Electronic Content Management System Development and CAREWare Hosting RFP 58818011

expired opportunity(Expired)
From: Iowa(State)
started - 10 Oct, 2017 (about 5 years ago)

Start Date

10 Oct, 2017 (about 5 years ago)
due - 10 Oct, 2017 (about 5 years ago)

Due Date

24 Oct, 2017 (about 5 years ago)
Bid Notification

Opportunity Type

Bid Notification
225054

Opportunity Identifier

225054
Public Health

Customer / Agency

Public Health
Des Moines, Iowa 50319

Location

Des Moines, Iowa 50319
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  Funding Opportunity Details For Additional Information and to Apply -
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Register to iowagrants.gov  -225054-Electronic Content Management System Development and CAREWare Hosting RFP 58818011 HIV, STI and Hepatitis Services Application Deadline: 10/24/2017 4:00 PM  

Award Amount Range:$0.00 - $525,000.00Project Start Date:01/01/2018Project End Date:03/31/2019Award Announcement Date:12/14/2017Eligible Applicant:For profit and nonprofit organizations or governmental organizations are eligible
Program Officer:John McMullenPhone:515-281-6646 xEmail:john.mcmullen@idph.iowa.govCategorical Area:Health, Prevention/Treatment  Description  
 
It is the responsibility of the Applicant to review all attachments listed in the section below, including the Request for Proposal (RFP).
The issuance of the RFP in no way constitutes a committment by IDPH to award a contract.
Excerpts from the RFP:
1.01     Purpose
The purpose of this Request for Proposal (RFP) 58818011 is to solicit applications that will enable the Iowa Department of Public Health (IDPH) to select the most qualified applicant to provide the Ryan White Part B Program and the HIV Surveillance Program within the Bureau of HIV, STD, and Hepatitis with an electronic content management system (ECM system) to include data collection; workflow processes for HIV care coordination; needs assessment; practice management; and client- and population-level reporting. In addition, the Bureau of HIV, STD and Hepatitis seeks secure hosting for CAREWare (Ryan White Part B client-level data system) and the ECM system.
 
1.02     Project Period/Contract Term
The project period shall be from January 1, 2018, to March 31, 2024.  
IDPH expects the initial contract period to be a fifteen-month term from January 1, 2018, to March 31, 2019. IDPH shall have the option to renew the contract at its sole discretion for up to five additional one (1) year terms subject to review of the continuation application, contractor performance and compliance with the terms and conditions of the contract, availability of funds, program modifications, or any other grounds determined by IDPH to be in IDPH’s best interests.
The issuance of this RFP in no way constitutes a commitment by IDPH to award a contract.
 1.03     Eligibility Requirements
Applicants must meet each of the following eligibility requirements for consideration.
Eligible Applicants
For profit and nonprofit organizations or governmental organizations are eligible to submit an application in accordance with this RFP. Applicant must have experience in creation and management of information technology or content management systems.
Electronic Communication Requirements
Applicant is required to maintain and provide to IDPH, upon application, a current and valid email account for electronic communications with IDPH.
 
Official email communication from IDPH regarding this application will be issued from
iowa.grants@webgrantsmail.com.  Applicants are required to assure these communications are received and responded to accordingly.
1.04    Service Delivery Area
 
The service areas are all counties within the state of Iowa.  
1.05 Available Funds
The source of funding is pharmaceutical rebates.
 
IDPH anticipates to make up to $525,000 available for the first contract period. Applicants may apply for up to $75,000 per year for subsequent contract renewals.
IDPH anticipates one award. Actual total awards and individual contract funding levels may vary from that listed or funding may be withdrawn completely, depending on availability of fundingor any other grounds determined by IDPH to be in IDPH’s best interests.
 
1.06     Schedule of Events(All times and dates listed are local Iowa time.)
The following dates are set forth for informational purposes.  IDPH reserves the right to change them. 


EVENT
DATE
RFP Issued
September 14, 2017
Applicant’s Conference
n/a
Written Questions and Responses 
Round 1 Questions Due:
Responses Posted By:
September 21, 2017
September 26, 2017
Round 2 Questions Due:
Responses Posted By:
October 3, 2017
October 5, 2017
Final Questions Due:
Responses Posted By:
October 10, 2017
October 17, 2017
Applications Due
October 24, 2017
Anticipated System Demonstration Week (invitation only)
November 27-December 1, 2017
Post Notice of Intent to Award
December 14, 2017
     Attachments  Click on the File Name to open attachment 
DescriptionFile NameFile SizeAttachment A. RFP 58818011 ECM System Development and CAREWare HostingAttachment A. RFP 58818011 ECM System Development and CAREWare Hosting.pdf334 KBAttachment B. IowaGrants Registration InstructionsAttachment B. IowaGrants Registration Instructions Updated 2016.pdf873 KBAttachment C. IDPH Application Instruction GuidanceAttachment C. IDPH Application Instruction Guidance 2016.pdf1.9 MBAttachment D - Draft Electronic Content Management System Development and CAREWare Hosting Contract TemplatesAttachment D - Draft Electronic Content Management System Development and CAREWare Hosting Contract Templates.pdf1.7 MBAttachment E - RFP 58818011 Draft Scoring ToolAttachment E - RFP 58818011 Draft Scoring Tool.pdf157 KBAttachment F - Use Cases for Vendor DemonstrationsAttachment F - Use Cases for Vendor Demonstrations.docx.pdf60 KBAttachment G - Forms Used by the Iowa Part B ProgramAttachment G - Forms Used by the Iowa Part B Program.pdf1.2 MBAttachment H - Definitions.pdfAttachment H - Definitions.pdf327 KBAttachment I - ADAP ManualAttachment I - ADAP Manual.pdf1.3 MBAttachment J. System Requirement Form.xlsxAttachment J. System Requirement Form.xlsx17 KBAttachment K. RFP #58818011 Amendment #1Attachment K. RFP #58818011 Amendment #1.pdf74 KB   Website Links  Click on the URL to go to website 
Website LinkGrant Program Informationhttp://idph.iowa.gov/finance/funding-opportunities/general-conditions01. IDPH General Conditionshttp://idph.iowa.gov/Portals/1/userfiles/40/Client%20Services%20Manual%20May%202016.pdf02. Client Services Manualhttp://hab.hrsa.gov/03. HRSA/HAB Websitehttp://hab.hrsa.gov/program-grants-management/careware04. CAREWare Websitehttp://ocio.iowa.gov/standards05. Iowa Office of the Chief Information Officer - Technical and Security Requirementshttp://www.legis.iowa.gov/docs/ico/chapter/139A.pdf06. Iowa Code Chapter 139Ahttp://www.legis.iowa.gov/docs/code/141A.pdf07. Iowa Code Chapter 141Ahttp://www.hhs.gov/hipaa/index.html08. HIPAA Websitehttp://www.legis.iowa.gov/law/administrativeRules/rules?agency=641&chapter=1&pubDate=04-07-201009. Iowa Administrative Code Chapter 1http://www.legis.iowa.gov/law/administrativeRules/rules?agency=641&chapter=11&pubDate=04-07-201010. Iowa Administrative Code Chapter 11  Questions  
Submitted DateQuestionAnswer09/21/2017What are the job function differences between ECM users and CAREWare users?There are no functional differences. Staff will be users of both the ECM System and CAREWare. CAREWare is a client-level case management system for the Ryan White Part B Program, which includes ADAP. Contractors and department staff enter data on client demographics and services provided. The ECM will allow for upload of forms and information used in the Ryan White Part B Program, but CAREWare will remain the client-level data system. The forms and data in the ECM complement CAREWare client data.09/21/2017It is our understanding that data entry will be in the new ECM system and data will be pushed to CAREWare system. Can you confirm or clarify?The Ryan White Part B Program intends to import some, but not all, data from the ECM System to CAREWare. Examples of data that may be imported from the ECM System to CAREWare include address, phone, insurance status, income, and household size. CAREWare will continue to be utilized for data entry as well. Examples of data that will continue to be entered into CAREWare include services provided and ADAP pharmacy medication fill data.09/21/2017Is electronic data migration limited to CAREWare data from the internal hosted system to the new vendor hosted system? If not, what are the additional data sources?For CAREWare hosting, only CAREWare data will need to be migrated to a new system. There are no other additional data sources.09/21/2017What format will the data to be migrated be provided in?The current CAREWare data are stored in a SQL database, version 2008 R2. The CAREWare application encrypts key data columns, so the preferred data method and format for migrating data is a SQL database backup-and-restore. Due to encryption, other possible formats would need to include help from the CAREWare vendor.09/21/2017Will custom reports need to merge data from both CAREWare & the ECM systems?No, ECM System custom reports will only utilize data within the system and will not require CAREWare data.09/21/2017Is there an advantage to have the scanned paper documents accessible directly from the ECM system as opposed to having them in a separate database?Per section 2.01 of the RFP, all documents must be accessible in the ECM System.09/21/2017Can consent forms and other similar forms requiring signatures be printed and when complete be stored as images within the system?Printing forms for signatures and then uploading them into the ECM System is one option that may be considered during the design and development phase.09/21/2017What is the average page count of the 3,000 case files to be scanned?On average, each HIV Surveillance case file is three pages.09/21/2017What data needs to be exchanged between the new ECM system and CAREWare?The Ryan White Part B Program intends to import some, but not all, data from the ECM System to CAREWare. Examples of data that may be imported from the ECM System to CAREWare include address, phone, insurance status, income, and household size.10/09/2017Does support described in section A2 Project plan, part 5 "Maintenance, support and hosting. Ongoing" start October 1, 2018 and end March 31, 2019 (6 total months)?The Ryan White Part B Program intends to continue ECM System maintenance, support and hosting (Milestone 5) through the end of the project period (March 31, 2024). This RFP only covers an initial contract period of January 1, 2018 - March 31, 2019. Per Section 1.02 Project Period/Contract Terms, “IDPH shall have the option to renew the contract at its sole discretion for up to five additional one (1) year terms subject to review of the continuation application, contractor performance and compliance with the terms and conditions of the contract, availability of funds, program modifications, or any other grounds determined by IDPH to be in IDPH’s best interests.”10/09/2017Does support described in section B2 Project plan, part 3 "Support. Ongoing." start July 1, 2018 and end March 31, 2019 (9 total months)?The Ryan White Part B Program intends to continue CAREWare maintenance, support and hosting (Milestone 3) through the end of the project period (March 31, 2024). This RFP only covers an initial contract period of January 1, 2018 - March 31, 2019. Per Section 1.02 Project Period/Contract Terms, “IDPH shall have the option to renew the contract at its sole discretion for up to five additional one (1) year terms subject to review of the continuation application, contractor performance and compliance with the terms and conditions of the contract, availability of funds, program modifications, or any other grounds determined by IDPH to be in IDPH’s best interests.”10/10/2017Is there a preference to manage the client experience in the ECM for efficiencies and continuity, then feed CareWare the necessary data for repository needs?Applicants may propose such a strategy, but there is no stated preference for such a strategy. Methods for building in and managing efficiencies within the ECM System will be discussed during the Design and Development phases. Strategies to ensure continuity of data entry will also be discussed during the Design and Development phases. Training to ECM System users (e.g., case managers, program managers, administrative users at IDPH, etc.) will occur during the Production phase to ensure consistent data entry across the entire Ryan White Part B Program. Imports into CAREWare will be facilitated through a built-in CAREWare function called the Provider Data Import (PDI) module. Data will be formatted per CAREWare’s PDI templates. More information on the PDI function and template specifications can be found here: http://www.jprog.com/wiki/Importing-data-into-CAREWare.ashx.

Dates

Start Date

10 Oct, 2017 (about 5 years ago)

Due Date

24 Oct, 2017 (about 5 years ago)

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Location

Country : United StatesState : Iowa