RFP 2914 OHM Exhibit A Bidder Response.xlsx

UWM Overview Background The Employee Health Centers of the Environmental Health & Safety Department of the University of Washington (UW EH&S), University of Washington Medical Center (UWMC), Harborview Medical Center (HMC), Northwest Hospital (NWH), and UW Medicine Primary Care (Primary Care) collectively herein called the "AGENCY," are initiating this Request for Proposals (RFP) to solicit proposals from vendors interested in providing an enterprise-wide Occupational Health Management system.

The Agency has oversight over a wide range of workplaces throughout a large public research university, with three main campuses and a number of field locations, as well as the UW Medicine healthcare system, including three major hospital campuses, over 80 ambulatory clinics, and multiple other physical office locations. The diversity of workgroups is significant, requiring specialized medical management requirements for healthcare, dental school, veterinary and animal care environments, biohazardous research, construction and maintenance, hazardous material response, and scientific diving, among others.

The Agency has used the Occupational Health Manager (OHM) electronic medical record (EMR) database since February 2005 (purchased in May 2004). OHM holds demographic and employee health information, such as immunization, TB testing, and blood borne pathogen exposure records for the staff, faculty, volunteers, medical residents, and contract staff. OHM is currently hosted on UW Medicine servers. It currently serves over 30,000 employees, plus additional students, volunteers, and trainees.

The Occupational Health Management (OHM) system currently in use at the University is at the end-of-service-life as deemed by the vendor and has several inefficiencies that translate to operational inefficiencies in the employee health areas.

This procurement seeks proposals to implement an electronic medical record (EMR) system for occupational health records that meets the business and security requirements of the Agency and HIPAA.

Purpose UW Medicine is seeking to establish a contract with a qualified and experienced Bidder to provide an enterprise-wide electronic Occupational Health Management system for occupational health records that meets the business and security requirements of the Agency and HIPAA. The solution must store and maintain demographic and employee health information, such as immunization, TB testing, and blood borne pathogen exposure records for the staff, faculty, volunteers, medical residents, and contract staff.

1-Instructions

2-Current State UW / UW Medicine Current State Data Flow Context Diagram (DFD)

3.2-References

(Completed by Vendor)

Mailing address Telephone number Current email address.

3.2.8 Reference 2: include description of engagement, professional fees, duration and date of completion, contact person, title, mailing address, telephone number, and current email address. Description of Engagement Professional Fees, Duration / Date of Completion Contact person, Title Mailing address Telephone number Current email address.

3.2.8 Reference 3: include description of engagement, professional fees, duration and date of completion, contact person, title, mailing address, telephone number, and current email address. Description of Engagement Professional Fees, Duration / Date of Completion Contact person, Title Mailing address Telephone number Current email address.

3.2.10 Provide Bidder Project Manager Name, Address, Phone, Fax, Email Bidder Project Manager Name:

Address:

Phone:

Fax:

Email:

Phone:

4.3.1-Minimum Requirements Bidder to Complete Sections in Yellow Bidder must meet below ALL Minimum Requirements for further consideration in RFP

ID Minimum Requirement Qualifications Vendor Response (Yes/No)

o Recording occupational health evaluations o Medical clearances o Surveillance for different workplace exposure risk groups based on activities and regulatory requirements.

o Recording occupational health medical evaluations o Surveillance for different workplace exposure risk groups based on activities and regulatory requirements.

4.3.1.8 Unlimited Primary Risk Groups: The bidder's solution supports the ability to configure an unlimited number of primary risk groups and assign one or more risk groups to an individual with individual medical management strategies, such as:

o Healthcare workers o Biohazardous or infectious disease researchers o Construction and maintenance staff, inclusive of regulated building materials work o Hazardous materials emergency responders o Scientific divers o Animal care and use workers

4.3.1.9 Recording Immunizations, Exposures, Specialized health Parameters: The bidder's solution supports the following but are not limited to:

o Recording Immunizations (e.g., Hepatitis B, COVID-19, influenza) o Recording TB Testing and symptom screening results o Ability to satisfy TB screening/surveillance requirements, both initially and recurring.

o Recording Bloodborne Pathogen Exposure Records for Staff, Faculty, Volunteers, Medical Residents, Students and Contract Staff, and be able to control access to view this data by user role.

o Recording other infectious agent, hazardous chemical and radiological exposure records for personnel Staff, Faculty, Volunteers, Medical Residents, Students and Contract Staff o Recording specialized occupational health parameters for individuals, such as respirator medical clearance and fit testing data, and audiometric test results for hearing loss prevention o Ability to create custom occupational health indicators for compliance tracking for indicators not pre-defined within the application environment.

o Track all vaccinations, periodic surveillance (including questionnaires/clearance forms), and any custom defined occupational health indicators and automatically send next due dates to employees.

o Track unique surveillance criteria for each entity or workgroup

4.3.1.10 Employee Access Portal: The bidder's solution Includes an employee portal, enabling employees to:

o Access their own immunization records, occupational medical exam and clearance records and results.

o Schedule appointments o See questionnaire completion status o Monitor their compliance o Upload immunization records o Submit health questionnaires

4.3.1.11 Compliance Follow-up Rules: The bidder's solution includes configurable compliance rules and automated follow-up including but not limited to:

o Ability to define and configure Compliance Rules and define rules for follow-up o Utility program to re-calculate "next due" dates if the rules change

4.3.1.12 Document Upload: The bidder's solution allows scanning or uploading documents directly to the employee profile.

o Demographics data through background jobs or direct interface from multiple HR and other internal University systems (examples may include but are not limited to Workday and SailPoint Identity and Access Management System).

o Immunization information from the Washington State Immunization Information System (WAIIS)

4.3.1.18 Reporting / Auditing: The bidders solution allows for advanced report writing capabilities such as SQL Reporting Services (SSRS)

o An electronic audit trail of access to all users who have accessed or updated a provider record, including date and time stamps, and location of access.

o Ability to generate an audit log showing user access to change and review specific data to allow monitoring compliance to data access regulations.

o Ability to generate reports that flag suspicious access activity for review.

4.3.1.21 Accessibility: New Department of Justice rules for Title II of the ADA require all web content at the UW, including that generated by third party applications, to be fully compliant with WCAG 2.1 Level AA by June 24, 2026.

Do you commit that the application is accessible to users with disabilities as defined by the W3C Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, (see Exhibit D Section 9 2.1 UNIVERSITY OF WASHINGTON - IT ACCESSIBILITY RIDER 1.1);

Or if not, do you agree that you can commit to attaining WCAG 2.1 Level AA compliance (or ensure that all show-stopper issues* identified by the UW Accessibility Team will be corrected) before the planned UW product launch in 2025 [exact date TBD].

*Show-Stopper Issue: High impact priority 1 issues that must be fixed before the application is deployed in production. These are issues that will impact a significant number of users in essential tasks.

4.3.2-Bidder Qualifications Bidder to Complete Sections in Yellow If Bidder Successfully Meets All Minimum Requirements in tab 4.3.1 Complete Section Below ID Question Vendor Response (Completed by Vendor)

How large were the organizations? Were they hospitals or health plans?

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4.3.3-Functional Requirements Bidder to Complete Sections in Yellow If Bidder Successfully Meets All Minimum Requirements in tab 4.3.1 Complete Section Below ID Questions: Does your solution include the following features?

Note: When evaluating responses in Exhibit A Tab 4.3.3-Functional Requirements, UW Medicine will rank RFP Bidders that support Configurable Commercial Off the Shelf (COTS) solutions higher than bidders whose solutions require custom development. Solutions must be Generally Available (GA) and cannot be in an Alpha or Beta release phase. Vendor Response Out of the Box - functionality is supported through generally available software release or standard no-code configuration Supported via Customization - functionality is available but requires custom software development Not supported - functionality is not supported Text Response - If there is no drop-down value, some fields may require a text response.

4.3.3.1 Maintenance and storage of demographic and employee health information including but not limited to:

o Recording occupational health medical evaluations, medical clearances, and surveillance for different workplace exposure risk groups based on activities and regulatory requirements.

4.3.3.1.1 The ability to configure an unlimited number of primary risk groups and assign one or more risk groups to an individual with individual medical management strategies which include but are not limited to:

o Healthcare workers

a. access their own immunization records, occupational medical exam and clearance records and results.

b. schedule appointments

c. see questionnaire completion status

d. monitor their compliance

e. upload immunization records

f. submit health questionnaires

a. Results returned to employee health system electronically from Lab SunQuest

4.3.3.28 Interfaces with UW Lab Medicine SunQuest system

b. Send requisitions to LabSunquest electronically.

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4.3.4-Technical Requirements Bidder to Complete Sections in Yellow If Bidder Successfully Meets All Minimum Requirements Complete Section Below

4.3.5-Security Requirements Bidder to Complete Sections in Yellow If Bidder Successfully Meets All Minimum Requirements in tab 4.3.1 Complete Section Below

1) log security/authorization changes

2) monitor user and administrator security events (i.e. physical or electronic) (e.g. login failures, access denied, changes, type of change)

3) log include specific user, date/time of changes, and originating IP or device

Does the system (servers/infrastructure) support external authentication services (e.g. Active Directory, ADFS, LDAP) in place of local authentication?

4.4-Pricing Bidder to Complete Sections in Yellow If Bidder Succesfully Meets All Minimum Requirements Complete Section Below

On-Demand costs Professional services for additional customizing the solution (hourly rate)

• Total: 91,207

• Ave/Month: 7600

• Ave/Day: 250 *UW clinics process much of their work in units called “Encounters”. An encounter is, essentially, an interaction with an employee and might indicate a vaccination, a titer evaluation, a fit-test, or any of a hundred different types. A given encounter could represent 5 minutes of time with a person, or 45 minutes, and could include creation of dozens of related DB records, so the number of encounters doesn’t perfectly represent work load, but I believe it is the basic unit in the OHM system indicating use of the system.

Lookups

Pricing

Additional information/comments:

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