Bidders_Conference_Presentation.pdf

EVENT ID# 0000037498

BIDDERS CONFERENCE

Hospital Bed and Emergency Medical Services Data System (HBEDS) Software as a Service (SaaS)

We will be with you momentarily.

Thank you for your patience.

Date: March 6th, 2026

Department of General Services (DGS)

California Department of Public Health

(CDPH)

CDPH HBEDS

Request for Proposal (RFP)

CONFERENCE AGENDA

Housekeeping Rules

Purpose & Objective

CDPH Program Overview & Purpose of HBEDS

RFP Section Highlights

Key Action Dates

Live Question and Answers

How to Submit Additional Questions

Rules for Conference

Conference not recorded or transcribed

Microphones and chat are disabled

AI note-takers not allowed

Oral statements are not binding on the State

PURPOSE & OBJECTIVE

Understand purpose of the HBEDS system

Explain the RFP submittal requirements

Review Key Action Dates

Go over pre-submitted and live questions

Where to submit final proposals

Derek Gitmed

24/7 Intelligence Section Chief

California Department of Public Health

CA Department Public Health (CDPH) CDPH's mission is to advance the health and well-being of California’s diverse people and communities.

CDPH consists of multiple foundational areas including:

Behavioral Health Communicable Disease Control Chronic Disease and Injury Prevention Environmental Public Health Maternal, Child, and Family Health Access to and Linkage with Clinical Care

CDPH Program Overview The Center for Preparedness and

Response(CPR) coordinates public health emergency preparedness, response, and recovery.

Response to all types of hazards, including healthcare surge and mass fatality.

Directly oversee operations within state Medical Health Coordination Center (MHCC).

CDPH Program Overview (cont.)

The CPR Intelligence Section is the hub for statewide public health and medical situational awareness, data collection, and data analytics.

Uses near real-time data sources and subject matter expertise to inform key internal and external stakeholders on current and future health related threats and impacts.

Purpose of Solicitation Existing solutions in California rely on manual entry and vary by county.

Results in outdated bed capacity data, less useful during emergencies.

COVID demonstrated the need for a cohesive, real-time system throughout the state.

AB-177 passed in 2024 and authorizes CDPH to collect bed capacity data from General Acute Care Hospitals (GACHs).

New Solution Capable of receiving automated staffed bed capacity data from the Electronic Medical Records/Electronic Health Records (EHRs/EMRs) of GACHs.

Continuously collects staffed bed capacity data elements from hospitals on a 24/7 basis, in 15-minute increments.

Transmits staffed bed capacity data to the Center for Disease Control and Prevention National Health Care Safety Network (CDC/NHSN) on behalf of participating GACHs.

New Solution (cont.)

Displays the real-time staffed bed capacity data on a single statewide platform accessible to hospital staff and authorized partners.

Hospital Onboarding Requirements Provide technical support to hospital staff to establish the Secure File Transfer Protocol (SFTP), Application Programming Interface (API), or Fast Health Interoperability Resources (FHIR) transmission of staffed bed capacity data to the system from the EHRs/EMRs.

Capability of working with any EHR/EMR system used by California hospitals.

Conduct outreach to program-eligible hospitals to secure participation.

Provide documentation and handouts to hospitals containing detailed onboarding instructions.

Dashboard/Data Subscription Access Requirements Provide access to a dashboard that displays real-time bed capacity data.

Users will include state staff, local government staff, and local Emergency Medical Services (EMS) agency staff.

Data will be filterable by bed types and facilities.

Live updated bed data every 15 minutes.

Data feed from hospitals must be maintained on a 24/7 basis.

Eileen Tardiff Procurement Official

Department of General Services, Procurement Division

Review of the RFP Sections

GENERAL INFORMATION

Fast-Paced Procurement

No Draft Bid Phase

Read entire RFP

Be aware of Key Action Dates (Attachment 2)

Check the California State Contracts Register for updates www.caleprocure.ca.gov http://www.caleprocure.ca.gov/

SECTION 1 – INTRODUCTION

Scope of RFP Subscription/licensed-based, pre-existing, Contractor-hosted (SaaS) solution services for the HBEDS project.

Initial term of the contract is three (3) years Contract has two (2), one-year options to extend Single Awardee

SECTION 1 – INTRODUCTION

The DGS Procurement Official is the single point of contact throughout the Procurement process for all inquiries.

Eileen Tardiff E-mail: Eileen.Tardiff@dgs.ca.gov

Exception: Final bid proposals must be submitted through email to TAU@dgs.ca.gov – not to the

Procurement Official.

mailto:Eileen.Tardiff@dgs.ca.gov mailto:TAU@dgs.ca.gov

SECTION 2 - RULES GOVERNING COMPETITION

This section is intended to describe the rules of the procurement process.

Identification and Classification of RFP Requirements

Bidding Requirements and Conditions Proposal Process Contractual Information Other Information

Few items to note…

Section 2.1.6 – Narrative Response Attachment 3 Must be submitted with the Bidder’s Proposal, Volume 1

Section 2.2.6 - Supplier’s Intention to Submit a Proposal Optional – not required Company Name and address Contact name, email, and phone number

Few items to note…

Section 2.3.4.5 - Signature of Proposal All Bidders must complete & sign the Agreement Cover

Letter and include it with the proposal submittal, in Volume 1.

SECTION 3 – BIDDING REQUIREMENTS

Technical Requirements Proposed Hospital Subscription Access and Hospital

Onboarding Fees Scope of Work (SOW) Bidder Skills/Experience Bidder’s Approach and Understanding Response Question and Demonstration Meeting

Administrative Requirements Pricing

Secretary of State & Seller’s Permit

Authorized Reseller

Darfur Contracting Act

California Civil Rights Laws

Iran Contracting Act

Federal Debarment, Suspension, Ineligibility, and Voluntary Exclusion

GenAI Disclosure Notification (on the Narrative Response)

Declaration Forms

Administrative Requirements Socioeconomic Programs DVBE Incentive Small Business Preference Nonprofit Veteran Services Agencies (SB/NVSA)

Preference Non-Small Business Subcontractor Preference

NOTE: SB/DVBE Must be CUF compliant Target Area Contract Preference Act (TACPA)

Preference

SECTION 4 – COST

Contract Unit Cost Quarterly Hospital Subscription Access Per Hospital Onboarding Fee

Overview Attachment 1, Cost Worksheet

Complete all Yellow Cells only.

No more than two (2) decimal places.

Do not include sales tax.

Do not alter the form.

Download the Excel Document (Attachment 1) and complete for submittal as Volume 2.

Invoicing Quarterly Quarters are defined as:

January–March April–June July–September October–December All subscriptions must align with one of these periods and activation begins 1st day of the month following activation.

New hospital onboarding will be prorated and fit within applicable quarter.

Example:

Hospital onboarded date: 5/1/2026 Charges shall be as follows:

Billed on July 1, 2026 May-June: prorated and paid in arrears July – September is paid in advance on the July 1, 2026, invoice.

Onboarding billed at rate the onboarding begins.

REMINDER

Bidders are required to submit Attachment 1, Cost Workbook with the proposal. Failure to submit this workbook with the proposal will result in the proposal being considered non-responsive.

SECTION 5 - PROPOSAL FORMAT

Final Proposals must contain all documents required to be submitted with the Bidder’s Proposal.

Marked "FINAL Proposal" for “Event 0000034615.

Proposals shall be submitted in two (2) volumes:

Volume 1 – Response to Requirements; NO COST

DATA

Volume 2 – Cost Workbook only – Excel version

Each Volume shall be submitted as separate documents.

Use most current version of all forms / Attachments /

Exhibits (latest addendum)

Description Section

Narrative Response (Attachment 3) 2.1.6 Agreement Cover Letter 2.3.4.5 Bidder’s Approach and Understanding 3.1.4 California Civil Rights Laws Certification form 3.2.7 Bidder Declaration form (GSPD-05-105) 3.2.13 TACPA Request Form (Std 830) If claiming a TACPA preference)

3.2.14E

Volume 1: Required with Bid Response

Bidder’s Skills and Experience (Attachment 4) 3.1.3 Authorized Reseller Letter (if applicable) 3.2.5 Darfur Contracting Act 3.2.6 Federal Debarment Certification 3.2.11 Disabled Veteran Business Enterprise Declaration Form DGS PD 843 (if applicable)

3.2.14A

Manufacturer’s Summary Form (DGS PD 525) Goods only (if applicable) 3.2.14E Bidder’s Summary Form (DGS PD 526) Goods and services (if applicable)

3.2.14E

Volume 1: Request with Bid Response, required within five (5) working days after notification from the State

Cost Workbook 4.2

Volume 2: Required with Bid Response

The State requests that ONLY the requested documents be submitted.

NOTE: It is still the Bidder’s responsibility to read the RFP thoroughly and ensure all requirements are met and submitted in accordance with the Key Action Dates.

SECTION 6 - EVALUATION

Points Bidder’s Approach and Understanding Demonstrations Cost Additional Points Preferences – As Applicable CA certified Small Business (SB) DVBE Incentive

TACPA

SECTION 6 – EVALUATION

Award Award will be made to the responsive and responsible Bidder scoring the highest overall points, including all applicable preference / incentive points.

SECTION 7 – CONTRACT REQUIREMENTS

Contains the mandatory contract requirements that apply to the resulting contract. This includes:

The RFP The Bidder’s complete proposal/with cost All Exhibits/Attachments

Issued on a Std. 213 Must be signed by Contractor, CDPH, and DGS.

SECTION 7 – CONTRACT REQUIREMENTS

Prime Contractor is the sole point of contact for the Contract.

All State policies, guidelines, and requirements of the RFP apply to both the prime Contractor and their subcontractors.

SECTION 8 – EXHIBITS & ATTACHMENTS

Contains a list of the Exhibits/Attachments for the RFP and awarded contract.

Attachments Attachment 1: Cost Workbook Attachment 2: Key Action Dates Attachment 3: Narrative Response Attachment 4: Skills and Experience Form

SECTION 8 – EXHIBITS & ATTACHMENTS

Exhibits Exhibit A: Statement of Work (SOW) Exhibit A1: HBEDS CDC-NHSN Instruction Book Exhibit A2: HBEDS CDC-NHSN Required Data Elements Exhibit B: Budget Detail and Payment Provision Exhibit B1: Federal Fund Provisions Exhibit C: Special Provisions Exhibit D: Additional Provisions Exhibit E: Information Privacy Exhibit F: Information Systems Security Exhibit G: Contractor’s Release

BRIEF REMINDERS

Read the RFP and all Exhibits/Attachments completely.

Bidder’s responsibility to ensure they submit all required documentation.

Use the forms which are attached to the solicitation.

If you discover any ambiguity, conflict, discrepancy, omission, or other error in the RFP or attachments/exhibits, the Bidder shall immediately notify the Procurement Official.

KEY ACTION DATES

Event/Action Action Date Last day to submit final questions for clarification of RFP & request a change of requirements 03/10/2026

Final Responses to Questions & request to change requirements

03/17/2026

Last day to submit a protest to the RFP requirements 03/20/2026

Submission of Final Proposals Due 04/02/2026 by 5:00 PM

Dates are subject to change upon notice

Questions?

We will take a 5-minute break prior to discussing questions. During this time, please submit your questions in the chat.

Questions

QUESTIONS

All questions, including questions submitted during this conference, will be officially answered in Q&A Set and posted to the Cal eProcure CDPH HBEDS URL/link.

Any additional questions must be submitted in writing to the Procurement Official at Eileen.Tardiff@dgs.ca.gov mailto:Eileen.Tardiff@dgs.ca.gov

THANK YOU FOR

ATTENDING