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| RFP DGS 56956 | Question and Answer (Q&A) Set #1 |
| DRAFT (rev 4/8/2009) |
| RFP Event ID #:0000037498 | CDPH HBEDS |
| 03/17/2026 |
Question and Answer (Q&A) Set #2
| Item |
| Question |
| RFP/Exhibit/Attachment Section Reference |
| State’s Response |
| 1-1 |
| Q: How many responses (individual vendors) did you receive for the Hospital Bed and Emergency Medical Services Data System (HBEDS) Request for Information (RFI)? |
| General Question |
| A: The State did not conduct an RFI for HBEDS. |
| 1-2 |
| Q: Can you share what vendors/organizations |
submitted RFI responses?
| General Question |
| A: See response to question 1-1. |
The State does not share any potential Bidder information during this phase of a procurement.
| 1-3 |
| Q: If a bidder submits as an authorized reseller, must the reseller be the entity contracting directly with CDPH, or can the Original Equipment Manufacturer (OEM) serve as the prime and the reseller as a subcontractor? |
| General Question |
| A: The entity which submits the proposal will be the Prime Contractor with all other entities identified on the Bidder Declaration being subcontractors to the Prime. |
| 1-4 |
| Q: For the Bidder Conference, if a recording or written summary is available, please advise on how it may be obtained. If not, kindly confirm whether any official notes or Q&A from the session will be distributed or posted for prospective bidders. |
| General Question |
| A: The Bidder Conference was not recorded, and no written summary or official notes were produced. The PowerPoint presentation shown during the conference is available on Cal eProcure. All questions asked during the Bidder Conference are included in this Question-and-Answer Set. |
| 1-5 |
| Q: I see you just finished your bidder's conference a few minutes ago. Is there any chance we can get the recording of it? |
| General Question |
| A: See response to question 1-4. |
| 1-6 |
| Q: Is this a total refresh/restart, or adding to prior work? |
| General Question |
| A: This HBEDS project is a continuation of a prior pilot program which was previously funded by Epidemiology and Laboratory Capacity (ELC) grants. |
| 1-7 |
| Q1: What is the status of HBEDS today? |
Q2: How many locations were enabled?
Q3: Who was the incumbent?
Q4: Is that vendor permitted to bid again for this effort?
| General Question |
| A1: California Department of Public Health (CDPH) does not have a current system. The HBEDS pilot program ended in August 2024. |
A2: Approximately 60 hospitals signed participation agreements during the HBEDS pilot program; however, none were enabled.
A3: The incumbent for the HBEDS pilot program was Apprise Health Insights.
A4: Yes.
| 1-8 |
| Q1: How many hospitals currently report? |
Q2: How many additional hospitals should be onboarded and by what deadline?
| General Question |
| A1: See response to question 1-7 (A1). |
A2: Refer to the Expected Annual Onboarded Hospitals line listed in Attachment 1, Cost Workbook.
| 1-9 |
| In reference to any Existing Systems or Pilot Platforms. |
Q: Is CDPH currently operating or evaluating any existing platform, pilot system, or third-party solution related to hospital capacity reporting that the HBEDS system would replace, expand upon, or integrate with?
| General Question |
| A: See response to question 1-7 (A1). |
| 1-10 |
| Q: What were the key lessons learned from the first HBEDS implementation? |
| General Question |
| A: If the State had key lessons learned after the Pilot program, they were incorporated in the SOW. |
| 1-11 |
| Q: What were the top barriers to getting the majority of hospitals enabled? |
| General Question |
| A: If the State found barriers after the Pilot program, they were either incorporated in the SOW, or CDPH will address them with its communications to the California General Acute Care Hospitals (CA GACH). |
| 1-12 |
| Q: Can CDPH confirm whether the State intends HBEDS to serve as a single statewide system of record for staffed bed availability, or will the system operate alongside existing county‑level or regional bed capacity dashboards? |
| General Question |
| A: This system will serve as the statewide system of record for all CA GACH. CDPH will not restrict hospitals or other stakeholders from using systems alongside the HBEDS platform. |
| 1-13 |
| Q1: How is CDPH defining success beyond go-live (e.g., sustained utilization, data timeliness, reporting compliance) and, |
Q2: What role should training and reinforcement play post implementation?
| General Question |
| A1: CDPH defines success by the Contractor and the SaaS solution delivering on all requirements of the Request for Proposal (RFP), as well as maintaining progress on action items for program implementation listed in Exhibit A, Addendum 1, Statement of Work (SOW) Section 11 subsection D. |
A2: Please see Exhibit A, Statement of Work (SOW), Addendum #1, Section 9 and Section 10 for updates.
| 1-14 |
| Q: Given the technical focus of this RFP centering primarily on the software, data integration capabilities, and federal reporting requirements, does CDPH anticipate separately issuing any proposal requests targeted to evaluating vendor capabilities in areas such as implementation, training, adoption support, and governance related to statewide HBEDS operations? |
| General Question |
| A: No, the State does not anticipate issuing additional Request for Proposals at this time. |
Please see Exhibit A, Statement of Work (SOW), Addendum #1 for updates.
| 1-15 |
| Q: How did the State determine the number of hospitals to be onboarded each year? |
| General Question |
| A: The number of onboarded hospitals per year was determined based on CDPH’s workload and the forecasted availability for hospitals to onboard. |
| 1-16 |
| Q: Will CA potentially use Rural Health Transformation Program (RHTP) funding for part of this requirement? |
| General Question |
| A: No. |
| 1-17 |
| Q: How is the State going to message this project to hospitals? |
| General Question |
| A: CDPH will use existing communication methods with licensed CA GACH to notify them of this project and required participation. |
| 1-18 |
| Q: How will the State encourage, mandate, or assist hospitals with meeting their deliverables? |
| General Question |
| A: Assembly Bill 177 (AB 177) and Health and Safety Code Section 131400, as well as other subsequent regulations, will require hospital participation in this project. |
| 1-19 |
| Q: How will CA and/or CDPH drive compliance with this new program? |
| General Question |
| A: See response to question 1-18. |
| 1-20 |
| Q1: Has CDPH established a budget for this new requirement? If so, what is the new annual budget? |
| General Question |
| A1: At this time, budget discussions will not be conducted between the State and bidders. |
| 1-21 |
| Q: Customization and Integration - Is the State expecting a largely out-of-the-box platform with limited configuration, or does the State anticipate customization and integration development to support hospital Electronic Medical Records/Electronic Health Records (EHR/EMR) systems and healthcare data standards (e.g., Fast Health Interoperability Resources (FHIR), HL7, ADT feeds)? |
| General Question |
| A: The State is expecting a pre-existing system with limited to no configuration changes, that must be compatible with existing EMR/EHR systems for CA GACH. |
| 1-22 |
| Q: Can you provide a list of hospitals that are in scope? |
| General Question |
| A: Yes. CDPH has a list of licensed California General Acute Care Hospitals publicly available online. |
| 1-23 |
| Q: To help better understand the systems in the US, can you provide a list of EMR/EHR systems that are currently in use? |
| General Question |
| A: CDPH does not have a list of all EMR/EHRs used by California hospitals. The Contractor is expected to work with any EMR/EHRs they encounter in any CA GACH. |
| 1-24 |
| Q1: How will the system governance work? |
Q2: Is there consideration of hospital workflow / operational / transfer impacts as a result of using this data without a shared governance model?
Q3: Are hospitals supportive of this effort?
| General Question |
| A1: The governance structure will be established by the 24/7 Intelligence Hub. Findings from governance members will be provided to the Contractor on an as-needed basis. |
Please see Exhibit A, Statement of Work (SOW), Addendum #1, Section 9 for updates.
A2: Governance will consider hospital workflow for system use.
A3: Yes.
| 1-25 |
| Q1: Is there a desire to transition all hospitals to FHIR reporting? If so, what timeframe? |
| General Question |
| A: At this time, CDPH has no explicit desire or requirement transition all hospitals to FHIR reporting. |
| 1-26 |
| You mentioned “fast paced” procurement. |
Q: What is driving this?
| General Question |
| A: The State is seeking to have this contract awarded by Fiscal year end, June 30, 2026. |
| 1-27 |
| Q: Please confirm Fiscal year end. |
| General Question |
| A: See response to question 1-26. |
| 1-28 |
| Q: What’s the estimated contract start date? |
| General Question |
| A: See response to question 1-26. |
| 1-29 |
| Q: Can a bidder create a new system? |
| RFP Section 1, Introduction and Overview |
| A: No. The State is seeking a pre-existing SaaS solution. |
| 1-30 |
| Q: How does CDPH define “pre-existing”? |
| RFP Section 1, Introduction and Overview |
| A: Pre-existing means a system that is currently operational, requiring little to no changes to that system to meet the requirements of the RFP. |
| 1-31 |
| Hosting costs could be a potential savings area. |
Q: Does CA/CDPH currently have access to a private cloud environment that could be leveraged for this effort?
| RFP Section 1, Introduction and Overview |
| A: No. This is a contractor-hosted solution, and CDPH does not have cloud storage that can be leveraged by the Contractor. |
| 1-32 |
| Q1: What is driving the "existing SaaS solution" requirement? |
Q2: If a vendor can meet the requirement, at a low cost, why would CA not want to entertain that?
RFP Section 1, Introduction and Overview
Exhibit A, Statement of Work, Section 2, Description of Proposed System A1: CDPH requires a pre-existing SaaS solution to avoid software installation, storage, and maintenance for CDPH. CDPH is unable to delay implementation for system development due to extensive processes required by the State through the Project Approval Lifecycle. The solution must be accessible through the internet with a login for authorized users. Additionally, the State will not store any data; it will be completely contractor hosted.
A2: Any Bidder can submit a bid; however, to be eligible for award, the Bidder must be responsive and responsible, meeting the requirements as presented in the RFP.
| 1-33 |
| Platform Maturity - The RFP indicates the State is seeking a contractor-hosted, pre-existing SaaS platform. |
Q: Could you clarify the extent to which the core infrastructure must already be operational at the time of proposal submission versus being expanded or completed during the implementation phase?
| RFP Section 1 – Introduction and Overview |
| A: There isn’t a system implementation phase, just a program / stakeholder implementation in accordance with, Exhibit A, Statement of Work (SOW), Addendum 1 Section 11 Solution & Service Requirements, D. Program Implementation / Stakeholder Engagement. |
CDPH is not looking for any customization to the solution offered, unless minor customization is needed to onboard the CA GACHs, or meet Center for Disease Control and Prevention (CDC) requirements. The Contractors system must be pre-existing; therefore, the system must demonstrate the core infrastructure’s ability to meet all requirements listed in the SOW and be able to demonstrate their pre-existing system in accordance with RFP Section 3.1.5 Question & Demonstration Meeting, Section B. Demonstration.
| 1-34 |
| In reference to the Evaluation Criteria. |
Q: Could CDPH clarify the relative importance of the technical approach, implementation plan, vendor experience, and cost in the evaluation of proposals?
RFP Section 1.1 Scope of the Request for Proposal (RFP
RFP Section 3.1.3 Bidder Skills/Experience
RFP Section 3.1.4, Bidder’s Approach and Understanding
RFP Section 3.1.5 Question and Demonstration Meeting
RFP Section 4, Cost A: The importance of each requirement is to show the Bidder has performed similar projects, understands the tasks and activities to perform the HBEDS contract, can demonstrate their current system, and offers the best market pricing.
Refer to RFP, Addendum 1, Sections1.1, 3.1.3, 3.1.4, 3.1.5, & Section 4.
| 1-35 |
| Q: Should a bidder cc both the Procurement Official and the Proposal Submittal Email with all correspondence? |
| RFP Section 1.3, Procurement Official |
| A: No. All correspondence prior to Bidder’s Final Proposal should be sent to the Procurement Official only. The Final Proposal shall be sent to the Proposal Submittal Email only. |
| 1-36 |
| Q: Can a Bidder submit a bid with partners as the prime? |
| RFP Section 2.2.10, Joint Proposals |
| A: No. Joint Proposals are not allowed. |
| 1-37 |
| Q: In order for vendors to offer the most effective and cost-efficient solution, is the government open to accepting redlines, or negotiating terms and conditions to the contract? |
| RFP Section 2.2.4 Request to Change the Requirements of the RFP |
RFP Section 2.4.1, Contract General Provisions, Terms, and Conditions A: No, the State is not accepting redlines to the General Provisions.
| 1-38 |
| Q: Can a Bidder take exception to the terms and conditions and/or requirements within the solicitation? |
| RFP Section 2.4.1, Contract General Provisions, Terms, and Conditions |
| A: See response to Question 1-37. |
| 1-39 |
| Q: Volume 1: For Attachment 4 (Bidder’s Skills & Experience), is there a word limit for the “Project Scope” area? |
| RFP Section 3.1.3 Bidder Skills/Experience and Attachment 4, Bidder Skills/Experience |
| A: No. |
| 1-40 |
| This question is intended as a clarification regarding the State’s expectations for platform maturity as it relates to the solicitation requirements. We would like to understand whether the State expects the proposed HBEDS solution to demonstrate prior operational deployments or production use in comparable healthcare environments (e.g., hospital systems or public health reporting platforms), or whether the State would consider solutions that meet the functional requirements but may be newly deployed or expanded during the implementation phase. |
Q: For prior deployments, are there specific expectations regarding platform maturity, such as prior deployments, operational history, or demonstrated integrations with healthcare systems?
| RFP Section 3.1.3, Bidder Skills/Experience |
| A: The State is requiring a pre-existing solution. CDPH is not seeking the development of a brand-new solution, nor will CDPH accept features that are not currently available within the solution. Therefore, responses must demonstrate integration with healthcare systems within the United States. This can include prior deployments and operational history if applicable. |
| 1-41 |
| My contacts want to remain anonymous. |
Q: Is this acceptable for the Bidder’s Skills and Experience contacts?
| RFP Section 3.1.3, Bidder Skills/Experience |
| A: No. It is the responsibility of the Bidder to identify projects in which the State can contact the customer to verify the information and experience as stated by the Bidder. |
| 1-42 |
| In reference to Section 3.1.3, Bidder Skills/Experience and RFP Section 3.1.4 Program Requirements. |
Q: Does CDPH anticipate any integration or data exchange with EMSA (Emergency Medical Services Authority) systems or local EMS agencies beyond display of staffed bed availability?
RFP Section 3.1.3 Bidder Skills/Experience
RFP Section 3.1.4, Bidder’s Approach and Understanding A: No. EMSA and EMS agencies will only require access as an authorized partner.
| 1-43 |
| Q: Should bidders respond individually to the requirements listed in the SOW or just respond at a high level to these in our response to the Bidder’s Approach and Understanding section? |
| RFP Section 3.1.4 Bidder’s Approach and Understanding |
| A: The State is not seeking individual responses to all requirements listed in the SOW and Bidders are discouraged from doing so. The State expects Bidders to respond in accordance with the requirements in RFP Event ID 0000034615, Addendum 1, Section 3.1.4, Bidder’s Approach and Understanding. It is up to the Bidder how much information they feel is important to include in their response, as long as they are meeting the minimum requirements of the section. |
| 1-44 |
| Q: Response documents: for the Bidders Approach & Understanding section (RFP section 3.1.4), request that Bidders be able to include up to 5 images in the body of the response (while keeping to the 40 page limit). This will add value by allowing the Proposal review team to better understand how solutions meet the CDPH requirements. |
| RFP Section 3.1.4, Bidder Approach and Understanding |
| A: This is acceptable. There is no restriction in the requirement for images, as long as the response still meets the requirements. |
| 1-45 | |
| In reference to Section 3.1.4 1. | Center for Disease Control and Prevention (CDC) Requirements. |
Q: Can CDPH confirm whether the contractor is responsible for validating data quality from hospital EHR/EMR systems prior to submission to CDC National Health Care Safety Network (NHSN)?
RFP Section 3.1.4, Bidder’s Approach and Understanding, 1. CDC Requirements
A: It is the Contractor’s responsibility to ensure the data is validated prior to submission to CDC/NHSN.
| 1-46 |
| In reference to Section 3.1.4 CDC Requirements (e), (h), and Section 3.1.4 Program Requirements (h)… The RFP states the system must collect data continuously in 15‑minute increments. |
Q: Can CDPH clarify whether the intended requirement is: (a) data ingestion every 15 minutes, (b) updates pushed from hospitals every 15 minutes, or (c) continuous ingestion with visibility updated at 15‑minute intervals?
| RFP Section 3.1.4 Bidder’s Approach and Understanding, 1. CDC Requirements, e. |
| A: The intent is data ingestion from hospitals every 15 minutes with a simultaneous push of the hospital data to the dashboard every 15 minutes. |
Please see Exhibit A, Statement of Work (SOW)Addendum #1, Section 11 for updates.
| 1-47 |
| Mandating Single Sign On (SSO) for all users will add to the burden of hospitals to integrate with the system, likely slowing down adoption of the system by hospitals. |
Q: Does the SSO requirement mandate that all users must log in solely via SSO or that all users/entities be offered the option to log in via SSO or does it only apply to CDPH users?
| RFP Section 3.1.4 Bidder’s Approach and Understanding, 1. CDC Requirements, g. |
| A: CDPH will register for access to the solution using SSO for login. Hospitals and authorized users are permitted to use any secure login method that is in line with their internal IT regulations and infrastructure. |
Please see Exhibit A, Statement of Work (SOW)Addendum #1, Section 11 for updates.
| 1-48 |
| Q: Is SSO needed upon login or is it required for individual page access within the product? |
| RFP Section 3.1.4 Bidder Approach and Understanding, 2. Program Requirements, f. |
| A: If the entity is utilizing the SSO option, then no other pages within the system shall require additional sign in while utilizing the system. |
| 1-49 |
| Q: For the requirement "Transmit data to CDPH via Application Programming Interface (API), every 15 minutes”, are there specifications for how CDPH wishes to receive this data? |
| RFP Section 3.1.4 Bidder Approach and Understanding, 2. Program Requirements, h. |
Exhibit A1, HBEDS CDC-NHSN Instruction Book A: Data transmission will vary based on the hospitals’ EMR system/IT infrastructure. Refer to Exhibit A1, HBEDS CDC-NHSN Instruction Book, for data transmission options.
| 1-50 |
| In reference to Section 3.1.4 C. Hospital Requirements and D. Coordination Requirements. |
Q: Beyond initial deployment, how does CDPH envision the role of implementation services (e.g., workflow design, training, change management, governance) in ensuring sustained utilization and data quality compliance?
RFP Section 3.1.4 Bidder’s Approach and Understanding, 3. Hospital Requirements
Exhibit A, Statement of Work, Section 10, Contractor’s Roles and Responsibilities, 8-10.
A: Implementation services are specified in Exhibit A, Statement of Work (SOW), Addendum 1, Section 10, Contractor’s Roles and Responsibilities, 8-10 and Section 11, subsection D.
| 1-51 |
| In reference to Section 3.1.4 Coordination Requirements. |
Q: How does CDPH envision governance operating across state, county, and facility levels once the Bed Capacity Data Solution is live?
| RFP Section 3.1.4 Bidder’s Approach and Understanding, 4. Coordination Requirements |
| A: CDPH will coordinate with hospitals and local agencies across the state to ensure there is a common operating picture and adoption in the use of this system. |
Please see Exhibit A, Statement of Work (SOW), Addendum #1, Section 9 for updates.
| 1-52 |
| Q: When do you anticipate the demonstrations? |
| RFP Section 3.1.5, Question and Demonstration Meeting |
| A: Demonstrations will be held following the evaluation of the administrative and technical requirements of the submitted proposals. |
| 1-53 |
| Q: What specifically is the State expecting here for functionality? |
| RFP Section 3.1.5 Question and Demonstration Meeting, B. Demonstration |
| A: Authorized users must be able to look at historical bed capacity data to identify trends and conduct analysis based on census and occupancy rates. |
| 1-54 |
| The RFP requires bidders to be the OEM or an authorized reseller. |
Q: Can CDPH confirm whether a bidder partnering with an OEM under a subcontract arrangement, where the OEM provides the software and the bidder provides implementation, meets this requirement?
RFP Section 3.2.4 Authorized Reseller RFP Section 3.2.12 Declaration Forms A: Yes; however, there can only be one (1) Prime, and the remaining entities would be considered subcontractors and should be identified on the Bidder’s Declaration form.
| 1-55 |
| Q: If a bidder plans to subcontract more than 25% of work to a small business, should this be claimed under the Non‑Small Business Subcontractor Preference on Attachment 3? |
| RFP Section 3.2.13 Socioeconomic Programs, D. Non-Small Business Subcontractor Preference |
| A: Yes, if the prime is a large business, which is subcontracting 25 percent or more to a CA certified small business, this information should be included on Attachment 3, Narrative Response and the Bidder’s Declaration form. |
| 1-56 |
| Q: Can a Bidder create their own cost format and/or worksheet? |
| RFP Section 4, Cost |
| A: No, Bidders are required to use Attachment 1, Cost Workbook to submit their cost. Proposals submitted using alternative pricing structures or different formats than what the State has provided may result in rejection of the proposal. |
| 1-57 |
| Q1: If a hospital EMR charges the hospital to do the Application Programming Interface (API) work, who will be responsible for paying that? |
Q2: Should that be included in the pricing scope?
| RFP Section 4.1.1, Structure of Attachment 1, Cost Workbook |
| A1: Hospitals are directly responsible for costs associated with their own EMR system. There should not be any additional costs to the hospital for establishing a data feed from their system to the Contractor’s solution. |
A2: All costs must be included in the line items listed in Attachment 1, Cost Workbook. Any costs associated with establishing data feeds from the hospital will be considered part of the on-boarding costs listed in the cost workbook.
| 1-58 |
| Sometimes the EMR's charge the hospitals for the API set up. |
Q: Should that be in the narrative as a potential additional cost, would there be any?
| RFP Section 4.1.1, Structure of Attachment 1, Cost Workbook |
| A: See response to question # 1-57. |
| 1-59 |
| Q: How did you derive the 215 locations for year 1, rather than distributing equally over 3 years? |
| RFP Section 4.1.2, Quantities |
Attachment 1, Cost Workbook A: 215 locations is the total authorized limit for year one (1). Onboarding may fluctuate year-to-year, and the number of hospitals not onboarded for a specific year may carry over to the following year.
| 1-60 |
| Q: Can I submit my documents in a Dropbox? |
| RFP Section 5.1, Proposal Delivery |
| A: No. Bids must be submitted in accordance with RFP, Addendum 1, Section 5.2, Emailed Proposal Format. |
| 1-61 |
| Q: Can I submit my proposal in one PDF document? |
| RFP Section 5.3, Final Proposal Content |
| A: No. Final Proposals must be submitted in at least 2 Volumes, Volume 1 (Response to Requirements) and Volume 2 (Cost Data). Cost data must be submitted as a separate document. |
| 1-62 |
| Q: What forms are required to be submitted with our proposal? |
| RFP Section 5.3.1, Final Proposal Documents |
| A: See RFP, Addendum 1, Section 5.3.1, Final Proposal Documents for specific details of documents required to be submitted with the bidder’s proposal. |
| 1-63 |
| Q: Are cover letters required/acceptable? |
| RFP Section 5.3.1, Final Proposal Documents |
| A: No. The State prefers only required/requested documentation be submitted with the bidder’s proposal. |
| 1-64 |
| In reference to the number of Participating Hospitals. |
Q: Approximately how many hospitals and healthcare facilities does CDPH anticipate participating in the HBEDS system during the initial implementation phase and during full statewide deployment?
| Attachment 1, Cost Workbook |
| A: The number of hospitals expected to be onboarded each contract term year is listed in Attachment 1, Cost Workbook, Expected Annual Onboarded Hospitals line. |
| 1-65 |
| We consider the definition of bed capacity to be a critical differentiator. |
Q1: To ensure alignment with CDPH’s expectations, how does CDPH define hospital bed capacity for purposes of this system?
Q2: Should reporting reflect licensed beds, physical beds, or beds that are operationally available for patient care at a given time? So, are we looking at "Staffed beds"?
| Exhibit A, Statement of Work (SOW) |
| A1: Hospital bed capacity is defined as beds that are occupied vs available. |
A2: Yes, staffed beds are required for reporting.
| 1-66 |
| In reference to the 15-Minute Reporting Interval - the RFP indicates bed capacity updates every 15 minutes. |
Q: Should this interval be interpreted as a strict real-time reporting requirement directly from hospital systems, or will CDPH accept calculated or derived updates when direct system feeds are unavailable?
| Exhibit A, Statement of Work (SOW), Section 8, Service Hours, 1. |
| A: 15-minute increments are required for near-real-time reporting. If, for any reason, the system feed becomes unavailable, the Contractor will be responsible for working with the hospital to restore the feed. |
Please see Exhibit A, Statement of Work (SOW), Addendum 1, Section 8.
| 1-67 |
| Q: Does CDPH have an estimated number of users per hospital and agency to support planning for role-based access, training, and help desk sizing? |
| Exhibit A, Statement of Work (SOW), Section 9. State’s Roles and Responsibilities, 4. |
| A: The State does not have a total number of users at this time. That will be determined by each hospital and authorized user. It is estimated to be between 500-1000 individuals with access to the solution. |
| 1-68 |
| Q: Will CDPH provide a list of participating hospitals and facility types expected to be onboarded during each contract year to support accurate pricing in Attachment 1? |
| Exhibit A, Statement of Work (SOW) Section 9. State’s Roles and Responsibilities, 4. |
| A: CDPH will provide the list of participating hospitals; however, there will not be a set list of which facilities will onboard each year. Hospitals will contact the Contractor when they are prepared to onboard. |
| 1-69 |
| Q: Please provide the number of authorized users expected beyond readers (e.g., for extracting or reporting). |
| Exhibit A, Statement of Work, Section 9. State’s Roles and Responsibilities, 4. |
| A: Authorized users will all have the same access in the system. |
| 1-70 |
| Q1: Please elaborate on the requirement "Inform CDPH when a CDPH user obtains appropriate access”? |
Q2: What is meant by appropriate access?
Q3: Who at CDPH is to be notified and how (e.g.: email)?
| Exhibit A, Statement of Work (SOW), Section 10 Contractor’s Roles and Responsibilities, 3 |
| A1: The Contractor is required to provide written confirmation to CDPH that an authorized user has successfully obtained access to the solution. |
A2: All authorized users will have the same level of access.
Please see Exhibit A, Statement of Work (SOW), Addendum 1, Section 9 for updates.
A3: CDPH Contract Administrator and the CDPH Project Manager which will be identified in the SOW upon contract award.
| 1-71 |
| Q: Is Multi Factor Authentication (MFA) needed upon login Just Login Screen (JLS) or is it required for individual page access within the product? |
| Exhibit A, Statement of Work (SOW) Section 11, Solution & Service Requirements, A. System Integration, Data Collection, and Security, 5. |
| A: MFA is needed upon login only. If the authorized user leaves the site, they will need to login again to access. |
| 1-72 |
| Q: How many hospitals report by each transmission method – Secure File Transfer Protocol (SFTP), API, FHIR? |
| Exhibit A, Statement of Work (SOW), Section 11, Solution and Service Requirements, A. System Integration, Data Collection, and Security, 7. |
| A: CDPH does not have that information; however, it is the responsibility of the Contractor to be able to use any transmission method the hospitals may utilize. Refer to Exhibit A, Statement of Work (SOW), Addendum 1, Section 11. |
| 1-73 |
| In reference to the Operational Dashboards and EMS Use. |
Q: Beyond submission of required data to CDC NHSN, does CDPH envision the HBEDS platform providing operational dashboards for state agencies, EMS coordinators, or regional healthcare coalitions to support situational awareness and emergency response activities?
| Exhibit A, Statement of Work (SOW), Section 11, Solution & Service Requirements B. Dashboard |
| A: Yes. The dashboards, which contain the required data, will be available to CDC, CDPH, and authorized users. |
| 1-74 |
| Q: Please elaborate on expectations for the Operational Dashboards and EMS use. |
| Exhibit A, Statement of Work (SOW), Section 11, Solution & Service Requirements B. Dashboard, c. |
| A: This requirement allows authorized users to view data elements within a specific period of time for reporting and comparative analysis. Based on the need of the authorized user, weekly/monthly/annual comparisons may be needed, or they can pull dates based on a specific event/incident. |
| 1-75 |
| Q: Are authorized users wanting to be able to see when they reach a surge level on specific status types or are they looking for specific indicators for the Surge Bed Capacity status types that are part of the Hospital Bed Capacity data set from CDC? |
| Exhibit A, Statement of Work (SOW), Section 11, Solution & Service Requirements, B. Dashboard, f. Operational Insights, ii |
| A: Yes. CDPH, hospitals, and authorized users must receive notifications for hospitals and authorized users of surge levels being reached. |
| 1-76 |
| Q: Is the State referring to a map, or do they want the ability to view hospitals in geographic groups? |
| Exhibit A, Statement of Work (SOW), Section 11, Solution & Service Requirements B. Dashboard, f. Operational Insights, iii. |
| A: The State requires the ability to view hospitals in geographic groups. |
| 1-77 |
| Q: Are the alerts for missing or delayed updates for the API to CDC, or alerts for the APIs from the hospitals to the dashboard capacity system? |
| Exhibit A, Statement of Work (SOW), Section 11, Solution & Service Requirements B. Dashboard, g. CDC/NHSN Reporting Compliance, ii. |
| A: This requirement is for alerts to CDPH concerning either the system being down, or a hospital’s missing/delayed updates to the system. |
| 1-78 |
| Q: Where is the readiness timeline indicating the estimated duration required for the Contractor to become fully prepared to onboard the first hospital following Contract execution? |
| Exhibit A, Statement of Work (SOW), Section 11, Solution and Service Requirements, D. Program Implementation / Stakeholder Engagement, a. |
| A: Refer to Exhibit A, Statement of Work (SOW), Addendum 1, Section 11. |
| 1-79 |
| In reference to Hospital Integration Mode. |
Q: Does CDPH expect the contractor to establish direct technical interfaces with each participating hospital’s EHR or bed management system, or will CDPH provide standardized data submission mechanisms or intermediaries for hospitals?
| Exhibit A1, HBEDS CDC-NHSN Instruction Book |
| A: Data submission mechanisms are listed in Exhibit A1, HBEDS CDC-NHSN Instruction Book. |