DEPARTMENT OF ADMINISTRATION

DIVISION OF PURCHASING

FOR

THE DIVISION OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

RFP02457

SaaS LONG-TERM CARE CLINICAL/FINANCIAL INFORMATION MANAGEMENT SYSTEM

1. RFP ADMINISTRATIVE INFORMATION

Tentative Procurement Schedule

RFP Title: Long-Term Care Clinical/Financial Information Management System

RFP Project Description: Information system to track clinical, financial and operational data at the Idaho State Veterans Homes.

RFP Lead: Gregöry Lindström, CPPO, CPPBInformation Technology Purchasing OfficerGregory.lindstrom@adm.idaho.gov

Pre-Proposal Conference: 7/17/12 @ 10:00 a.m. Mountain

Location: IDVS Division Headquarters351 Collins Road Boise, ID 83702

Teleconference Information: Call Number: 888-706-6468

Code: 121564

Deadline To Receive Questions: 7/27/12

Oral Presentations: Optional. If used, oral presentations will be scheduled with the selected vendors.

RFP Closing Date: See IPRO Header Document.

RFP Opening Date: 10:00 a.m. Mountain Time the following work day after closing.

Initial Term of Contract and Renewals: Initial term of contract will be for three (3) full production years. Thereafter and upon mutual agreement, the contract may be renewed annually. First renewal pricing will not exceed 4% over the initial terms’ year three (3) pricing. Thereafter, renewal pricing will not exceed 4% over the previous year’s renewal pricing without nullifying the renewal.

1.1 PURPOSEThe State of Idaho Division of Veterans Services (IDVS), through the Division of Purchasing (DoP), is requesting sealed proposals to obtain a Software as a Service (SaaS) clinical and financial information management system for the three Idaho State Veterans Homes.

The goal of this project is to identify a system that will meet or exceed current user expectations and regulatory requirements for business management, continuity of care and error prevention in a Long-Term Care (LTC) Skilled Nursing Facility (SNF). The ideal system would require no customization or tailoring, and would provide the potential for future expansion.

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Specifically, IDVS is looking for a clinical and financial information management system that provides the following.

1. An easily navigable user interface.

2. Internal and external communication capability.

3. Readily accessible standardized and easily created user-defined statistical reports.

4. Expandability to accommodate increases in the number of users.

5. The flexibility to accommodate both known and unanticipated changes to standard LTC clinical and business processes.

6. A pathway to the development of a paperless documentation system and eventual implementation of Electronic Health Records (EHR).

Billing and resident trust subsystems that will support Medicare, Idaho Medicaid and other third party payer billing, or billing based on assets or income, and which allows for mutual and/or separate analysis and assessment of clinical and billing costs.

1.2 PRE-PROPOSAL CONFERENCEA non-mandatory pre-proposal conference will be held at the location and date and time indicated in Section 1 above. This will be your only opportunity to ask questions of the State’s Division of Purchasing and the Idaho Division of Veterans Services (IDVS). All interested parties are invited to participate either by attending the conference or teleconference (reference Section 1 for teleconference information).

Interested bidders choosing to participate are asked to pre-register with the RFP Lead identified in Section 1. There is an eFile attached to this RFP for pre-registering for the teleconference.

Please complete and email the form to the RFP Lead no later than 7/16/12. It is requested that the email subject line state “RFP02457 Pre-Proposal Conference Registration.”

Potential bidders attending by phone are asked to limit their participation to two (2) phone

attendees due to limited telephone seats available

Any oral answers given by the State during the pre-proposal conference are unofficial, and will not be binding on the State. Conference attendance is at the participant’s own expense and is limited to three representatives from each vendor as space is limited.

1.3 SUBMITTING QUESTIONSQuestions regarding the RFP requirements, must be submitted via email and via the form provided with this RFP.

An eFile question form is attached to this solicitation in IPRO. Questions will only be received and considered via this form. It is requested that the email subject line state “RFP02457_questions.”

Questions must be received no later than the date stated in Section 1, or as amended.

Questions regarding the State of Idaho Standard Contract Terms and Conditions found at http://adm.idaho.gov/purchasing/purchasingrules.html, the State’s Business Associate Agreement, and terms and conditions found within this RFP, must also be submitted at this time. The State will not

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consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding the State’s terms and conditions, or the requirements of this RFP, must contain the following.

1. the rationale for the specific requirement being questioned by the proposer (define the deficiency);

2. the verbiage recommended by the proposer for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned;

3. an explanation of how the State’s acceptance of the recommended verbiage would be fair and equitable to both the State and the proposer.

Official answers to all written questions will be posted to IPRO as an amendment to this RFP.

Proposals which qualify the offer based upon the State accepting other terms and conditions

not found in the RFP or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the proposal will be given.

1.4 BACKGROUND INFORMATION

1.4.1 OVERVIEW OF ORGANIZATIONThe IDVS operates three (3) Idaho State Veterans Homes (ISVH) in Boise, Lewiston, and Pocatello, Idaho.  Each of the Homes is a skilled long-term nursing care facility licensed by the State of Idaho, Department of Health and Welfare, Bureau of Facilities Standards.  All three homes are certified by the Medicare and Medicaid programs. 

The ISVH-B is located at 320 Collins Road, Boise, Idaho.  The ISVH-B has a one hundred and thirty one (131) bed capacity and provides skilled nursing care to Idaho veterans.  The ISVH-B also provides care to Idaho veterans who require a lower level of care through its residential /domiciliary care unit which has thirty-six beds. 

The ISVH-P is located at 1957 Alvin Ricken Road, Pocatello, Idaho.  The ISVH-P has a sixty six (66)-bed capacity and provides skilled nursing care to Idaho veterans. 

The ISVH-L is located at 821 21st Avenue, Lewiston, Idaho.  The ISVH-L has a sixty six (66)-bed capacity and provides skilled nursing care to Idaho veterans.

1.4.2 OVERVIEW OF CURRENT NETWORK ENVIRONMENT

1.4.3 CURRENT APPLICATION PROFILE

Applications Impacted by this RFP

Vendor/Version Considering Replacement?

Interface Required (Yes/No)

UltraCare MDI YES (With this RFP) NoCareTracker Cerner Resource

SystemsNo Yes

ChargeTracker Cerner Resource No Yes

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Network Cisco LAN / WANWireless Capability 802.11n Draft 2

Systems

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1.4.4 CURRENT PC MINIMUM SPECIFICATION ENVIRONMENT

° i3 – i7 Processors

° Windows 7 Enterprise 64 Bit

° 4 GB RAM

° 120 GB HD

° Gigabit NIC

° 512 MB Video Card

1.4.5 CURRENT SERVER MINIMUM SPECIFICATION ENVIRONMENT

° 4 Processors, 10 cores per processor, 2 threads per core (80 threads)

° 1 TB RAM

° Windows Server 2008 R2 Datacenter w/various virtual servers

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2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS

2.1 PARTS OF A PROPOSALA proposal will consist of two distinct parts.

1) A Business and Scope of Work Proposal.

2) A Mandatory Cost Proposal.

The Mandatory Cost Proposal must be sealed separately from the Business and Scope of Work Proposal, and the Business and Scope of Work Proposal must not contain any pricing information.

Where possible, the Business and Scope of Work Proposal and the Mandatory Cost Proposal should be shipped in a single shipping container.

2.2 MANDATORY STATE SIGNATURE PAGEIt is mandatory that the proposal be submitted with the State supplied signature page (attached in IPRO). The signature page must contain an original handwritten signature executed in ink (preferably blue). Photocopied signatures or facsimile signatures are not acceptable and will result in a finding that your proposal is non-responsive.

The Mandatory State Signature Page must appear as the first page of the Business and Scope

of Work proposal. The ability to follow the prescribed formats for the Business and Scope of Work proposal is an evaluated criteria. Failure to place the Mandatory Signature Page as the first page of the Business and Scope of Work proposal will result in a loss of evaluation points.

Any qualified bidder may submit a proposal. Per Section 67-5730, Idaho Code, all bidders are qualified unless disqualified. Those bidders presently on the General Service Administration’s (GSA) “list of parties excluded from federal procurement and non-procurement programs” will be disqualified. Vendor information is available on the Internet at: http://epls.arnet.gov

Only one (1) proposal total will be received and considered per bidder.

2.2.1 The shipping container containing the proposal must be addressed to the RFP Lead and clearly marked “CONTRACT PROPOSAL – RFP02457 _SaaS Long-Term Care Clinical/Financial Information Management System.”

2.2.2 Each proposal must be submitted as follows.

° One (1) original and six (6) copies of the Business and Scope of Work Proposal;

° One (1) original and one (1) copy of the Mandatory Cost Proposal (sealed separate from the Business and Scope of Work Proposal).

The Business and Scope of Work Proposal should be double sided.

The original of the Business and Scope of Work proposal is to be labeled “ORIGINAL” on its cover. The original of the Mandatory Cost Proposal is to be labeled “ORIGINAL” on its cover.

2.2.3 Bidders must also submit one (1) electronic copy of all proposal materials on CD or USB device. Word or Excel format is required (the only exception is for financials or

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brochures). The format and content must be the same as the manually submitted proposal.

The electronic version must NOT be password protected or locked in any way.

If your proposal contains trade secret information which you have identified, also submit a redacted copy of the Business and Scope of Work Proposal with all trade secret information removed or blacked out.

“Trade secrets” as used in this section means information, including a formula, pattern, compilation, program, computer program, device, method, technique, process, or unpublished or in progress research that:

(a) Derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use; and

(b) Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

2.2.4 The Business and Scope of Work Proposal must be sealed, identified “Business and Scope of Work Portion of Proposal – RFP02457 _Long-Term Care Clinical/Financial Information Management System”.

2.1.5 The Mandatory Cost Proposal must be separately sealed, identified “Cost Portion of Proposal – RFP02457 _Long-Term Care Clinical/Financial Information Management System.”

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3. PROPOSAL FORMAT

DO NOT PROVIDE ANY COST INFORMATION IN YOUR BUSINESS SCOPE RESPONSE.

3.1 A proposal format is to be followed when submitting the Business and Scope of Work proposal. Response format begins at specification 3.3.

(E) Fifty (50) evaluation points are allotted to evaluate the bidder’s ability to follow the proposal format prescribed in this RFP. Twenty-five (25) evaluation points are allotted for the Business Proposal format, and twenty-five (25) evaluation points are allotted for the Scope of Work Proposal format. Bidders are forewarned to closely follow the prescribed format so as to receive full evaluated credit for following the format.

The proposal should sequentially follow the requirements, and for those requiring a response, repeat the requirement number and provide the response. Excessive referencing to other sections of a bidder’s proposal or marketing materials, is to be avoided.

3.2 EVALUATION CODESThe following evaluation codes are used within this document. The State reserves the right to seek clarification from the bidder, on any (M), (M, E), or (E) requirement response.

3.2.1 (M)  MANDATORY SPECIFICATION OR REQUIREMENTFailure to comply with any mandatory specification or requirement may render bidder’s proposal non-responsive and no further consideration given to the proposal.

3.2.2 (M,E)MANDATORY AND EVALUATED SPECIFICATION OR REQUIREMENTFailure to comply may render bidder’s proposal non-responsive. Bidder is to provide a written response to this specification demonstrating its understanding and stating how the offered solution complies with the specification or requirement. Points will be awarded based on predetermined criteria.

3.2.3 (E) EVALUATED SPECIFICATION OR REQUIREMENTBidder is to provide a written response. If not available, respond with “Not Available” or other response that identifies bidder’s ability or inability to supply the item or service. Failure to respond will result in zero (0) points awarded for the specification.

PROPOSAL FORMAT BEGINS HERE

BUSINESS PROPOSAL

3.3 (M) MANDATORY STATE SIGNATURE PAGE Reference 2.2 above. THE COMPLETED MANDATORY STATE SIGNATURE PAGE IS TO APPEAR AS THE FIRST PAGE OF THE BUSINESS PROPOSAL.

3.4 (M) COVER LETTERThe Business Proposal must include a cover letter on official letterhead of the bidder. The cover letter should include the bidder’s name, mailing address, telephone number, facsimile number, e-

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mail address, and name of bidder’s authorized proposal submission agent. The cover letter must identify the RFP Title and number, and must be signed, in ink, by an individual authorized to commit the bidder to the work proposed.

In addition, the cover letter must include the following.

Restate the requirement number when responding.

3.4.1 Identification of the bidder’s corporate or other legal entity status. Bidders must include their tax identification number. The bidder must be a legal entity with the legal right to contract.

3.4.2 A statement indicating the bidder’s acceptance of and willingness to comply with the requirements of the RFP (including any amendments) and attachments, including but not limited to the State of Idaho Standard Contract Terms and Conditions (http://adm.idaho.gov/purchasing/purchasingrules.html), and any terms and conditions contained within this RFP.

3.4.3 A statement of the bidder’s compliance with affirmative action and equal employment regulations.

3.4.4 A statement that bidder has not employed any company or person other than a bona fide employee working solely for the bidder or a company regularly employed as its marketing agent, to solicit or secure this contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the contractor or a company regularly employed by the contractor as its marketing agent, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award of this contract.

The bidder must affirm its understanding and agreement that for breach or violation of this term, the State has the right to annul the contract without liability or, in its discretion, to deduct from the contract price the amount of any such fee, commission, percentage, brokerage fee, gifts or contingencies.

3.4.5 A statement naming the firms and/or staff responsible for writing the proposal.

3.4.6 A statement that bidder is not currently suspended, debarred or otherwise excluded from federal or state procurement and non-procurement programs. Vendor information is available on the Internet at: http://epls.arnet.gov

3.4.7 A statement affirming the proposal will be firm and binding for ninety (90) days from the proposal opening date.

3.4.8 A statement that, by submitting its proposal, the bidder warrants that any contract resulting from this RFP is subject to Executive Order 2009-10; it does not knowingly hire or engage any illegal aliens or persons not authorized to work in the United States; it takes steps to verify that it does not hire or engage any illegal aliens or persons not authorized to work in the United States; and that any misrepresentation in this regard or any employment of persons not authorized to work in the United States constitutes a material breach and will be cause for the imposition of monetary penalties up to five percent (5%) of the contract price, per

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violation, and/or termination of its contract.

Reference at [http://gov.idaho.gov/mediacenter/execorders/eo09/eo_2009_10.html]

3.4.9 A statement that the company is verifiably financially stable, and has been for a period of no less than one (1) year prior to the closing of the RFP.

3.4.10 A statement acknowledging any and all amendments to the RFP, and the bidder’s willingness to be bound by all amendments. (IDAPA 38.05.01.52)

END OF COVER LETTER REQUIREMENTS

THE FOLLOWING FOLLOWS THE COVER LETTER IN THE BUSINESS PROPOSAL

3.5 (M) TRADE SECRETSThe bidder is to identify here, each page of the proposal it believes contains a “trade secret” (See Paragraph 32 of the State’s Solicitation Instructions to Vendors). If the bidder has no trade secrets, bidder is to respond to 3.5 so stating.

“Trade secrets” as used in this section means information, including a formula, pattern, compilation, program, computer program, device, method, technique, process, or unpublished or in progress research that:

(a) Derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use; and

(b) Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

3.6 (M) Table of ContentsInclude a table of contents identifying the contents of each section, including page numbers of major subsections.

3.7 (M) Executive SummaryInclude an executive summary providing a condensed overview of the contents of the Business and Scope of Work Proposal demonstrating an understanding of the services to be performed. 3.8 (M) Business Information

3.8.1 Vendor InformationProvide primary contact name, title, office/location address, phone number, email address and company website address, Corporate headquarters address and contact information, field support offices, and programming/support personnel.

3.8.2 (E) ExperienceDescribe in detail your knowledge and experience in providing the services required in this RFP. Include any experience working with other states veterans homes and minimum number of years you have provided SaaS to the nursing long-term care field.

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3.8.3 (E) Product HistoryProvide the major software version history for the SaaS being proposed. Include whether the product was internally developed or acquired from another source. Provide pertinent information regarding the version being proposed, and information regarding future planned releases.

3.8.4 (E) References

3.8.4.1 Bidders are to provide three (3) verifiable references of clients currently using the proposed SaaS. Two of the clients must be currently using the proposed software version of the SaaS in a verifiable (non-test or training) production environment, and must have used the SaaS for no less than ninety (90) production days. The third client reference must be a client who has used the bidder’s SaaS for no less than one (1) full production year. It is preferable that the clients be veterans homes of other states. Bidders are to provide the following information for references.

- Reference company name;

- Reference contact name and title;

- Reference contact’s phone number, email address, and city and state of location.

3.8.4.2 Bidders are to provide a list of the states using their SaaS solution to veterans homes within their state.

The State reserves the right to identify and evaluate other bidder clients in addition to those provide in response to 3.8.4.

3.9 (M, E) CLIENT BASEProvide information regarding your client base (numbers of clients, growth during the last two years, etc.) This should include general statistics as well as statistics related to the specific system being proposed in this RFP.

3.10 (M, E) ORGANIZATION AND STAFFINGDescribe your qualifications to successfully provide the SaaS required by this RFP by providing a detailed response to the following.

Describe how many employees you maintain on your staff for installation (those activities required to bring a client online), application support, technical support, and customer service. Designate how many of these employees have clinical backgrounds. Provide resumes for the primary employees who will be managing and/or directly providing client interface services to Idaho State Veterans Home employees, and general information about your senior manager’s experience.

3.11 (M,E) FINANCIAL INFORMATIONProvide a current D&B Comprehensive Insight Plus credit report or current Experian ProfilePlus report, and the appropriate NAICS code or SIC code.

http://www.census.gov/cgi-bin/sssd/naics/naicsrch?chart=2007

° The bidder should stamp “Trade Secret” or “Confidential” on each page of the credit

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report information that it does not want released. The information will be held in confidence to the extent that law allows.

° Credit reports must be for the exact organization submitting the proposal. The credit report cannot be combined or consolidated with the information from any entity other than the company submitting the proposal. If the bidder’s name on the proposal does not match the name on the credit report, the proposal may be found non-responsive by the State. At a minimum, the bidder will receive a financial evaluation score of zero (no points).

° The State will evaluate using the Credit Report Score to determine how well the bidding company controls expenses and manages resources.

3.11 (M) SERVICE LEVEL AGREEMENT(S)Bidder is to provide a copy of its service level agreement(s). These documents are for information only, and the providing does not constitute acceptance by the State. Bidders are to stamp each page of their agreements as “Confidential.”

END OF BUSINESS PROPOSAL

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4. SCOPE OF WORK

For Section 4, the evaluation codes listed in 3.2 apply.

For requirements requiring a response, bidders are to state the requirement number, and provide a

written response detailing how the bidder meets the requirement. As a response, bidders are not to direct the State to attachments for information, or other sections of the proposal. Responses with an evaluation code of (M) may be deemed non-responsive. Evaluated responses will receive zero (0) points. The response will be evaluated strictly upon the bidders written response.

Bidders are reminded that bonus points may be awarded to those proposals following the requested

format.

SCOPE OF WORK PROPOSAL

Scope of Work Proposal format begins here

4.1 (M) HARDWARE, COMMUNICATIONS, AND DATA SECURITY SPECIFICATIONS

4.1.1 (E) HARDWARE AND TECHNOLOGY RECOMMENDATIONSDescribe the recommended client hardware and technology required to efficiently interface with your SaaS service.

4.1.2 (E) POINT OF CARE (POC) DEVICESDescribe any POC devices that the proposed service uses or interfaces with.

4.1.3 (E) DATA STORAGEIdentify data storage sites, back up procedures, system redundancies, physical security protections, and disaster recovery plans. Include statistics of server down time for the last two years.

4.1.4 (E) DATA ACCESS CONTROLSDescribe how you control access to the system and to specific databases, including password and role-based security protocols as well as methods for preventing, detecting and reporting security breaches.

4.1.5 (E) FILE TRANSMISSIONConfirm your ability to transmit the required file formats and clinical forms for CMS, VA (particularly VA pharmacy), Idaho Medicaid, and other insurance providers.

4.1.6 (E) CRYPTOGRAPHY & COMMUNICATION PROTECTIONDescribe your system’s methods for data protection during transmission. Incorporate how you comply with industry and federal/state government security standards in your response, with emphasis on specific protections for medical data and personal information, including your protocols for ensuring HIPAA compliance.

4.1.7 (E) SYSTEM PERFORMANCE

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Describe your system’s standard performance capabilities, including the number of concurrent users and transaction times.

4.1.8 (E) BACKUP AND RESTORATIONProvide your system’s standard backup and restoration plan and procedures.

4.2 (M,E) TRAINING METHODOLOGYDescribe your standard training program. Describe the format(s) that you utilize (live, conference calls, webinar, train the trainer, etc.).

4.3 (M,E) INTEGRATIONDescribe how your system interfaces and shares data with Active Directory and with Microsoft Office, Explorer and Outlook.

4.4 (M,E) COMMON INTERFACES AND REPORTSDescribe the common interfaces and capabilities that are already established in your system for the following departments/activities in a State Veterans Home Skilled Nursing Facility (SNF) environment.

4.4.1 Admissions

4.4.2 Assessments

4.4.3 Billing and Accounts Receivable

4.4.4 Resident Trust Banking

4.4.5 Care Planning

4.4.6 Dietary

4.4.7 General Ledger

4.4.8 Health Information

4.4.9 Incident and Accident Reporting

4.4.10 Minimum Data Set (MDS) Reporting (most current version)

4.4.11 Pharmacy and Medication Administration

4.4.12 Physicians Orders

4.4.13 Point of Care

4.4.14 Recreation/Activities

4.4.15 Therapy/Rehabilitation

4.4.16 Ad hoc Reporting Capability

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4.4.17 Pharmacy

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4.5 (M,E) DRAFT IMPLEMENTATION MATERIALSBidder is to provide the following. Responses are to consider the implementation of your SaaS at the three (3) Idaho State Veterans Homes.

4.5.1 Draft Project Schedule and timeline for implementation. Must clearly show the expected dates for bringing all three (3) Idaho State Veterans Homes online in full production mode utilizing the SaaS. The draft Project Schedule is to include the following.

4.5.1.1 Deliverables.

4.5.1.2 Resources required (both Bidder’s and IDVS).

4.5.1.3 Assumptions.

4.5.5 Communications Plan.

4.5.6 Change Management Plan.

4.5.7 Acceptance criteria.

4.5.8 Risk Management Plan (risks bidder does not control, mitigation strategy, triggers).

4.5.9 Performance Measurement Plan.

4.5.10 Training Plan.

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5. COST PROPOSAL5.1 (M,E)

Per specification 2.2.2, bidder’s Mandatory Cost Proposal is to be sealed separate from bidder’s

Business & Scope of Work proposal.

It is mandatory that the bidder submit costs using the Mandatory Cost Proposal . No

other pricing will be considered. Failure to use the Mandatory Cost Proposal will result in the bidder’s proposal being found non-responsive, and no further consideration given. The Mandatory Cost Proposal is attached to this RFP as an eFile in the IPRO system. Its file name will contain the words “MandatoryCostProposal.” All proposed pricing is Firm/Fixed. No other pricing information other than the Mandatory Cost Proposal will be considered for evaluation, or as Agreement pricing. All proposed pricing will be fully-burdened and must include (but not limited to), all operating, administrative, and personnel expenses, such as overhead, salaries, profit, supplies, per diem, travel (airfare and/or mileage), lodging, and quality improvement.

All costs associated with the specifications of this RFP must be included in your Mandatory Cost

Proposal. Bidders are to provide a fully burdened, firm/fixed cost for implementing the SaaS at all three (3) Veterans Home sites. Implementation cost must not include pricing for training or system use.

TrainingBidders are to enter a fully burdened, firm/fixed cost for training. Two stand-alone options are available to the bidder: pricing per user, and pricing per site. It is mandatory that bidders choose at a minimum, one of the options. Bidders may choose to offer both options. The State will evaluate both options if proposed.

Subscription PricingBidders are to enter a fully burdened, firm/fixed cost for subscription pricing. Two stand-alone options are available to the bidder: pricing per user, and pricing per site. It is mandatory that bidders choose at a minimum, one of the options. Bidders may choose to offer both options. The State will evaluate both options if proposed.

Value Add TrainingThere is a “Value Add” section for training. Bidders may offer an alternate firm/fixed, fully burdened value added way of providing training. The alternate may be based upon individual user training, site training, or an alternate method. If offered, “Value Add” will be evaluated as stand-alone solution for training.

Value Add Subscription PricingThere is a “Value Add” section for subscription pricing. Bidders may offer an alternate firm/fixed, fully burdened value added way of subscription pricing. The alternate may be based upon individual user pricing, site pricing, or an alternate method. If offered, “Value Add” will be evaluated as stand-alone solution for training.

The lowest cost of Option 1, Option 2, or “Value Add” for training, will be added to the lowest cost of Option 1, Option 2, or “Value Add” for subscription pricing, and to the cost for implementation in determining the total evaluated cost.

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6. PROPOSAL REVIEW AND EVALUATION

The proposals will be reviewed and evaluated by a team(s) of evaluators comprised primarily of State

employees. The State reserves the right to use subject matter experts for any area of the evaluation.

6.1 The objective of the State in soliciting and evaluating proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

6.2 All proposals will be reviewed first to ensure that they meet the mandatory submission requirements of the RFP as addressed in Sections noted with an (M). Any proposal(s) not meeting the mandatory submission requirements may be found non-responsive.

6.3 The Business and Scope of Work proposal will be evaluated first as either “pass” or “fail,” based on the compliance with those requirements listed in the RFP with an (M).

6.4 Once the Business and Scope of Work evaluations are completed and summarized (but not normalized), the State may select either the top scorer, the top two scorers, or the top three scorers (State’s discretion based upon the summarized scoring) to make oral presentations to a State oral demonstration evaluation team. The bidder(s) selected should expect to give an overview of their proposals and respond to questions, which may include hypothetical scenarios and quality assurance issues. Responses become an official part of the bidder(s) proposal and will be evaluated.

The bidder(s) costs associated with oral presentations are the responsibility of the bidder.

6.5 The Mandatory Cost Proposal will be opened and evaluated for those bidder(s) who remain responsive following the completion of the oral demonstrations.

6.6 EVALUATION CRITERIAAll evaluation scoring will be normalized based upon the following table.

Normalized Points

Mandatory Submission Requirements Pass/Fail

Bus

ines

s Pr

opos

al

Business Proposal Evaluation(excluding references & financial evaluation).

100 points

Reference Evaluation 300 points Financial Evaluation 50 pointsFormat Evaluation 25 points

Scop

e of

W

ork

Prop

osal Scope of Work Evaluation 300 points

Format Evaluation 25 pointsTotal Business & Scope of Work 800 points

Oral Demonstration Evaluation (Optional) 100 pointsCost Evaluation 250 points

Total Possible Evaluation Points: 1,150 points

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APPENDIX ASPECIAL TERMS AND CONDITIONS

A.1 PRICING, LENGTH OF THE AGREEMENT AND RENEWALSPricing offered in the Mandatory Cost Proposal is fully burdened and Firm/Fixed for the initial term of the Agreement. Pricing includes the fully burdened cost of implementation (including any require training), and subscription pricing for the initial term of the Agreement. The initial term of the Agreement will be for three (3) full years of operational production beginning the day the last State Veterans’ home begins using the SaaS in full production. After the initial term of the Agreement, under existing terms and conditions, and upon mutual agreement, the Agreement may be renewed on an annual basis. The first year renewal subscription pricing shall not exceed a four percent (4%) increase over the initial terms’ third (3rd) year subscription pricing. Thereafter, each renewals subscription pricing shall not exceed a four percent (4%) increase over the previous year’s subscription pricing without nullifying the renewal.

Should the Contractor determine that the 4% increase is not sufficient for sustaining service, the Contractor must notify the State Division of Purchasing (“Purchasing”) no later than one hundred and twenty days (120) prior to the expiration of the current term. The Contractor agrees that should it fail to notify the State Division of Purchasing, that failure constitutes agreement to renew the contract for an additional year at a four percent (4%) increase over the licensing and maintenance of the previous year’s renewal costs.

A.2 CONTRACT EFFECTIVENESSThe Agreement is not effective until Purchasing has issued a purchase order specifying a commencement date (the “Effective Date”), and that date has arrived or passed. The Contractor shall not provide or render services to the State under this Agreement until the Effective Date. The State may determine, in its sole discretion, not to reimburse the Contractor for products provided or services rendered prior to the Effective Date.

A.3 PAYMENT SCHEDULEPayments will be based upon the testing and acceptance of the major deliverables agreed upon in the Project Schedule (reference A.7). A.4 BILLING FOR SaaS The contractor must provide the following information with each invoice.

1. Contract Number (and name of project/system, if appropriate).

2. Identification of the State Veteran’s home the invoice is for (if billed separately).

3. Identification of Billing Period.

4. Total amount billed for the billing period.

5. Detailed description of services/systems provided and associated # of hours/$ amounts, as appropriate.

6. Name of authorized individual/contact information for Contractor.

Invoices and reports are to be submitted to:

Accounts PayableIdaho Division of Veterans Services

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351 Collins Road Boise, Idaho 83702

A.5 WITHHOLDING PAYMENTSThe State has the right to withhold payments to the Contractor, in whole or in part, to the extent the Contractor fails to perform its obligations set forth in this Agreement.

A.6 SET-OFFS AND REDUCTIONS IN PAYMENTS DUEDuring implementation, amounts due and agreed to per A.3 and A.7, at the discretion of the State, may be set-off following a failed test and acceptance by the State, until such a time as the major deliverable is accepted.

Post system acceptance and full production execution by the State, amounts due to the Contractor, including but not limited to liquidated or other damages, or claims for damages, may be deducted or set-off by State from any money payable to the Contractor pursuant to this Agreement.

A.7 PROJECT SCHEDULEWithin twenty (20) working days after the final signing and accepting of the Agreement and prior to system implementation and delivery, the State and the Contractor will finalize the Project Schedule for the implementing, testing, and accepting of the SaaS. The basis for this schedule will be the draft project schedule submitted per specification 4.6. The Project Schedule will identify all major deliverables. All major deliverables will be in accordance with the specifications of this RFP. Progress payments will be in accordance with A.2.

The Project Schedule shall include tasks for the testing and acceptance of the major deliverables, with a set duration for the State to complete the testing and issue a Writ of Formal Acceptance to the Contractor.

Should the State and Contractor be unable to come to an agreement regarding the Project Schedule after twenty (20) working days after the effective date of the Agreement, the State will have the right to terminate the Agreement with no liability to the Contractor. The State will then have the right to enter into an Agreement with the second best qualified bidder for this RFP.

A.8 BIDDER’S CONFLICTING AND SUPPLEMENTAL TERMSWhere terms and conditions, including bidder agreements and assumptions, specified in the bidder’s Proposal differ from the State of Idaho Standard Contract Terms and Conditions or the Special Terms and Conditions of this RFP, the State’s Terms and Conditions and the bid’s Special Terms and Conditions will apply. Where terms and conditions specified in the bidder’s Proposal, including bidder agreements and assumptions, supplement the terms and conditions in this RFP, the supplemental terms and conditions will apply only if specifically accepted by the State’s Division of Purchasing in writing. Bidder’s are recommended to review the State’s Solicitation Instructions to Vendors, Clause 19 at the following website.

http://adm.idaho.gov/purchasing/stwidecntrcs.html

A.9 WARRANTYNotwithstanding any other term in the State of Idaho Standard Contract Terms and Conditions, State of Idaho Solicitation Instructions To Vendors, or the bidder’s Proposal, the following warranties will apply to the Agreement. Contractor represents and warrants that:

A.9.1 Contractor warrants that State Public Health Information (PHI) will remain protected at all

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times, and all security process and procedures and safeguards required by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and the privacy, security and security Breach notification provisions applicable to the Contractor under Subtitle D of the Health Information Technology for Economic and Clinical Health Act (“HITECH”), which is Title XIII of the American Recover and Reinvestment Act of 2009 (Public Law 111-5) , are complied with at all times. Furthermore, Contractor warrants that it possesses and will continue to possess, maintain, and renew, any and all federal certification requirements for hosting PHI.

A.9.2 The contracted SaaS is fit for the particular purpose of providing the services specified by RFP02457, all amendments to RFP02457, and all change orders to the Agreement agreed to and accepted by both the State and the Contractor.

A.9.3 The contracted SaaS, in whole and in part, will operate within the defined hardware and telecommunications environments of the State’s Veteran’s Homes, and in accordance with the specifications of this RFP, the acceptance test scripts and acceptance criteria established by the State, and free from defects during the term of the Agreement.

A.9.4 The SaaS will perform without the creation of errors in State data, the loss of State data, the inability to access State data, the inability to input State data, and delays and stoppages in performance of the SaaS due to data collection, data corruption, or loss.

A.9.5 The SaaS complies with all federal, state, county and local regulations, statutes and codes.

A.9.6 The SaaS contains no viruses, bombs or disabling devices.

A.9.7 There is no incompatible between the hardware and telecommunications environment at the State Veterans’ homes and the SaaS hardware, software, and telecommunications environment. Incompatibility will include the creation of errors in data, the loss of data, the inability to access data, and delays and stoppages in performance of work by the State arising from incompatibility issues.

A.9.8 Contractor has the full power and authority to grant to the State access to the SaaS service, and all required functionality as specified in RFP02457.

A.9.9 CONTRACTOR will perform all services required pursuant to this RFP in a professional manner, with high quality.

A.9.10 Any third party software identified as required or recommended by the Contractor to perform the Agreement is merchantable.

A.9.11 The SaaS in whole or in part, does not infringe upon an enforceable patent, copyright, trade secret, trademark or other proprietary right. The Contractor knows of no action or proceeding of any kind pending, or to its knowledge, threatened against, by or affecting it or the software used to provide the service or any documentation, which if decided, is adverse to the Contractor, and could adversely affect the Contractor’s ability to perform or complete its obligations under this Agreement

A.10 OWNERSHIP OF DATAThe State will own and retain all rights to information and data developed, documented, derived, stored, installed or furnished by the State under the Agreement.

A.11 CONFIDENTIALITY

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The provisions of this section will supplement and not replace section 24 of the State of Idaho Standard Contract Terms and Conditions. Resident or patient information will be Confidential Information as defined in section 25 of the State of Idaho Standard Contract Terms and Conditions. The Contractor will comply with laws and regulations concerning the confidentiality of healthcare information applicable to the Agency including, but not limited to, the Health Insurance Portability and Accountability Act (HIPAA), United States Code Title 42, Chapter 7, Subchapter XI, Part C, and federal regulations at 45 C.F.R. Parts 160, 162 and 164.

A Business Associate Agreement between the State and the Contractor is required.

A.12 TERMINATION FOR CONVENIENCEPurchasing may cancel the Agreement at any time, with or without cause, upon no less than thirty (30) calendar days' prior written notice to the Contractor specifying the date of termination. During this thirty (30) day period, Contractor shall wind down and cease its services as quickly and efficiently as reasonably possible, without performing unnecessary services or activities and by minimizing negative effects on the State from such winding down and cessation of services. If the Agreement is so terminated, the State shall be liable only for payment in accordance with the terms of the Agreement for services satisfactorily rendered prior to the effective date of termination.

A.13 REMEDIESRemedies associated with nonperformance, substandard performance, or unacceptable performance will include liquidated damage and non-financial remedies. Examples of remedies include, but are not limited to:

A.13.1 Corrective action plans to be developed and implemented by the Contractor, subject to State approval;

A.13.2 Accelerated monitoring of Contractor performance by the State or its designee, including access to vendor facilities, State contract related records, and personnel;

A.13.3 Additional or ad hoc reporting by the Contractor and at no cost to the State, that addresses performance issues;

A.13.4 Liquidated damages. It is essential for the SaaS to be provided uninterrupted, with the sole exception of those planned and communicated times (reference A.14) requiring system and service maintenance. It is mutually understood and acknowledged that actual and consequential damages to the State arising from the failure of the Contractor to comply with the terms of the contract are uncertain and difficult to determine with certainty as a basis for recovery by the State of actual damages, and that liquidated damages represent a fair, reasonable and appropriate estimate thereof.   The parties agree that failure to provide the services in accordance with the Agreement constitutes an event of default. Furthermore, the parties agree that the failure of the service or delay in delivery of the service, has the potential to cause damage to the State.  Therefore, the parties agree that Contractor may be required to pay liquidated damages for each calendar day it is in breach of a provision of the agreement. The State has the right to remedy an event of default by seeking liquidated damages, and that the State reserves its legal rights to do so.   Such liquidated damages are intended to represent estimated actual damages and are not intended as a penalty.   Contractor agrees that nothing in this section is intended to limit the State’s right to obtain other legal remedies available to it.

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At a minimum, liquidated damages may be assessed per the following incidents.

Item Service Standard Liquidated DamagesSupport calls Contractor must respond back to

IDVS in 30 minutes or less from the time the IDVS calls, with either a solution to a verifiable, on-going service issue, or an expected time for resolution of a verifiable, on-going service issue.

IDVS may assess up to $1000 per 24 hour period from the time the call is received by the Contractor that Contractor fails to respond to a Level 1 call within the standard. IDVS may continue to assess up to $1,000 per 24 hour period for Contractor failure to resolve the issue.

Service Availability 99.99% Availability excluding scheduled maintenance.

IDVS may assess up to $1000 for each hour the system is unavailable within the initial 24 hour period of failure. Should the service failure continue or reoccur within seven calendar days of the initial 24 hour period, IDVS may assess up to $5,000 for each hour the system is unavailable.

Data Retention Contractor must provide IDVS an readable electronic copy of any request subset of IDVS data hosted by the SaaS, within five (5) State working days of request.

IDVS may assess up to $1,000 per day the data is not provided per the Service Standard.

Data Retention Contractor must provide IDVS a machine readable electronic copy of IDVS data hosted by the SaaS, within ten (10) working days of request.

IDVS may assess up to $1,000 per day the data is not provided per the Service Standard.

Data Security The Contractor will secure and manage all IDVS data at all times.

Contractor will be responsible for 100% reimbursement for any fines levied against IDVS for failure to properly secure and protect all data. Furthermore, Contractor shall fully indemnify the State for failure to secure State data per paragraph 12 of the State of Idaho Standard Contract Terms and Conditions.

A.14 PLANNED OUTAGES OF SERVICEContractor must provide the State at least twenty-four (24) hours advance notice, via e-mail or telephone, of any planned outages affecting the delivery of services.

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A.15 INSURANCE REQUIREMENTSContractor must at all times during the life of the Agreement, carry and maintain the following insurances. The insurance shall name the State as an additional insured. Within fourteen (14) calendar days of the Agreement effective date as listed on the State Division of Purchasing’ Purchase Order, the Contractor or insurer of the Contractor, must deliver to the State Division of Purchasing, an insurer endorsed statement providing proof of the required coverage. This insurer endorsement must be current at all times during the life of the Agreement. Furthermore, the Division of Purchasing must have a current record of the endorsement at all times during the life of the Agreement.

The required insurances are as follows.

A.15.1 Worker's Compensation Insurance in amounts as required by statute. Employer’s liability with a liability limit of $500,000 per Accident, $500,000 per Disease, $500,000 Policy Limit.

The bidder must provide either a certificate of worker's compensation insurance issued by a surety licensed to write worker's compensation insurance in the State of Idaho, as evidence that the contractor has in effect a current Idaho worker's compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Industrial Commission prior to execution of the contract. 

A.15.2 Commercial General Liability and Umbrella Liability in the amount of one million dollars ($1,000,000).

A.15.3 Cyber Risk having the following coverages: information or identity theft, liability for misuse or disclosure of third party data, liability for loss of data, outages or spread of viruses, attacks, destruction or disclosure of data or electronic information with a liability limit of $15,000,000 per Event/Annual Aggregate.

A.16 PATENTS AND COPYRIGHT INDEMNITY.

A.16.1 The Contractor shall indemnify and hold the State harmless and shall defend at its own expense any claim or action brought against the State based upon a claim of infringement or misappropriation of a United States enforceable patent, a copyright, a trade secret, a trademark or other proprietary right for products and services within this Agreement. Contractor will pay all liabilities, expenses, damages, and costs arising from such claims or actions. Contractor shall be notified promptly in writing by the State of any notice of such claim, Contractor shall have the sole control of the defense of any action on such claim and all negotiations for its settlement or compromise, and State may select, at its own expense, advisory counsel, and the State shall cooperate with the Contractor in a reasonable way to facilitate settlement or defense of any claim or suit. With regard to its defense obligation, if applicable, the State agrees to use its best efforts to encourage the Office of the Attorney General of Idaho to grant Contractor control of the defense and all related settlement negotiations. However, if principles of governmental or public law are involved, the State may participate in the defense of any such action, but no costs or expenses shall be incurred for the account of Contractor without Contractor’s written consent.

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APPENDIX BDefinitions

ACTIVITY OF DAILY LIVING (ADL) CHARTING/DOCUMENTATIONThe ADL section of the MDS has an impact on all RUG payment categories for Medicare. The documentation in the medical record should provide support for the scoring on the MDS along with observation and interviews.. A facility may utilize ADL charting to collect information from all three shifts during the 7 day observation period. If the staff member assessing the ADL status and completing the MDS disagrees with the supporting documentation, a clarification note can be written documenting the rationale for the ADL scoring on the MDS

ELECTRONIC HEALTH RECORD (EHR)The Electronic Health Record (EHR) is a longitudinal electronic record of patient health information generated by one or more encounters in any care delivery setting. Included in this information are patient demographics, progress notes, problems, medications, vital signs, past medical history, immunizations, laboratory data and radiology reports. The EHR automates and streamlines the clinician's workflow. The EHR has the ability to generate a complete record of a clinical patient encounter - as well as supporting other care-related activities directly or indirectly via interface - including evidence-based decision support, quality management, and outcomes reporting.

ELECTRONIC MEDICATION ADMINISTRATION RECORD (eMAR)A computer-generated schedule for administering medications to a patient for a defined period of time, including physician's orders and time to administer the agents

ELECTRONIC TREATMENT AUTHORIZATION REQUEST (eTAR)A computer-generated treatment authorization request, otherwise known as a TAR, is a form needed to pre-approve funding for treatment.

PROSPECTIVE PAYMENT SYSTEM (PPS)A Prospective Payment System (PPS) is a method of reimbursement in which Medicare payment is made based on a predetermined, fixed amount. The payment amount for a particular service is derived based on the classification system of that service (for example, diagnosis-related groups for inpatient hospital services).   CMS uses separate PPSs for reimbursement to acute inpatient hospitals, home health agencies, hospice, hospital outpatient, inpatient psychiatric facilities, inpatient rehabilitation facilities, long-term care hospitals, and skilled nursing facilities

RESIDENT ASSESSMENT INSTRUMENT (RAI)Resident assessment instrument (RAI) refers to a standardized approach adopted to examine nursing home quality and to improve nursing home regulation. RAI is used when the resident is admitted first to a nursing home and at least annually to gather definitive information on a resident’s strengths and needs and thereafter to develop the resident's plan of care. The main aim of RAI is to encourage restorative and rehabilitative care and to guide care plans. RAI is intended to aid communication and problem-solving, by creating a common language and understanding of the resident among a multi-disciplinary team of caregivers that can include physicians, nurses, therapists, social workers, and dieticians.

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