Response to Offeror Questions document.docx

South Dakota Trauma Registry Response to RFP Questions

1. Can the STATE provide the required cover letter in a Microsoft Word document format for bidders to modify and include in their response? The state will not provide this. Each vendor will be responsible for producing their own cover letter.

2. Can the STATE provide the standard contract terms and conditions in a Microsoft Word document format for bidders to modify and respond? If awarded, contract terms and conditions will be provided during the contract process.

3. Should the offeror include responses to the contract terms and conditions in the "Detailed Response" section of the response (reference RFP section 5.2)? No.

4. Does the STATE have a Scope of Work requirements matrix in a Microsoft Word or Excel format? No.

5. Please provide the state trauma data dictionary. The state uses NTDB.

6. Is the full state trauma data dictionary used by all facilities, regardless of trauma designation level? In other words, are there different data entry forms for different levels? The state receives direct data entry from 45 hospitals and data uploads from the remainder of designated facilities.

7. Does the state trauma data dictionary closely follow the annual updates to the ACS NTDS data dictionary? Yes.

8. Does the state trauma data dictionary include custom values or elements, relative to the 2024 ACS NTDS data dictionary? Not currently.

9. Will the state registry system need to support the collection of ACS TQIP elements or export of data to the ACS TQIP program? No.

10. Please describe the desired format, duration, and number of training programs. Can these programs be recorded and posted to a state hosted LMS? Yes, we would be able to post trainings on a state hosted LMS. We would ask for a minimum of four live virtual trainings and one in person training at our annual trauma conference.

11. Can webinar-based training sessions be provided in lieu of on-site training sessions for DOH system administrators? Yes.

12. Does the state desire to load historical trauma data into the new trauma registry? If so, what is the format of the historical data? Will all historical data be in the same format Yes, the state desires historical data to be loaded into the new registry. The format of the historical data is unknown currently. All historical data should be in the same format to our knowledge. The state does not currently have any custom elements.

13. Will the state migrate custom elements (relative to ACS NTDS)?

14. What are the required supported formats for data upload from third-party systems (e.g., ITDX data from an ACS verified facility not using the state system)? The vendor is to describe the formats they can provide to the state in the event we want to ingest into a state data repository.

15. Can the bidder solution export data to a STATE-hosted SFTP to meet the requirements of section 3.1? the methodology and architecture of the State accessing the data will be mutually agreed upon. This will be dependent on the data formatting, frequency of updates or other constraints.

16. Can the bidder's solution propose development work to integrate with the STATE SSO technology? Yes. Note that the proposed solution must integrate with the State's Identity Provider as specified in Section 3.2.

17. What third party developers or APIs are anticipated? The vendor is to provide documentation on any API/web services that are available with the proposed system.

18. Does the STATE have a desired cost proposal format or template? No

19. Can the STATE provide the offeror acknowledgment form of system scanning in a separate Microsoft Word or PDF format? The acknowledgement form will be discussed with the vendor awarded the contract.

20. Regarding the trauma centers and facility count, would the State of South Dakota please share an overview listing for all facilities to include: hospital name, parent healthcare system- hospital group, trauma level designation and bed count? See attachment.

21. Is the State of South Dakota utilized by all facilities, regardless of trauma designation level? Yes- all 49 trauma hospitals (Levels 1-5) submit data to the trauma registry that is supported by the State of South Dakota. However, the four ACS verified facilities (Levels 1-3) will only dump their data into our state registry.

22. What is the current annual trauma incident volume based on 2022 and 2023 figures? 2022- 7,698 and 2023- 7,690.

23. Regarding data migration, how many years and total volume of records will be migrated from the current State of South Dakota central site to the new trauma registry system? Between 65,000-70,000 records will need to be migrated. The year data entry started was 2010.

24. Is all data to be migrated during the transition, or only NTDB? All data.

25. Does the state trauma data dictionary include custom values or elements, relative to the 2024 ACS NTDS data dictionary? Not currently.

26. Will the state registry system need to support the export of trauma registry data to the ACS TQIP program? No.

27. Is the State requesting a uniform data entry registry product for all hospitals, and will the State cover the cost for all hospitals (designated and undesignated)? Yes, the State requests uniform data entry for all hospitals. The State will pay for the Level IV and V hospitals registry access.

28. Please describe any current or future requirements for FedRAMP, security attachment A36. Is FedRAMP, HITRUST, or StateRAMP certification required as a condition of contract award, or can it be obtained during the term of the contract. There are no current requirements for FedRAMP certification but would be beneficial in obtaining during the contract term. The proposed system must meet all state and federal requirements in regard to the safeguarding of the system and the state’s data.

29. Please provide a number of the state’s trauma centers by trauma level. Level I- 1, Level II- 2, Level III-1, LevelIV-8, Level V- 37, Non-Trauma- 9

30. Do you have a data dictionary that contains items beyond what the NTDB collects? If so, could you please share the data dictionary? We currently only use NTDB.

31. The BIT Attachment 2 (Contractor Security Acknowledgement form) is requesting a BIT Contact and for us to return the agreement to the designated BIT contact. How would we find/identify who the BIT contact is? This will be taken care of once a contract is executed.

32. How many users/numbers of licenses are requested? Roughly 100

33. Will historical data need to be migrated to the new system? If yes, would the State be able to provide an estimated amount of data to be migrated. Roughly 70,000 charts.