Round 1 Questions and Answers 3.8.24.xlsx
XLSX spreadsheet 36 KB Posted
- Attached to
- 24-OCAPS Pharmacy System RFP
- Solicitation number
- 24-444DHS-MIS44-B-39685
- Issued by
- Illinois
About this file
This document contains a Question and Answer (Q&A) worksheet related to the Illinois Department of Human Services (IDHS) OCAPS Pharmacy RFP BidBuy 24-444DHS-MIS44-B-39685. The RFP seeks to replace IDHS's current 40-year-old pharmacy system with a new Software as a Service (SaaS) solution. The new system must accommodate a decentralized ordering system across 14 inpatient mental health and developmental disability facilities. The RFP requires the ability to store 10 years of patient data and provides a 12-month implementation timeline after contract execution. Questions cover topics such as data migration, integration requirements, reporting needs, billing and claims processing, and training and support.
The RFP does not provide details on pricing terms, funding sources, or incumbent vendors. However, it does indicate that the prime contractor will be responsible for all invoicing under the contract. The document also notes that IDHS may deploy an electronic health record (EHR) system in the future that will need to integrate with the new pharmacy system.
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Other files
| File | Type | Posted |
|---|---|---|
| DHS Pharmacy Mgmt Systm RFP.docx | DOCX document | |
| Standard Illinois Certifications V.23.1~7.docx | DOCX document | |
| Amendment to post Q and A from Round 1 and Prebid info.docx | DOCX document | |
| PreBid Conference Meeting attachment.docx | DOCX document | |
| Round 2 Q and A Attachment 3.18.24~1.xlsx | XLSX spreadsheet | |
| vendor-disclosure-(formerly-forms-a)-v.23.3~1.docx | DOCX document | |
| Amendment to post Q and A from Round 2 and 2nd Prebid info~1.docx | DOCX document | |
| OCAPS RFP UPlan v.24.1.pdf | ||
| ipg-active-registered-vendor-disclosure-(formerly-forms-b)-v.23.1~1.docx | DOCX document | |
| RFP Attachments~1.zip | ZIP file | |
| NOA 39685.pdf |
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Worksheet Information Questions and Answers Worksheet Information Illinois Department of Human Services OCAPS Pharmacy RFP BidBuy 24-444DHS-MIS44-B-39685
| Tabs in this Worksheet | |
| Worksheet Information | This tab includes the information about the contents of this worksheet. |
| Questions and Answers | Please use this tab in this format to submit questions on the solicitation. The Department will post answers in the same format and an Addendum on the Bulletin. |
| Columns in the Questions and Answers Tab | |
| Question ID | DHS will assigned # to track Questions and Answers. |
| RFP or Attachment Section | The DHS RFP Section Number, such as Section 1 A.7., or please name a specific Attachment and the Section Number of the Attachment. |
| Page Number | This is the page number of the RFP or Attachment. |
| Topic | This is a general topic of the question. |
| Specific Questions/Inquiry | Please enter your question here. |
| Department Answers | The Department will respond in this section. |
DCFS PO19-164 CCWIS Attachment U Questions and Answers Page &P of &N
Questions and Answers
STATE OF ILLINOIS
QUESTIONS AND ANSWERS
Illinois Department of Human Services OCAPS Pharmacy RFP BidBuy 24-444DHS-MIS44-B-39685
| ID | RFP or Attachment Section Number | Page Number | Topic | Specific Question/Inquiry | Department Answer |
| QaA.001 | D.2.1.7 | 24 | Historic Patient Data | Regarding the requirement to be able to keep 10 years of patient data readily accessible: Due to the complex and custom nature of the solution’s database structure, are you open to storing historical data in csv or other simpler table formats for reporting, separate from the solution? | Yes. See also section D.2.1.7 of the RFP. |
| QaA.002 | Is a precipitating reason for releasing the RFP at this time? | Per Section D.2 of the RFP, the current system is 40 years old and continues to decline. | ||||
| QaA.003 | D.3.2.17 | 42 | Implementation timeline | Does DHS have a specific implementation timeline or strategy in mind? | Per Deliverable D.3.2.17 in the RFP: Within three (3) months of contract execution or mutually agreed upon timeframe, the Vendor shall present an implementation plan to the Agency for approval. | |
| QaA.004 | D.3.2.15 | 42 | Go-Live Deadline | Is there a hard deadline for when DHS must go live with the new system? | Per Deliverable D.3.2.15 in the RFP: D.3.2.15. | Implementation of the software with configurations shall be completed within twelve (12) months of contract execution or mutually agreed upon timeframe. |
| QaA.005 | Attachment A | 1-2 | Services by Location | Can you provide information about the population served and the services provided at each location listed in Attachment A, i.e., a breakdown of services (inpatient, outpatient, LTC, ED), how many patients are served at each site (admits, discharges, etc.)? | All locations are inpatient Mental health(MH) or Developmental Disabled (DD) individuals(LTC). There is no emergency detartment. Below are the January 2024 Data for your reference in Tab A |
QaA.006 Attachment A 1-2 LOS, Rx Volume For inpatient, Long Term Care and residential sites – what is the average Length of Stay? How many prescriptions are filled? DD LOS ranges admit date to end of life. i.e. 30-70 years MH LOS ranges from 5 days to 10 years. Sometimes for the rest of their life.
For the numbers of prescription orders per person, per month, per stay, average of 35 with a range of 22 -70.
| QaA.007 | TECHNICAL DESIRABLES – INTEGRATION | 33 | External Orders | Do you have any orders coming to the pharmacies from an external source? | No orders are coming from external sources |
| QaA.008 | Attachment A | 1-2 | Labs | How many labs are ordered at each site? | Average 7100 at each location per year |
| QaA.009 | Attachment G | 1 | Lab Interface | Regarding the lab interface, does DHS want to use the new Pharmacy system to enter and receive orders with 4Medica, or would these be entered in Clinical system? | Per Section D.2.1.3 of the RFP, interface/integrate including 4Medica. |
| QaA.010 | FUNCTIONAL DESIRABLES – REPORTING | 29 | Pharmacy Reports | Do you have a list of reports DHS gets from the current pharmacy system? | There are over 260 Clinical reports that list drugs per patients, lab reports per patients, drug interaction, polypharmacy, and max dose. There are over 100 Mobius reports that pharmacists use to indicate what patients are on drugs, number of active drugs per facility, and summary statistics. |
Clinical e-reports And pharmacy claims reports: detailed claims of accepted and rejected, summary trend reports, beneficiary coverage, PDP list, rejection management aging report, uncollectible report, rejection analysis by rejection code, eligibility changes, reversal report, claim history, active user list.
QaA.011 FUNCTIONAL DESIRABLES – BILLING AND RECONCILIATION LTC CLAIMS 31 Eligibility / Claims Processing Are you currently using a third-party software or service for eligibility checking and claims processing? Does DHS want to continue with that vendor, or are they open to changing?
Yes. Currently we have 3rd party software for eligibility checking but DHS would like new vendor to be able to perform eligibility checking functions. For further clarification, please see Desirable elements starting on page 31 of the RFP (Functional Desirables - Billing and Reconciliation Claims).
| QaA.012 | Attachment G | 1-2 | Interface File Formats | Can you provide details on the format of the transactions supported for each interface outlined in Attachment G? | DHS requests further clarification of the question |
| QaA.013 | D.3.2.6 | 41 | API v. HL7 Interfaces | Regarding D.3.2.6: Provide API’s to existing State’s applications needing an interface to the Vendor’s system: Does this comprise systems that are not covered in attachment G? If so, can you enumerate and describe applications that require API interfaces? | There are no further systems other than what are enumerated in the RFP and attachments. |
| QaA.014 | FUNCTIONAL DESIRABLES – Medication Administration Record | 28 | eMAR | Would you consider including an electronic Medication Administration Record (eMAR) in the contract if that functionality was fully integrated with medication orders? | Please see requirements as set forth within the RFP. Per Section D.1 Goal, DHS is seeking a Software as a Service (SaaS) solution. |
| QaA.015 | What composes the EHR system you currently have in place? What are your future plans/timeline for the EHR system? | There is no current EHR. Per Section D.3.2.31 of the RFP states: During the term of the resulting agreement and any renewals, DHS may deploy an other solutions that this system may need to integrate. The vendor is required to work cooperatively with the State and the EHR winning vendor to integrate the Pharmacy Software Solution with the EHR solution. The State will act as a mediator between vendors. | |||
| QaA.016 | What ticketing system and support processes are in place for the current system? | DHS IT department, DoIT. Support process thru MIS Clinical department | |||
| QaA.017 | In addition to the shortfalls of the current system listed in the RFP, what additional pain points are faced by users in the current system? | The home-grown system is not supportable. Current system is not updated, not integrated with systems listed in Clinical Related Applications. Glitch issues, rewriting of software. | |||
| QaA.018 | What are the models of billing allowed when both the prime vendor and subcontractor are involved in the delivery of services? | The Prime Vendor is responsible for all invoicing under this contract. | |||
| QaA.019 | Will you please provide the highest monthly script count as well as the average monthly script count? | highest monthly script count: 237,860 and average monthly script count: 118,930 | |||
| QaA.020 | Is transactional based billing permitted? | Majority batch billed. Please see Desirables on page 31 (Functional Desirables - Billing and Reconciliation LTC Claims) of the RFP for further clarification. | |||
| QaA.021 | Please provide details on the service to out-patient populations. Are these assisted living, ambulatory outpatient, etc.? | We do not serve outpatient settings. We do need to package and label medications for home visits, transitions and discharge medications and information | |||
| QaA.022 | Please describe the breakdown of the pharmacy personnel (number of pharmacists, techs, full time, part time, etc.). How many users do you anticipate working / logged in concurrently? How are those users distributed throughout the current locations? | Please see breakdown of staffing levels on page 23 of the RFP. | |||
| QaA.023 | Are you expecting 14 separate systems (one per location) or one centralized system serving all locations? | Per Desirables on page 32 of the RFP: ...Describes how each individual locations information and functionality is kept separate from other sites but still available to Central administration staff. |
Additionally, page 29, Desirable reads: Offeror describes how central admin can analyze inventories at each location as well as globally.
| QaA.024 | How many distinct pharmacy DEAs are there in the organization? | Eleven |
| QaA.025 | For the staff associated with the RFP (developer, Program Manager, BA and Data Analyst), are they expected to be on-site during the duration of the contract? | No. |
| QaA.026 | Is Insurance billing done in a centralized location or in each pharmacy location? | Yes in a central location. |
| QaA.027 | Who is your pharmaceutical wholesaler? What is the drug wholesaler’s electronic order entry system? | Cardinal Health, the order entry system is proprietary to Cardinal. |
| QaA.028 | Can you please provide an accounting of the EMR interfaces that are needed? | SEE ATTACHMENT G FOR THE INFORMATION |
| QaA.029 | How many unique workstations are expected to be supported? Are they multi-user workstations? | See staffing numbers on page 23 of the RFP. DHS has multi-user workstations. |
| QaA.030 | Are there specific labels that will need to be made? | See pages 29 (Functional Desirables - Labels) and 31 (Functional Desirables - Outpatient Processing) of the RFP for label desirables. |
| QaA.031 | Are there specific pharmacy forms needed (i.e. MARs, treatment forms, narcotic count sheets, etc.)? | See RFP - desirables on page 30 (Functional Desirables - Document Management). |
| QaA.032 | How does time spent on clinical activities need to be reported in the system? | See desirables on page 28 (Functional Desirables - Interventions) of the RFP. |
| QaA.033 | What percentage of the current spend is on the following: infrastructure, software license and application support? | Currently we do not have this data available. |
| QaA.034 | What are the current support options available: chat, phone, email? | See page 34 (Technical Desirables - System Support and Training) of the RFP. |
| QaA.035 | What is the scope and volume for the data migration? | Attachment G has information regarding file sizes for data migration. |
| QaA.036 | What is the size of the data to be migrated from legacy system to new system? | Attachment G has information regarding file sizes for data migration. |
| QaA.037 | What are the data retention requirements (i.e. How many years and what kind of data, logs, etc.)? | Data retention complies with CMS’ 10-year record retention requirement. See also pages 22 and 24 of the RFP. |
| QaA.038 | Will onsite training at every location be required? | See desirables (Technical Desirables - System Support and Training) on page 35 of the RFP. |
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Tab A
| Facility | Census | Admits | Discharges | |
| Choate | (DD) | 255 | 7 | 8 |
| Chester | (MH) | 300 | 17 | 3 |
| Murray | (DD) | 270 | 0 | 0 |
| Alton | (MH) | 125 | 13 | 6 |
| Springfield | (MH) | 610 | 14 | 20 |
| Shapiro | (DD) | 470 | 1 | 3 |
| Fox | (DD) | 100 | 0 | 0 |
| Ludeman | (DD) | 433 | 1 | 0 |
| Madden | (MH) | 240 | 155 | 136 |
| Elgin | (MH) | 425 | 47 | 48 |
| Kiley | (DD) | 170 | 1 | 2 |
File details come from the government source that posted it. Updated .