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RFR DYS POS 2023-08
ELECTRONIC MEDICAL RECORDS
QUESTIONS AND ANSWERS I
The following questions were submitted electronically:
| Q: | Can you please provide more detail on the selected vendor’s role in assisting with the evaluation and selection of an EHR/EMR vendor? Is there an expectation that the selected firm will be conducting the evaluation, scoring responses and making recommendations on selection, or will the selected firm be in a supporting role to the state as the state evaluates responses and makes the selection? |
| A: | The firm will provide support to DYS that includes research to evaluate and identify COTS (commercial off the shelf) EMR/EHR software that meet DYS business needs and assist with selection and procurement of the software. |
| Q: | The Department indicated that this work is to be performed in FY2023. Does the Department have an expected start date? Also, does the Department anticipate the project to be completed within a certain number of months? |
| A: | The start date is projected for December 1, 2022. The research, evaluation and selection process is expected to be completed no later than June 30, 2023. |
| Q: | Aside from any regional site visits, does the Department desire / require this work being performed onsite versus remote? |
| A: | DYS expects the work to be done on-site and remotely. |
| Q: | Beyond the selection, does the Department desire assistance - support with the EMR / EHR implementation? |
| A: | Implementation support is not part of this procurement but may be pursued after completion of the research, evaluation, and selection process covered by this procurement. |
| Q: | Within the scope of this RFR, does the Department of Youth Services require assistance defining the EMR / EHR functional and technical requirements or have those requirements already been defined? |
| A: | DYS is looking for the vendor to develop functional and technical requirements based on the business requirements established. |
| Q: | If the EMR / EHR functional and technical requirements have not been defined, please confirm if their development is within the scope of this RFR? |
| A: | Development of the functional and technical requirements are within the scope of this RFR. |
| Q: | If the Department requires assistance creating the EMR / EHR functional and technical requirements, does the Department anticipate the need to visit each region or does the Department themselves have the appropriate subject matter expertise? |
| A: | DYS will arrange for appropriate subject matter experts to work with the vendor (in-person or remotely) in order to minimize need for travel to the regions. |
| Q: | Has the Department already created the EMR / EHR Request for Proposal? |
| A: | No. |
| Q: | If the EMR / EHR Request for Proposal (RFP) has not been created, please confirm if its’ development is within the scope of this RFR? |
| A: | Yes. |
| Q: | If the EMR / EHR Request for Proposal (RFP) is not complete, what work remains to draft / complete the RFP? |
| A: | Please see above. |
| Q: | If the Department requires assistance creating the EMR / EHR Request for Proposal (RFP), does the Department have an established process and timeline for RFP review, approval, and release? |
| A: | A timeline has not been established. |
| Q: | It is mentioned in the RFR that ‘there is one healthcare services provider under contract to serve youth in each of the 5 regions’. Can the Department please confirm if there are 5 separate organizations providing healthcare services, or is an organization covering multiple regions? |
| A: | There are 4 health services providers for the 5 regions. Metro Region - Boston Children’s Hospital; Central Region - UMass Memorial Healthcare; Southeast Region - Health Imperatives; and Northeast and Western Regions - Justice Resource Institute. |
| Q: | Does that Department have a preferred pricing/budget template that vendors should use? |
| A: | DYS will be posting this template shortly. |
| Q: | Is the Department open to Time & Materials Budget? Or Fixed Fee / Deliverable Budget? |
| A: | DYS is open to both. |
| Q: | If any materials were shared during the bidder’s conference is it possible to obtain copies of those, along with a list of Vendors who attended? |
| A: | DYS has posted the handout used during the Bidder’s Conference on this procurement’s Commbuys page. Please find the link here below. A list of Vendors that attended the Bidders Conference will be posted shortly. |
COMMBUYS - Bid Solicitation
| Q: | I just discovered the above RFR. It looks like I’ve missed the bidder’s conference call. Was it by chance recorded? I’d welcome the opportunity to learn more about the RFR? |
| A: | The Bidders Conference was not recorded. Potential responders to this procurement are welcomed to submit any questions regarding this Request For Responses as they arise. |