DPH eLicensing RFI-FINAL(120814).doc

Commonwealth of Massachusetts – Request for Information Issued by The Executive Office for Health and Human Services On behalf of The Department of Public Health, Bureau of Health Care Safety and Quality

ISSUED: DECEMBER 8, 2014

RFI DOCUMENT #: 15HBEHSDPHBHCSQRFI

Respondents to this Request for Information (RFI) are invited to respond to any or all of the questions in this document. Responses to this RFI shall serve solely to assist the Commonwealth in understanding the current state of the marketplace with regard to the solicited information or to inform the development of a possible solicitation for a Request for Responses (RFR) or Request for Quotes (RFQ) in the future. This RFI does not in any way obligate the Commonwealth to issue or amend a solicitation or to include any of the RFI provisions or responses in any solicitation. Responding to this RFI is entirely voluntary, and will in no way affect the Commonwealth’s consideration of any proposal submitted in response to any subsequent solicitation, nor will it serve as an advantage or disadvantage to the respondent in the course of any RFR or RFQ that may be subsequently issued or amended.

1. Introduction

The purpose of this RFI is to elicit the advice and best analysis of knowledgeable persons in the vendor community to enable the Department of Public Health, Bureau of Health Care Safety and Quality to craft a potential future solicitation for a healthcare license registration and credentialing system. Responses to this RFI should include information that will be useful to the Department of Public Health, Bureau of Health Care Safety and Quality in subsequently drafting a more detailed procurement solicitation(s) related to the healthcare license registration and credentialing system.

2. Agency The Department of Public Health (DPH), Bureau of Health Care Safety and Quality (BHCSQ) is comprised of various Departments and Boards who are charged with evaluating the qualifications of applicants for license registration, and registering those who qualify. In addition, the Departments and Boards are responsible to establish rules and regulations to ensure the integrity and competence of licensees, and promote public health, welfare, and safety by ensuring that registered entities meet the requirements set forth by the Departments and the Boards.

The Executive Office of Health and Human Services (EOHHS) on behalf of the DPH BHCSQ is contemplating the release of a procurement for a healthcare license registration and credentialing system. This RFI specifically seeks information on products and/or services that will enable the DPH BHCSQ to process and issue licenses to qualified and competent professionals and facilities based on established standards, and to enforce the regulatory provisions as mandated for the professionals and facilities (“Project Whitecoat”).

Current System License Information

· There are approximately 51 license types in the current licensing system.

· There are approximately 650,000 licensees in the current licensing system, out of which about 325,000 are active licensees.

· There are 12 Boards that currently use the licensing system under the DPH BHCSQ.

3. Purpose of RFI

The purpose of Project Whitecoat is to issue licensure and renewal of qualified and competent healthcare professionals and facilities, and to enforce and ensure compliance of established standards and regulatory provisions; however, there are major differences among the regulatory Departments and Boards due to enabling statutes and board rules. The result is differences in business processes, procedures, and business practices. This RFI solicitation seeks responses from vendors who can offer a software solution, along with implementation services, which meets the criteria and objectives detailed below.

A. Secure online portal through which:

a. Users can enter/submit applicant/licensee data, and other relevant information, and reports (through manual data entry, data or document upload) to situations, surveys, good moral character questions, etc.

b. The system can process licensing applications and renewals for individuals, organizations and facilities, and process other licensing related activities.

c. The system can cross-reference licenses, and display related licenses or records based on defined business rules.

d. Users can enter complaint, enforcement, inspection, disciplinary, and compliance information against an applicant or licensee.

e. Users can schedule exams, post scores, and related correspondence for license applicants, and licensees.

f. Users can print photo ID cards, and generate license certificates and/or permits.

g. Users can schedule site visits and inspections, and track compliance including inspections, disciplinary actions, investigations, complaints, and cases.

h. The system can track and verify continuing education for licensees.

i. The system can process simple and calculated financial transactions for licensing applications, renewals, re-instatement, re-activation, penalties, and other miscellaneous fees, and run bank lockbox jobs.

j. Users can search for applicant and licensee information through multiple search fields.

k. User security is role-based, and user functionality is configurable.

B. Data transfer between the healthcare license registration and credentialing system and external entities (organizations, vendors, etc.)

C. Processing open records requests and displaying license and disciplinary information, and scanned documents on a public facing interface without user access controls.

D. A system that is auditable, and keeps track of all user activities, and a history of changes made to records.

E. Measure system and business performance and report information to State leadership.

For the purposes of this RFI the terms “licensuree” and “license” refer to a license, registration, certification, or permit that must be obtained by a person, organization, or facility to practice or engage in a particular business, occupation or activity, as required by Commonwealth laws or regulations. Software or software-as-a-service subscriptions or licenses will be described herein as “Software Licenses”.

4. Information Solicited The Commonwealth’s e-Government strategy includes the adoption of web-based self-service solutions that integrate with the Commonwealth’s enterprise portal architecture. This includes using shared services such as on-line Payments, Security, and Geographic Information Services (GIS).

The various Departments and Boards under the DPH BHCSQ perform common functions, such as licensure, renewal, and compliance; however, there are major differences among the regulatory agencies due to enabling statutes and board rules. The result is differences in business processes, procedures, and business.

A. Please identify and describe all software and hardware (along with network diagrams) necessary to implement a solution to the proposed problem identified by this RFI.

a. Please include a diagram with server architecture and connectivity, ports, communication protocols, and security.

B. Identify and describe all suggested consulting services that would support the goals detailed in this RFI.

C. Is the proposed system compliant with the Commonwealth Accessibility Standards?

Please describe how you came to your assessment.

D. Is the proposed solution scalable, and configurable to add more licensees/registrants, license types, reports, license statuses, modify screen text, etc.?

E. What is the average response time for the proposed system? Please describe how you came to your assessment.

F. Describe any current known implementations of a similar healthcare license registration and credentialing system. Also mention any business partners involved with that implementation(s), and critical success factors for such a project(s)/implementation(s).

G. Describe any third-party relationships (software included) or dependencies that would be relied upon for the solution described in response to this RFI.

H. Costs: If not already provided as a part of your response, please provide high-level costs(s) for project implementation, customization, maintenance, and technical training. If possible, please give context/scenarios.

5. General Instructions Please note that this RFI is issued solely for the purpose of obtaining information. Nothing in this RFI shall be interpreted as a commitment on the part of the DPH BHCSQ or EOHHS to enter a contract with any respondent or to issue any procurement.

A. This RFI has been posted on December 8, 2014.

B. Respondent Questions. Potential respondents who have questions regarding this RFI may e-mail them to the contact listed in Section 5.H. below by December 22, 2014. Respondents may only make inquiries and request clarification concerning this RFI by written questions via e-mail. Responses to inquiries and clarification questions will be provided electronically to all interested parties via a posting on COMMBUYS.

C. There will be no informational session associated with this RFI.

D. Response Submission: All responses to this RFI are due no later than 5:00 p.m. on January 16, 2015. Respondents shall submit one (1) electronic copy via e-mail and may, if they choose, also submit a hard copy to the contact listed in Section 5.H. below. All responses must include on the first page the official name (if any) of the firm or entity submitting the response. Please consecutively number all pages of the response.

E. Response Content: Vendors should include a response to each of the questions set forth in Section 4 of this RFI.

F. Response Format: All responses shall be submitted with a point-by-point response to each numbered subsection set forth in Section 4 above. If a respondent chooses not to respond to any item(s), please note and, if possible, include an explanation for the lack of a response.

G. Cover Letter. The respondent shall include a cover letter with their response that contains the following information:

1. Company Name (please list parent company as well);

2. Company Address;

3. Company Website;

4. Contact name and information (e-mail address required); and

5. A description of your company and the basis of your expertise in offering a response to this RFI.

H. Contact Information: Please direct all communications, questions, and responses to the following contact:

Lisa D. Wong, Procurement Coordinator Executive Office of Health & Human Services One Ashburton Place, 11th Floor Boston, MA 02108 Phone: 617-573-1683 Email: Lisa.D.Wong@state.ma.us I. Formal Presentations: EOHHS, on behalf of the DPH BHCSQ, at its sole discretion, may request a formal on-site presentation from certain vendors. The date and time of the presentation will be scheduled at a time that is mutually convenient to the DPH BHCSQ, and the vendor.

J. Additional Information: EOHHS, on behalf of the DPH BHCSQ, retains the right to request additional information from respondents. EOHHS, on behalf of the DPH BHCSQ, may create an RFR or RFQ which will include the detailed requirements and key success criteria for the procurement and be based, at least in part, on the responses received from this RFI. Further explanation or clarification may be requested from any and all respondents during the review process.

6. Costs By submitting a response, respondents agree that any cost incurred in responding to this RFI, or in support of activities associated with this RFI, shall be the sole responsibility of the respondent. EOHHS or the DPH BHCSQ shall not be held responsible for any costs incurred by respondents in preparing their respective responses to this RFI.

7. Review Rights

Responses to this RFI may be reviewed and evaluated by any person(s) at the discretion of EOHHS and the DPH BHCSQ, including independent consultants retained by EOHHS or the DPH BHCSQ now or in the future.

8. Public Record All responses to this RFI are subject to the Commonwealth’s Public Records Law, M.G.L. Chapter 66 §10; information provided under this RFI may be deemed a public record regardless of confidentiality notices set forth on such writings to the contrary.

� http://www.mass.gov/eohhs/utility/eohhs-accessibility-policy.html

DPH BHCSQ RFI

December 2014