EMRS Specifications.docx

REQUEST FOR QUOTATION

Electronic Medical Records System Software Maintenance and Support

SPECIFICATIONS

PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of the West Virginia Veterans Home, located at 512 Water Street, Barboursville, WV 25504, to establish a contract for Electronic Medical Records System software maintenance and support.

THIS PROCUREMENT MAY BE FUNDED IN WHOLE OR PART BY FEDERAL FUNDS. PLEASE SEE ATTACHMENT 1: PROVISIONS FOR FEDERALLY FUNDED PROCUREMENTS.

DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Licenses” means Agency’s licenses to utilize Electronic Medical Records System software based on resident beds (120).

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the software maintenance and support.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

2.4 “VA” means Veterans Administration.

2.5 “VAMC” means the Hershel Woody Williams Veterans Administration Medical Center located in Huntington, WV.

2.6 “HIPAA” means Healthcare Insurance Portability and Accountability Act, a U.S. law that protests the privacy and security of individuals’ medical information. It sets standards for how healthcare providers must handle protected health information (PHI) and ensures patients’ rights regarding their health data.

2.7 “PHI” means protected health information.

2.8 “PI” means protected information.

2.9 “ESI” means electronically stored information.

2.10 “SaaS” means Software-as-a-Service.

2.11 “Point in time restore” means eliminating the effect of data corruption by restoring data from a time prior to known corruption (restore files to the state that existed at a specific date and time).

2.12 “Module” means a dedicated tab or dashboard for easy reference and input within the software.

2.13 “PCC” means Point Click Care, the incumbent vendor contracted on an Emergency Purchase.

2.14 “Project 214” means the status given new residents on admission for no pay rent status.

QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the qualifications listed below. Compliance will be determined prior to contract award by the State through documentation provided by the Vendor with its bid or upon request, Vendor must provide any documentation requested by the State to assist in confirmation of compliance with this provision. References, documentation, or other information to confirm compliance with this experience requirement are preferred with the bid submission but may be requested after bid opening and prior to contract award.

1.1. Vendors must be authorized by the West Virginia Office of Technology (WVOT) to provide software maintenance and support for the Licenses. The Agency will be responsible for obtaining WVOT approval for these specifications and approval of award to the successful vendor.

4. MANDATORY REQUIREMENTS:

4.1. Software Maintenance and Support: Vendor must provide maintenance and support for the Licenses as follows:

4.1.1. One Hundred and Twenty (120) Licenses must be covered by maintenance and support.

4.1.1.1. The agency will own the License Numbers and the data inputted for the duration of the contract. At the contract conclusion, the Agency will own the resident data, and the vendor must release all data to the Agency or Agency’s designee in a readily accessible format, without the use of a proprietary system, upon request at no additional cost. The delivered records shall be inclusive of but not limited to all historical patient data maintained during the contract period, including data imported from predecessor systems; include original clinical documentation, diagnostic information, treatment notes, administrative records and delivered on encrypted external storage media or through secure file transfer methods. The initial data export shall be provided no later than 30 days before contract termination, with final data delivery completed within 72 hours after the effective termination date. Agency shall have 30 days from receipt to validate the integrity and completeness of the data, and Vendor shall promptly remedy any deficiencies at its own expense. Vendor warrants that no proprietary encoding, encryption, or obfuscation will hinder the comprehensive use or transfer of the data. All data transfers shall comply with the HIPAA Privacy and Security Rules. Within 30 days of final delivery, Vendor shall certify in writing that all copies of Client data have been deleted from its systems, unless retention is required by law.

4.1.2. Maintenance and support must be provided for five (5) years with at least one (1) optional 1-year renewals.

4.1.3. Maintenance and Support under the initial term of this Contract will be tentatively for the period beginning on September 01,2026 and ending on August 31, 2027. Each subsequent term, if any are authorized by the parties, will run consecutively to the prior term.

4.1.4. The vendor must provide a copy of all applicable maintenance and support agreements prior to contract award for review and approval by the State of West Virginia.

4.1.5. Vendors must have SaaS platform capability with application solutions.

4.1.6. Implementation must include software installation, testing, and deployment support.

4.1.6.1 Implementation must include data migration from PCC to a different software vendor, if applicable.

4.1.7. Training support shall be available through the duration of the contract period of performance.

4.1.7.1 Vendor must train all administrators in the system for them to be able to train other staff members.

4.1.7.2 All users must have access to training modules to help with staff training

4.1.8. 24/7 support must be provided. Product service and support to include technical support and Service Level Agreements (SLA).

4.1.9. The vendor must perform installation of software upgrades, patches and releases. Upgrades must be scheduled during the hours of 6PM and 6AM EST and must be communicated to the Agency at least one (1) business day in advance.

4.1.10. Backup support must be provided to include full database backup for at least seven (7) days, allowing for point in time restore down to the minute within the previous seven (7) days of an incident where data loss occurs.

4.1.11. Software must be able to run reports (standard and custom). Reports must include the following:

4.1.11.1 24-72 Hour Summary that includes all notes placed in the system at that time.

4.1.11.2 eMAR

4.1.11.3 Billing - which should include an individual summary of all charges and payments made as well as a standard report of all charges due per resident with a grand total.

4.1.12. Software must include an Infection Control Module that includes Antibiotic Stewardship.

4.1.13. Software must include the ability and space to upload items/documents to the resident records.

4.1.14. Software must be able to have a Dietary/Nutrition Management Module.

4.1.15. Software must have an Admissions and Discharge Module.

4.1.16. Software must have a Patient Information and Demographics Module that includes an easy to see area for basic information/demographics (DOB, code status, allergies, etc.) with area for a resident's picture to show. The Module must include the following:

4.1.16.1 Dashboard

4.1.16.2 Code status

4.1.16.3 Vitals

4.1.16.3.1 Must alert to abnormal vitals

4.1.16.4 Dietary/Nutrition Management

4.1.16.5 Mar

4.1.16.5.1 Must be able to pass medications, including PRNs.

4.1.16.5.2 Must be able to track medications that are taken unsupervised as self-medication administration

4.1.16.6 Orders

4.1.16.6.1 Must be able to have a set of standing orders to apply to all residents upon admission

4.1.16.6.2 Must be able to place PRN orders

4.1.16.6.3 Nurse users must be able to place an order that has been taken from a prescriber.

4.1.16.6.4 Immediate release for administration

4.1.16.6.5 Must be able to place orders for medical equipment and supplies

4.1.16.7 Diagnoses/Problems

4.1.16.8 Allergies

4.1.16.9 Immunizations

4.1.16.10 Notes

4.1.16.10.1 Must be able to apply signature to all notes

4.1.16.10.2 Have the ability to add a co-signer and for that user to be notified

4.1.16.10.3 Medical director, nurses, and social workers must be able to make and amend notes

4.1.16.10.4 Must have the ability to create and modify different types of notes.

4.1.16.11 Assessments

4.1.16.11.1 Must allow for multiple signatures on assessments

4.1.16.11.2 Have the ability to add a co-signer and for that user to be notified

4.1.16.11.3 Medical director, nurses, and social workers must be able to make and amend assessments.

4.1.16.11.4 Must have the ability to create and modify different types of assessments.

4.1.16.12 Care Plan

4.1.16.12.1 Must be able to individualize and customize each item

4.1.16.12.2 Must be able to designate multiple responsible parties

4.1.16.12.3 Must be able to sign off by Nursing and Social Work

4.1.16.12.4 Must include a database of diagnoses w/ goals and tasks to choose from for each

4.1.16.12.5 Must retain data after signing off every month for updates as needed and for review every 6 months.

4.1.16.12.6 Must have the ability to create and modify different types of care plans.

4.1.16.13 Documents

4.1.16.14 Photo

4.1.16.15 Calendar

4.1.16.15.1 Must be able to input appointments that are outside facility

4.1.16.15.2 Must show on individual patients and see collective calendar for facility

4.1.16.16 Billing - Must show current balance due and must connect to the Fiscal Module.

4.1.17. Software must have a Practitioner Engagement Module with the ability to apply electronic signatures.

4.1.18. Software must have a Formulary Database for all medications.

4.1.19. Training modules must be available within the software system with training available onsite or by phone or virtual.

4.1.20. Software must provide a Skin and Wound Module with the ability to upload pictures.

4.1.21. Software must be available for the medical director, nurses, and social workers to make and amend notes (documentation).

4.1.22. Software must have the ability to print from the patient chart as well as billing.

4.1.23. Software must have an analytics compliance package.

4.1.24. Software must have a Fiscal Module that will allow the input of receipts and payments regarding resident accounts (not medical billing), including any trust accounts held by the facility. The Fiscal Module must include the following:

4.1.24.1 For each resident, a place to enter the monthly maintenance rate (rent rate). This needs to include the rate, effective date, effective date, effective date, effective through date (end date), whether it is Private Pay or Project 214 (project 214 should automatically set the rate to $0.00). This needs to be seen where past rates can always be visible, when they change, etc. and must have the ability to be printed. Must have the ability to change the rate as needed. Must include a starting balance for each resident upon implementation.

4.1.24.2 Must include a place to enter cash receipt batches or resident payments

4.1.24.3 Must include an automatic name fill when the resident number is entered, all payment types such as cash, card, check, money order etc., a drop menu to select whether payment is Private Pay or Project 214. These payments should automatically connect to each resident's tracking to keep record of their payments and balances.

4.1.24.4 Must include an ability to print a monthly invoice for each resident that shows the current balance due and the monthly amount due.

4.1.24.5 Trust Account

4.1.24.5.1 Must connect to resident marked for Trust Account

4.1.24.5.2 Must include rates and payments and balance be tracked in Trust Account as well as the regular tracking

4.1.24.5.3 Must include a place to enter deposits monthly for the Trust Account as well as Withdrawals. The deposits and withdrawals must be linked to each Trust Resident

4.1.24.5.4 Must have ability to print a report for each Trust Resident that shows a breakdown of deposits, withdrawals, and balance.

4.1.25. All software must be HIPAA compliant to protect PHI.

4.1.26. Software must have the ability for remote access and to limit remote access.

4.1.27. Software must have the ability for secure one on one real time messaging between providers regarding patient care with easy to see/user friendly notifications.

4.1.28. Users:

4.1.25.1 Software must allow multiple administrators.

4.1.25.2 Software must be able to limit access for certain users.

4.1.25.3 Types of users

· Administrators

· Director of Nursing

· LPNs

· Nursing Student

· Pharmacist - will not release or fill orders

· Dietician

· Fiscal

· Medical Director - Will not place orders

· Social Worker

· Social Work Student

· Services Assistant

4.1.25.4 Providers - will not be users but must be able to list all providers and providers must be able to be modified by nurses and social workers except for the Medical Director will need access for medication reviews.

4.1.29 Software must be able to use currently assigned resident numbers for resident files and fiscal.

5. CONTRACT AWARD:

5.1. Contract Award: The Contract will be awarded to the Vendor that provides the Software Maintenance and Support meeting the required specifications for the lowest total contract cost as shown on the Pricing Pages.

5.2. Pricing Page: Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified. Vendors should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address: morgan.sheets@wv.gov.

6. PAYMENT: Agency shall pay, as shown on the Pricing Pages, for all Software Maintenance and Support. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

7. LIQUIDATED DAMAGES: Vendor should reduce cost by $500.00 per day for each day past the software go live date in which the software is not fully operational to the Agency.

8. FACILITIES ACCESS: In the event that performance of Software Maintenance and Support requires access to Agency facilities, access cards and/or keys may be required to gain entrance. If access cards and/or keys are required:

8.1. Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

8.2. Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

8.3. Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

8.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

8.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

9. VENDOR DEFAULT:

9.1. The following shall be considered a vendor default under this Contract.

9.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

9.1.2. Failure to comply with other specifications and requirements contained herein.

9.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

9.1.4. Failure to remedy deficient performance upon request.

9.2. The following remedies shall be available to Agency upon default.

9.2.1. Immediate cancellation of the Contract.

9.2.2. Immediate cancellation of one or more release orders issued under this Contract.

9.2.3. Any other remedies available in law or equity.

10. MISCELLANEOUS:

10.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: _____________________________________________________

Telephone Number: ____________________________________________________

Fax Number: __________________________________________________________

Email Address: ________________________________________________________

1/4/2019