Request for Quote -ObservSMART Project Management RFQ.docx

STATE OF HAWAII

DEPARTMENT OF HEATLH

ADULT MENTAL HEALTH DIVISION

HAWAII STATE HOSPITAL

45-710 KEA'AHALA ROAD

KANEOHE, HI 96744

HIePRO SOLICITATION

REQUEST FOR QUOTES, RFQ - HTH430 - FY27-01

FOR

ObservSMART Project Management

Release: August 24, 2026 Offer Due: August 31, 2026, 2:00 PM (HST)

The Hawaii State Hospital (HSH) is implementing ObservSMART, a patient safety and observation compliance system, to enhance clinical oversight, improve staff workflow, and increase real-time monitoring of patient care. To successfully implement ObservSMART and integrate it into HSH operations, HSH is seeking a contractor with extensive experience in overseeing ObservSMART deployments. This position will manage all aspects of ObservSmart project implementation and ensure the project stays on schedule, meets all regulatory requirements, and delivers measurable improvements in patient care and staff efficiency.

1. Scope of Services The Contractor shall provide comprehensive management of the implementation of ObservSMART within Hawai‘i State Hospital (HSH), overseeing the completion of the following:

a. Complete all ObservSMART Project Manager onboarding paperwork and prepare for project kickoff.

b. Organize the clinical and technical leadership teams to join the kickoff call and system demonstration, ensuring they understand ObservSMART’s purpose, how it will be used within HSH, and their responsibilities as stakeholders.

c. In cooperation with the ObservSMART Project Manager, attend and actively participate in all weekly clinical and technical meetings, tracking all activities through completion. This includes, but is not limited to:

· Clinical leadership and technical resource planning meetings

· Technical site survey and Mobile Device Management (MDM) procurement (if required)

· Collection of user preference sheets

· VPN-GO setup

· ADT/ORM/ORU test scripting and validation to ensure ADT feed setup is properly tested

d. Work with the Business Office to ensure all hardware devices and office supplies are ordered and available before Go-Live.

e. Coordinate with IT staff on system integration tasks, including:

· User authentication setup

· Clinical team support for ORM selections and ORU flowsheet creation

· Installation of necessary shortcuts and applications

· Full in-app setup, test user logins, and integration testing

f. Assist in developing an ongoing inventory process for ordering future consumables and replacement hardware.

g. Follow the detailed ObservSMART week-by-week implementation timeline to ensure the project remains on track for Go-Live and fully aligned with ObservSMART milestones.

h. Collaborate with the ObservSMART training team to facilitate on-site and virtual training needs on the hospital side.

i. Provide real-time, on-site troubleshooting and support during training and until training completion to ensure successful adoption.

2. Qualification and Requirement:

a. Minimum of two (2) years of experience managing the ObservSMART system in a healthcare environment.

b. Demonstrated knowledge of ObservSMART hardware/software, system integration, and reporting functions.

3. Vendor Compliance

a. Proof of compliance obtained through Hawaii Compliance Express (HCE). The vendor’s name on the Certificate of Vendor Compliance (CVC) must exactly match the vendor’s name under which the quote for this solicitation is submitted. A copy of CVC must be submitted with quote for verification. The vendor is responsible for maintaining compliance. Non-compliance may result in a vendor not receiving an award, delay of payment, or cancellation of award.

b. The interested offeror must be a registered company to do business in the State of Hawaii.

4. Compensation and Payment Schedule

a. The Contractor shall be compensated in accordance with the rate offered and submitted via HIePRO by the Contractor in responding to this RFQ.

b. The Contractor shall submit monthly invoice to Hawaii State Hospital for the services provided in accordance with Section 1, “Scope of Services.”

5. Performance Period:

The term of the contract and contract period shall start on October 1, 2026 to June 31, 2027. The contract period can be extended until completion of the project. Any extension to the contract is subject to the availability of funds and upon mutual agreement.

6. Submission and Award The rates offered and submitted by the Contractor shall be inclusive of wages, fringe benefits, all applicable taxes, and all incidental costs (if any).

All submittals shall be made via HIePRO. The following documents must also be completed and submitted by the vendor.

· Price Worksheet.

· Enter the rate in column D, Unit Price.

· Upload the completed Price Worksheet

· Form W-9

· Offer Form OF-1

· Statements of Experience and Qualifications

Selection and award shall be contingent on the lowest and most responsible and responsive offer. HSH reserves the right to cancel this procurement or award. Please contact Naomi Yanagishita at naomi.yanagishita@doh.hawaii.gov if you have any questions regarding this RFQ.

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