RFP 4007 Community Resource Library Final.pdf

December 9, 2024 RFP No. 4007

REQUEST FOR PROPOSALS

PROJECT TITLE

Community Resource Library Integration for Social Drivers of Health (“SDOH“)

ISSUED BY:

UW Medicine Supply Chain Seattle, WA.

PARTICIPATING ENTITIES:

University of Washington on behalf of UW Medicine Information Technology Services (ITS)

PROPOSAL DUE DATE:

Friday January 10, 2025, by 3PM (Pacific Time)

LATE OR INCOMPLETE PROPOSALS MAY NOT BE ACCEPTED

Proposals can be submitted on or before the due date.

Zip Files or password protected documents will not be accepted.

See Section 2.7 PROPOSAL SUBMISSION for full details.

RFP COORDINATOR

Liz Springer (Section 2.1)

ESTIMATED TIME PERIOD FOR CONTRACT:

March 2025-February 2028 UW Medicine reserves the right to extend this Contract for up to 9 years.

BIDDER ELIGIBILITY:

This procurement is open to those Bidders who fulfil the minimum qualifications stated herein and are available to work in Washington State.

CONTENTS OF THE REQUEST FOR PROPOSALS:

Section 1. INTRODUCTION Section 2. GENERAL INFORMATION FOR BIDDERS Section 3. INSTRUCTIONS FOR PREPARING PROPOSALS Section 4. REQUIREMENTS Section 5. PROCUREMENT PROCESS Section 6. UW MEDICINE CONTRACTING WITH APPARENT SUCCESSFUL BIDDER and ADDITIONAL UWM TERMS AND CONDITIONS Section 7. Exhibit B - UW BUSINESS ASSOCIATE AGREEMENT Section 8. Exhibit C - UNIVERSITY OF WASHINGTON – IT SECURITY TERMS and

CYBER LIABILITY RIDER

Section 9. Exhibit D - UNIVERSITY OF WASHINGTON – IT ACCESSIBILITY RIDER 1.1 Section 10. Exhibit E - UNIVERSITY OF WASHINGTON DATA PROCESSING

AGREEMENT

BIDDER MUST SIGN THE FOLLOWING ATTACHMENTS AND RETURN WITH PROPOSAL:

Attachment A. MINORITY AND WOMEN’S BUSINESS ENTERPRISE (“MWBE”)

RESPONSE FORM

Attachment B. PROPOSAL RESPONSE CERTIFICATION

BIDDER MUST USE THE FOLLOWING ATTACHMENT IN SPREADSHEET FORMAT TO

SUBMIT QUESTIONS:

Attachment C. RFP 4007 Attach C Bidder Questions

BIDDER MUST FOLLOW THE DUE DATE AS STATED IN THIS RFP

DOCUMENT, NOT THE WEBS CLOSING DATE.

LATE OR INCOMPLETE PROPOSALS MAY NOT BE ACCEPTED.

SECTION 1 - INTRODUCTION

1.1 GENERAL DESCRIPTION OF UW MEDICINE

The University of Washington (“UW”) is an institution of higher education and an agency of the State of Washington. UW Medicine is an integrated clinical, research and learning health system comprised of multiple entities that are managed together as a health system. UW Medicine consists of the following components: Harborview Medical Center as managed by UW pursuant to a Hospital Services Contract between the University of Washington and King County and its associated clinics (“HMC”); Public Hospital No. 1 dba Valley Medical Center and its associated clinics (“VMC”); University of Washington Medical Center, operating at two campuses, Montlake and Northwest and its associated clinics (“UWMC”); Fred Hutchinson Cancer Center, a separate entity that serves as the Cancer Center of UW Medicine (“FHCC”); UW Physicians Network dba UW Medicine Primary Care (“UWMPC”); The Association of University Physicians dba UW Physicians (“UWP”); University of Washington School of Medicine (“UWSoM”) and Airlift Northwest (“ALNW”) (each a “part of UW Medicine” and collectively “UW Medicine Component Units”). UW Medicine IT Services (ITS) provides principal support for the electronic health records (EHR) and other information systems for UW Medical Center, Harborview Medical Center, UW Neighborhood Clinics, Fred Hutchinson Cancer Center and UW Physicians.

UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. For further information on UW Medicine, please see www.uwmedicine.org.

Bidder shall agree that any other member of UW Medicine, as listed in the first paragraph above, may be eligible to join the Contract resulting from this RFP, during the initial term or any extension term, upon that UW Medicine Component Unit’s agreement to each and every term of the resulting Contract by signed, written amendment.

1.2 INFORMATION ABOUT UW MEDICINE’S HEALTHCARE ORGANIZATION

University of Washington Medical Center has two campuses since Jan. 1, 2020, when Northwest Hospital & Medical Center became part of University of Washington Medical Center as a single hospital.

• UW Medical Center – Montlake Campus (formerly University of Washington

Medical Center) is a 529-bed comprehensive medical care facility. It is ranked as the top hospital in the state by U.S. News & World Report. Areas of specialization include cardiology, high-risk pregnancy and neonatal intensive care, oncology, orthopedics and organ transplantation. UW Medical Center – Montlake is one of the two major teaching hospitals for the UW School of Medicine and a site for significant clinical research.

• UW Medical Center – Northwest Campus (formerly Northwest Hospital &

Medical Center) is a 281-bed community hospital and Level I Stroke Center located in North Seattle. It provides inpatient, outpatient and emergency services.

Areas of specialization include neurosciences, childbirth and women’s health, http://www.uwmedicine.org/ cardiac care, geropsychiatry, cancer care, orthopedics and sports medicine, palliative and supportive care, multiple sclerosis and hernia specialty centers.

• Harborview Medical Center is a 413-bed safety-net hospital owned by King

County and managed by UW Medicine. Harborview is the only Level I Adult and Pediatric Trauma Center for Washington, Alaska, Montana, and Idaho. Other areas of specialization include burn care, eye disease, HIV/AIDS, limb viability and re-implantation, neurosciences, orthopedic rehabilitation and reconstruction, stroke care, and vascular conditions. Harborview is one of the two major teaching hospitals for the UW School of Medicine and a site for significant clinical research.

• Valley Medical Center is a 321-bed acute care hospital and clinic network. It provides emergency, inpatient and outpatient care to more than 600,000 residents in Southeast King County. Areas of specialization include cancer treatment, childbirth and neonatal care, heart disease, joint replacement and orthopedics, neurosciences, sleep medicine, and stroke and spine care. Valley Medical Center operates a network of more than two dozen primary care, urgent care and specialty clinics and serves some of the most vulnerable members of the community through its extensive outreach programs.

• UW Physicians Network dba UW Medicine Primary Care is a network of freestanding, community based, ambulatory clinics serving neighborhoods around the greater Puget Sound area of Washington State.

• Fred Hutchinson Cancer Center unites individualized care and advanced research to provide the latest cancer treatment options while accelerating discoveries that prevent, treat and cure cancer and infectious diseases worldwide. Based in Seattle, Fred Hutch is an independent, nonprofit organization and the only National Cancer Institute-designated cancer center in Washington. We have earned a global reputation for our track record of discoveries in cancer, infectious disease and basic research, including important advances in bone marrow transplantation, immunotherapy, HIV/AIDS prevention and COVID-19 vaccines. Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy and related services. Fred Hutch also serves as UW Medicine’s cancer program.

1.3 PURPOSE

UW Medicine is seeking to establish a contract with a qualified and experienced Bidder to provide a social care network of resources for CBO-initiated referrals and self-referrals for Social Drivers of Health. These social care networks should offer resources such as health education materials, social service referrals, and support programs to improve overall community well-being.

UW Medicine, in its best interest, may award a maximum of two (2) contracts as a result of this RFP.

1.4 DEFINITIONS

Definitions for the purposes of this Request for Proposal (“RFP”) include:

Apparent Successful Bidder (“ASB”) – The individual or company selected as the entity to provide the selected products or to perform the anticipated services subject to the completion of Contract negotiations and execution of a written Contract.

Bidder – Individual or company interested in the RFP who submits a Proposal to obtain a Contract with UW Medicine IT Services.

“Business Days” or “Business Hours” shall mean Monday through Friday, 8 AM to 5 PM, local time in Seattle, Washington, excluding Washington State holidays.

Contract – The Contract document awarded pursuant to this RFP, together with all incorporated schedules and exhibits, including the RFP, and the Response, and all amendments.

Contractor – Individual or company whose Proposal has been accepted by the specific UW Medicine Hospitals participating in this RFP and is awarded a written fully executed Contract.

Covered Services - Products and Services available under any resulting Contract will be consistent with those specified in this RFP.

Delivery Date – The date by which the Products or Services must be delivered.

Offshoring – Means the relocation of a business process done at a company in one country to the same company in another country.

Personal Services – Shall mean professional or technical expertise provided by a consultant to accomplish a specific study, project, task, or other work statement, pursuant to RCW 39.29.

Proposal – All material prepared and assembled by a Bidder which the Bidder submits in response to this RFP.

Purchased Services – Shall mean those Services and activities provided by Bidder to accomplish routine, continuing, and necessary functions as set forth in the resulting Contract or Statement of Work. Purchased Services shall include those Services specified as Purchased Services in RCW 43.105.020.

Revised Code of Washington (“RCW”) - All references to RCW chapters or sections shall include any successor, amended, or replacement statute.

RFP Coordinator – The person named in this RFP as the RFP Coordinator, or the RFP Coordinator’s designee within UW Medicine Supply Chain (“UWMSC”). The RFP Coordinator shall be the sole point of contact regarding this RFP for potential Bidders and other interested parties.

RFP Proposal -- Company or individual bid for particular products or services which UWMSC has publicly announced that it wishes to acquire.

Response(s) – Shall mean the written proposal submitted by Bidder to UW Medicine ITS in accordance with this RFP. The Response shall include all written material submitted by Bidder as of the date set forth in the Acquisition Schedule or as further requested by UW Medicine.

“SAAS” – Software as a Service

Services – May include both Personal Services and Purchased Services and shall mean those Services provided by Bidder relating to the solicitation, deployment, development, and/or implementation activities that are appropriate to the scope of this solicitation.

Software – Shall mean the object code version of computer programs Licensed pursuant to the Contract. Software also means the source code version, where provided by Bidder. Embedded code, firmware, internal code, microcode, and any other term referring to software residing in the Equipment that is necessary for the proper operation of the Equipment is not included in this definition of Software. Software includes all prior, current, and future versions of the Software and all maintenance updates and error corrections.

Solution – Shall mean the combination of products and services the Bidder proposes to meet the requirements of UW Medicine.

Subcontractor(s) – Shall mean one not in the employment of Bidder, who is performing all or part of the Services under the resulting Contract under a separate contract with Bidder. The term “Subcontractor” means Subcontractor(s) of any tier.

Statement of Work (“SOW”) – The Proposal from the Bidder outlining very specifically how Bidder proposes to complete the work outlined in Section 1.3 PURPOSE. The SOW defines the services to be completed or the products purchased and the cost factors for those services or products.

Washington UBI No. -- A Unified Business Identifier (“UBI”) number is a 9-digit number that registers Bidder with several state agencies and allows Bidder to do business in Washington State. A UBI number is sometimes called a tax registration number, a business registration number, or a business license number. For additional information and how to apply for a Washington UBI number, visit the following website:

http://bls.dor.wa.gov/faqlicense.aspx.

The Apparent Successful Bidder must agree to register with the Washington State Department of Revenue. The Bidder must also agree to collect and report all applicable State sales taxes.

• Bidder must acknowledge and agree to the above requirement.

Washington Electronic Business Solution (“WEBS”) – Washington State’s Bidder self-registration and solicitation notification system. UW Medicine encourages all Bidders to register with WEBS at https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips.

http://bls.dor.wa.gov/faqlicense.aspx https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips

SECTION 2. GENERAL INFORMATION FOR BIDDERS

2.1 RFP COORDINATOR

The RFP Coordinator is the sole point of contact in UW Medicine for this procurement.

All communication between the Bidder and participating UW Medicine Hospitals upon release of this RFP shall be through the RFP Coordinator as follows:

RFP Coordinator Name: Liz Springer E-Mail Address for questions and Proposal submission: elizas32@uw.edu

Unauthorized contact by Bidder, potential Bidder or Bidder representatives regarding this RFP with UW Medicine or University of Washington employee other than the RFP Coordinator may result in the Bidder’s disqualification. Any oral communication(s) will be considered unofficial and non-binding on UW Medicine. Bidders should only rely on written statements issued by the RFP Coordinator. Responses to verbal requests for information or clarification will be considered unofficial until received in writing.

2.2 PROCUREMENT SCHEDULE – TENTATIVE

The Procurement Schedule outlines the tentative schedule for important action dates and times. UW Medicine reserves the right to change the Procurement Schedule or Amend the RFP at any time. It is the Bidder’s sole responsibility to periodically check WEBS at https://fortress.wa.gov/ga/webs/ for Amendments to this document.

Action Time Due Date

RFP posted on WEBS Monday, 12/9/24 Bidder’s Questions due 12:00 PM Pacific Time Monday, 12/16/24 UWM provides answers 5:00 PM Pacific Time Friday, 12/20/24 Bidder’s Proposal due 3:00 PM Pacific Time Friday, 1/10/25 Top Finalists Best & Final Offer Presentation/Interview TBD Week of January 20, 2025

Notification of Apparent Successful Bidder 5:00 PM Pacific Time February 7, 2025

The contents of this RFP and any amendments/addenda and written answers to questions are only available at https://fortress.wa.gov/ga/webs/.

2.3 BIDDER REGISTRATION

The Apparent Successful Bidder will be required to register and be in good standing in UW Medicine’s Bidder management system prior to providing products or services and will be responsible for annual credentialing fees. UW Medicine’s Bidder management system can be accessed at https://www.greensecurityllc.com/Bidders/register/step1.

https://fortress.wa.gov/ga/webs/ https://www.greensecurityllc.com/vendors/register/step1

For additional questions regarding the Bidder credentialing process, please contact Green Security at 866-750-3373, or email them at support@greensecurityllc.com. The Green Security customer service team will be happy to guide you through the transition.

Hours of operation are Monday through Friday 8am – 5pm EST. For an overview of the process, here is also a video link to help you get started. https://youtu.be/1GyFnWPkWOw”.

How to register as a Bidder with Green Security and target UW Medicine facilities - YouTube A video from Green Videos on YouTube provided by: https://www.youtube.com/

2.4 BIDDER ELIGIBILITY

Hospitals will check the eligibility of all the potential Bidders against the Dept. of Health and Human Services Office of the Inspector General (“OIG”) List of Excluded Individuals (“LEIE”) and the U.S. General Services Administration (“GSA”) System for Award Management (“SAM”) as part of the Contract evaluation process.

2.5 RESERVED

2.6 QUESTIONS AND ANSWERS

Bidders may e-mail questions to the RFP Coordinator, listed in Section 2.1 using Attachment C Bidder Questions. Questions may be submitted until the Bidder’s Questions due date as set forth in Section 2.2 PROCUREMENT SCHEDULE –

TENTATIVE.

Questions must cite the particular RFP No. and Section No. Early submission of questions is encouraged. Questions and answers will be posted by amendment on

WEBS.

If Bidder did not receive this RFP through WEBS, it is available on the Department of Enterprise Services (“DES”) WEBS for Bidders Website at https://fortress.wa.gov/ga/webs/. All interested Bidders must be registered with WEBS under one or more of the following commodity codes to receive further notifications:

• 952-59 Human Services (Not Otherwise Classified) Human Services

• 208-60 Medical Software, All Types

Amendment(s) to this RFP may be issued to address questions raised during the inquiry period. Bidders will be notified via email through the WEBS system that there is an amendment available for download once UW Medicine makes such document available.

mailto:support@greensecurityllc.com https://urldefense.com/v3/__https:/youtu.be/1GyFnWPkWOw__;!!K-Hz7m0Vt54!gHEU7uG9J_kRgXygfcd5IX4XL57gMH-5Cg2AGP8tp8ljBS06-h3c6OwQ8ykKXP0DKZcEEej1H78MO-M$

The RFP Coordinator or designee is the only point of contact on all matters related to this RFP and submitted only via email. No phone calls are allowed. If Bidder requires additional information from any source, the RFP Coordinator will work with the Bidder and the specific UW Medicine Hospital(s) participating in this RFP to provide that information.

Unauthorized contact by Bidder, potential Bidder or Bidder’s representatives regarding this RFP with any other UW Medicine or University of Washington employee may result in Bidder’s disqualification.

2.7 PROPOSAL SUBMISSION

The following shall apply to all RFP Proposals:

2.7.1 The RFP Proposal must be sent via e-mail to RFP Coordinator listed in Section

2.1 as a PDF format attachment. Documents submitted as ZIP files will not be accepted. This PDF document must include all documents that require original signatures. This e-mail response must be submitted on or before the Proposal due date of this RFP as stated in Section 2.2 above, using the following format on the e-mail subject line.

Name of RFP Community Resource Library

Integration for SDOH

RFP #

Due Date Friday, January 10, 2025.

Bidder Proposal Response checklist – further described in Section 3.

Bidders may refer to this list to confirm that their responses include the required components in the correct attachments.

2.7.2 If Bidder does not follow the submission instructions stated in this section, UWMSC shall not be responsible for non-delivery of Bidder’s e-mail.

Response Component Where to include it Cover Page as described in section 3.1 Attachment A MWBE Form as described in section 3.1 Attachment B Responses to Tabs 2 - 7 of Exhibit A Excel spreadsheet for responses that fit within the spreadsheet.

See supplemental for any essay answers requested/required.

Supplemental Proposal – no more than fifty

(50) total pages

Including:

• Bidder Exceptions to Terms and Exhibits in

Word format.

• Longer responses to certain questions in Exhibit

A (the answer must specify the question number in Exhibit A.)

• Financial Statement

• Any additional documents Bidder would like to share

2.7.3 To be considered responsive, Bidders must include all information requested in this RFP in their Proposals. RFP Proposals not meeting the requirements as stated in this section and in other sections of this RFP may be deemed non-responsive and shall not receive any further consideration.

2.7.4 Late or incomplete Proposals may not be accepted. All Proposals and any accompanying documentation will become the property of UWMSC and will not be returned.

2.7.5 In support of the University of Washington Policy on Environmental Stewardship, UWMSC is committed to promoting environmental and socially responsible actions. To assure compliance with these policies, all RFP Proposals are to be presented simply and economically as follows:

2.7.5.1 Electronic Mail (“E-mail”) submission of PDF documents for any forms requiring Bidder signatures. Documents submitted as ZIP files or password protected messages will not be accepted;

2.7.5.2 E-mail submission of any data and pricing submissions shall be via

Microsoft Excel spreadsheets;

2.7.5.3 E-mail submissions of any Contract revision shall be submitted via Microsoft Word documents, set up for “Track Changes”. These documents may be password protected for “Track Changes”, but cannot be “Read Only” documents.

2.7.5.4 Final Contracts and negotiations of the same with ASB shall be conducted using Microsoft Word documents set for “Track Changes”, to facilitate a clear redline process.

2.7.6 The Proposal must be signed by such individual(s) who has full authority from the

Bidder to enter a binding Contract on behalf of the Bidder.

2.8 INTERPRETATION, CORRECTIONS OR CHANGES IN RFP

Should a Bidder find any discrepancies in, or omission from, the specifications, or have doubt as to their meaning, the Bidder shall notify the RFP Coordinator in writing at once, and in any case no later than the last day to submit written questions.

Any interpretation, correction or change in this RFP will be made by formal amendment by the RFP Coordinator and posted on WEBS. Bidders are responsible for checking WEBS for this information. UW Medicine will not send corrections and amendments to the Bidders. All amendment(s) will be incorporated into this RFP and the resulting Contract. Interpretations, corrections, or changes to this RFP allegedly made in any other manner, including but not limited to oral interpretations, will not be binding, and no Bidder may rely upon any such interpretation, correction or change.

2.9 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Bidders are liable for all errors or omissions contained in their Responses. A Bidder may withdraw a Proposal or modify same at any time prior to the specified time and date set for the RFP closing. Such a request for modification or withdrawal must be in writing executed by a person with authority as set forth under paragraph 2.7.6 above, or by electronic notice subsequently confirmed in writing.

No oral, telephone, or facsimile (“FAX”) modifications to the Proposals will be accepted.

Proposals marked “CONFIDENTIAL” will be rejected in their entirety. Strikethroughs, interlineations, or other changes in the Proposal must be initialed by the person(s) signing the Proposal.

2.10 ACKNOWLEDGMENT OF AMENDMENTS OF RFP

Receipt of all amendments to this RFP must be acknowledged by Bidder on the Proposal Response Certification, Attachment B.

2.11 OFFER ACCEPTANCE PERIOD

Bidder acknowledges that the submission of a Proposal which includes a signed Proposal Response Certification, Attachment B, shall remain in effect for a minimum period of one hundred twenty (120) calendar days from the Proposal closing date, unless otherwise indicated, and is irrevocable.

2.12 REJECTION OF PROPOSALS

All Proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. Bidder is specifically notified that UWMSC may reject a Proposal at any time as non-responsive for any of the following reasons:

2.12.1 Incomplete Proposal;

2.12.2 Submission of a Proposal that proposes products or services that deviate from the technical requirements set forth in this document;

2.12.3 Failure to comply with any part of this RFP or any exhibit to this RFP;

2.12.4 Submission of incorrect, misleading, or false information.

UWMSC expressly reserves the right to reject any or all Proposals, not award a contract to any Bidder responding to this RFP, cancel or reissue an RFP. This RFP in no way obligates UW Medicine to move forward with this project.

If there is a single Response from only one (1) Bidder, then UW Medicine may deem the procurement as a failure of competition and, at the sole option of UW Medicine, may cancel the RFP. Alternatively, UW Medicine may choose to name the single Bidder as the Apparent Successful Bidder and contract with that Bidder.

UWMSC may waive irregularities in a Proposal provided that, in the judgment of UWMSC, such action will not negate fair competition and will permit proper comparative evaluation of the Proposals submitted. UWMSC’s waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the Bidder from full compliance with the RFP specifications in the event the Contract is awarded to that Bidder.

2.13 PREPARATION COST

UWMSC will not be liable for any costs associated with preparation and presentation of a Proposal submitted in response to this RFP.

2.14 PROPOSAL PRICE

The prices submitted in the Proposal shall include everything necessary for the prosecution and completion of the Contract including, but not limited to, furnishing all materials and all management, supervision, labor and service, except as may be provided otherwise in the Proposal. In the event of a discrepancy between the unit prices and their extensions, the extended price will be adjusted accordingly. In the event of a discrepancy between the sums of the extended prices, the total Proposal price will be adjusted accordingly. The Proposal price shall not include any allowance for Washington State sales/use tax.

UW Medicine will evaluate the total price for the basic requirements with any option(s) exercised at the time of award. Evaluation of option(s) will not obligate UW Medicine to exercise the option(s).

UW Medicine may reject a Proposal if it is materially unbalanced as to process for the basic requirements and the option quantities. A Proposal is unbalanced when it is based on prices significantly less than cost for some products or services and prices that are significantly overstated for other products or services.

2.14.1 Price Escalation

The prices shall not be increased during the initial term of the Contract. After the expiration of the initial term, rates may be increased by no more than two percent (2%) with not less than thirty (30) days prior to the proposed effective date of the price increase.

2.14.2 Price De-escalation

The Bidder agrees to reduce the Contract purchase price at any time during the life of the Contract if the price decline at the market level or the Bidder provides the same service to any State of Washington public agency or political subdivision at prices less than those set forth in the Contract. Such reductions will become effective at the time of the reduction and Bidder shall notify participating UW Medicine Hospitals in writing of such adjustment.

2.15 MOST FAVORABLE TERMS

Bidders shall provide their complete Proposal with the best and most favorable terms upon initial submission. UWMSC reserves the right to make awards without further discussions. Evaluation of Proposals will be made by full and fair consideration of all Bidders. During the evaluation process, personnel involved in the selection process, facilitated by the RFP Coordinator, may contact Bidders for clarification of technical points or interpretation of Proposal information. Bidder should not assume that deficient answers will result in clarification requests. The right of clarification is not a Bidder’s right, it is a UW Medicine right that will be employed only if UW Medicine believes it is necessary.

The negotiated Contract may incorporate some or the Bidder’s entire Proposal. The ASB should be prepared to accept that its Proposal may be incorporated in its entirety into the contract. It is also understood that the Proposal will become part of the official UWMSC file on this matter without obligation to UW Medicine.

UW Medicine may, at its sole discretion, select or reject individual items being proposed by the Bidder. As part of the evaluation and selection process, UW Medicine may find it necessary to add or delete Products or Services from the Bidder’s Response in order to make equivalent comparisons.

2.16 AWARD OF CONTRACT

UWMSC may award a contract on the basis of initial Proposals received, without discussion; therefore, each initial Proposal should contain the Bidder’s best terms from a cost and technical standpoint.

Bidder agrees that any other UW Medicine Component Unit, as listed in Section 1.1 of this document, may join in this RFP by developing a Contract that follows the Terms and Conditions of this RFP or by written amendment to the resulting Contract signed by all parties to the Contract.

UW Medicine reserves the right to contract with the next responsive and responsible Bidder if the Apparent Successful Bidder fails to meet the requirements of this RFP at any time during the Contract Period after Contractor has been given thirty (30) days’ written notice to cure issues listed in the notification.

No costs or charges under the proposed Contract may be incurred before the Contract is fully executed.

2.17 CONTRACT TERMS AND CONDITIONS

The submission of a Proposal herein constitutes the agreement of any Bidder that any Contract to be drawn as the result of an award herein shall be prepared by UWMSC.

UW Medicine expressly reserves the right to propose modifications, deletions, or additions to the Contract language during negotiations of the final Contract.

The submission of a Proposal certifies that Bidder understands and accepts the Terms and Conditions of this RFP as well as the UW Medicine Terms and Exhibits as stated in Section 6-10 of this RFP.

Any exceptions to the UW Medicine Terms and Exhibits in this RFP should be submitted with the Proposal. All exceptions must be submitted as “Track Changes” to Section 6-10, citing each clause with which Bidder has an issue and/or would like to suggest alternative language.

In the event of any inconsistencies or conflicting terms and conditions in this RFP, such inconsistency or conflict shall be resolved by giving precedence in the following order:

2.17.1 Federal, state, or local laws or regulations;

2.17.2 The terms of this RFP;

2.17.3 The Final Contract.

In the event that a Contract and/or purchase order is issued as a result of this RFP, any inconsistency or conflict shall be governed by the Order of Precedence specified in such Contract.

Bidder may submit additional terms and conditions relevant to the business in response to this RFP. UWMSC will evaluate requested exemptions or additional terms and conditions proposed by Bidder and may accept or reject the same at its sole discretion.

UWMSC reserves the right to exclude the Proposal from further consideration in the event of excessive exceptions or additional terms in the Proposal.

In the event Bidder does not submit exceptions to any of the terms and conditions contained in the RFP, in Sections 6-10, it shall be construed by UWMSC as the Bidder fully accepting and agreeing to the RFP language as is. Further changes to the same will not be allowed during the negotiation of the Contract.

2.18 USE OF SUBCONTRACTOR(S)

Bidders must fully disclose any and all subcontractors that will be involved in the work resulting from any contract. This includes any subcontracted no fully owned software solutions or programs. Bidders must acknowledge and agree that they will be solely responsible for carrying out the requirements of this RFP and any resulting Contract. If, during the course of any resulting Contract, the Bidder proposes to use a Subcontractor, then the Bidder must submit a written request to UW Medicine before entering into any agreement with the proposed Subcontractor. UW Medicine will then review the proposal and give written approval or disapproval. The intent of this provision is to provide UW Medicine with a single point of accountability for all matters pertaining to any Contract resulting from this RFP.

To achieve the best combination of experience and skill, “strategic relationships” or Subcontractor arrangements may be proposed. Any and all such relationships, including “advisors” and “outsourced functions”, must be in the context of a Subcontractor to the Bidder. The Bidder must be the prime contractor and must agree to be liable for the performance of any proposed Subcontractor.

2.18 CONTRACT PERIOD

Unless otherwise stated, the initial term of the agreement shall be for three (3) years with firm and fixed pricing, commencing on the effective date of the Contract.

At the UW Medicine’s sole discretion, the Contract term may be extended by mutual agreement, not to exceed a total Contract term of nine (9) years. All extension options shall be mutually agreed upon by both parties by written amendment.

If applicable, UW Medicine reserves the right to extend the Contract on a month-by-month basis beyond the expiration of the Contract at the then current rate to facilitate establishment of a new Contract.

2.19 STATE AND FEDERAL CERTIFICATIONS

In accordance with the legislative findings and policies set forth in Chapter 39.19 RCW, the State of Washington encourages participation in all of its contracts by Minority and Women’s Business Enterprises (“MWBE”) firms certified by the Office of Minority and Women’s Business Enterprises (“OMWBE”) http://www.omwbe.wa.gov. Participation may be either on a direct basis in response to this RFP or as a Subcontractor to a Bidder.

However, unless required by federal statutes, regulations, grants or contract terms referenced in the Contract documents, no preference to MWBE firms will be included in the evaluation of Proposals. No minimum level of MWBE participation shall be required as a condition for receiving an award and Proposals will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the Contract documents will apply.

2.20 PROPOSAL CONFIDENTIALITY

It is the intent to receive Proposals in response to this RFP, at the time and manner designated in Sections 2.2 and 2.7. At that time, only the names of the Bidders submitting Proposals will be released.

Bidder, as an express condition for UW Medicine’s consideration of its Proposal, agrees that all Proposals received, with the exception of items therein which are public information, shall remain confidential until the ASB has been announced. After announcement of the ASB, all documents submitted, as part of this RFP process are considered part of the public record as defined in Chapter 42.56 RCW,” and shall be available for any party upon request.

Any information in the Proposal that Bidder desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the non-disclosure of Bidder’s document, must be clearly designated.

The information must be clearly identified and the particular exemption from disclosure upon which Bidder is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right hand corner of the page.

Marking of the entire proposal as “PROPRIETARY” will be neither accepted nor honored.

Washington State Law RCW 42.56.270 (1) allows an exemption from public disclosure for materials that contain “valuable formulae, designs, drawings, and research data when disclosure would produce private gain and public loss.” This is the only exemption granted by law that might apply to this acquisition; however, please be advised that Bidders will need to demonstrate that disclosure of their materials would produce both private gain and public loss.

http://www.omwbe.wa.gov/

If a request is made to view Bidder’s proposal, UWMSC will release the requested information. Prior to release, the University of Washington (“UW”) Office of Public Records will provide notice to Bidder(s) of the request and of the date that the records will be released to the requester unless Bidder obtains a court order enjoining that disclosure. If Bidder fails to obtain a court order enjoining disclosure, UW Office of Public Records will release the information on the date specified.

Notwithstanding any of the foregoing provisions of this section or any other provisions in this Contract regarding confidentiality, Contractor acknowledges that HMC and UWMC are agencies of the State of Washington, and that VMC is a public hospital district, and as such all are subject to Washington’s Public Record Act, RCW 42.56 (“PRA”). If HMC, UWMC, or VMC receive a public records request covering information that may be considered confidential under this Contract, the sole obligation of HMC and/or UWMC and/or VMC hereunder shall be to provide Contractor with no less than two (2) weeks’ notice prior to any disclosure so as to enable Contractor, if it should so choose, to seek an injunction or other court order against disclosure. If Contractor has not obtained and served on HMC and/or UWMC and/or VMC, as applicable, an injunction or temporary restraining order against disclosure by the disclosure date indicated in the notice to HMC and/or UWMC and/or VMC, then HMC and/or UWMC and/or VMC may disclose the requested information without further obligation under this Contract.

2.21 COMPLAINT PROCEDURE

The complaint process allows Bidder to focus on the solicitation requirements and evaluation process and raises issues with these processes early enough in the RFP process to allow UWMSC to correct a problem before Proposals are submitted and time is expended on evaluations.

The complaint process shall meet the following minimum requirements:

2.21.1 Bidders will be given an opportunity to submit a complaint to UWMSC based on any of the following:

2.21.1.1 Solicitation unnecessarily restricts competition;

2.21.1.2 Solicitation evaluation or scoring process is unfair or flawed; or

2.21.1.3 Solicitation requirements are inadequate or insufficient to prepare a proposal.

2.21.2 Bidders will be allowed to submit complaints up to five (5) business days prior to the RFP response deadline. Complaints must meet the following requirements:

2.21.2.1 Must be in writing;

2.21.2.2 Must be sent to the RFP Coordinator or designee;

2.21.2.3 Must clearly articulate the basis for the complaint;

2.21.2.4 Must include a proposed remedy.

2.21.3 RFP Coordinator or designee will respond to the complaint in writing;

2.21.4 Response to all complaints including any changes to the RFP will be posted as an amendment on WEBS;

2.21.5 RFP Coordinator will notify the UWMSC Manager of Contracting of all complaints and provide a copy of the complaint response to the UWMSC Manager of Contracting and the System Director, UWM Strategic Sourcing;

2.21.6 Documented complaint may not be raised again during the protest period;

2.21.7 Complaint process does not include an appeal process.

2.22 PROTEST PROCEDURE

The protest process occurs after the bids are submitted and evaluated. This allows Bidders to focus on the evaluation process to ensure its integrity and fairness. Protests can raise issues related to the evaluation process as set out in the RFP or how the process was executed. This allows for evaluation process errors and problems to be corrected before a Contract is executed.

The protest process will meet the following requirements:

2.22.1 After the announcement of the ASB, Bidders may request a debriefing in writing;

2.22.2 Bidders must request a debrief within three (3) business days after the ASB is announced;

2.22.3 Bidders are required to participate in a debriefing as a pre-requisite for submitting a protest;

2.22.3.1 Debriefing conferences may be conducted and will be scheduled for a maximum of thirty (30) minutes.

2.22.4 Bidders will be given five (5) business days after the debriefing to file a written protest;

2.22.5 The grounds on which a protest may be based are as follows:

2.22.5.1 A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

2.22.5.2 Errors in computing the scores;

2.22.5.3 Non-compliance with procedures described in the RFP document or the UWMSC Protest Procedure.

2.22.6 Protests must be submitted to the RFP Coordinator, the UWMSC Manager of Contracting and the System Director, UWM Strategic Sourcing.

2.22.6.1 A written protest must contain the facts and arguments upon which the protest is based and must be signed by a person authorized to bind the Bidder to a contractual relationship. At a minimum, this must include:

2.22.6.1.1 The name of the protesting Bidder, its mailing address and phone number, and the name of the individual responsible for submission of the protest;

2.22.6.1.2 Specific and complete statement of the UWMSC’s

action(s) protested;

2.22.6.1.3 Specific reference to the grounds for the protest;

2.22.6.1.4 Description of the relief or corrective action requested;

2.22.7 The UWMSC Manager of Contracting will issue a response within ten (10) business days from the receipt of the protest, unless additional time is needed and submit a copy of the protest response to the System Director, UWM Strategic Sourcing. The protesting Bidder shall be notified in writing if additional time is required;

2.22.8 The UWMSC Manager of Contracting’s decision is final. If the protesting Bidder does not accept the UWMSC Manager of Contracting’s response, a Bidder may try to seek relief from Superior Court.

SECTION 3 - INSTRUCTIONS FOR PREPARING PROPOSALS

3.1 GENERAL

To aid in the evaluation process, it is required that all Proposals comply with the items and sequence as presented in Section 3.2, RFP PROPOSAL OUTLINE.

Section 3.2 defines the minimum requirements for the preparation and presentation of a Proposal. Failure to comply with the guidelines in Section 3.2 may result in rejection of the Proposal. The Proposal should be specific and complete in every detail, prepared in a simple and straightforward manner.

Bidders are expected to examine this entire RFP, including all specifications, standard provisions and instructions. Failure to do so will be at Bidder’s risk. Each Bidder shall furnish the information required by the RFP. It is required that Proposal entries be typewritten. Periods of time, stated in number of days, in this request or in Bidder’s Proposal, shall be in calendar days.

Bidder must indicate acceptance and compliance with the information and instruction of this RFP by signing in longhand or via electronic signature and dating the Proposal Response Certification, Attachment B. The name and title must be typed or printed below each signature.

3.2 RFP PROPOSAL OUTLINE

3.2.1 Attachment A (MWBE) and Attachment B. PROPOSAL RESPONSE CERTIFICATION shall be signed by an official who has full authority to enter a Contract.

3.2.2 Exhibit A: Excel Spreadsheet with your response.

Enter your responses in Exhibit A:RFP 4007 Bidder Response Spreadsheet.

In that spreadsheet, see Tab 1-Instructions. Then complete:

• Tab 2- Minimum Requirements

• Tab 3- Vendor Qualifications

• Tab 4- Functionality Needs

• Tab 5- Application Support and Rollout

• Tab 6- Technical Security

• Tab 7- Pricing

Do NOT transform Exhibit A into a PDF or any other file format for your Attachment A response. Attachment A must be submitted as an MS Excel spreadsheet so that UW Medicine can copy and paste the responses into the scoring sheets for the scoring committee.

Do NOT change the format, order, or content of any of the questions or requirements in Exhibit A.

3.2.8 References: In Exhibit A Tab 3: Vendor Qualifications, you will list three (3) relevant references.

List three (3) relevant references, including a description of the engagement, professional fees, duration and date of completion, contact person, title, mailing address, telephone number and current e-mail address.

Do not include any UW Medicine Hospitals or Clinics as references.

• Ensure the email address for any reference provided in the Bidder’s Proposal is correct; and

• Inform each reference that UW Medicine has been provided with their information and they will receive a reference questionnaire from the RFP coordinator which we ask to be completed in the timeframe requested.

3.2.9 Bidder Exceptions: Describe any exceptions to the terms and conditions contained within this document. All such exceptions must be submitted using “Track Changes” to SECTION 6-10. Add comments about the project that are of concern to Bidder.

UWMSC reserves the right to exclude the Proposal from further consideration in the event of excessive exceptions or additional terms in the Proposal.

3.2.10 Contract Management Information: In Exhibit A Tab 3- Vendor Qualifications, you will name the appointed Project Manager and provide contact information.

Bidder shall appoint a Project Manager who will provide oversight of Bidder contract activities. Bidder’s Project Manager will be the principal point of contact concerning Bidder’s performance under any resulting Contract. Bidder shall notify the UWM ITS Project Manager, in writing, when there is a new Bidder Project Manager assigned to this Contract.

SECTION 4 - REQUIREMENTS

4.1 GENERAL

UW Medicine is an integrated clinical, research and learning health system with a single mission to improve the health of the public. Nearly 29,000 UW Medicine faculty, non-faculty practitioners and staff work to improve health for all people through excellence in clinical, research and education/training programs. With these integrated programs, UW Medicine health professionals provide the most up-to-date care for each individual patient, lead one of the world’s largest and most comprehensive medical research programs, and provide innovative learning programs for students, trainees, and practitioners in the health professions. As the only comprehensive clinical, research and learning health system in the five-state WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) region, UW Medicine provides a higher degree of healthcare, ranging from primary and preventive care to the most highly specialized care for the most complex medical conditions.

UW Medicine is a family of organizations (some public and some private nonprofit) that are operated or managed as part of an integrated health system which includes:

• UW School of Medicine

• Harborview Medical Center

• UW Medical Center

• UW Medicine Primary Care

• UW Physicians

• Fred Hutchinson Cancer Center

4.2 BACKGROUND

UW Medicine is actively seeking a software solution to assist in providing a social care network. This initiative aims to streamline access to up-to-date social services and resources for patients, ensuring that their social needs are met alongside their healthcare requirements. This effort is rooted in the growing recognition of the critical role Social Drivers of Health (SDOH) play in health outcomes.

This partnership will enable the organization to create a centralized, user-friendly platform that allows healthcare providers to quickly refer patients to relevant services such as housing assistance, food banks, job training programs, and mental health services. By integrating this solution into our existing healthcare system, UW Medicine aims to enhance care coordination, reduce barriers to health equity, and improve overall patient outcomes.

4.3 REQUIREMENTS – EXHIBIT A Excel Spreadsheet.

4.3.1 MINIMUM REQUIREMENTS FOR RFP

Bidders must meet all minimum requirements. Bidders who do not meet all minimum requirements will not be considered further for the RFP.

(Bidder to enter responses on Exhibit A Tab 2- Minimum Requirements)

Minimum Requirements

4.3.1.1 Experience: Bidder has at least 3 years of experience implementing commercial off-the-shelf software solutions for community resource management to large academic medical institutions.

Minimum Requirements

4.3.1.2 Experience: Bidder has successfully implemented solutions to a minimum of 3 medical institutions including modules supporting community resource libraries and referral workflows.

Minimum Requirements

4.3.1.3 Experience: Bidder has experience integrating with EHR software (Epic integration preferred)

Minimum Requirements

4.3.1.4 Functionality: Bidder solution includes:

- Database of local resources and up to date contact information that is reviewed on an annual basis

- Ability for health systems to refer to resources

- Ability for patients to self-service search for resources on a web portal

- Resources available within the Seattle and King County area

Minimum Requirements

4.3.1.5 User Access & Security: The solution's web-based interface supports authentication, including standards-based single-sign-on (SSO).

Minimum Requirements

4.3.1.6 User Access & Security: All inbound and outbound connections in the solution are encrypted.

Minimum Requirements

4.3.1.7 User Access & Security: All UW Medicine data would be stored, processed, and transmitted ONLY within the United States.

Minimum Requirements

4.3.1.8 Legal: Bidder has had no contracts terminated for default during the five

(5) years immediately preceding the date of this RFP. Termination for default is defined as notice to stop performance due to the Bidder's non-performance or poor performance.

Minimum Requirements

4.3.1.9 Legal: I acknowledge and agree that if my company is named the Apparent Successful Bidder, my company is required to obtain insurance to protect UW Medicine should there be any claims, suits, actions, costs, or damages or expenses arising from any negligent or intentional act or omission of the Bidder or its Subcontractor(s), or their agents, while performing work under the terms of any Contract…