ATTACHMENT A - RESPONSE.pdf

Attachment A – Response

RFI# OPD-2026-54

Part 1: Business and Contact Information Provide business information and a primary point of contact for this Request for Information (RFI).

Business Information

Business Name

Business Address

Telephone Number

Website

Main Products / Services Offered

Primary Contact Information

Name

Title

Telephone Number

Email address

Part 2: Experience Provide information to indicate your success supporting solutions for the community in the United States. Include if you have experience with individuals with developmental disabilities (I/DD). *

Experience #1 Name of Client

Estimated size and complexity of services provided including the number of sites and users, and years providing services.

Start Date and End Date

Description of services provided

Additional Information

Experience #2 Name of Client

Estimated size and complexity of services provided including the number of sites and users.

Start Date and End Date

Description of services provided

Additional Information

Part 3: Estimated Costs / Fees As this document is an RFI, costs can only be estimated. Information on charges will be used for planning and budgeting purpose only.

Solution Implementation Costs Provide information on cost structure such as license model and/or consumption model. (Attach separately as needed.)

Annual Costs Provide information on costs to maintain and support the solution following implementation.

1. Perpetual costs such as the data store and licensing costs.

2. Cost of tiered storage over time. How many years of records stay in the production system as opposed to being achieved?

3. Annual maintenance costs for change requests and / or modifications.

Customizations Provide information on hourly rates.

What is the average level of effort for:

small change requests?

medium change requests?

large change requests?

Part 4: Recommended Solution Please provide detailed information on how your proposed solution fulfills the requirements listed below. For each requirement, specify your platform's standard capabilities and limitations, and any necessary third-party integrations, or configurations required to achieve the desired outcome.

1.) Shall demonstrate compliance with NYS law and Health Insurance Portability and Accountability Act (HIPPA), as per section 5.2. of this RFI. Check each box if you are/agree to be compliant.

☐OPWDD policies and standards

☐ NYS ITS policies and standards

☐ HIPAA Omnibus Final Rule

☐ Health Information Technology for Economic and Clinical Health (HITECH) Act

☐ All applicable State and federal laws and regulations related to privacy protections

☐ NYS Social Services Law § 367-b(4) and NYS Social Services Law § 369(4)

☐ Article 27-F of the New York Public Health Law (HIV/AIDS)

☐ 18 NYCRR 360-8.1

☐ NY Civil Rights 79-L

☐ Social Security Act, 42 USC 1396a(a)(7)

☐ Federal regulations at 42 CFR 431.302 and 42 CFR Part 2 (Substance Use Disorder)

☐ NYS Mental Hygiene Law § 33.13

☐ 45 CFR Parts 160 and 164 (Privacy related sections for HIPAA)

2.) Ability to connect to Core Solutions (Cx360) electronic health record (EHR) and Carestream Imaging equipment. Include information on connectivity: HL7 standard Data Exchange, FedRAMP, and real-time updates.

2a.) The records back up in real-time, or state what interval they back up.

3.) Have a provider-facing website that includes support connection information and secure sign-on.

3a.) Able to accommodate at least 75 concurrent log-ins.

3b.) Role-based home screen for the dental practice staff. Roles will include Administrative, Dentist, Hygienist, and other optional roles not listed herein.

4.) Work options:

4a.) Appointment scheduling, including referrals, documenting, and tracking

4b.) Record of service and integration of patient records/charts to and from EHR and OPWDD providers (FedRamp preferred) that can meet the following criteria.

• Ability to securely separate person-level data, eligibility, file share across practices, and other workflows

• Imaging (Carestream, Core Solutions - Cx360 EHR)

• Notes and clear warning markers (such as for drug interaction)

• Data storage within the contiguous United States (retainment?)

• Conduct and track outreach activities, such as communication log and ability to generate letters and referrals

• e-Prescribing

4c.) Ability to manage billing and Insurance (see Exhibit B for NYS OPWDD expectations)

4d.) Managing quality assurance processes and reporting

5.) Ability to supply OPWDD with quality assurance and usage reports of the solution upon request

6.) Must not be an application or program developed for this RFI. OPWDD requires an existing solution with a proven track record. OPWDD may request references from existing users of the proposed solution.

7.) Must have the ability to support users and provide training on the solution. Describe your proposed training approach (in person, online, manuals, etc.)

7a) Access to account management staff that can respond to requests for reports and quality assurance.

7b.) Telephone Technical Support from 7AM to 6PM EST

7c.) Provide information on the levels of technical support. (For example: unlimited technical support via various channels, including email, telephone, remote support, on-line meeting (Webex, Teams, etc.) and other applications as necessary.)

7d.) Describe your approach to Bug Fixing, new features updates, security updates, call to fix, minimal downtown (overnight repair that doesn’t disrupt backups of data).

8.) Describe your transition and business continuity plans (disaster recovery, vulnerability fix, off-site backup) shareable with OPWDD.

9.) Provide a sample workplan for installation and ongoing services as listed above, along with proof of insurance coverage for respondents as required by the terms of a contract with NYS (see Exhibit 2).

Part 5: Other Provide information for a solution that can interface with multiple internal and external systems. (See RFI section 5)

If requested, can a demonstration be provided as described in RFI, Section 6?

*Submit additional sheets as necessary.