SUPTRS Certification RFI.pdf

Bureau of Behavioral Health Wellness and Prevention

And

Office of Information Technology Project Management Office

Date: March 14, 2025

1 Project Overview

1.1 Background

1.2 Business/Program Need

1.3 Project Objectives

1.4 Project Scope

2 RFI Process

2.1 Process and Approach

2.2 Evaluation Process

2.3 Response Instructions

2.4 Estimated RFI Timeline

2.5 Single Point of Contact

2.6 RFI Question and Answer Process

2.7 RFI Response Submission Location

3 Reference Library 4 Vendor Information 5 SYSTEM Functionality Information 6 Technical Information

6.1 Technical Specifications

6.2 Technical Specification Questions

7 Security Information

7.1 Security Information

7.2 Security Information Questions

8 Estimated Timeline 9 Pricing Model 10 Other Information 11 Applicable Regulations Governing Procurement 12 General Terms and Conditions

13 ACRONYMS

14 DEFINITIONS

Table 3.1 Reference Library Table 4.1 Vendor Information Table 6.1 Technical Specifications Table 6.2 Technical Specification Response Choices Table 6.3 Technical Specification Questions Table 7.1 Security Information Table 7.2 Security Information Response Choices Table 7.3 Security Information Questions Table 8.1 Estimated timeline Table 9.1 Pricing Model Table 10.1 Other Information Table 13.1 Acronyms

1 PROJECT OVERVIEW

1.1 Background

The State of Nevada Division of Public and Behavioral Health (DPBH) is seeking to identify qualified vendors interested in providing information about a comprehensive Substance Use, Prevention, Treatment, and Recovery Services (SUPTRS) Certification Application SaaS solution for the Bureau of Behavioral Health Wellness and Prevention (BBHWP). This Request for Information (RFI) will provide information on the vendor and its solution; how their solution meets the stated system specifications in Sections 5, 6 and 7; and the estimated implementation costs and ongoing operational costs, Section 9.

Pursuant to NAC 458.103, a program must be certified by DPBH to be eligible for any state or federal money for alcohol and drug abuse programs administered by the DPBH pursuant to chapter 458 of NRS for the prevention or treatment of substance-related disorders.

As the current SaaS permitting and licensing solution is limited in its functionality, the program is committed to modernizing and simplifying the certification application process, ensuring compliance, and facilitating seamless interactions with the applicants and processor.

On a high level, certifications are classified into following major categories – Non-treatment/ Prevention, Treatment, and Detoxification Technicians. There are subcategories for Prevention and Treatment certification types. Each certification entails specific requirements, including application forms, endorsements, relevant documentation, and fee structures. The certification application process typically involves stages like Initial Application (Intake), Materials Processing (Review), Content Materials Review & Facility Review (Process), and decision-making. Content Materials Review and Facility Review stages are currently outsourced to The Center for the Application of Substance Abuse Technologies (CASAT). Certain certification types may have prerequisites or dependencies;

for instance, an I-TF number issued by Substance Abuse Mental Health Services Administration (SAMHSA) is necessary before initiating the certification application for treatment service providers. Upon approval of the certification application, applicants gain the ability to print their initial certification report and certificate(s). All certificates must be renewed within 60 days before their expiration dates. However, each certified service has its own unique expiration date.

All applicants must utilize a web-based tool for certification applications; no in-person or mail submissions are accepted.

In future, BBHWP anticipates including mental health programming related certification types to the system.

1.2 Business/Program Need

Currently, the Division of Public and Behavioral Health (DPBH) uses the ALiS online licensing and certification SaaS software from Aithent for their SUPTRS Certification application process. This RFI is specific to the BBHWP that includes SUPTRS certification process and any future certification types. The current system supports over 600 certificates and more than 300 providers. There are up to 10 users serving as reviewers, processors, and having access to reporting capabilities.

However, this Request for Information (RFI) aims to evaluate available modern SUPTRS certification application systems that offer workflow automation, self-service tools, scalability, and a secure solution. In addition to the SaaS solution, the vendor must provide implementation, maintenance, and ongoing support.

The purpose of this document is to identify qualified vendors or contractors who have implemented systems and services with similar scope to this RFI. We request that vendors provide information on one-time (implementation) and ongoing costs, as well as an estimated timeline for implementation.

We encourage interested and qualified vendors to participate in this RFI process.

1.3 Project Objectives

The primary objective is to streamline and optimize the current certification application process and migrate to a modern certification application system to enhance efficiency, productivity, and applicant engagement.

• Receive Information from qualified and interested vendors using the Request for Information (RFI) process. No Contract award will result from this RFI.

• Confirm SUPTRS Program has funding available to complete the implementation, data migration and ongoing operational costs.

• Evaluate and select a comprehensive SUPTRS certification application solution that incorporates modern and innovative technology that will bring better quality and efficiencies to the SUPTRS certification process for State of Nevada citizens using the State of Nevada Purchasing Request for Proposal (RFP).

• Implement the selected SUPTRS certification application solution, including all the associated components, interfaces, and data migration.

1.4 Project Scope

The overall scope is to implement, maintain, and support a fully functional system that supports SUPTRS’s certification’s key business functions pursuant to NRS 458. The following is a high-level summary of key project deliverables and milestones.

1. Project management services

2. Validate requirements, process, and business rules (this can include a “gap analysis”)

3. System design, development, and configuration

4. Data migration

5. End user and System Administration training

6. User Acceptance Testing

7. Go Live to new system.

8. Service Level Agreement for technical and functional Key Performance Indicators (KPI)

9. Customer Support and Training

The new system should include the minimum following features or functions:

1. User Registration and Profile management – Ability for a Business entity, Division Partner, State users, and a Person to register manage.

2. Single sign on Integration – MFA is required, the system should be able to integrate with agency’s Single Sign on Platform

3. Certification Application Management – Ability for the applicant to fill out necessary forms, upload relevant documents and collaborate with State reviewers and Processors. Review the Certification process at Behavioral Health NV portal -https://behavioralhealthnv.org/about/

4. Certification Application Workflow Automation – Configurable workflow automation by non-technical users to review, process, and decide on applications.

5. Certification Application Tracking – Application status tracking and communication.

6. Certificate Management – Create, manage, and renew certificates.

7. Certificate Tracking and Reports – Ability to track and monitor corrective action plans based on site visits, with durations of 1-6 months, 6 months, 12 months, or 24 months.

8. Certificate Fee Management – Configurable fee management by non-technical users to calculate fees for each certification type and charge the applicant.

9. Critical Incident Management – The incident management system should allow providers the ability to report incidents and notify the Bureau within a specific time frame. It should be able to track the amount of time from an incident being reported, follow up and incident closure and track the incident priority from low, med, high.

10. Complaint Management – The Complaint Management system must allow an unauthenticated user to submit a complaint and track. Internal users must have the ability to process and provide resolution to the complaint.

11. Integration Capabilities – Integrate with State payment processor for payment processing. Ability to integrate with document signing services such as DocuSign, other licensing systems, 988 systems, data lake, and so on.

12. Public Portal – A 24x7 responsive public portal for applicants to apply, renew, track applications, and communicate with the division on any incidents.

13. Reporting and Analytics – Provide comprehensive reporting and analytics platform with standard and custom reports.

14. Customization and Configurability – Easy to customize and configure each certification business process.

15. Security and Access Controls-Ability to meet agency, state, and federal security requirements and standards.

16. Public Search – It includes a public search feature, enabling both internal and external users to easily find and access relevant public information. At the same time, strict security measures will be in place to safeguard confidential data, ensuring that only authorized personnel can view or manage sensitive information.

2 RFI PROCESS

2.1 Process and Approach

This Request for Information (RFI) is to gather potential Vendor information regarding SUPTRS Certification application processing solutions and their services/products that meet the need of the proposed project as stated in Section 1 Project Overview. The State’s expectation is to develop a comprehensive Request for Proposal (RFP) after the evaluation of the RFIs is complete.

https://behavioralhealthnv.org/about/

2.1.1 Project Management Narrative (not to exceed 1000 words) What is your approach to managing this project administratively – implementation, system administration, contract, customer relationship, etc.? If subcontractors shall be used for any of the tasks, indicate what tasks and the percentage of time subcontractor(s) shall spend on those tasks.

2.1.2 Technical Approach Narrative (not to exceed 1000 words) Describe the typical technical methodology and approach you use for this similar size and scope of the project

2.1.3 Training Approach Narrative (not to exceed 1000 words)

What is your approach to training and support applicants, State users, and Processors?

2.1.4 Organizational Change Management Approach Narrative (not to exceed 1000 words)

What is your approach with Organizational Management for this similar size and scope of the project?

2.2 Evaluation Process

The intent of this RFI is to evaluate vendor offerings in preparation for a competitive RFP process. No Contract award will result from this RFI.

2.3 Response Instructions

All vendor responses will need to include narratives mentioned in section 2.1.x and the tables in each section as stated below:

• Section 2.1.1. Project Management Narrative (no more than 1000)

• Section 2.1.2. Technical Approach Narrative (no more than 1000)

• Section 2.1.3. Training Approach Narrative (no more than 1000)

• Section 2.1.4. Organizational Change Management Approach Narrative (no more than

1000)

• Table 4.1 Vendor Information

• Table 5.1 Functional Specifications Response Choices

• Table 5.2 System Functionality Questions

• Table 6.1 Technical Specifications

• Table 6.2 Technical Specification Response Choices

• Table 6.3 Technical Specification Questions

• Table 7.1 Security Information

• Table 7.2 Security Information Response Choices

• Table 7.3 Security Information Questions

• Table 8.1 Estimated timeline

• Table 9.1 Pricing Model

• Table 10.1 Other Information

Responses to this RFI should be concise and relevant. Promotional and marketing material are neither required nor desired.

2.4 Estimated RFI Timeline

RFI Release Date: Friday, 03/14/2025

Questions Submission Deadline Date: 03/28/2025 by 3:00 PM

Response to Questions Date: 04/11/2025 by 3:00 PM

RFI Response Deadline: 05/02/2025 by 3:00 PM

All times stated are Pacific Standard Time (PST). The State reserves the right to modify these dates at any time.

2.5 Single Point of Contact

All vendors respond via NevadaEPro.

2.6 RFI Question and Answer Process

Please submit any questions by the “Questions Submission Date” in Section 2.4 through NevadaEPro. These questions with answers will be posted to Nevada ePro by the “Response to Questions Date” listed in Section 2.4.

2.7 RFI Response Submission Location

Please upload the RFI responses in pdf format, via NevadaEPro no later than the RFI response deadline date listed in Section 2.4.

3 REFERENCE LIBRARY

For reference please be sure to read the following materials:

Table 3.1 Reference Library

Relevant Content or

Document Title

Link to Document

NAC 458 https://www.leg.state.nv.us/nac/NAC-458.html#NAC458Sec103

NRS 458 https://www.leg.state.nv.us/nrs/nrs-458.html

Application for State Certification https://dpbh.nv.gov/Programs/ClinicalSAPTA/dta/Partners/Certificatio n/CertificationHome/

SUPTRS (formerly

SAPTA)

https://nvsapta.aithent.com/LoginSapta.aspx

Certification Search https://nvsapta.aithent.com/Protected/LIC/LicenseeSearch.aspx?Progr am=HFF&PubliSearch=Y&returnURL=~/LoginSapta.aspx?TI=0#noback

Fees of Division https://www.leg.state.nv.us/nac/NAC-458.html#NAC458Sec138

The Center for the Application of Substance Abuse Technologies (CASAT) https://casat.org/

DPBH Online Licensing System (HCQC, Child Care, and Environmental Health) https://nvdpbh.aithent.com/login.aspx

Behavioral Health Nevada - CASAT Certification Process – https://behavioralhealthnv.org/about/

Facility Registration (I- TF number) https://findtreatment.gov/facility-registration/application-form

National Substance Use and Mental Health Services Survey (N-

SUMHSS)

https://www.datafiles.samhsa.gov/dataset/national-substance-use-and-mental-health-services-survey-2021-n-sumhss-2021-ds0001

Search For treatment providers https://findtreatment.gov/locator

HL7 website http://www.hl7.org/

Business Continuity Planning Suite https://www.ready.gov/business-continuity-planning-suite https://www.leg.state.nv.us/nac/NAC-458.html#NAC458Sec103 https://www.leg.state.nv.us/nrs/nrs-458.html https://dpbh.nv.gov/Programs/ClinicalSAPTA/dta/Partners/Certification/CertificationHome/ https://dpbh.nv.gov/Programs/ClinicalSAPTA/dta/Partners/Certification/CertificationHome/ https://nvsapta.aithent.com/LoginSapta.aspx https://nvsapta.aithent.com/Protected/LIC/LicenseeSearch.aspx?Program=HFF&PubliSearch=Y&returnURL=~/LoginSapta.aspx?TI=0#noback https://nvsapta.aithent.com/Protected/LIC/LicenseeSearch.aspx?Program=HFF&PubliSearch=Y&returnURL=~/LoginSapta.aspx?TI=0#noback https://www.leg.state.nv.us/nac/NAC-458.html#NAC458Sec138 https://casat.org/ https://nvdpbh.aithent.com/login.aspx https://behavioralhealthnv.org/about/ https://findtreatment.gov/facility-registration/application-form https://www.datafiles.samhsa.gov/dataset/national-substance-use-and-mental-health-services-survey-2021-n-sumhss-2021-ds0001 https://www.datafiles.samhsa.gov/dataset/national-substance-use-and-mental-health-services-survey-2021-n-sumhss-2021-ds0001 https://findtreatment.gov/locator http://www.hl7.org/ https://www.ready.gov/business-continuity-planning-suite

Center for Internet Security https://www.cisecurity.org/

Centers for Medicare & Medicaid Services https://www.cms.gov/

Certification of Health

IT

https://www.healthit.gov/topic/certification-ehrs/certification-health-it

Health Insurance Portability and Accountability Act of

1996 (HIPAA)

https://www.cdc.gov/phlp/publications/topic/hipaa.html

Information and Communication Technology, Revised 508 Standards and 255 Guidelines https://www.access-board.gov/ict/

Nevada Enterprise IT Services https://it.nv.gov

Nevada Enterprise IT Services State Information Security Policies, Standards, and Procedures https://it.nv.gov/Governance/Security/State_Security_Policies_Standards ___Procedures/

Official Website of The Office of the National Coordinator for Health Information Technology (ONC)

Official Website of The Office of the National Coordinator for Health Information Technology (ONC)

PART 2 –

Confidentiality of Substance Use Disorder Patient Records https://www.ecfr.gov/current/title-42/chapter-I/subchapter-A/part-2

NIST-SP 800-53 v5.X

Security and Privacy Controls for Information Systems and Organizations https://csrc.nist.rip/publications/detail/sp/800-53/rev-5/final

NIST-SP 800-63B

Digital Identity Guidelines:

Authentication and Lifecycle Management https://csrc.nist.gov/publications/detail/sp/800-63b/final https://www.cisecurity.org/ https://www.cms.gov/ https://www.healthit.gov/topic/certification-ehrs/certification-health-it https://www.cdc.gov/phlp/publications/topic/hipaa.html https://www.access-board.gov/ict/ https://it.nv.gov/ https://it.nv.gov/Governance/Security/State_Security_Policies_Standards___Procedures/ https://it.nv.gov/Governance/Security/State_Security_Policies_Standards___Procedures/ https://www.ecfr.gov/current/title-42/chapter-I/subchapter-A/part-2 https://csrc.nist.rip/publications/detail/sp/800-53/rev-5/final https://csrc.nist.gov/publications/detail/sp/800-63b/final

SOC 2® - SOC for Service Organizations:

Trust Services Criteria https://us.aicpa.org/interestareas/frc/assuranceadvisoryservices/aicpaso c2report

United States Core Data for Interoperability https://www.healthit.gov/sites/default/files/page2/2020-03/USCDI.pdf

W3C Accessibility Standards Overview https://www.w3.org/WAI/standards-guidelines/

WCAG 2 Overview https://www.w3.org/WAI/standards-guidelines/wcag

4 VENDOR INFORMATION

Table 4.1 Vendor Information

Question Vendor Response Vendor Name A brief Company history Headquarters location Alliances, affiliations, joint ventures, parent companies, other trade names, and any other related business activity pertinent to the RFI

Subcontractors’ information Any legal issues?

Is your solution certified by the Office of the National Coordinator (ONC) Health IT?

Previous three-years revenue and next year targets

List your relevant competitors Customer support and service-level offerings

Training offerings and approach (Train the Trainer, End User, etc.)

Number of customers using similar solution of size and complexity

Experience in relevant field (Years)

Project Management Lifecycle Approach (PMLC)

Implementation Approach https://us.aicpa.org/interestareas/frc/assuranceadvisoryservices/aicpasoc2report https://us.aicpa.org/interestareas/frc/assuranceadvisoryservices/aicpasoc2report https://www.healthit.gov/sites/default/files/page2/2020-03/USCDI.pdf https://www.w3.org/WAI/standards-guidelines/ https://www.w3.org/WAI/standards-guidelines/wcag

Question Vendor Response Software Development Lifecycle Approach (SDLC)

If requested, will you conduct a demonstration at no cost to the State?

5 SYSTEM FUNCTIONALITY INFORMATION

Listed below are the specific functional specifications sought by the Division to be implemented. Please check one box for each item to indicate the extent to which your product has the functional specification, as follows:

Table 5.1 Functional Specification Response Choices

Extent Meets Item

Definition

Fully Met Product fully meets all aspects of the item (Yes) Partially Met Product meets some but not all aspects of the item; please give a brief explanation of what aspects of the item are not met

Pending Product currently does not meet the item, but the feature is in development or planned for a release within the next 12 months

Not in Base Product

Product does not have this feature/characteristic but can be developed/customized for the State

Not Met Product does not have this feature/characteristic and cannot be added later

Use the explanation field to further address Partially Met category or any other information that is relevant. Please use the following checklist for your RFI response.

Table 5.2 System Functionality Questions

Item # Item Status

5.1.1 General Vendor Response

5.1.1.1 Is the system a web-based

application and browser agnostic?

Explanation:

☐ Fully Met

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.2 Does the system allow

administrators the ability to configure user provisioning with associated roles and responsibilities.?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.3 Does the system comply with

Nevada statutes regarding data retention, archival and destruction.?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.4 Does the system have the capability

to configure the user experience

☐ Fully Met

Partially Met

Pending

☐Not in Base Product

☐ Not using role-based authority and to a specific user

5.1.1.5 Does the system have data export

functionality in multiple formats including, but not limited to Excel, CSV, PDF, XML, and Word? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.6 Does the system have the capability

to dynamically scale the solution as demand increases, including scalability exceeding agreed upon peaks in cases of unforeseen spikes in demand?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.7 Does the system have the capability

to add or remove certification types, levels of services, endorsements?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.8 Does the system have the capability

to automatically flag registered provider to update their information once a year or any configurable period?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.9 Does the system have the capability

to notify via email to all active registered providers to verify and validate registration information? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.10 Does the system have the capability

to configure which fields are allowable to edit for authorized users? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.11 Does the system have the capability

to add, modify, archive, and delete endorsement?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.12 Does the system have the capability

on one or more fields to search certifications, applicants, site locations? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.1.13 Does the system have the capability

to filter, sort, export and print the search results in any grid?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.2 Registration Process

Business Registration

5.1.2.1 Does the system have the capability

to create an account for a business?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.2.2 Does the system have the capability

to collect and store fields including but not limited to Provider Name, DBA, Contact Information, NV business ID, email ID, mailing address, phone number?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.2.3 Does the system have the capability

for the user to upload required documents such as NV business ID, local jurisdiction licenses etc.? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.2.4 Does the system have the capability

to validate an email address?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.2.5 Does the reviewer have the ability to

accept or reject account creation?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

Individual Registration

5.1.2.6

Does the system have the capability to create an account as an Individual and as a Detox Technician?

Partially Met

Pending

☐Not in Base Product

☐ Not

5.1.2.7 to collect and store demographics fields including but not limited to applicant Name, DOB, SSN, mailing address, online login information?

☐ Fully Met

Partially Met

Pending

☐Not in Base Product

☐ Not

5.1.2.8 to collect information on whether the applicant has been convicted of a felony, including but not limited to, the date of conviction and a description of the offense?

☐ Fully Met

Partially Met

Pending

☐Not in Base Product

☐ Not

5.1.2.9 to flag applicants with a felony conviction?

☐ Fully Met

Partially Met

Pending

☐Not in Base Product

☐ Not

5.1.2.10

Do internal users have the ability to review and approve registrations?

☐ Fully Met

Partially Met

Pending

☐Not in Base Product

☐ Not

5.1.2.11 of activity log to record transaction activity?

☐ Fully Met

Partially Met

Pending

☐Not in Base Product

☐ Not

5.1.3 Application Process

Initial Application

5.1.3.1 Does the system have the capability

to submit an application for each certification type, levels of service, and endorsements for each location?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.2 Does the system have the capability

to capture point of contact, site location address, I-TF number for each location? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.3 Does the applicant have the option

to choose the name on the certificate as Provider name or Doing Business As (DBA) or both for each location?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.4 Does the system have the ability for

the applicant to upload required documents based on a checklist per certification type, levels of service, and endorsement?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.5 Does the system have the capability

to guide the applicant with step-by-step process?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.6 Does the system have the capability

to allow reviewers and processors to lock or unlock the application, preventing or permitting for any changes by the applicant?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.7 Does the system have the ability for

applicants to perform actions created by reviewers and processors such as: missing information, missing documents?

Partially Met

Pending

☐Not in Base Product

5.1.3.8 Does the system have the capability

to save the progress of an application and complete the application at a later time? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.10 Does the system have the capability

to track the status of the application(s)?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.11 Does the system have the capability

to notify via email or text when key milestones are reached?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.12 Does the administrator have the

ability to configure key milestones and notifications?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.13 Does the system have the capability

to dynamically adjust the application based on the certification type, level of service, or endorsement? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.14 Does the system have the capability

to generate a unique ID for each certification application?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.15 Does the system have the capability

to create custom workflows based on the Certification Type, level of service and endorsement? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.16 Does the system have the capability

to choose an endorsement for each level of service as applicable?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.17 Does the system have the capability

to validate I-TF number by address for treatment agencies?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.18 Does the applicant have the ability

to download the policies and procedures form checklist.?

Partially Met

Pending

☐Not in Base Product

☐ Not

Renewal Application

5.1.3.19 Does the system must have the

capability to automatically send renewal notification for 30, 60, 90 days prior to the expiration date that are eligible for renewal.?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.20 Do the applicants have the ability to

add or remove Certification types or levels of service or endorsements for an existing location? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.21 Does the system have the capability

to configure the list of required documents?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.22 Do the applicants have the ability to

upload all the required documents?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.23 Does the system have the capability

to prefill the information for the renewal application?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.24 Do the applicants have the ability to

edit permitted information such as contact information?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

Payments

5.1.3.25 Does the system have the capability

to integrate with State payment processor - currently Wells Fargo payment processor? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.26 Does the system have the capability

to calculate costs based on each site location, certification type, levels of service, and endorsement? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.27 Does the system have the capability

to send an email to include the invoice and payment receipt?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.3.28 Does the system have the capability

to create a detailed payment report for a period of time that includes but is not limited to transaction date, provider name, certification type, Partially Met

Pending

☐Not in Base Product levels of service, endorsement, cost, and payment method?

5.1.3.29 Does the system have the capability

for authorized users to view, download, print the invoice?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.4 Review Process

5.1.4.1 Do the reviewers have the ability to

validate the submitted application?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.4.2 Do the reviewers have the ability to

validate documents?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.4.3 Does the reviewer have the ability to

lock or unlock the application for the applicant to provide missing or additional information? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.4.4 Does the system have the capability

to notify the applicant to take an action and action details when the reviewer finds missing or additional information needed?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.4.5 Does the system have the capability

to search the work queue including but not limited to application status, staff assigned, submitted date? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.4.6 Does the system have the capability

to search the work queue including but not limited to application status, staff assigned, submitted date? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.4.7 Does the reviewer have the ability to

assign a processor after the completion of the review?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.4.8 Does the system have the capability

to assign one or more processors or reviewers?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.4.9 Does the system have the capability

to identify and flag additional details of the application - New Business, ☐ Fully Met

Partially Met

Pending

☐Not in Base Product existing business adding a location, existing business with an existing location modifying their level of service?

5.1.5 Process Applications

5.1.5.1 Do the Processors have the ability to

assign one or more staff to the submitted application?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.5.2 Does the Processor have the ability

to download documents related to each submitted application with a single click.? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.5.3 Does the Processor must have the

ability to access all documents related to each submitted application.? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.5.4 Does the Processor have the ability

to communicate with reviewer or applicants or both within the system? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.5.5 Does the Processor have the ability

to review the submitted Policy and Procedure checklist.?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.5.6 Does the processor have the ability

to add notes to each Policy and Procedure checklist form for collaboration with the applicant/provider?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.5.7 Does the system have the capability

to notify applicant and request they provide additional information and documents? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.5.8 Does the Processor have the ability

to upload multiple reports related to the submitted application?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.5.9 Does the system have the capability

to designate which documents or reports are accessible to the provider and applicant? Explanation:

Partially Met

Pending

☐Not in Base Product

5.1.5.10 Does the system have the capability

to set the status of a submitted application as “No Response” due to applicant not responding to request for information?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.6 Decision Process

5.1.6.1 Does the system have the capability

to generate a certificate that includes, and is not limited to:

Providers name, location, list of certification types and related levels of service, endorsement, issue date, expiration date?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.6.2 Does the system have the capability

to configure the certificate title to display the provider's name, the DBA (Doing Business As) name, or both.? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.6.3 Does the authorized user have the

ability to manually enter or alter a certificate, including the certification issue date? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.6.4 Does the authorized user have the

ability to manually enter or alter a certificate, including the certification expiration date? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.6.5 Does the system have the capability

to automatically schedule and send notifications to certificate holders before the expiration date? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.6.6 Does the system have the capability

to configure to display specific information on the Certificate based on the certification type and site location?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.6.7 Does the applicant have the ability

to download the certificate in electronic format - pdf?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.6.8 Does the applicant have the ability

to print the certificate?

Partially Met

Pending

☐Not in Base Product

☐ Not

5.1.7 Document Management

5.1.7.1 Does the system have the capability

to upload multiple documents simultaneously?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.7.2 Does the system have the capability

to download multiple documents simultaneously.?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.7.3 Does the system have the capability

to preview the document without downloading it?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.7.4 Does the system have the capability

to annotate and comment on the documents?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.7.5 Does the system have the capability

to share the annotated document with both internal users and external users? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.7.6 Does the system have the capability

to organize documents in folders for each application (for e.g.: initial application, provider reports, certification)?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.7.7 Does the system have the capability

to automatically create a set of standard folders for the applicant and internal users to upload/download documents.?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.7.8 Does the system have the capability

to add new folders?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.7.9 Does the system have the capability

to assign roles or permissions to each folder so that internal users can configure the folders access for internal and external users?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.7.10 Do all users have the ability to access

documents even after issuance of certificate, as well as after incident resolution and compliant resolution? Explanation:

Partially Met

Pending

☐Not in Base Product

5.1.8 Incidents and Complaints Management

Incidents

5.1.8.1 Do the providers have the ability to

report a critical incident that meets with NAC 458.153 3(e).?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.2 Do the providers have the ability to

upload supporting documentation related to the incident?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.3 Do the reviewers have the ability to

view and act on the reported incidents?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.4 Do the reviewers have the ability to

collaborate with the providers related to the incident for any missing or additional information? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.5 Does the system have the capability

to record activity including but not limited to date, notes, attachments etc.? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.6 Does the system have the capability

to track the status of the incident?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.7 Does the system have the capability

to track both internal status and external status for each incident?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.8 Does the system have the capability

to notify the provider's preferred notification method for incident status update? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.9 Does the system have the capability

to send a notification on the final resolution along with any supporting documents attached? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.10 Does the system have the capability

for authorized internal users to record an incident.?

Explanation:

☐ Fully Met

Partially Met

Pending

☐Not in Base Product

Complaints

5.1.8.11 Does the external user have the

ability to submit a complaint online by filing a form related to compliance, service levels, service quality or any other concerns. The online form must include following fields but not limited to:

a. Program name

b. Event Date

c. Complaint Number

d. Identification information - Name, phone, email etc.

e. Notification list

f. Diagnosis

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.12 Does the external user have the

ability to submit and track a complaint without need for authentication? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.13 Does the external user have the

ability to attach supporting documents or media (e.g., photos, PDFs) when submitting a complaint?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.14 Does the system have the capability

to send a confirmation notification (e.g., email) upon successful complaint submission? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.15 Does the external user have the

ability to track the status of their complaint post-submission?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.16 Does the external user have the

ability to view detailed updates or responses from internal users regarding the progress or resolution of their complaint?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.17 Does the internal user have the

ability to manually assign complaints to the appropriate staff based on the type of complaint (compliance, service levels, service quality)?

Partially Met

Pending

☐Not in Base Product

5.1.8.18 Does the internal user have the

ability to view and update the status of a complaint throughout its lifecycle.? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.19 Does the internal user have the

ability to upload documents while logging an action for a complaint?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.20 Does the internal user have the

ability to manually escalate complaints to a higher role-based authority or department when necessary?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.21 Does the internal user have the

ability to set resolution deadlines or service level agreements (SLAs) for each type of complaints? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.22 Does the internal user have the

ability to generate reports on complaint trends, resolution times, and backlog for performance analysis?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.23 Does the administrator user have

the ability to audit system activity, including tracking updates made to complaints by internal users? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.24 Does the administrator have the

ability to configure and manage the prioritization criteria for complaints based on severity or urgency? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.25 Does the system have the capability

to forward (via email, export to pdf, etc.,) the entire complaint form and its related attachments to another division or program?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.26 Does the system have the capability

to export and print the complaint in a standardized format?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.8.31 Does the solution allow for

consistency of data entry methodology between various ‘modules’ (billing, managed care, etc.)?

Partially Met

Pending

☐Not in Base Product

5.1.9 Reports

5.1.9.1 to send Certification summary report to include list of certifications that are due for renewal in 30, 60, 90 days?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.9.2 Does the system have the capability

to produce and send the certifications aggregation summary report on a regular basis - monthly, quarterly etc. The summary includes but not limited to- count of active certifications, count of expiring certifications, count by certification type?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.9.3 Does the system have the capability

to generate monthly revenue report?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.9.4 Does the system have the capability

to generate monthly activity report?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.9.5 Does the system provide the State

ad hoc reporting capabilities that can execute reports within the solution's "User Experience (UX)”? Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.9.6 Does the system have any

dashboard capabilities by role?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.9.7 Does the system allow data

extracts? If so, what format are they?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

5.1.9.8 Is there an available data schema

that is provided to customers and updated when changes are made?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6 TECHNICAL INFORMATION

Please include your information in the “Vendor Response” for specified technical components and capabilities. Please use the following template for your RFI response.

6.1 Technical Specifications

Table 6.1 Technical Specifications

Questions Vendor Response Vendor Name

Software development framework/language (i.e. open source, Microsoft, Java, etc.) and current version implemented

Reporting and data analytics platform (i.e. Tableau, data warehouse, SAS, etc.) and current versions implemented

Document storage limits (Any limits for uploads and downloads and limits on multiple documents upload and download?)

Third party components

End user online self-help features

Scalability

Performance and Availability

Software end of life management

Testing methodology

Underlying databases and supported and current versions implemented

Operating systems

(server and end-user)

Software as a Service

Concurrent user supportability

Importing and exporting data capabilities (i.e. ODBC)

Maintenance and Operations model

Integration approach – API, webservices etc.

Please explain how your solution/system, including any 3rd party devices, meet the

Questions Vendor Response Americans with Disabilities Act statutes, rules and requirements.

Please explain how your solution/system, including any 3rd party services, meet the current Section 508 of the Rehabilitation Act Information and Communication Technology (ICT) Accessibility 508 Standards and 255 Guidelines statutes, rules, and requirements.

6.2 Technical Specification Questions

Listed below are the specific technical specifications sought by the Division to be implemented statewide. Please check one box for each item to indicate the extent to which your product has the technical specification, as follows:

Table 6.2 Technical Specification Response Choices

Item

Definition

Fully Met Product fully meets all aspects of the item (Yes) Partially Met Product meets some but not all aspects of the item; please give a brief explanation of what aspects of the item are not met

Pending Product currently does not meet the item, but the feature is in development or planned for a release within the next 12 months

Not in Base Product

Product does not have this feature/characteristic but can be developed/customized for the State

Table 6.3 Technical Specification Questions

Item

Item Status

6.2.1 System Administration

6.2.1.2 Does the solution allow State

resources (Database Analyst, Data Scientist, etc.) access to the

☐ Fully Met

Partially Met

Pending

☐Not in Base Product

Item Status database tables and related attachments in a secure manner?

6.2.1.3 Does the solution meet NIST

SP800-63B Digital Identity Guidelines to include strong/complex passwords and authentication?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.1.4 Does the solution include a secure

user self-service to reset their passwords?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.1.5 Does the solution have the

capability to implement Role Based Access controls? (If yes, at what level?)

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.1.6 Does the solution have the

capability to decommission staff?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.1.8 Does the solution have the

capability to add custom functionality?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.1.9 Does the solution have the ability

to include new Federal/State requirements given time restraints?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.2 Support

6.2.2.1 Does your product team offer

system administration training (Please explain; Onsite, Webinar, Video, Train-the-Trainer, or etc.)?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.2.2 Does your solution offer, at a

minimum, 4 environments (training, test, staging, and production)? Explanation:

Partially Met

Pending

☐Not in Base Product

Item Status

6.2.2.3 Do you offer an expected call

back time for solution support? If yes, what is it?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.2.4 Does your solution offer an online

support portal for ticket submission?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.2.5 Do you offer after-hours support?

If yes, is there an additional cost?

Please note: State of Nevada is on Pacific Standard Time (PST) Explanation:

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.2.6 Do you prioritize problems, issues, defects (bugs) with the following identification: 1) Urgent/Critical; 2) High; 3) Medium; 4) Low? If not, what do you use?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.2.7 Does your maintenance and

operations team offer a maintenance schedule outside of the State’s normal business hours, 8am – 5pm PST?

State of Nevada is on Pacific Standard Time (PST)

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.2.8 Do you facilitate a User Group

Community? If so, please describe.

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.2.9 Does your solution offer

automatic updates? If so, what is the process? If not, what is the process for manual updates?

Describe what happens for an update that needs to be reversed.

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.3 Privacy

6.2.3.1 Does the solution have Break the

Glass functionality?

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.3.2 Does the solution track Break the

Glass access and transaction? If yes, please describe.

Explanation:

☐ Fully Met

Partially Met

Pending

☐Not in Base Product

Item Status

6.2.3.3 How do you protect data in a non-

production environment? Please explain how Personal Identifying Information (PII) and Personal Health Information (PHI)is secured/protected.

Partially Met

Pending

☐Not in Base Product

☐ Not Met

6.2.4 Technical

6.2.4.3 Does your company have a

current SOC 2 Type II audit report? If so, when was it last completed?

☐ Fully Met ☐ Partially

☐ Pending ☐Not in Base

Product ☐ Not Met

6.2.4.8 Does the solution have minimum

and optimal client endpoint system requirements met with current computing systems?

Please list the minimum and optimal end-point computing machine requirements.

☐ Pending ☐Not in Base

Product ☐ Not Met

6.2.4.9 Does your organization have a

fully developed Business Continuity Plan that includes Disaster Recover and Failover Plans that is tailored to your solution’s client’s environment?

Please provide an executive summary of the plans.

☐ Pending ☐Not in Base

Product ☐ Not Met

6.2.4.10 Does your solution offer APIs and

Webservices HL7 Fast Healthcare Interoperability Resources (FHIR) v5.0.0 compliant?

☐ Pending ☐Not in Base

Product ☐ Not Met

6.2.4.11 Does the solution leverage

multiple FHIR Versions? If yes, please explain.

Is a demonstration of the products FHIR interface available to the State that will allow the participating entity to comply with Centers for Medicare & Medicaid Services (CMS)-mandated interoperability rules?

☐ Pending ☐Not in Base

Product ☐ Not Met

6.2.4.12 Does the solution comply with

United States Core Data for

☐ Fully Met ☐ Partially

Met ☐ Pending ☐Not in Base

Product ☐ Not Met

Item Status

Interoperability (USCDI)? If yes, which version or versions?

Please provide sample data element descriptions that demonstrate the USCDI standardized set of health data classes being used for interoperability.

6.2.4.13 Does the solution have the

capability to purge/delete records based on State required retention schedules?

☐ Pending ☐Not in Base

Product ☐ Not Met

6.2.4.14 Does the solution have an

automated workflow to combine duplicate records? Explanation:

☐ Pending…