RFP 4007 Exhibit A Bidder Response.xlsx
XLSX spreadsheet 41 KB Posted
- Attached to
- Community Resource Library Integration for SDOH
- Solicitation number
- 4007
- Issued by
- Adams County, Asotin County, Benton County, Chelan County, Clallam County, Clark County, Columbia County, Cowlitz County, Douglas County, Ferry County, Franklin County, Garfield County, Grant County, Grays Harbor County, Island County, Jefferson County, King County, Kitsap County, Kittitas County, Klickitat County, Lewis County, Lincoln County, Mason County, Okanogan County, Pacific County, Pend Oreille County, Pierce County, San Juan County, Skagit County, Skamania County, Snohomish County, Spokane County, Stevens County, Thurston County, Wahkiakum County, Walla Walla County, Whatcom County, Whitman County, Yakima County, Asotin City, Clarkston City, Clarkston Heights-Vineland CDP, West Clarkston-Highland CDP, Benton City, Chelan City, Chelan Falls CDP, Clallam Bay CDP, Lewisville CDP, Rock Island City, Pacific Beach CDP, Whidbey Island Station CDP, Mercer Island City, Pacific City, Bainbridge Island City, Kingston CDP, Kitsap Lake CDP, Kittitas City, Klickitat CDP, Okanogan City, Anderson Island CDP, Fort Lewis CDP, Fox Island CDP, Herron Island CDP, Ketron Island CDP, North Fort Lewis CDP, Raft Island CDP, Stevenson City, Hat Island CDP, Lake Stevens City, Snohomish City, Spokane City, Spokane Valley City, Puget Island CDP, Garfield Town, Yakima City, Washington
About this file
This is a bidder response form from UW Medicine in Washington state seeking qualified vendors to provide a social care network and community resource management system. The form requires vendors to demonstrate minimum requirements including 3 years of experience implementing commercial off-the-shelf software solutions for community resource management in large academic medical institutions, successful implementation in at least 3 medical institutions, EHR integration capabilities (preferably with Epic), and functionality for maintaining a database of local resources, referral capabilities, and patient self-service portal access specifically for the Seattle and King County area.
The response form is organized into seven sections covering minimum requirements, vendor qualifications, functionality, application support and rollout, technical requirements, security specifications, and pricing. Vendors must detail their pricing model including one-time costs for implementation and training, recurring costs for licenses and hosting, and on-demand professional services rates. The form emphasizes technical requirements around hosting, integration, data security, audit logging, encryption, and disaster recovery capabilities. There are specific requirements that all data must be stored and processed within the United States and that the solution must support role-based access control and single sign-on authentication.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 4007 Attach A B SECTION 6-10.docx | DOCX document | |
| RFP 4007 AMENDMENT 1 12.18.2024.pdf | ||
| RFP 4007 Community Resource Library Final.pdf | ||
| RFP 4007 Attach C Answers 12.18.24.xlsx | XLSX spreadsheet | |
| RFP 4007 Attach C Bidder Questions.xlsx | XLSX spreadsheet | |
| RFP 4007 Exhibit A 12.18.24.xlsx | XLSX spreadsheet |
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Instructions
| Instructions | |
| Section | Information |
| 2-Minimum Requirements | Complete this section first. These are required criteria to be considered further for the RFP |
| 3-Vendor Qualifications | If Bidder successfully meets Minimum Requirements criteria, complete sections |
| 4-Functional Needs | |
| 5-Application Support & Rollout | |
| 6-Technical & Security | |
| 7-Pricing |
2-Minimum Requirements Bidder to Complete Sections in Yellow Bidder must meet below ALL Minimum Requirements for further consideration in RFP Area Number Qualification Vendor Response (Yes/No)
| 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. | Yes |
| 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. | |
| No | |||
| 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 resulting from this solicitation. |
3-Vendor Qualifications Bidder to Complete Sections in Yellow If Bidder Successfully Meets Minimum Requirements Complete Section Below Area Number Question Vendor Response
Completed by Vendor
| Vendor Qualifications | 4.3.2.1 | List the product/solution name and version of the product/solution or product/solutions you are proposing. | 3 - High risk |
| Vendor Qualifications | 4.3.2.2 | Who is the primary contact for this proposal? Provide the contact's name, email address, and phone number. | |
| Vendor Qualifications | 4.3.2.3 | Who will we be assigned point of contact for enterprise account management (i.e. customer service rep, sales, point of escalation, etc.)? | |
| Vendor Qualifications | 4.3.2.4 | Please describe your solution including what key modules are included. | 5 - Moderate risk |
| Vendor Qualifications | 4.3.2.5 | Is bidder currently in the process of negotiating for divestiture, transfer of operating rights or licensure to third parties for the company or the software development and support functions for the relevant product/solution components? | |
| Vendor Qualifications | 4.3.2.6 | Describe your company, officers or partners, and operating policies which would affect this contract. State the number of years the organization has been continuously engaged in business. | 0 - No response and/or very high risk |
| Vendor Qualifications | 4.3.2.7 | How long has your solution been available on the market? What is the history of your solution, was it acquired or developed in-house within your organization? | 10 - Very low risk (ideal) |
| Vendor Qualifications | 4.3.2.8 | How many employees does your organization have? What is your total staff including non-employees (i.e. contract staff)? | |
| Vendor Qualifications | 4.3.2.9 | What strategic partnerships are relevant to your solution? Who are your major investors? | |
| Vendor Qualifications | 4.3.2.10 | How do you communicate with your CBOs to ensure that the information in your database is up to date and with what frequency? | |
| Vendor Qualifications | 4.3.2.11 | Do you collect information of CBO capacity, and whether they are available for referral? | |
| Vendor Qualifications | 4.3.2.12 | How many organizations are currently using your solution? What types healthcare organizations do you partner with? | |
| Vendor Qualifications | 4.3.2.13 | In the last year how many implementations have you completed for the proposed solution? How large were the organizations? How many were healthcare organizations? | |
| Vendor Qualifications | 4.3.2.14 | Describe your three-year solution roadmap, & anticipated delivery date for any key updates or new solutions. | |
| Vendor Qualifications | 4.3.2.15 | Diversity, equity, and inclusion (DEI) are priorities at UW Medicine. Describe your organization's approach to DEI, in particular with regard to hiring practices. | |
| Vendor Qualifications | 4.3.2.16 | Does your organization have any conflict of interest with University of Washington? If so, please describe. | |
| Vendor Qualifications | 4.3.2.17 | How long has your company been in the business of providing services in this RFP focus area? | |
| Vendor Qualifications | 4.3.2.18 | Is your company willing to state in the contract that you are not currently in the process of negotiating for divestiture, transfer of operating rights or licensure to third parties for the company or the software development and support functions for the relevant product/solution components? | |
| Vendor Qualifications | 4.3.2.19 | Describe your service level standards in your following |
a) Downtime penalties
b) Performance Guarantees
c) Hardware Performance Standards
&"-,Bold Italic"&12&A
Page &P of &N
4-Functionality Bidder to Complete Sections in Yellow If Bidder Successfully Meets Minimum Requirements Complete Section Below Area Number Question Vendor Response Completed by Vendor
| Functional | 4.3.3.1 | Do you support integration with Epic? Describe how this would be implemented and what features would be available. | |
| Functional | 4.3.3.2 | Is Compass Rose required to integrate your system with Epic? | |
| Functional | 4.3.3.3 | What functionalities are available in your system if there is limited/no Epic integration? | Supported via Customization - functionality is available but requires custom build or code to the software |
| Functional | 4.3.3.4 | Please describe the process in which a provider can place a referral for a patient. | |
| Functional | 4.3.3.5 | Does your solution have the ability to support closed loop referrals and if so describe how this functionality works? | |
| Functional | 4.3.3.6 | Can your solution filter searches on patient specific characteristics and social needs? | |
| Functional | 4.3.3.7 | Please describe the process in which a patient can self refer for services provided with your solution. | |
| Functional | 4.3.3.8 | Please describe the analytics tools you provide with your solution and do you offer pre-built reports and with what frequency are they updated. | |
| Functional | 4.3.3.9 | Please describe your process for acquiring new Community Based Organizations | |
| Functional | 4.3.3.10 | Do the CBOs have to pay to be in the database? |
&"-,Bold Italic"&12&A
Page &P of &N
5-Application Support & Rollout Bidder to Complete Sections in Yellow If Bidder Successfully Meets Minimum Requirements Complete Section Below Area Number Question Vendor Response
Completed by Vendor
| Application | ||
| Support & Rollout | 4.3.5.1 | Describe the implementations in the last year for the proposed solution. How many? How large were the organizations and how many were academic institutions? |
| Application | ||
| Support & Rollout | 4.3.5.2 | Please provide a narrative of how you would implement the software. Include all aspects of the project from kickoff meetings to final go-live. Include technical detail. |
| Application | ||
| Support & Rollout | 4.3.5.3 | What is your typical implementation timeline? What are some key milestones? |
| Application | ||
| Support & Rollout | 4.3.5.4 | Describe the resources you expect UW Medicine to provide during the implementation of the solution. Name the roles UW Medicine should expect to fill (e.g. Project Manager, Business Analyst). |
| Application | ||
| Support & Rollout | 4.3.5.5 | Describe the resources you provide during the implementation of the solution. Name the roles you include in your implementation staffing (e.g. Project Manager, Architect). |
| Application | ||
| Support & Rollout | 4.3.5.6 | List your standard milestones for implementation projects. Describe how you determine a milestone is complete, and the role UW Medicine would play in that determination. |
| Application | ||
| Support & Rollout | 4.3.5.9 | Please describe the training approach as part of the implementation. What training is provided? What modalities do you offer (online, in person, etc.)? |
| Application | ||
| Support & Rollout | 4.3.5.10 | Describe the training and documentation resources available to your customers after the solution is implemented. |
| Application | ||
| Support & Rollout | 4.3.5.11 | Describe your overall support model for issues and incidents after the solution is implemented including: |
1) What are the supported service levels?
2) How are incidents classified?
3) Are there differences in support during normal business hours and after hours?
| Application | ||
| Support & Rollout | 4.3.5.12 | What are your standard business hours for help desk support (Pacific Time?) What is the process for handling urgent issues that occur outside of those hours? |
| Application | ||
| Support & Rollout | 4.3.5.13 | What support channels (e.g. phone, email, chat) do you offer? Which of these (if any) are available 24 hours a day, 7 days a week? |
| Application | ||
| Support & Rollout | 4.3.5.14 | Where is your non-standard hours support staffed from, is it within the U.S? |
| Application | ||
| Support & Rollout | 4.3.5.15 | What are your solution availability SLAs (e.g. percent uptime per month, downtime hours per year)? |
| Application | ||
| Support & Rollout | 4.3.5.16 | Describe process and timeframe for notifying customers of any system outage? |
| Application | ||
| Support & Rollout | 4.3.5.17 | Describe the process and timeframe for working with customers to test an upgrade? Do we control when our instance of the solution is upgraded? How do you assist with change management? |
| Application | ||
| Support & Rollout | 4.3.5.18 | Describe the training or documentation you provide for system upgrades. |
| Application | ||
| Support & Rollout | 4.3.5.19 | Please describe your software upgrade/patching process and frequency. |
| Application | ||
| Support & Rollout | 4.3.5.21 | How does user provisioning work? |
1) Does your system support local administration of new users?
2) Can different roles and security access levels be established by user?
3) What personally identifiable iformation (PII) if any will users need to provide to set up an account?
6-Technical & Security Bidder to Complete Sections in Yellow If Bidder Successfully Meets Minimum Requirements Complete Section Below
| Area | Number | Technical Requirement Description | Vendor Response |
| Technical & Security | 4.3.6.1 | How is the application hosted? What requirements (software, hardware, other) are needed if any, by the customer? | |
| Technical & Security | 4.3.6.2 | Describe how users access the application (web based GUI, thick client, etc.), what are the requirements for user access? If web-based, what browsers are supported? | |
| Technical & Security | 4.3.6.3 | Does the application have any limitations around remote access (e.g., Citrix, a remote desktop, cloud, or VPN)? | |
| Technical & Security | 4.3.6.4 | Does the solution require integration with specific devices or 3rd-party applications? If so, list the required integration. | |
| Technical & Security | 4.3.6.5 | What are the supported recovery mechanisms if data loss or corruption were to occur? How do you guard against data loss and/or data corruption? | |
| Technical & Security | 4.3.6.6 | What are the client-based network connectivity requirements to run this application? | |
| Technical & Security | 4.3.6.7 | How do you deliver information to downstream systems? | |
| Technical & Security | 4.3.6.8 | Are integrations to external systems available for both real time and batch, if so what formats are available? How often do you send and receive the data? (Real-time, hourly, daily, weekly etc.) How do you ensure security with the integrations? | |
| Technical & Security | 4.3.6.9 | Are there any dependencies on third party tools or products to enable integration such as an interface engine, middleware, servers, sercure portals? | |
| Technical & Security | 4.3.6.10 | Will the vendor or the customer be responsible to develop and implement the required interfaces? | |
| Technical & Security | 4.3.6.11 | List the out-of-the-box integrations available for your solution. | |
| Technical & Security | 4.3.6.12 | In the future, if UWM decides not to continue using the system or application, can long-term access to the content be ensured? (i.e. the system or application is required to access the content) | |
| Technical & Security | 4.3.6.13 | Is any of the content in the system stored by the vendor? If yes, where does the vendor store the content? Describe the data center location | |
| Technical & Security | 4.3.6.14 | How far back is historical data available ? And can be accessible? Through what methods | |
| Technical & Security | 4.3.6.15 | If SaaS or hosted what is the offline strategy for backups? | |
| Technical & Security | 4.3.6.16 | Does the system or application connect to any other system(s) or application(s)? If yes, list which systems and indicate if the system is: |
1) reading content
2) uploading content
3) downloading content from the other system(s) or applications
| Technical & Security | 4.3.6.17 | User Access & Security: System is fully web-based and can be accessed via Microsoft Edge, Chrome or Safari browser and requires no PC software installation (or thick client.) |
| Technical & Security | 4.3.6.18 | User Access & Security: The application is accessible remotely & via Virtual Provide Network (VPN) |
| Technical & Security | 4.3.6.19 | User Access & Security: The application support multi-factor authentication. (e.g. Duo, Azure MFA, Google Authenticator, OTP, etc.) |
| Technical & Security | 4.3.6.20 | User Access & Security: The solution's web-based interface supports authentication, including standards-based single-sign-on (SSO). |
| Technical & Security | 4.3.6.21 | User Access & Security: All UW Medicine data would be stored, processed, and transmitted ONLY within the United States. |
| Technical & Security | 4.3.6.22 | User Access & Security: The solution supports the use of role-based access control (RBAC) for assigning permissions to UW Medicine end users. |
| Technical & Security | 4.3.6.23 | User Access & Security: A third-party certification or audit regarding the solution's privacy, security, and IT operations and processes may be provided for review (e.g., SOC 2 Type 2, HITRUST, User Access & Security: FedRAMP, ISO 27001/27002). |
| Technical & Security | 4.3.6.24 | User Access & Security: A data flow and system architecture diagram is provided for review. |
| Technical & Security | 4.3.6.25 | User Access & Security: The solution records audit logs of user and system activity, and such logs are availble for review and analysis by UW Medicine. |
| Technical & Security | 4.3.6.26 | User Access & Security: The solution's service provider ensures system software and operating systems are up to date with the latest security patches and updates. |
| Technical & Security | 4.3.6.27 | User Access & Security: The solution's service provider has documented and implemented disaster recovery and business continuity plans and tests the plan(s) on a regular basis. |
| Technical & Security | 4.3.6.28 | User Access & Security: The solution's service provider has established a formal information security function responsible for risk managment and mitigation within the provider's organization. |
| Technical & Security | 4.3.6.29 | User Access & Security: The solution's service provider's information security program is based on an industry-accepted security framework (e.g., NIST CSF, ISO 27001/27002). |
| Technical & Security | 4.3.6.30 | User Access & Security: The solution encrypts all UW Medicine information it stores, processes, or transmits at rest and in transit. |
| Technical & Security | 4.3.6.31 | User Access & Security: The solution's service provider maintains an inventory of all hardware, software and enterprise assets used to deliver services. |
| Technical & Security | 4.3.6.32 | User Access & Security: The solution's service provider maintains secure configuration of enterprise assets and software. |
| Technical & Security | 4.3.6.33 | User Access & Security: The solution's service provider mainatains a detailed inventory of all user accounts including those for employees, contractors, and service accounts. |
| Technical & Security | 4.3.6.34 | User Access & Security: The solution's service provider implements continuous monitoring and scanning capabilities for its systems to detect known vulnerabilities and new vulnerabilities as they arise. |
| Technical & Security | 4.3.6.35 | User Access & Security: Anti-malware software (or an equivilent capability) is installed, configured and maintained across vendor-managed components of the solution used to deliver services. |
7-Pricing Bidder to Complete Sections in Yellow If Bidder Successfully Meets Minimum Requirements Complete Section Below
| Pricing | ||||
| Pricing | 4.3.7.1 | Please describe the pricing model including licensing (per seat, per CPU, per named user etc.) | ||
| Type of Costs | Item | Year 1 | ||
| Fees | Year 2 | |||
| Fees | Year 3 | |||
| Fees | If there are other costs, describe what is included in those costs | |||
| One-time costs | Install/set up and configure solution for implemention | |||
| Customize solution for implemention | ||||
| Train end users for implemention | ||||
| Train UWM staff who will act as admins and/or "power users" | ||||
| Support for implementation | ||||
| Other one-time costs for implemention | ||||
| Total one-time costs |
| Recurring costs | Licenses for 12 months |
| Hosting the solution | |
| Technical and End-user support | |
| Other recurring costs | |
| Total recurring costs |
| On-Demand costs | Professional services for customizing the solution (hourly rate) |
| Professional services for creating custom reports (hourly rate) | |
| Professional services for optimizing UW Medicine's configuration (hourly rate) | |
| Other on-demand costs |
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