to configure the EHR, describe the process. | 99 | |
| 8an | Service levels | Include in your proposal information about your service levels, their timeframes and escalation procedures. | 99 | |
| 8ao | Capacity and transaction warranties | Describe your capacity and transaction warranties without degradation to system response time. | 99 | |
| 8ap | Warranty of the EHR system based on functional specifications | Include in your proposal information about your warranty of the EHR system based on functional specifications. | 99 | |
| 8aq | Performance and quality warranties | Describe the performance and quality warranties. | 99 | |
| 8ar | Open source license(s) | Describe if open source license(s) are relied upon. | 99 | |
| 8as | Development methodology and technology standards | Describe your declarations on underlying development methodology and technology standards. | 99 | |
| 8at | Covenants and restrictions | Describe if there any covenants and restrictions requested. | 99 | |
| 8au | Compatibility with other products | Describe your warranty for interoperability and compatibility with other products. | 99 | |
| 8av | Documentation standards | Describe your functional and technical documentation standards. | 99 | |
| 8aw | Warranties for any third party suppliers, consultants or contractors | Describe your warranties for any third party suppliers, consultants or contractors - see "ATTACHMENT A: STATE OF UTAH COOPERATIVE STANDARD INFORMATION TECHNOLOGY TERMS AND CONDITIONS" and the paragraphs that provide standards sub-contractors must meet | 99 | |
| 8ax | Termination rights and credits | Describe termination rights and credits that you offer - see "ATTACHMENT A: STATE OF UTAH COOPERATIVE STANDARD INFORMATION TECHNOLOGY TERMS AND CONDITIONS" and the paragraphs that cover termination. | 99 | |
| 8ay | Remedies for breach | Describe your remedies for breach that are included in the agreement (with timeframes as appropriate) - see "ATTACHMENT A: STATE OF UTAH COOPERATIVE STANDARD INFORMATION TECHNOLOGY TERMS AND CONDITIONS" and the paragraphs that cover data breach | 99 | |
| 8az | GovRamp certification or similar certification(s) | Include in your proposal information about your proposed EHR solution's current certification(s) with GovRamp, FedRamp, and/or other similar certification program(s) | 99 | |
| 8ba | Implementation plan / strategy | Include in your proposal information about your proposed implementation plan / strategy for the EHR. Once an Eligible User indicates they want to enlist the services of your proposed EHR, what steps will need to happen between then and "go-live" / "certificate of final acceptance"? | 99 | |
| 8bb | Resources Eligible User(s) must commit to for a successful “go live” | The State recognizes that some software projects get slowed down because of the customer not being promptly responsive to the vendor's needs. In order to avoid this, please include in your proposal information about what you'll need from an Eligible User for a successful “go live”. What kind of resources (for example, employee time) does the Eligible User need to be prepared to provide for a successful, on-time “go live”? | 99 | |
| 8bc | Data management, conversion, and migration plan | Include in your proposal a "Data management, conversion, and migration plan" to outline how you will approach each of these things at the time an Eligible User enlists services and throughout the duration of the vendor/customer relationship with the Eligible User - See Attachment B "Scope of Work", section 3. | 99 | |
| 8bd | Future functional enhancement(s) | Pursuant to Utah Administrative Code R33-112-502 and the "Vendor Prerequisites" file attached to this RFP, the State is open to future amendments to incorporate new technology or technological upgrades. Include in your proposal information about your proposed process for notifying the State Purchasing Contract Manager and the active, Eligible User(s) about new technology relevant to this purpose? | 95 | |
| 8be | Did A.I. assist you in creating your proposal? | Pursuant to the State of Utah's A.I. policy, if 'Generative Artificial Intelligence' or other similar A.I. tool(s) were used, that must be disclosed. If you used any A.I. tool(s) in creating your proposal, include in your proposal how A.I. was used and to what extent. | 70 |
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