EDSS RFP Final.pdf

STATE OF HAWAII

DEPARTMENT OF HEALTH

DISEASE OUTBREAK CONTROL DIVISION

HEALTH DATA INFORMATICS OFFICE

LEGAL AD DATE: February 11, 2025

REQUEST FOR PROPOSALS

RFP No. HTH131-2025-01

Hawaii Electronic Disease Surveillance System

WILL BE RECEIVED UP TO 4:30 P.M. (HST) ON

March 18, 2025

BY SUBMISSION TO THE STATE OF HAWAII’S

ePROCUREMENT SYSTEM (“HIePRO”)

Note: It is the Offeror’s responsibility to check the Hawaii Awards and Notices Data System website (“HANDS”) or the STATE’s eProcurement website (“HIePRO”) for any addenda issued to this RFP. The State shall not be responsible for any incomplete proposal submitted as a result of missing addenda, attachments or other information regarding the RFP.

ELECTRONIC DISEASE SURVEILLANCE SYSTEM MODERNIZATION

RFP NO. HTH131-2025-01

The State of Hawaii Department of Health (“DOH”) is requesting proposals from qualified vendors to implement a new Electronic Disease Surveillance System (“EDSS”.) Currently, Hawaii has a legacy EDSS that is not compliant with current Centers for Disease Control and Prevention ("CDC") and industry standards and does not provide all required and desired functionality for streamlined, effective and efficient notifiable disease case management.

Proposals shall be submitted via HIePRO on or before the deadline listed on the solicitation.

Proposals submitted after the submittal deadline shall be considered late and rejected. There are no exceptions to this requirement.

The deadline for submission of questions is listed in Table 1.1. All questions shall be submitted through HIePRO. Questions not submitted via HIePRO will not be answered.

Any inquiries and requests regarding this RFP should be directed to Amber L. Wright, telephone:

(808) 466-3686, e-mail: amber.wright@doh.hawaii.gov, unless otherwise directed in HIePRO or this solicitation document, collectively referred to as "the solicitation,"

REQUEST FOR PROPOSALS

mailto:amber.wright@doh.hawaii.gov

Table of Contents

Section 1

Administrative Overview

1.1 Procurement Timetable

1.2 Website References

1.3 Authority

1.4 RFP Organization

1.5 Contracting Office

1.6 RFP Point-of-Contact

1.7 Submission of Questions

1.8 Submission of Proposals

1.9 Discussions

1.10 HIePRO Special Instructions

1.11 Additional Materials and Documentation

1.12 RFP Amendments

1.13 Best and Final Offer

1.14 Cancellation of Request for Proposal

1.15 Costs for Proposal Preparation

1.16 Rejection of Proposals

1.17 Notice of Award

1.18 Protests

1.19 Availability of Funds

1.20 General and Special Conditions of Contract

1.21 Cost Principles

1.22 Contract Execution

1.23 Notice To Proceed

1.24 Terms and Acronyms Used Throughout the Solicitation

Section 2

Service Specifications

2.1 Introduction

A. Overview, history, purpose or need B. Planning activities conducted in preparation for this RFP C. Description of the service goals D. Description of the target population to be served E. Geographic coverage of service F. Probable funding amounts, source, and period of availability G. Multiple or alternate proposals H. Single or multiple contracts to be awarded I. Single or multi-term contracts to be awarded

2.2 General Requirements

A. Specific qualifications or requirements, including but not limited to licensure or accreditation

B. Technical Requirements

Section 3

Service Specifications: Project Management Requirements

3.1 Project Management Requirements:

3.2 Project Work Plan:

3.3 Project Kickoff:

3.4 Weekly Project Status Reports:

3.5 Steering Committee Project Status Updates:

3.6 Change Control Processes:

3.7 Project Meeting Protocol:

3.8 Activity and Artifact Management

3.9 Coordination with Project Vendors

3.10 Organizational Change Management Requirements

Section 4

Service Specifications: DDI Requirements

4.1 Task 1: Requirements Analysis and IT Solution Design

4.2 Task 2: Solution Development and Configuration

4.3 Task 3: Data Conversion and Migration specific to EDSS

4.4 Task 4: Testing/QA for EDSS

4.5 Task 5: UAT

4.6 Task 6: Operational Readiness Testing

4.7 Task 7: User Training

4.8 Task 8: Implementation Planning and Execution

4.9 Task 9: DDI Closeout

Section 5

Service Specifications: M&O and Enhancement Requirements

5.1 M&O

5.2 Defect Remediation

5.3 System Requests (SR)

5.4 Security Requirements

5.5 Production Support

5.6 Help Desk Support

5.7 Defect Severity and Priority Levels and Descriptions

5.8 Software Upgrades

Section 6

Scope of Work

6.1 Introduction

B. Interoperability and Data Exchange Requirements C. Interoperability and Data Exchange Deliverables D. Implementation Requirements E. System Maintenance F. System Enhancements G. Management Requirements (Minimum and/or mandatory requirements) H. Quality Assurance and Evaluation Specifications I. Cyber Liability Protection J. Problem Response K. Experience L. Reporting requirements for program and fiscal data

6.2 Compensation and Method of Payment

Section 7 Proposal Submission Instructions

A. General instructions for completing submissions:

B. The Proposal Submission is comprised of the following sections:

7.1 Proposal Identification Form

7.2 Proposal Submission Checklist

7.3 Table of Contents

7.4 Program Overview

7.5 Experience and Capability

A. Necessary Skills B. Experience C. Quality Assurance and Evaluation D. Coordination of Services

7.6 Project Organization, Schedule, and Staffing

A. Staffing B. Project Organization C. Schedule

7.7 EDSS RTM

7.8 Service Delivery

7.9 Financial

A. Pricing Structure

7.10 Reference Form

7.11 Sample Project

7.12 Other

A. Litigation

Section 8

Proposal Evaluation

8.1 Introduction

8.2 Evaluation Process

Evaluation Categories and Thresholds A. Administrative Requirements B. Proposal Document Submission

8.3 Evaluation Criteria

A. Phase 1 - Evaluation of Proposal Requirements B. Proposal Document Requirements C. Phase 2 - Evaluation of Proposal Submission (220 Points) D. Approach to Project E. Experience and Capabilities F. Cost G. Phase 3 - Recommendation for Award

Section 9 Attachments A. Proposal Identification Form (OF1) B. Proposal Submission Checklist C. Sample Table of Contents D. Proposal Offer Form (OF2) E. DOH Drafted EDSS RTM F. EDSS Process Map (Lucid Chart Design) G. Reference Form H. General Conditions I. Special Conditions J. Contract Form K. Evaluation Worksheet

Section 1

Administrative Overview

Section 1 Administrative Overview

1.1 Procurement Timetable

Note that the procurement timetable represents the State’s best estimated schedule.

If an activity on this schedule is delayed, the rest of the schedule will likely be shifted by the same number of days. Contract start dates may be subject to the issuance of a formal Notice to Proceed.

Release of Request for Proposals 02/11/2025

Pre-proposal Conference 02/18/2025 9:00 am HST

Due Date to Submit Questions 02/19/2025 2:00 pm HST

State’s Response to Questions 02/24/2025 4:30 pm HST

Proposals Due date/time 03/18/2025 4:30 pm HST

Proposal Evaluations 03/19/2025 to 03/24/2025

Discussion with Priority Listed Offerors (if necessary) 03/24/2025

Best and Final Offer (if necessary) 03/25/2025 to 03/26/2025

Notice of Award 03/28/2025

Contract Start Date (estimated based on a Notice to Proceed) 06/20/2025

Offerors are encouraged to read each section of the RFP thoroughly. While sections such as the administrative overview may appear similar among RFPs, state purchasing agencies may add additional information as applicable. It is the responsibility of the Offeror to understand the requirements of each RFP.

1.2 Website References

Item Website

Procurement of Goods, Services, & Construction https://spo.hawaii.gov/for-vendors/vendor-guide/methods-of-procurement/goods-services-construction/competitive-sealed-proposals-procurement-method/

2 RFP website https://hiepro.ehawaii.gov/welcome.html?redirectConte xt=welcome.html

Hawaii Revised Statutes (HRS) and Hawaii Administrative Rules (HAR) for Competitive Sealed Proposals https://spo.hawaii.gov/for-vendors/vendor-guide/methods-of-procurement/goods-services-construction/competitive-sealed-proposals-procurement-method/ https://spo.hawaii.gov/references/har/goods/

4 General Conditions, AG-103D https://spo.hawaii.gov/wp-content/uploads/2017/12/AG- 008-103D-1.pdf

5 Forms https://spo.hawaii.gov/all-forms/

6 Cost Principles http://spo.hawaii.gov Search: Keywords “Cost Principles”

Protest Forms/Procedures https://spo.hawaii.gov/for-vendors/vendor-guide/protests-for-goods-services-construction/

8 Hawaii Compliance Express (HCE) http://spo.hawaii.gov/hce/

9 Hawaii Revised Statutes http://capitol.hawaii.gov/hrscurrent

10 Department of Taxation http://tax.hawaii.gov

11 Department of Labor and Industrial Relations http://labor.hawaii.gov

Department of Commerce and Consumer Affairs, Business Registration https://cca.hawaii.gov/breg/

13 Campaign Spending Commission http://ags.hawaii.gov/campaign/

14 Internal Revenue Service http://www.irs.gov/

(Please note: website addresses may change from time to time. If a State link is not active, try the State of Hawaii website at http://hawaii.gov) http://spo.hawaii.gov/ http://spo.hawaii.gov/hce/ http://capitol.hawaii.gov/hrscurrent http://tax.hawaii.gov/ http://labor.hawaii.gov/ http://ags.hawaii.gov/campaign/ http://www.irs.gov/ http://hawaii.gov/

1.3 Authority

This RFP is issued under the provisions of the Hawaii Revised Statutes (“HRS”) Chapter 103D and its administrative rules, Hawaii Administrative Rules (“HAR”) Chapters 3-120 to 3-132. All prospective Offerors are charged with presumptive knowledge of all requirements of the cited authorities. Submission of a valid, executed proposal by any prospective Offeror shall constitute admission of such knowledge on the part of such prospective Offeror.

1.4 RFP Organization

This RFP is organized into nine sections:

Section 1, Administrative Overview: Provides Offerors with an overview of the procurement process.

Section 2, Service Specifications - General Requirements: Provides Offerors with a background and general description of the tasks to be performed, delineates Contractor responsibilities, and defines deliverables (as applicable).

Section 3, Service Specifications - Project Management Requirements: Provides Offerors with detailed project management requirements.

Section 4, Service Specifications – DDI Requirements: Provides Offerors with design, development, and implementation guidelines and requirements.

Section 5, Service Specifications - M&O and Enhancement Requirements: Identifies maintenance and operations support requirements for the implemented EDSS.

Section 6, Scope of Work: Outlines system requirements, interoperability, data exchange, and implementation requirements, system maintenance and enhancement requirements, management requirements, and compensation and payment information.

Section 7, Proposal Submission Instructions: Describes the required format and content for the proposal submission.

Section 8, Proposal Evaluation: Describes how proposals will be evaluated by the state purchasing agency.

Section 9, Attachments: Provides Offerors with information and forms necessary to complete the submission.

1.5 Contracting Office

The Contracting Office is responsible for overseeing the contract(s) resulting from this RFP, including, but not limited to, system operations, fiscal agent operations, and monitoring and assessing provider performance. The Contracting Office is:

Department of Health Disease Outbreak Control Division Health Data and Informatics Office

1000 Bishop Street Honolulu, HI 96813

1.6 RFP Point-of-Contact

From the release date of this RFP until the selection of the successful Offeror, any inquiries and requests shall be directed to the sole point-of-contact identified below.

Amber L. Wright Procurement Officer

Telephone: (808) 466-3686 Email: Amber.wright@doh.hawaii.gov

1.7 Submission of Questions

Offerors may submit questions to the RFP solicitation Q&A section. Written questions should be received by the date and time specified in Section 1.1, Procurement Timetable.

The purchasing agency will respond to written questions to the RFP, as indicated in the subsection 1.1, Procurement Timetable.

1.8 Submission of Proposals

A. Forms/Formats - Forms, with the exception of program specific requirements, may be found on the State Procurement Office website referred to in Section 1.2, Website Reference.

1. Proposal Identification Form (Form OF1). Provides Offeror proposal identification. Form OF1 is attached hereto as Attachment A.

2. Proposal Submission Checklist. The checklist provides Offerors specific program requirements, reference and location of required RFP proposal forms, and the order in which all proposal components should be collated and submitted to the state purchasing agency. Proposal Submission Checklist is attached hereto as Attachment B.

3. Table of Contents. The table of contents may vary depending on the RFP. A sample Table of Contents is attached hereto as Attachment C

4. Proposal Offer Form (Form OF2). Offeror shall submit a comprehensive cost/proposal budget to successfully deliver services required in this RFP.

Form OF2 is attached hereto as Attachment D.

5. Completed EDSS RTM. Offeror shall submit a completed Requirements Traceability Matrix (“RTM”), attached hereto as Attachment E.

6. Reference Form. Offeror shall submit a completed reference form as required by this RFP. Reference form is attached hereto as Attachment G.

B. Program Specific Requirements. Program specific requirements are included in mailto:Amber.wright@doh.hawaii.gov

Sections 2, 3, 4, 5, and 6 as applicable. Required Federal and/or State certifications are listed on the Proposal Submission Checklist.

C. Multiple or Alternate Proposals. Multiple or alternate proposals shall not be accepted unless specifically provided for in Section 2.

D. Offeror Compliance. All Offerors shall comply with all laws governing entities doing business in the State. The Offeror must be compliant at the time of award, or they shall be disqualified.

1. Tax Clearance. Pursuant to HRS §103-53, as a prerequisite to entering into contracts of $25,000 or more, providers are required to have a tax clearance from the Hawaii State Department of Taxation (“DOTAX”) and the Internal Revenue Service (“IRS”). Refer to Section 1.2, Website Reference for DOTAX and IRS website address.

2. Labor Law Compliance. Pursuant to HRS §103-55, Offerors shall be in compliance with all applicable laws of the federal and state governments relating to workers' compensation, unemployment compensation, payment of wages, and safety. Refer to Section 1.2, Website Reference for the Department of Labor and Industrial Relations (“DLIR”) website address.

3. Business Registration. Prior to contracting, owners of all forms of business doing business in the state except sole proprietorships, charitable organizations, unincorporated associations and foreign insurance companies shall be registered and in good standing with the Department of Commerce and Consumer Affairs (“DCCA”), Business Registration Division. Foreign insurance companies must register with DCCA, Insurance Division. More information is on the DCCA website. Refer to Section 1.2, Website Reference for DCCA website address.

4. Offerors may register with Hawaii Compliance Express (“HCE”) for online compliance verification from the DOTAX, IRS, DLIR, and DCCA. There is an annual registration fee (currently $12) for the service. The HCE’s online “Certificate of Vendor Compliance” provides the registered offeror’s current compliance status as of the issuance date and is accepted for both contracting and final payment purposes. Refer to Section 1.2, Website Reference, for HCE’s website address.

5. Offerors not utilizing the HCE to demonstrate compliance shall provide paper certificates to the purchasing agency. All applications for applicable clearances are the responsibility of the providers. All certificates must be valid on the date it is received by the purchasing agency. The tax clearance certificate shall have an original green certified copy stamp and shall be valid for six months from the most recent approval stamp date on the certificate. The DLIR certificate is valid for six months from the date of issue. The DCCA certificate of good standing is valid for six months from date of issue.

E. Wages Law Compliance. If applicable, by submitting a proposal, the offeror certifies that the offeror is in compliance with HRS §103-55, Wages, hours, and working conditions of employees of contractors performing services. Refer to Section 1.2, Website Reference for statutes and DLIR website address.

F. Campaign Contributions by State and County Contractors. HRS § 11-355 prohibits campaign contributions from certain State or county government contractors during the term of the contract if the contractors are paid with funds appropriated by a legislative body. Refer to Section 1.2, Website Reference for statutes and Campaign Spending Commission website address.

G. Confidential Information. Pursuant to HAR 3-122-58, If an offeror believes any portion of a proposal contains information that should be withheld as confidential, the offeror shall request in writing nondisclosure of designated proprietary data to be confidential and provide justification to support confidentiality. Such data shall accompany the proposal, be clearly marked, and shall be readily separable from the proposal to facilitate eventual public inspection of the non-confidential sections of the proposal. Note that price is not considered confidential and will not be withheld.

H. Proposal Submittal. The State has established the Hawaii State eProcurement (“HIePRO”) System to promote an open and transparent system for vendors to compete for State contracts electronically. Offerors interested in responding to this solicitation must be registered on HIePRO. Registration information is available at the State Procurement Office website: http://spo.hawaii.gov/HIePRO/; select HIEPRO Vendor Registration and then select HIePRO Vendor Registration Guide.

All proposals shall be submitted via HIePRO at the date and time indicated in the solicitation, and in strict accordance with the instructions herein. The RFP Process, including issuance of the RFP, submission of Proposals, issuance of Addenda, and changes to the Procurement Timetable in Section 1.1 shall be conducted through HIePRO. The State shall not be responsible for the failure of any Offeror to receive the RFP Process information.

The Contractor shall be subject to a one-time mandatory HIePRO fee of .75% (.0075) of the award amount or $5,000, whichever is less. HIePRO is administered by Tyler Technologies, Inc. Tyler Technologies, Inc. shall invoice the Contractor directly for payment of the HIePRO fee. Payment must be made within thirty (30) days from receipt of invoice.

1.9 Discussions

A. Prior to Submittal Deadline. Discussions may be conducted with potential offerors to promote understanding of the purchasing agency’s requirements.

B. After Proposal Submittal Deadline. Discussions may be conducted with offerors whose proposals are determined to be reasonably susceptible of being selected for award, but proposals may be accepted without discussions, in accordance with HAR §3-122-53.

1.10 HIePRO Special Instructions

Offeror shall view all special instructions located in HIePRO. Offerors are responsible for ensuring that all necessary files are attached to their proposal prior to the proposal deadline.

http://spo.hawaii.gov/HIePRO/;

The maximum file size that HIePRO can accept is 100MB. Files larger than 100MB must be reduced into two or more files.

Offerors must carefully examine this RFP, all addenda, required contract forms, and other documents, laws, and rules, as necessary, before submitting a proposal. The submission of a proposal shall be considered to be a warranty and representation that the Offeror has made a careful examination of the RFP and understands the work and the requirements of this RFP. Each qualified Offeror may submit only one (1) proposal.

Proposals must be detailed and concise. Each Proposal must be labeled and organized in a manner that is congruent with the requirements and terminology used in this RFP and must include a point-by-point response, structured in form and reference to the RFP, addressing all requirements and the Scope of Work elements.

The Offeror’s proposal, including all of its required submission types as noted above, must be received through HIePRO no later than the closing date and time specified for the receipt of proposals as specified in Section 1.1 Procurement Timetable. Any proposal received outside of HIePRO, including faxed, emailed, or handwritten proposals, will not be considered.

1.11 Additional Materials and Documentation

Upon request from the state purchasing agency, each Offeror shall submit additional materials and documentation reasonably required by the state purchasing agency in its evaluation of the proposals.

1.12 RFP Amendments

The State reserves the right to amend this RFP at any time prior to the closing date for final revised proposals.

1.13 Best and Final Offer

DOH, in its sole discretion, may request each Priority Listed Offeror to submit its Best and Final Offer (“BAFO”). The request shall be issued in an Addendum which will provide guidance and additional instructions. BAFOs shall be submitted to the DOH RFP Contact Person via HIePRO on or before the deadline provided in Section 1.1 Procurement Timetable. If a Priority Listed Offeror fails to submit a BAFO, its last submitted offer shall be deemed to be its BAFO. Procurement files shall be open to public inspection after a contract has been awarded and executed by all parties.

1.14 Cancellation of Request for Proposal

The RFP may be canceled and any or all proposals may be rejected in whole or in part, when it is determined to be in the best interest of the State pursuant to HAR §3-122-96 thru HAR §3-122-97.

1.15 Costs for Proposal Preparation

Expenses for the development and submission of proposals and other responses to the RFP are the sole responsibility of the Offeror whether or not any award results from this RFP. Travel and expenses to and from the State, outside of an award, are also the responsibility of the Offeror.

1.16 Rejection of Proposals

The State reserves the right to consider as acceptable only those proposals submitted in accordance with all requirements set forth in this RFP and which demonstrate an understanding of the problems involved and comply with the service specifications. Any proposal offering any other set of terms and conditions contradictory to those included in this RFP may be rejected without further notice.

A proposal may be rejected as authorized under HAR § 3-122 Subchapter 11.

1.17 Notice of Award

A Notice of Award of the Contract shall be made to the responsible Offeror whose Proposal is determined the most advantageous to the State, taking into consideration all the evaluation factors set forth in this RFP.

The Notice of Award shall be made available in HIePRO. Failure by the chosen vendor to accept the award within five days of the Notice of Award will be deemed a rejection of the award.

Any agreement arising out of this solicitation is subject to the approval of the Department of the Attorney General as to form, and to all further approvals, including the approval of the Governor, required by statute, regulation, rule, order or other directive.

1.18 Protests

Pursuant to HRS §103D-701 and HAR Chapter 3-126, an Offeror aggrieved by a solicitation or an award of a contract may file a protest, provided that no protest based upon the content of the solicitation shall be considered unless it is submitted in writing prior to the date set for the receipt of offers. Refer to Section 1.2, Website Reference for website address. Only the following matters may be protested:

(1) A state purchasing agency’s failure to follow procedures established by Chapter

103D of the Hawaii Revised Statutes;

(2) A state purchasing agency’s failure to follow any rule established by Chapter 103D of the Hawaii Revised Statutes; and

(3) A state purchasing agency’s failure to follow any procedure, requirement, or evaluation criterion in a request for proposals issued by the state purchasing agency.

(4) Protests based on the content of the solicitation will not be accepted after the solicitation closing date, in accordance with HRS 103D-701.

Any protest shall be submitted in writing to the Procurement Officer identified in HIePRO, addressed to:

Amber L. Wright Procurement Officer Department of Health, Disease Outbreak Control Division 1000 Bishop Street, Suite 200 Honolulu, Hawaii 96813

1.19 Availability of Funds

The award of a contract and any allowed renewal or extension thereof, is subject to allotments made by the Director of Finance, State of Hawaii, pursuant to HRS Chapter 37, and in accordance with §103D-309, HRS, and subject to the availability and allotment of State and/or Federal funds.

1.20 General and Special Conditions of Contract

If an award is accepted, the successful Offeror will be required to enter into a formal written contract with the State. The Contract shall include or be deemed to incorporate this RFP, the Contractor's Proposal or BAFO, State AG General Conditions set forth in Attachment G, Special Conditions set forth in Attachment H, and any other terms as may be agreed to by the State and the Contractor. To the extent that the RFP and the successful proposal conflict, the terms of the RFP shall govern. By submitting a proposal, the Offeror certifies that they have read and agree to all General Conditions and Special Conditions attached hereto.

1.21 Cost Principles

To promote uniform purchasing practices among state purchasing agencies procuring goods, services, and construction under HRS Chapter 103D, state purchasing agencies will utilize standard cost principles as outlined on the SPO website. Refer to Section 1.2 Website Reference for website address. Nothing in this section shall be construed to create an exemption from any cost principle arising under federal law.

1.22 Contract Execution

The successful Offeror shall enter into a formal written contract with the State. In submitting a proposal, the Offeror will be deemed to have agreed to each provision set forth in Attachment G, General Conditions, Attachment H, Special Conditions, and Attachment J, Contract Form. The State shall have no obligation to accept terms and conditions that vary from those set forth in the aforementioned attachments.

Upon selection and award of the contract, the State shall send the formal contract to the successful Offeror via an electronic signature process. The State reserves the right to cancel any contract and request new proposals or negotiate with remaining Offerors if the State is not satisfied with the awarded Contractor’s performance.

No work is to be undertaken by the Offeror awarded a contract prior to the contract commencement date. The State of Hawaii is not liable for any costs incurred prior to the official starting date.

No contract shall be considered binding upon the State until the contract has been fully and properly executed by all parties thereto.

1.23 Notice To Proceed

The Offeror may begin work prior to the contract commencement date if, and only if, the Offeror receives a formal Notice to Proceed from the STATE. No work shall be undertaken prior to the commencement date on the Notice to Proceed. The State shall not be liable for any work, contract, costs, expenses, loss of profits, or any damage whatsoever incurred by the Offeror prior to the commencement date on the Notice to Proceed.

1.24 Terms and Acronyms Used Throughout the Solicitation

AART = Aggregate Analysis Reporting Tool AED = Activity Expectations Document AG = Department of the Attorney General ALM = Application Lifecycle Management BAFO = Best and Final Offer BCDR = Business Continuity and Disaster Recovery BREG = State of Hawaii Department of Commerce and

Consumer Affairs Business Registration Division COGS = Certificate of Good Standing CA = Contract Administrator CDC = Centers for Disease Control and Prevention CDPHND =Communicable Disease Public Health Nursing Division CDPHPD =Chronic Disease Prevention and Health Promotion Division CI/CD = Continuous Integration and Continuous Deployment COI = Certificate of Insurance COTS = Commercial-off-the-shelf system CVC = Hawaii Compliance Express Certificate of Vendor Compliance DBMS = Database Management System DCCA = Department of Commerce and Consumer Affairs DDI = Design, Development, and Implementation DLIR = State of Hawaii Department of Labor and Industrial

Relations DOCD = Disease Outbreak Control Division, State of Hawaii

Department of Health DIB = Disease Investigation Branch, of the Disease

Outbreak Control Division

DHO = District Health Office/r DOD = Department of Defense DOH = Hawaii Department of Health DOTAX = Hawaii State Department of Taxation ECR = Electronic Case Reporting EDW = Enterprise Data Warehouse EHR = Electronic Health Record EIS = Early Intervention Section, of the FHSD ELR =Electronic Laboratory Reporting ERD = Entity Relationship Diagram ETL = Extract, Transform, Load of data FHIR = Fast Healthcare Interoperability Resources FHSD = Family Health Services Division GC = General Conditions, issued by the Department of the Attorney General GET = General Excise Tax GP = General Provisions GSA = General Services Administration, of the federal government HAI =Healthcare Associated Infections HANDS = Hawaii Awards & Notices Data System HAR = Hawaii Administrative Rules HCE = Hawaii Compliance Express HEER = Hazard Evaluation and Emergency Response HDOH = Hawaii Department of Health HIPAA = Health Insurance Portability and Accountability Act of 1996 and subsequent revisions HST = Hawaii Standard Time HL7 = Health Level 7 HRS = Hawaii Revised Statutes HOPA = Head of Purchasing Agency IMB = Hawaii Department of Health’s Immunization Branch EDSS = Electronic Disease Surveillance System IRS = Internal Revenue Service IT = Information Technology JAD = Joint Application Design M&O = Maintenance and Operations support MPD = Master Provider Directory MPI = Master Person Index MS = Microsoft MSD = Mid-sprint-deployment NEDSS = National Electronic Disease Surveillance System NNDSS = National Notifiable Diseases Surveillance System

Offeror = Any individual, partnership, firm, corporation, joint venture, or other entity submitting directly or through a duly authorized representative or agent, a bid for the good, service, or construction.

OCM = Organizational Change Management OIP = Office of Information Practices OPHP = Office of Public Health Preparedness ORT = Operational Readiness Testing PPC = Pre-Proposal Conference PMBOK = Project Management Book of Knowledge, a Project Management

Institute standard PHI = Protected Health Information, under HIPAA PII = Personally Identifiable Information PO = Procurement Officer POAM = Plan of Actions and Milestones QA/QC = Quality Assurance/Quality Control RSV = Respiratory Syncytial Virus RTM = Requirements Traceability Matrix RFP = Request for Proposals SaaS = Software-as-a-Service, for cloud hosted solutions SC = Special Conditions SCM = Source Code Management SDLC = Systems Development Life Cycle SLA = Service Level Agreement

SOC2 = System and Organizational Controls 2, a standard of the American Institute of Certified Public Accountants

SPO = State Procurement Office, State of Hawaii SR = System Request State = State of Hawaii, Department of Health, Disease

Outbreak Control Division STI = Sexually Transmitted Infections Program, of the CDPHND TEFCA = Trusted Exchange For Common Agreement, a federal standard UAT = User Acceptance Testing VA = United States Department of Veterans Affairs VPD = Vaccine Preventable Disease

Section 2

Service Specifications

Section 2 Service Specifications: General Requirements

2.1 Introduction

A. Overview, history, purpose or need

The State of Hawaii, Department of Health (“DOH”), Disease Outbreak Control Division (“DOCD”) is requesting proposals for the implementation, operational support services and Software as a Service (SaaS) hosting of an integrated electronic disease surveillance and outbreak management system that is interoperable with other health information systems, including Health Information Exchanges, Immunization Information Systems, and Vital Records Information Systems, as well as federal reporting systems and standards including the National Notifiable Disease Surveillance System and the National Violent Death Reporting System. This system would replace the current electronic disease surveillance system, Maven, that is provided through the vendor Conduent.

The DOH is responsible for ensuring that Hawaii is prepared to respond rapidly and effectively to public health concerns and emergencies.

The DOH utilizes a range of technologies to support infectious disease surveillance by integrating information from healthcare delivery systems, laboratories, and epidemiologists to respond to diseases that pose a threat to public health. These technologies must align with the standards and requirements set by the CDC to ensure consistent and effective disease control practices for the management of communicable and chronic diseases.

The scope of services includes initial installation, configuration, integration with required interfacing applications and entities, transformation and importation of legacy systems disease surveillance data and case data, and transition to operations and support.

The awarded vendor shall provide operations implementation support, training, and ongoing maintenance and support of the application installation.

Alignment with CDC’s Data Modernization Initiative

The DOH is a proud partner of the CDCs Data Modernization Initiative (“DMI”), which seeks to revolutionize public health data systems nationwide by creating a connected, resilient, and adaptable data infrastructure. These activities are to make the public health workforce and systems more efficient and effective. Through this initiative, DOH aims to leverage modern technologies, standards, and partnerships to ensure timely, accurate, and actionable health data that informs public health decisions and interventions.

The modernization of the EDSS is a cornerstone of this alignment. By adopting advanced technologies and enhancing interoperability with CDC’s National Electronic Disease Surveillance System (“NEDSS”). The DOH aims to build a system that supports the DMI directives with the following priorities:

1. Building the right foundations in data and systems;

2. Accelerating Data into action;

3. Developing a state-of-the-art workforce;

4. Supporting and extending partnerships; and

5. Managing change and governance.

This modernization effort will serve as a bridge between Hawaii’s current public health capabilities and the agile, data-driven future envisioned under CDC-driven Data Modernization. This reflects a shared commitment to safeguarding public health while honoring the unique perspectives, resources, and requirements of the islands. This additionally addresses workforce challenges using modern tools to improve the productivity of disease investigators. Through this project, the DOH is poised to lead with innovation, resilience, and a deep understanding of its role in both state and national health initiatives.

B. Planning activities conducted in preparation for this RFP

Planning Activities

The planning process for the EDSS RFP was a collaborative and multi-faceted effort designed to align Hawaii's EDSS modernization with the DOH’s strategic goals, stakeholder expectations, and federal standards. Several critical activities were undertaken to ensure the proposed solution would address existing challenges and meet future needs.

Extensive stakeholder engagement formed the backbone of the planning phase.

Stakeholder meetings were held with program leads, information technology (“IT”) professionals, and healthcare providers across Hawaii to identify legacy system pain points and gather input on the desired functionalities for a modern system. Regular newsletters were distributed to stakeholders, providing updates on the project’s progress, and keeping all parties informed and aligned. These engagements allowed for the identification of key requirements, such as advanced data integration, customizable workflows, and compliance with national reporting standards.

The Steering Committee, composed of senior leaders and subject matter experts, played a pivotal role in guiding the planning process. The committee ensured that the project objectives remained aligned with Hawaii’s DOH goals and the CDC DMI. Additionally, they provided feedback on core needs, technical specifications, and funding priorities.

This involvement ensured that the RFP reflected both operational needs and long-term strategic goals. A Request For Information (“RFI”) was conducted to provide background technical solution options for analysis by the DOH.

Program mapping and workflow analysis were conducted to provide a clear understanding of how the legacy EDSS interfaces with existing systems and processes and identify potential improvements. This included a detailed examination of data flows, reporting structures, and integration points across internal programs and external partners. The findings highlighted the need for functionalities like bidirectional data exchange, advanced analytics, and robust patient matching, while also addressing compliance with federal standards such as the National Notifiable Diseases Surveillance System (“NNDSS”) and NEDSS.

Stakeholder Programs and Areas Engaged in the EDSS Planning Effort

Legacy Programs

• Office of Public Health Preparedness (“OPHP”)

• Hazard Evaluation and Emergency Response (“HEER”)

Lead and Heavy Metals Program (EHA) Vector Group (EHA)

• Disease Outbreak Control Division (DOCD) Disease Investigation Branch Vector Group Immunization Branch Healthcare-Associated Infections Fiscal and Administrative Support Office Health Data & Informatics Office

• Sexually Transmitted Infections (“STI”) Program (CDPHND) Newly Integrated Areas

• Communicable Disease Public Health Nursing Division (CDPHND) Hansen’s Disease Program Tuberculosis (“TB”) Program HRSB - Human Immunodeficiency Virus (“HIV”)

• Family Health Services Division (“FHSD”) Early Intervention Section (“EIS”)

• District Health Offices (“DHOs”) Big Island District Health Office (DHO) Maui District Health Office (DHO) Kauai District Health Office (DHO)

Chronic Disease Prevention and Health Promotion Division

The modernization effort for the EDSS engaged a diverse group of stakeholders from both legacy programs and newly integrated areas bringing a wealth of operational experience with the existing system. These programs provide essential insights into current functionalities, gaps, and priority areas for improvement.

New program areas represent an expanded user base, significantly broadening the system’s scope and capability. Their participation is instrumental in identifying emerging needs, addressing cross-program complexities, and ensuring the modernized EDSS serves a wide array of public health functions across the DOH.

Both legacy and new potential users have played an active role in the procurement process by contributing to stakeholder discussions, shaping the development of the RFP, and researching market options. This collaboration ensures that the modernized EDSS system and processes are robust, forward-looking, and aligned with the State of Hawaii’s public health objectives.

The CDC and other jurisdiction research and interaction further enriched the planning process to ensure alignment with healthcare and IT industry best practices and federal standards. By studying best practices and lessons learned from similar projects, the DOH ensured the proposed system would align with federal interoperability frameworks and leverage proven technologies. The DOH seeks solutions that wherever possible leverage commercial-off-the-shelf (“COTS”) solutions, to reduce the costs of development and to leverage the capabilities proven in deployments for other similar public health jurisdictions.

Throughout the planning phase, collaborative tools like Microsoft SharePoint and Lucid design application were utilized to document workflows, share meeting notes, and track project progress. These tools helped maintain transparency and ensured that all planning activities were well-coordinated and accessible to key stakeholders.

These planning activities provided the foundation for a robust and future-ready EDSS modernization project, ensuring that the proposed solution meets the diverse needs of Hawaii’s public health ecosystem while advancing the state’s commitment to data-driven decision-making and compliance with national standards.

C. Description of the service goals

The DOH has authorized the modernization of an electronic disease surveillance system to serve as a unified, statewide platform that meets both state and federal reporting requirements for more than eighteen (18) programs and divisions. The system goals are to provide effective and efficient management of these public health services in one consolidated technology platform.

Hawaii state law requires the reporting of diseases and conditions of public health concern to the DOH to ensure timely surveillance, investigation, and intervention. These statutes align with federal mandates requiring the identification and reporting of nationally notifiable diseases to the CDC for coordinated public health responses.

Diseases of concern include, but are not limited to, emerging infectious diseases, vaccine-preventable illnesses, foodborne illnesses, and zoonotic diseases.

This modernization ensures compliance with Hawaii Revised Statutes (HRS §325-2, §325-3) and federal regulations, including the Code of Federal Regulations (42 CFR §70.4 and §71.21), which mandate accurate and timely disease reporting for public health decision-making.

The EDSS will enhance the capacity to collect, manage, analyze, and report data across diverse public health domains, promoting efficient and cost-effective disease prevention and control. This is comprised of management of public health conditions for both communicable and chronic conditions.

Authorized users, including public health officials, healthcare providers, and district health offices, will access the system to coordinate reporting, share patient data, track disease trends, and make strategic public health decisions. By facilitating streamlined data exchange and meeting multi-level statutory requirements, the EDSS will bolster Hawaii's public health infrastructure and improve outcomes across the state.

D. Description of the target population to be served

The target population served encompasses every person residing in the State of Hawaii, allowing for disease surveillance information to be stored on the entire population.

Public health administrators and officials will be the primary users of the system, transferring this data primarily electronically through Health Level 7 (“HL7”) messaging from Electronic Lab Reporting (“ELR”), Electronic Case Reporting (“ECR”), and Electronic Health Record (“EHR”) systems. as well as in limited manual transactions.

E. Geographic coverage of service

Coverage of service is for the entire State of Hawaii. The Offeror is not required to have a physical ongoing staff presence in the State; however, in-person meetings may take place in Hawaii as required to support system planning and go-live activities. The Offeror must be United States (“US”) based and registered and licensed to do business in the state of Hawaii. The Offeror must use a US-based workforce for this project.

F. Probable funding amounts, source, and period of availability

The DOH has budgeted approximately two million dollars ($2,000,000) in system integrator services inclusive of associated licenses and hosting costs to: implement the initial phase of the EDSS over a DOH-preferred ideal twelve (12) month period, and subsequent twelve (12) months of maintenance and operational support. The DOH has budgeted less than one million dollars ($1,000,000) annually for anticipated ongoing system enhancements, operations, and maintenance. These cost targets are identified as general expectations only for this system and support. The contract is expected to be federally funded for an initial two-year term of DDI and M&O services, with the potential for up to four additional one-year extensions. This results in a maximum six-year contract term, contingent upon the availability of federal and/or state funding.

EDSS funding is subject to both federal and state budgetary constraints. To maximize cost efficiency, DOH plans to leverage General Services Administration (“GSA”) and other pricelists for associated system licenses and components wherever feasible. This funding approach reflects the commitment to ensuring the sustainability and adaptability of the EDSS to efficiently meet public health needs in a cost-effective manner.

G. Multiple or alternate proposals (Refer to HAR §3-122-4)

Allowed Unallowed

H. Single or multiple contracts to be awarded (Refer to HAR §3-122-145)

Single Multiple Single & Multiple

I. Single or multi-term contracts to be awarded (Refer to HAR §3-122-149)

Single term (2 years or less) Multi-term (more than 2 years)

Initial term of contract: Two (2) year initial contract Length of each extension: One (1) year Number of possible extensions: Four (4) Maximum length of contract: Six (6) years

The initial period shall commence on the contract start date or Notice to Proceed, whichever is later.

Conditions for extension: After the initial contract period, both parties may mutually agree to extend the contract in one (1) year increments. Mutual agreement must be in writing and must take place prior to the expiration of the contract.

2.2 General Requirements

A. Specific qualifications or requirements, including but not limited to licensure or accreditation

1. The Offeror’s system must be a fully implemented COTS system in at least two

(2) public health jurisdictions and providing the ability to support all CDC-defined case definitions. The Offeror’s system must further provide the ability to simply add new disease surveillance case definitions for national notifiable infectious and non-infections disease conditions. The Offeror must have been in business for at least five (5) years or more. The system platform and version of the system proposed by the Offeror must be in operation using the current updated platform and version in these other jurisdictions. Personnel must meet the requirements listed below and described in detail in the Offeror’s Personnel Management Plan and key personnel must have their qualifications listed.

Offerors are required to participate in at least one national level workgroup for EDSS, national notifiable conditions, and disease management (e.g. CDC, ASTHO, or CSTE workgroups.) Offerors that do not meet these required criteria above shall be awarded less than full points in evaluation.

2. The Offeror shall submit at least two (2) references from separate public health jurisdictions where similar EDSS systems using the same technical platform have been successfully implemented. The reference form is attached hereto as Attachment G.

B. Technical Requirements

1. Collaborative Workspace Tools:

The Offeror must use the DOH’s web-based collaborative workspace, Microsoft (“MS”) SharePoint, which will serve as a central project repository and contain all scopes of work submitted by the Offeror and all artifacts not otherwise stored in the ALM or SCM (e.g., work products, meeting minutes, status reports, schedules, draft documents, spreadsheets, calendar events, and task lists). The Offeror must document the approaches, processes, security, and roles and responsibilities related to use of the DOH’s instance of MS SharePoint, along with its format, organizational structure, and user roles, and access rights in the Project Management Plan.

The Offeror must use and maintain the DOH’s collaborative workspace to perform both Design, Development & Implementation (“DDI”) and Maintenance & Operations (“M&O”) tasks. The Offeror must ensure that the DOH’s project team members retain access to the collaborative workspace and all associated system documentation. The Offeror must train the DOH’s project team members on the use and functionality of the collaborative workspace content, that must contain all project documents.

2. Supporting Tools requirements – Systems Development Life Cycle Tools:

The Offeror must use industry standard tools to support the Systems Development Life Cycle (“SDLC.”) The DOH expects that the Offeror will use, wherever possible, the tools the DOH currently uses. SDLC tools include, but are not limited to:

a. Application Lifecycle Management (“ALM”) toolset to support all DDI and M&O tasks and services. This must include requirements management tools to document each of the detailed requirements, any changes that adjust or expand each detailed requirement, and the EDSS components required to implement each detailed requirement.

Currently the DOH uses Microsoft Azure DevOps for ALM as the standard tool. The Offeror is expected to load all RTM items into this DOH-provisioned DevOps instance and track all requirements and associated development work in the tool. The DOH expects that the Offeror will leverage an existing DOH instance of this tool for ALM.

This is a predecessor element to beginning the system discovery and design process for the EDSS activities. The Offeror and the DOH will use this ALM toolset to:

i. Track and provide the status of each requirement from definition through acceptance;

ii. Track test cases and test results linked to specific requirements;

iii. Track well-formed user stories in accordance with an agreed-upon template, method, and/or format; and

iv. Track known defects and defect statuses linked to specific requirements. The Offeror must document the approach, processes, and roles and responsibilities related to use of ALM tools in the Project Management Plan.

b. Ticket tracking tool to support user entry and monitoring of EDSS defects and other identified EDSS problems; the DOH is…