RFP 2914 Attachment C UWM Responses.pdf

UW Medicine RFP 2914 Occupational Health Management (OHM) Replacement Project Bidder's questions due Friday, June 28, 2024 by 12:00 PM Pacific Time UWM answers to Bidder's questions due Tuesday, July 9, 2024 by 5:00 PM Pacific Time Instructions: Provide the section # in column B (Section). Type in your Question within column C. Submit this template as an Excel document.

No. SECTION QUESTION UWM RESPONSES

1 General Question

We understand you have unique business needs that any off-the-shelf solution may not be able to meet. Ready-to-deploy solutions may require you to change your processes to fit within their system. At Aithent, we specialize in using our pre-built healthcare framework and tools to implement a solution customized to meet your specific needs, while the pre-built framework reduces your overall risks.

Is the University of Washington open to a custom-built software solution and not solely looking for a ready-to-deploy COTS solution?

No, UWM ITS is not open to a custom-built software solution to meet this need.

2 General Question Does the department have any constraints regarding the implementation timeline?

Typically, the implementation of custom solutions for such systems takes 9-15 months, with the process carried out in phases.

There are no set timing constraints. UWM ITS will work with the Apparent Successful Bidder to develop an implementation plan.

3 Section 1. INTRODUCTION RFP 2914 Doc (Section 1.3): Does UW Medicine anticipate awarding contracts to more than one vendor? No

4 OTHER

RFP 2914 OHM Exhibit A: 2-Current State: As per the current state diagram, it shows that any Workday in the ERP system there are around 80K records will be inserted into the OHM system. We would like to understand what this data feed consists of.

The Workday data integration file is a Comma Separated Value (CSV) text file containing demographic and employment data about employees at the UW.

The data describes demographic details such as name, birthdate, address, and emergency contact; as well as employment details such as department, manager, employment status, phone & email, job title, cost center hierarchy, and supervisory organization hierarchy. This data helps UW to identify individuals and what part of the UW they work within. The records represent a daily snapshot of the current employee pool, and as such contain a majority of duplicate records (aside from new hires or separations). As such, the vast majority of the data overwrites existing data within OHM. While the total number of records hovers around 80k, the number of new records is around 100 or so.

5 OTHER

RFP 2914 OHM Exhibit A: 2-Current State: Clarification - The main purpose of the system appears to be managing employees' health data, collecting it from various sources, and creating a common data repository for health data. I need clarification that in addition to data collection, you are not expecting the system to be used by healthcare providers (physicians, etc.) to evaluate, diagnose, and treat patients. Is that correct?

This is correct. The system will not be used as a diagnosis and treatment Electronic Health Record (EHR). If an employee needs a diagnosis, plan of care, or ongoing treatment, they will seek treatment with their provider and their provider will document treatment in their respective patient EHR.

No. SECTION QUESTION UWM RESPONSES

6 OTHER

RFP 2914 OHM Exhibit A: 2-Current State: Will the system ingest data from other sources only, or do you expect system users to enter and modify data directly in the system? Please provide a list of sources along with their input file formats.

Data must be entered and modified by system users as well as imported and updated from other sources. UW currently receives CSV files from automated sources (web applications used as employee portals for reporting vaccination/declination information) and prepared by system users to expedite data entry. In all cases the CSV files generated follow a consistent, customizable format and are imported manually using tools provided in the current OHM application. Those tools allow configuration of each import data column, its data type, what fields are required, and what fields or combination of fields represent uniqueness. The import system logs each import job and reports success, errors, and duplicates. Records imported in this way include immunizations, declinations, titers, and demographic data. Potentially any kind of record tracked by the system could be imported this way.

7 OTHER

RFP 2914 OHM Exhibit A: 2-Current State: In case other systems are feeding data to the proposed system, will the vendor be responsible for data extraction from those systems, or will the data be made available by the other systems' IT teams for the new system to consume?

The other system’s IT teams will be responsible for providing or modifying data extracts from the sending systems. However, the Transform and Load to the bidders system would be the responsibility of the vendor. There may be instances where the sending system can only supply a CSV or the receiving system cannot support an Application Programming Interface (API) / CSV interface, in which case UWM ITS internal resources may be able to develop an interface utilizing Cloverleaf, Mulesoft, Go-Anywhere or other integration solutions to satisfy integration requirements.

8 OTHER

General Question: Will University of Washington be looking for Cloud or On- Premises hosting? On the cloud, do you have any preference for the vendor to use cloud components (for example, Azure cloud data factory, fabrics, etc.). Please note that cloud components are billed by the cloud provider based on usage, and it would be hard to determine the annual cost in such a scenario.

UW Medicine ITS would prefer a cloud-based / SaaS solution if it supports UWM ITS integration requirements and complies with HIPAA guidelines. If a cloud-based solution is determined the best path, then UWM ITS would prefer either AWS or Azure hosted services. UWM ITS would only choose an on-premise solution if integration requirements, HIPAA guidelines, or other key security requirements could not be met by a cloud-based solution.

9 OTHER General Question: What is the size of the source data or data to be migrated into the new system? What are key entities and primary data elements?

The current database is approximately 450 GB in size. Approximately 420 GB of that is scanned images (TIFF) and documents (PDF). There are approximately 1936 tables in the database, and 998 of them contain data. The key entities have not been well characterized at this time, but will include Employee, Encounter Log, Physical Exam Log, Immunization, Exposure History, Tuberculosis, Hepatitis, Titer, and Required Exam. Primary keys are all integers, and primary data typically includes modification date, employee number, code ID, date, and userID, in addition to other supporting attributes.

There are also approximately 40 GB of archived records that may need to be migrated.

10 OTHER

Regarding termination due to a change in funding or for termination for convenience, our pricing model takes into consideration the length of contract as we often only begin to be profitable after the first year, so in the event of early termination, we would need to include an early termination fee, similar to the way most commercial leases work. Please let us know if this would be unacceptable.

UW Medicine may consider an early termination fee by the Apparent Successful Bidder subject for review and approval.

Regarding the mandatory requirements below:

4.3.1.1 Experience: Bidder has at least three (3) years' experience implementing software solution to large medical institutions.

4.3.1.2 Experience: Three (3) years demonstrated effectiveness in maintaining an occupational health management database that is continually monitored and updated on receipt of new information relating to lab test results and immunizations.

4.3.1.3 Experience: Bidder has successfully implemented their solution to a minimum of 3 large healthcare institutions including modules supporting Employee Demographics and Employee Health Compliance Monitoring.

Our Company has been providing Maestro SIS as an enterprise data management solution for educational organizations for 20+ years, boasting numerous prestigious institutions, with a long track record of solving complex problems. Our Company is a company offering a solution with great attention to data security and compliance. We only recently won our first project for a hospital and medical school, which we are about to begin implementation of, as our health module was released last year and meets their needs. We were required to pass an in-depth security analysis in order to win this project. All data in Maestro SIS is encrypted at REST and in Transit.

Although we are a business associate in terms of HIPPA, our health module is capable of being fully encrypted if desired. Would our lack of having served 3 HEALTHCARE INSTITUTIONS per se disqualify Maestro SIS by our Company from being considered?

As UWM released the RFP with the 3 year requirement for hospital experience (4.3.1.3) in the RFP minimum requirements list, it would violate the RFP standards for fair consideration to all vendors if UWM allows a vendor to proceed with the RFP without meeting the minimum requirements.

12 Section 4.

TECHNICAL SPECIFICATIONS

Regarding accessibility requirements, our organization works with a number of universities, government agencies, health systems and other employer clients with similar requirements. In every case, we have demonstrated compliance with accessibility requirements for any patient/employee facing applications (e.g. patient portals, applicant portals, etc.). However, full compliance with the clinical application is not feasible given the nature of application functionality. We want to confirm that focusing compliance on patient/employee facing application components will be acceptable to UW.

The UW IT accessibility team will have to review the Bidder's solution in more detail to determine what sort of accessibility limitations there are which are inherent to the Bidder's solution. UW IT doesn't believe this should block a Bidder from submitting an RFP, but understand that if the Bidder is chosen as a finalist, the UW IT team will be interested to understand the limitations the Bidder describes before UWM can approve the Bidder's organization as the Apparent Successful Bidder.

13 Section 4.

TECHNICAL SPECIFICATIONS

The pricing tab of the bidder response spreadsheet notes you have 25 concurrent users and hundreds of individual occasional/seasonal users. Can you provide a bit more specificity around this population:

- Setting aside the concurrent concept, how many unique “power users” do you have

– this would include physicians, nurses, PAs, NPs, medical assistants and administrators who would be regular users of the solution?

- Please describe your occasional and seasonal users a bit more (e.g. 500 individuals who provide flu shots every fall, 250 individuals who only conduct respirator fit testing, 100 individuals who are part-time clinicians who fill in for full-time staff, etc.).

Using the Bidder's definition, there are approximately 45 power users. These are people who use the product at least once a week. There are 32 people who use the application approximately daily. During peak seasons, the clinics may hire temporary staff to aid with data entry, but the number of OHM users doesn't change dramatically, perhaps on the order of 5-10.

14 Section 4.

TECHNICAL SPECIFICATIONS

Also in the pricing tab, you ask for one-time costs. To help with that, can you provide a bit more information:

- Confirm that this project will include a data migration from your current OHM system.

- Identify any other applications where a data migration will be required.

- Identify interface/integration requirements with some detail (e.g. whether interface is uni-directional or bi-directional, type of data to be exchanged, etc.). While the current state tab of the bidder response spreadsheet depicts some of this, we are looking to confirm that is all encompassing.

o HR system(s) o Medical devices (e.g. audiometry, spirometry, etc.)

o Labs o Epic o Workers comp carriers o Immunization registries o HIEs o Other

Yes, UWM ITS will want to migrate data from the current system. All of the data to be migrated is currently within OHM, no other sources of data will need to be imported as a one-time operation. UWM ITS currently has no bi-directional data exchanges with external systems. UWM ITS does import a lot of data into the current application using CSV files (one-way), and regularly consumes HR data to keep the employee demographic data up to date. This is currently a one-way daily CSV file import.

15 OTHER

Is this a general RFP for using our OccHealth software (Agility) as a current client, or is it specific to a new feature or licenses that UW Medicine is hoping to add?

Can a member of our Security Team complete it from the website link?

University of Washington / UW Medicine will be a new client. The current solution in UWM ITS production environment is OHM and is at end of life. The RFP outlines the need for UWM ITS to replace the current software solution with an entirely new software solution with the features outlined in the RFP.

Key features in the RFP are not available using UWM ITS current solution so the new solution is needed in order to support them.

Completing the proposal via the website link is not possible. Bidders must respond to the requirements described in the RFP documents, and must register with WEBS, if not currently signed up, using this link https://pr-webs-vendor.des.wa.gov to ensure Bidders receive notification of any future communication regarding this RFP.

16 OTHER

Could you provide us with the total number of Active records you would be managing in the employee health solution? Essentially the number of employees, contractors, volunteers, students, etc..your organization is actively managing/ monitoring. This does not include any historic Inactive records contained in the database.

UWM ITS still has an estimate of approximately 30,000 (definitely at least 23,000 + several thousand more).

17 OTHER

Does UW Medicine and Washington State plan to solicit for Independent Verification and Validation (IV&V) Services for this project? If so, our Company would sincerely appreciate any insight you can provide on the subject.

The UWM RFP does not outline the need for these services as part of the RFP scope. However, the Apparent Successful Bidder that is supplying the software solution will likely be asked to provide project management, business analysis, and/or configuration analyst services to manage their side of the project. UWM ITS will not know until closer to contract signing or at the initiation of the implementation project whether UWM ITS will need a consultant project manager, QA Resources, or a consultant Business Analyst. The need for these services will be determined based on the availability of internal resources at the time of project initiation.

Summary