S-DASOBO-00012374_Questions_and_Answers - INFORMATIONAL PURPOSES ONLY~1.pdf

Question # Question Response

1 When you come out with new solicitation number next week, will there be any changes to the content? No, only the OregonBuys® Open Market Bid number will change.

School immunization modules experience: is that mandatory or preferred? Will you confirm in written addendum Experience requirements for School Immunization Modules? Is this a mandatory pass/fail or scored and will you confirm that in the written addendum?

See RFP Section 3.2.1.4, "Key Persons, Staffing and Management Plan and Organizational Chart", which states:

"Required: Experience with school immunization modules, student information systems, and FERPA requirements." This is a scored component. See RFP Section 4.10.2, Evaluation Criteria, specifically Section 4.10.2.1.1, Organizational Strength & Staffing.

3 Can you speak a little bit about the integration requirements - you have two systems that you want the IIS to integrate with.

There are three legacy systems: IRIS and the current ALERT IIS will both be replaced. POST is a partner management system developed and maintained by an IT group internal to OHA; only some of the POST functionality will transition to the ALERT IIS Replacement.

So goal would be to have all those systems go away and everything be part of new modernized IIS is that accurate?

The new IIS will replace the two legacy systems that currently handle school law requirements and provider onboarding, is that correct?

There are three legacy systems: IRIS and the current ALERT IIS will both be replaced; POST is a partner management system, developed and maintained by an IT group internal to OHA, and will remain operational. Some of the POST functionality will transition to the ALERT IIS Replacement, based on the selected system. See Attachment I, Section 3.6, "Integrations and Interfaces".

In Attachment I Scope of Work, when the state says "The successful Proposer is expected to prepare and provide" is that for the bid response or post bid-response during the project?

See RFP Section 3.2.2.1, "Scope of Work Response".

Is there a preference for off-the-shelf vs custom on this project? A read of the proposal leads me to believe that OTS would be preferred.

No preference.

Document Name: Attachment E Preliminary Price Proposal Form Page: Instructions Section: Instructions Paragraph Number:

Instructions Question: If there are areas in the pricing workbook sheets that have no charge should proposers leave those areas blank or indicate 'No Charge' in the cell?

Leave it blank if there is no charge.

Document Name: ALERT IIS Request for Proposals Page: 19 Section: 3.2.2.1 Paragraph Number: 6 Question: Is it acceptable to include work samples as part of an Appendix to the technical proposal recognizing they remain consistent with the Section 3.1.2 Proposal Page Limits?

Yes.

Document Name: ALERT IIS Request for Proposals Page: 10 Section: 2.3.2 Project Overview and Background Paragraph Number: 3 - B Question: How many health plans currently use the existing batch HEDIS file process in ALERT IIS? How many patient records have been processed through the existing batch HEDIS process over the past year? Does ALERT IIS currently restrict the frequency and volume of patient records that can be requested through batch process?

All health plans that work in the state of Oregon request HEDIS data on a regular basis, which is the responsibility of one fulltime employee to manage. The State does not have further data readily available at this time.

Document Name: ALERT IIS Request for Proposals Page: 10 Section: 2.3.2 Project Overview and Background Paragraph Number: 4 Question: Can you please provide a list of state-required 'enhanced demographic information' data elements that need to be recorded in the new IIS solution?

The ALERT IIS will be required to collect demographic data in compliance with applicable laws, regulations, and policies.

There are no additional requirements at this time; this will need to be revisited at the time of implementation.

Document Name: S-DASOBO-00012374 Attachment H Business Needs_Solution Requirements Page: Section: 5. Administer System Number: SLWF_002 Question: The RFP notes support for multiple school law workflows and references MESD as an example. Can OHA provide additional detail on the distinct workflows that must be supported (e.g., differences across counties, ESDs, or school districts), including any variations in roles, responsibilities, and process steps between schools, intermediaries (such as MESD), and public health?

A new reporting system must allow for automated workflows ranging from uploading a roster, to data exchange with a school, to data being submitted for multiple schools such as an education service district. Throughout the state there are differences in who completes and submits data for schools. Data can be collected and submitted to the local health authority by school staff or by district/organization staff for multiple sites in their jurisdiction, for example, Southern Oregon Head Start.

Document Name: S-DASOBO-00012374 Attachment H Business Needs_Solution Requirements Page: Section: 6. Manage Orgs and Facilities Paragraph Number: MO_052.a Question: The requirement indicates that applicants from unauthorized organizations must be able to search the system prior to enrollment. Can OHA clarify the type and scope of search functionality expected (e.g., provider lookup, organization validation, existing record search), including any limitations on data visibility for unauthenticated or pre-enrollment users?

Will be answered in a Q&A update.

Data Migration. What are the legacy system(s) that will be the source of data for the data migration? Is it just ALERT IIS or are there others?

The legacy systems include the current ALERT IIS, the Immunization Record Information System (IRIS), and the Partner Organization System Tracking (POST). See RFP Section 1.1, "Introduction".

S-DASOBO-00000477

ALERT IMMUNIZATION INFORMATION SYSTEM (ALERT IIS)

RFP QUESTIONS AND ANSWERS

Interfaces. To confirm, is this the list of interfaces that are in scope for the initial go-live:

Electronic Health Records (EHRs), Vital Records, VtrckS, CDC IZ Gateway

POST PMI

Student Information System (SIS) Single Sign On (MS Active Directory) SmartyStreets

Refer to Exhibit H, Business Needs and Solution Requirements.

15 Help Desk. To confirm, does Oregon request any services to directly perform Tier 1 Help Desk at this time? No.

Training. Please help provide some context on these training aspects:

a. Total trainee headcount by role group Number of desired onsite sessions

a. The exact training needs for the ALERT IIS Replacement will need to be collaboratively determined as part of contract negotiations and planning. For reference purposes, the following counts for active users in the current ALERT IIS are as follows:

Dev/Sys Admin - 10 State Admin - 50 Data Transfer (not EHR vendors) - 10 Query only - 2000 School/childcare - 12,000 Standard User - 6,500 Super User - 4,000

*Note these are current and active roles and does not account for staff turnover.

See SOW Section 3.10.1.2, "Training Methods in the Scope of Work".

17 Public Portal Content. How many languages will be required and will the state provide translations? Will be answered in a Q&A update.

18 Will the Government allow Remote work employees to satisfy the scope listed in the RFP #S-DASOBO-00012374?

Remote work must be performed in accordance with State of Oregon information security requirements and related policies. See security requirements in the RFP and Attachment A, Sample Contract.”

Will the Government provide post-event documentation from the Pre-Proposal conference including slide deck, lists of registered attendees, and Q&A documents?

Yes.

The "sample" contract has a professional liability requirement of not less than $10M. Will the actual contract have Technical E&O at $10M as well?

See RFP Section 5.4.1, "Negotiation".

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