POST - BPM030665 OCMP-22-18251 EHR RFP Pre-proposal Conference Attendance and Minutes Summary.pdf

Pre-Proposal Conference

Meeting Summary

REQUEST FOR PROPOSALS (RFP)

ELECTRONIC HEALTH RECORDS (EHR)

SOFTWARE AS A SERVICE (SAAS)

RFP NUMBER: OCMP-22-18251 EMMA#BPM030665

ISSUE DATE: JULY 12, 2022

Attendees:

Maryland Gannon, Netsmart

Ashwin Saboo, Creative Information Technology

Nick Amey, Cerner

Courtney Scafidi, WellSky

Sadruddin Ali, Deloitte Consulting

Megan Vogl-Williams, Oracle Cerner

Michael Brown, Wellsky

Carolyn Viermann, WellSky

Lori Nicolosi, Cantata Health Solutions

Caroline O'Connell, Wellsky

Damian David, Healthcare Triangle

Penny Brierley-Bowers, Deloitte Consulting

Cathleen Panowicz, Netsmart

Dean Layman, Dean Layman

Wordsworth Ayyadurai, Wordsworth-Salem InfoTech

Paul Corbett, Medsphere

Caroline O'Connell, Wellsky

Dylan Bestler, Cantata Health Solutions

Jerry Pullen, Netsmart

Abby Mauer, Netsmart

Jessica Haefner, DSS, Inc.

Karunkaran Muthusamy, Salem InfoTech Inc

VikramrajkumarT., Salem InfoTech Inc

Prasad Thottempudi, Deloitte Consulting

Megan Williams, Cerner

Michael and Jennifer Preston, Healthcare Triangle, Inc.

Deanne Clark, DSS, Inc

Lena Kannappan, Healthcare Triangle, Inc

Mitchell Morgan, WellSky

Mike Fehr, DSS, Inc.

Babar Nawaz, icaremanager.com

Cindy Parr, iCareManager

MDH Staff

Shakira Tell, Sr. Business Analyst (OET)

Sherida Studwood, Procurement Officer (OCMP)

Bernadette Garrett, Technical Writer (OCMP)

Dwain Shaw, CEO, Spring Grove Hospital (MDH)

Byron Mroz, CEO, Director of Healthcare Systems (MDH)

Allie Ollie, Chief of Staff, Office of Gov’t Affairs (MDH)

Jorel Fleming, COO, Spring Grove Hospital (MDH)

Subi Muniasamy, CIO (MDH)

Latanya Barnes (MDH) Director of Discharge, HealthCare System (MDH)

A. VIRTUAL CONFERENCE RULES AND AGENDA – BERNADATTE

GARRETT (OCMP)

B. INTRODUCTIONS – BERNADETTE GARRETT (OCMP)

Bernadette Garrett reviewed the conference rules and was followed by the introductions of

Maryland Department of Health staff members. Attendees were asked to introduce themselves, by providing their full name and organization.

C. PROCUREMENT OVERVIEW – SHERIDA STUDWOOD (OCMP)

Sherida Studwood from the Office of Contract Management and Procurement (OCMP) was present to provide an overview of the procurement process. She advised that if further clarification is needed after this meeting, she can be reached by email at mdh.solicitationquestions@maryland.gov.

The Procurement Officer explained that the purpose of the meeting was to review the

Request for Proposals for provisions of ELECTRONIC HEALTH RECORDS (EHR)

SOFTWARE AS A SERVICE (SAAS) for the State of Maryland, in which the Department intends to make a single award because of this RFP.

The contract duration resulting from this solicitation will be for a Five (5) year base period with two (2) one-year option periods.

Per Section 1 - MINIMUM QUALIFICATIONS for this RFP there are no minimum qualifications. However, we ask Offerors to review Section 3.10 – Experience and

Personnel (page 49 of 146) for expected experience that will be evaluated as part of the

Technical Proposal. I also ask that Offerors review experience, capability, and references evaluation factor in Section 6.2.

Per section 4.35 - 4.36 - There are no MBE/VSBE Goals established for the IFB. However, MBE/VSBEs are encouraged to participate.

Vendors were asked to review Section 2 - Contractor Requirements: Scope of Work beginning with page 2 of the RFP. As noted in Section 2.1.1 The Maryland Department of

Health (MDH or the "Department") is issuing this Request for Proposals (RFP) in order to procure a multi-tenant, subscription-based Software as a Service (SaaS) solution for

Electronic Health Records (EHR) and revenue-cycle management for eleven (11) healthcare facilities operated by MDH. This system is referred to as the new or modern

EHR system.

In addition, to Section 2.1.1, and as stated in Section 2.1.2 the new EHR system will replace the legacy Hospital Management Information System (HMIS) used for census and billing, as well as a legacy pharmacy system and other clinical systems.

Offerors were asked to review Section 4.11.1 page 59 of 146, which states that all subsequent documentation regarding this solicitation will be posted on eMaryland

Marketplace Advantage (eMMA) website and Maryland Department of Health (MDH) website. Per Section 4.11.2, in order for a vendor to receive a contract award, a vendor must be “registered” on eMMA . Registration is free. Please review Section 4.11.2 in its entirely for details.

Offerors were asked to carefully review Section 4.12 Questions on page 59 of 146, regarding how to submit questions subsequent to this Pre-Proposal Conference. Questions to the Procurement Officer, Sherida Studwood shall be submitted via mdh.solicitationquestions@maryland.gov . Questions should also be submitted no later than September 2, 2022, 2:00pm EST. The Procurement Officer, based on the availability of time to research and communicate an answer, shall decide whether an answer can be given before the Proposal due date. Given that, please try to submit any questions ASAP.

The Procurement Officer stressed to everyone at the meeting that any questions asked during the question-and-answer portion of this meeting, should also be submitted in writing to mdh.soliciationquestions@maryland.gov for clarity purposes. The questions and answers along with the minutes and other documents, if required, will be posted to the eMMA and MDH websites as quickly as possible.

Offerors were asked that you carefully review the clause shown in Section 4.32, starting on page 63 of 146 Payments by Electronic Funds Transfer. By submitting a response to this solicitation, the Offeror agrees to accept payments by electronic funds transfer (EFT) unless the State Comptroller’s Office grants an exemption. Payment by EFT is mandatory for contracts exceeding $200,000. This section goes into detail on how to register or request an exemption.

The Procurement Officer emphasized the following Points:

Per Section 4.13 The Procurement Method used for this solicitation is Competitive Sealed

Proposals. There are several steps involved in this method, so your attention to the solicitation document is crucial to the successful submission of your Proposal.

The Contractor Requirements: Scope of Work is listed in Section 2, beginning on page 2.

This gives an outline of the responsibilities of the contractor and provides a clear understanding of what the Department expects of the successful Offeror in the provision of the services.

mailto:mdh.solicitationquestions@maryland.gov mailto:mdh.soliciationquestions@maryland.gov

Offerors were asked to review Section 5 - Proposal Format – Per Section 5.10 -Two Part

Submission- Offerors shall submit Proposals in separate volumes:

1. Volume I –Technical Proposal

2. Volume II – Financial Proposal

Offerors should also review Section 7 for Required RFP Attachments and Appendices - A

Proposal submitted by the Offeror must be accompanied by the completed forms and/or affidavits identified as “with Proposal” in the “When to Submit” column in Table 1.

Per Sections 5.11 Proposal Delivery and Packaging -

• Proposals delivered by facsimile and e-mail shall not be considered.

• Provide no pricing information in the Technical Proposal. Provide no pricing information on the media submitted in the Technical Proposal.

• Offerors must submit Proposals through the State’s internet based electronic procurement system, eMMA.

• The Procurement Officer must receive all electronic Proposal material by the RPF due date and time specified in the Key Information Summary Sheet. Requests for extension of this date or time will not be granted. Except as provided in COMAR

21.05.03.02F, Proposals received by the Procurement Officer after the due date will not be considered.

• Offerors shall provide their Proposals in two separate envelopes through eMMA following the Quick Reference Guides (QRG) labelled “5 - eMMA QRG

Responding to Solicitations (RFP)” for double envelope submissions.

Offerors are asked to review Attachment B. Financial Proposal Instructions & Form (on

Page 90 of 146) In order to assist Offerors in the preparation of their Financial Proposal and to comply with the requirements of this solicitation, Financial Proposal Instructions and a Financial Proposal Form have been prepared. Offerors shall submit their Financial

Proposal on the Financial Proposal Form in accordance with the instructions on the

Financial Proposal Form and as specified herein. Do not alter the Financial Proposal Form or the Proposal may be determined to be not reasonably susceptible of being selected for award. The Financial Proposal Form is to be signed and dated, where requested, by an individual who is authorized to bind the Offeror to the prices entered on the Financial

Proposal Form.

Proposal will not be accepted after 2:00 PM on September 9. 2022 The acceptable means of delivering a Proposal are thru eMaryland Marketplace Advantage (eMMA) submission.

(See Section 4.34.4.B.1):

Please remember that after this Pre-proposal Conference prospective Offerors may have questions answered that may help them understand the RFP. Please keep in mind that the answers to your questions, if they are significant in nature, shall be posted on the eMMA and MDH websites. Therefore, please allow sufficient time for this to occur.

Again, if you have any comments/questions about the procurement process, you may contact me by email at mdh.solicitationquestions@maryland.gov.

The floor was turned over to Shakira Tell (OET) to provide an overview of the Contractor

Requirements and the Scope of Work.

D. OVERVIEW OF REQUIREMENTS AND SCOPE OF WORK –

PRESENTED BY SHAKIRA TELL

E. QUESTIONS AND ANSWERS

The floor was then opened for questions and answers. Offerors were asked to enter a question in the chat box. However, they were given the option to raise your hand and wait to be called on by the Bernadette Garrett. In addition, when asking a question verbally, Offerors were asked to state your full name and the name of your organization so that the minutes are accurate.

F. CLOSING REMARKS - PROVIDED BY SHERIDA STUDWOOD

• All participates were reminded that nothing said at this pre-proposal conference may change the RFP unless a formal change by written amendment by the

Procurement Officer.

• All Amendments must be acknowledged, signed, dated and submitted with your proposal, if any.

• For clarity, questions that require a coordinated response should be submitted in writing to the Procurement Officer at mdh.solicitationquestions@maryland.gov no later than 9/2/2022, 2:00PM EST Local Time.

• Everyone was reminded that the pre-proposal conference summary and attendance will be published within a few days on the MDH website and on eMMA.

• All proposals must be submitted thru eMaryland Marketplace Advantage (eMMA).

Proposals by email or facsimile will not be accepted.

• Sealed Proposals are due no later than 2:00 pm on September 9, 2022, and no proposals will be accepted after that date/time.