Netsmart myEvolv Consulting and Development Services

26 March 2024 Netsmart myEvolv Consulting and Development Services Multnomah County Behavioral Health Department is seeking a Netsmart myEvolv consultant and developer to modify and optimize the Electronic Health Record (EHR). 26 March 2024 Open 3/13/2024 9:00 AM PDT Type Request for Intermediate Proposals (RIP) Close 4/3/2024 1:00 PM PDT Number RIP-125-2024 Currency US Dollar Sealed Until 4/3/2024 1:00 PM PDT Payment Terms 0% 0, Net 30 26 March 2024 Contacts Ken Scholes ken.scholes@multco.us Phone +1 503-988-6138 ext. 86138 26 March 2024 Commodity Codes Commodity Code Description 80101507 Information Technology Consulting Services 26 March 202426 March 202426 March 202426 March 202426 March 202426 March 202426 March 202426 March 202426 March 2024 mailto:ken.scholes@multco.us PROCESS OUTLINE: This is a Request for Intermediate Proposals (RIP) used when County

expenditure will be less than $150,000 for the initial term of the resulting contract Please read all provided information and ask any questions in the Q & A Board in the Tools section of the Sourcing Event prior to the last day for questions. PRE-PROPOSAL CONFERENCE: There will not be a pre-proposal conference for this sourcing event. INTRODUCTION AND BACKGROUND: The Behavioral Health Department’s Electronic Health Record (EHR) system is a Netsmart Technologies product called myEvolv. myEvolv is a critical tool for the BH programs supporting the behavioral health needs of county constituents. Behavioral Health’s myEvolv Support team manages the EHR, and also provides end user support. The support team is always looking for ways to optimize myEvolv workflows, and gain efficiencies for managers and their teams. The myEvolv Support team does not have the skill set, or Netsmart security roles to modify all areas of the myEvolv system. They are currently looking to procure the services of a myEvolv developer with the expertise to work on their long list of program optimization projects. CURRENT SERVICES/SOLUTION: Not applicable to this sourcing event. MULTNOMAH COUNTY TECHNICAL ENVIRONMENT Not applicable to this sourcing event. FUNDING Adequate funding has been budgeted for the purchase of these services. SOLUTION REQUIREMENTS/SCOPE OF WORK Below are some basic requirements for this work: 1. Provide Time and Cost estimates for each project requested by MultCo Behavioral Health. 2. Changes made and saved to myEvolv system must not be reversed as a result of Netsmart system updates. 3. Provide weekly list of hours worked each day 4. Must have 12 years of myEvolv development experience Description 5. Developer must be able to create • New lookup tables • Change system forms • New Views 6. Attend weekly meeting to discuss status of the project 7. Train myEvolv Administrator to make changes to system 8. Document changes made to the MultCo myEvolv system Below is a list of some of the optimization projects currently identified for this solicitation. Others certainly can be anticipated as the work progresses. 1. Intensive Care Coordination Care Plan and Needs Assessment reconfiguration in Evolv 2. Race, Ethnicity, Language and Disability (REALD) and Sexual Orientation and Gender Identity (SOGI) integration in Evolv 3. Integrating Aid and Assist Docket notes into Evolv 4. Improving Involuntary Commitment Program Measures and Outcomes Tracking System (MOTS) submission functionality in Evolv 5. Evolv Support System Maintenance:Call Center- Search by client address 6. Automate Involuntary Commitment Program Morning report process 7. Automate catch/remove duplicate client accounts in Evolv 8. Quick records search- creating functionality to allow Records staff to quickly and easily see which areas of Evolv contain records for a client. PRE-AWARD RISK ASSESSMENT Successful proposers whose contract award includes federal funding (as identified by a Catalog of Federal Domestic Assistance number) will be subject to a Pre-Award Risk Assessment (which includes an evaluation of financial stability, quality of financial /management systems, experience with federal funds, reports and findings from audits) completed by Multnomah County (if one has not been submitted in the last year) prior to the issuance of a contract. Contractors who fail to submit the required documents will not be eligible for a contract from the County. MINIMUM PROPOSAL SUBMITTAL REQUIREMENTS Timely submission of responsive, responsible offers is the only minimum requirement for this sourcing event. FISCAL REQUIREMENTS AND REPORTING Not applicable to this sourcing event. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Not applicable to this sourcing event CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Supplier with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Supplier. This process may continue until a contract agreement is reached. Multnomah County reserves the right to score the acceptance of its standard contract terms and conditions as a part of this sourcing event. CONTRACT AWARD County anticipates awarding one or more contracts through this sourcing event. The award(s), as determined by the County, will be made to the responsible Supplier(s) whose offer(s) the County determines is/are most advantageous to the County based on the evaluation process and evaluation criteria described in this sourcing event. Multnomah County strongly encourages the participation of Minority-Owned, Women- Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERM The contract term will be negotiated at time of contract award and will be dependent upon the product and/or services provided. The Negotiated contract term will be in compliance with all public procurement laws and Multnomah County PCRB public contracting rules. COMPENSATION AND METHOD OF PAYMENT Compensation method for implementation services and hardware: deliverables-based payments upon acceptance with a not to exceed cap. Compensation method for ongoing services, software maintenance and support or subscriptions, etc. will be subject to negotiation once the County has selected a Supplier. The County does not guarantee that any minimum amount of goods or services will be purchased. INSURANCE REQUIREMENTS The Supplier awarded a Contract as a result of this sourcing event will be required to provide at a minimum the insurance outlined in the table below. The type of insurance required will depend on the type of services and or products provided under the contract which will be negotiated during the contract process. Type of Insurance Per Occurrence Aggregate Professional Liability $1,000,000 $2,000,000 Commercial General Liability $1,000,000 $2,000,000 Cyber Liability (only if Software as a Service) $5,000,000 $10,000,000 Workers Compensation Required MULTI-STAGE SOURCING EVENT SUMMARY Multnomah County may follow a multi-stage sourcing event that incorporates the following potential steps in the Multco Marketplace Supplier Portal: ● Panel Questionnaire Solution and Supplier Research (Unscored Information Request) ● Autoscored Supplier Qualification based on Solution Requirements ● Panel Questionnaire Scripted Remote Demo and/or Oral Evaluation ● Panel Questionnaire Site Visit(s) ● Panel Questionnaire Proposal Supplier and Solution Requirements ● Panel Questionnaire Proposal Doing Business with Multnomah County ● Panel Questionnaire Oral Evaluation/Presentation ● Pricing Evaluation ● Panel Questionnaire Best and Final Offer (BAFO) The purpose of a multistage process is to identify and adjust the competitive range between proposed solutions based on the evaluation of each stage with the goal of identifying the most advantageous solution at the conclusion of the process. Stages will be identified and described in the Stage Description below the Description. Multnomah County reserves its right, at its sole discretion, to modify, combine, adjust, re-order, repeat, re-schedule or cancel individual steps by written notification to all affected parties. Multnomah County may, at its sole discretion, make an award at such time as the most advantageous solution for the County has been identified through this competitive process. EVALUATION PROCESS AND CRITERIA Proposed solutions are evaluated using a combination of auto-scoring and scoring by an evaluation panel using the Panel Questionnaire feature depending on the stage. Panel Questionnaire stages may be aggregated or may stand alone. If stages are to be aggregated, it will be noted in the Stage Description below. Auto-score stages are not aggregated. If the County uses an optional BAFO process, prior scores are considered but a new score is determined based on evaluation of Best and Final Offers. Multnomah County is seeking a solution and/or services that meets or exceeds its identified requirements in this Description based on the judgment of the evaluators and the score of the supplier’s offer determined by this process, at a cost deemed by evaluators to be reasonable, responsible and optimal for purchase with public dollars. DETERMINATION OF COMPETITIVE RANGE Multnomah County will determine Competitive Range based on a natural break in scores for those proposers that are determined to be closely competitive and have a reasonable chance to be the Most Advantageous Proposer. At the conclusion of each stage, all proposers will receive notification of which Proposers have been determined to comprise Competitive Range. Proposers determined to be within the Competitive Range will continue to the next stage unless the County chooses to make an award. IMPORTANT: Suppliers who do not currently have access to the Multco Marketplace Supplier Portal will need to complete the "MMP Supplier Access Request Form". This will allow the County sufficient time to review your request and for you, the supplier, to access the Sourcing Event and to perform the actions needed before the event close date. https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Multnomah Required to View Event Prerequisites Required to Enter Bid 26 March 2024 1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information. 2. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link. 3. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment, Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest. 26 March 202426 March 202426 March 202426 March 202426 March 202426 March 202426 March 2024 Buyer Attachments 1. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide 2. Procedural Instructions For Proposals 03-2023.pdf 26 March 202426 March 202426 March 202426 March 202426 March 202426 March 2024 https://multco.us/file/73233/download https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjEyNDA4LTEzOTQ2NTU5MDJQcm9jZWR1cmFsIEluc3RydWN0aW9ucyBGb3IgUHJvcG9zYWxzIDAzLTIwMjMucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1.1: Company Certification Information - This section is not scored Instructions: 1.1.1 State of Incorporation 1.1.2 Date of Incorporation 1.1.3 Bidder attests that bidder is either a non-resident bidder or a resident bidder (as described in the Representation and Certification Prerequisite and ORS 279A.120), a.ORS 279A.120 (2)(b) states that a public contracting agency shall, for the purpose of awarding the contract, “add a percent increase on the bid of a nonresident bidder equal to the percent, if any, of the preference given to the bidder in the state in which the bidder resides.” b.“Resident bidder” means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a “resident bidder”. ORS 279A.120 (1)(b). Enter state of residency here: 1.1.4 Where Bidder is unable to certify to any of the statements in Bidder Representations and Certifications of the Prerequisite, Bidder shall provide an explanation to their offer here. 1.1.5 The Bidder certifies to the best of its knowledge and believes that neither it nor any of its principal participants and agents has or has had the following relationships with the specific firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Bidder, Multnomah County may exclude the Bidder from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Bidder further certifies that the degree and extent of the relationship of the Bidder with these named firm(s)/individual(s) will be fully disclose: 1.1.6 Upload additional explanation as needed 1.1.7 Name of person submitting the Bid: 1.1.8 Title of person submitting the Bid: 1.1.9 I represent that I am at least eighteen (18) years of age. 1.1.10 I represent that the printing of my name and the submittal of a Bid is intended to authenticate this writing and to have the same force and effect as my manual signature. 1.1.11 I represent that I am either authorized to bind the Bidder, or that I am submitting the Bid on behalf of and at the direction of the Bidder's representative authorized to contractually bind the Bidder. 1.1.12 I represent that the Bidder and/or its applicable representative(s) has reviewed the information contained in this Bid and that the information submitted is accurate. Group 2.1: Background and Experience Questions (30%) Instructions: 2.1.1 Please describe your overall experience developing Netsmart myEvolv. Please include how many years, any specialized training or experience that you have, and an overview of your relevant development and consulting background. 2.1.2 Please describe your experience optimizing the myEvolv Electronic Health Record (EHR) for public health clients. Please list the number of clients, the duration of each project and an overview of the optimization provided. Group 2.2: Service Delivery Questions (30%) Instructions: 2.2.1 Please describe the types of changes you can make that technically change the myEvolv system? 2.2.2 Please describe how your experience with Netsmart allows you to make changes to the myEvolv system that will remain in place after any Netsmart upgrade to myEvolv. 2.2.3 Please describe your knowledge level of the myEvolv system and the key area(s) of the myEvolv system that you have access to as a developer? Group 2.3: Responsible Business Practice Questions (25%) Instructions: 2.3.1 Please describe your company’s impact on responsible business practices including environmental considerations, social equity and economic impact. These can include fair hiring practices, telework opportunities that reduce vehicle use, reduction in waste, water or power usage, and community involvement. Company size and footprint will also be considered in the context of evaluating impacts. 26 March 202426 March 202426 March 202426 March 202426 March 2024 2.3.2 Please describe any future plans in the growth of your company that will improve your overall responsible business practices including environmental considerations, social equity and economic impact. Group 2.4: Cost (15%) Instructions: 2.4.1 Please provide your total hourly rate for consulting and development services. Please include any other costs applicable for the services described in this Sourcing Event. 26 March 202426 March 202426 March 202426 March 202426 March 2024 Product Line Items Product Line Items There are no Items added to this event. 26 March 202426 March 202426 March 202426 March 2024 Service Line Items Service Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 Netsmart eVolv Consulting Services 1 HR - Hour 26 March 202426 March 202426 March 2024