Indiana Family Social Services Administration FSSA Electronic Medical

Indiana Family & Social Services Administration (FSSA) Electronic Medical Record (EMR) System for State Psychiatric Hospitals Request for Proposal 17 -080 Pre-Proposal Conference Monday, May 1, 2: 00 PM Indiana Government Center South Conference Center Room 14 Teresa Deaton-Reese, CPPB, CPPO Strategic Sourcing Analyst Indiana Department of Administration

Agenda • • • General Information Purpose of RFP Key Dates Proposal Preparation & Evaluation Minority and Women’s Business Enterprises (M/WBE) • Indiana Veterans Business Enterprises (IVBE) • Question and Answer Session Indiana Department of Administration

General Information • Sign-In Sheet for Attendees • Sign-In Sheet and Power. Point will be posted on IDOA’s Solicitation Website • Questions Any verbal response is not considered binding; respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the state. Indiana Department of Administration

Purpose of the RFP The purpose of this RFP is to select a Vendor that can provide implementation services, training, and support for a new Electronic Medical Record System at all the Indiana State Psychiatric Hospitals. The EMR procurement schedule has been developed with the goal of having a full year of system implementation and several months of piloting at Larue Carter before the Neuro Diagnostic Institute (NDI) opens. The Division of Mental Health and Addiction’s intent is not to simply procure a new system to support the state hospitals, but to partner with a Vendor who will share in DMHA’s commitment to serve Indiana’s most vulnerable and needy residents, and who will help DMHA modernize its systems and increase access to high-quality psychiatric services. Indiana Department of Administration

Term of RFP • Contract Term The term of the contract shall be for a period of four (4) years from the date of contract execution. There may be two (2) one-year renewals for a total of six (6) years at the State’s option. Indiana Department of Administration

Key Dates Activity Issue of RFP Date April 21, 2017 Pre-Proposal Conference May 1, 2017 Deadline to Submit Written RFP Questions May 5, 2017 Response to Written RFP Questions (estimated) May 12, 2017 Submission of Proposals May 26, 2017 The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown. Proposal Evaluation & Discussions Clarifications & Requests for Discovery Day Participation Sent (if necessary) Discovery Days May 26 -June 18, 2017 June 16 -19, 2017 June 19 – 30, 2017 Best and Final Offers (if necessary) RFP Award Recommendation TBD July 15, 2017 Indiana Department of Administration

Business Proposal (Attachment F) • Company Financial Information (Section 2. 3. 3) • Confidential information must be kept separate from the proposal in both hard and soft copy • Contract Terms (Section 2. 3. 5) • Respondent should review sample State contract and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter • References (Section 2. 3. 6) • Respondent should provide at least three (3) written references from clients for whom the Respondent has provided products and/or services that are the same or similar to those requested in the RFP Indiana Department of Administration

Technical Proposal (RFP Section 2. 4, Attachments H, G, & K) • The Technical Proposal response should be divided into the sections as described in Attachment H – Technical Proposal Instructions. • Every point made in each section should be addressed in the order given. The same outline numbers should be used in the response. RFP language should not be repeated within the response. • Where appropriate, supporting documentation may be referenced by a page and paragraph number. However, when this is done, the body of the technical proposal must contain a meaningful summary of the referenced material. • For each Statement of Work section the Respondent should indicate that it agrees to provide the service, feature or information specified, and provide a detailed proposal of how the Respondent will provide that service, feature or information, including the Respondent’s past experience or examples where applicable. • Technical Proposal narrative should align with, and not contradict, Software Requirements Matrix (Attachment G). • System Requirements Matrix (Attachment G) and Video (Attachment K) are part of the Technical Proposal. Indiana Department of Administration

Software Requirements Matrix (Attachment G) • The Software Requirements Matrix response should address all of the functions in all 23 of the Core Applications and Infrastructure Categories, which are represented by tabs in the workbook. • There are six responses possible for defining the status of each function in the Respondent’s system: existing, planned, modification, custom development, 3 rd party, and not addressed. For each function enter a “ 1” under the response column that best describes the Respondent’s solution's ability to meet that function. • Respondents need to respond to every function even if their solution does not address a particular functional category. • Please provide only one response per function. Multiple responses will be regarded as invalid. • There is a column titled “Vendor Comments” where the Respondent should explain how the intended business function is met using an alternate strategy, if the system does not meet the requirement as stated. Indiana Department of Administration

Video Demonstration (Attachment K) • The Video Demonstration should be prepared according to the instructions in Attachment K. • The Video Demonstration should be a screen-captured video of the Respondent’s system performing the clinical cases defined in the “Vignettes” section of the instructions. • The “Patient Background” section should be used to inform the Respondent’s performance of the vignettes and populate forms. • The final Video Demonstration should address all of the Vignettes in 30 or fewer minutes. • The Respondent should upload the final video file to individual flash drives in a format easily playable with standard software available on Windows computers (e. g. . mpeg, . mpg, . avi). • Each copy of the Respondent’s RFP Response should be accompanied by a separate, labelled flash drive containing only the Video Demonstration. Indiana Department of Administration

Cost Proposal (Attachment E) • The Cost Proposal Template requests the Respondent’s cost to design and implement the EMR system, as well as the cost to run the EMR system on an on-going basis. • The Cost Proposal should be prepared based on the instructions within the Excel file. • The Cost Proposals requests the complete cost to design and implement the system are requested on a labor and expenses basis. • Total Implementation costs must not exceed $11 M, and total on-going maintenance and operational costs must not exceed $8 M. The Respondent may choose how they divide costs between implementation and ongoing operational costs within those limitations, but the combined Total Bid Amount must not exceed $15 M. • There are non-scored categories, including End-User Device Costs and estimated 90/10 Match Costs, which should also be filled out, but do not receive points during the evaluation process. They are there for the State’s informational purposes. • All costs will be summarized for the State’s review on the “Cost Proposal Summary” tab. Indiana Department of Administration

Cost Proposal (Attachment E – “Personnel” tab) The labor portion of the proposed cost is developed by populating the rate card on the “Personnel” tab, then using those positions to build the anticipated labor need on the “Implementation” tab and “Operations” tabs. Indiana Department of Administration

Cost Proposal (Attachment E – “Implementation (Year 1)” tab) The Expenses for implementation, including Implementation Services, Software Costs, System Hosting and Hardware Costs, and any Other Implementation Costs should be filled out on the “Implementations” tab. Indiana Department of Administration

Cost Proposal (Attachment E, Bottom of same “Implementation (Year 1)” tab) Indiana Department of Administration

Cost Proposal (Attachment E, Bottom of same “Implementation (Year 1)” tab) Indiana Department of Administration

Cost Proposal (Attachment E, Right side of same “Implementation (Year 1)” tab) Indiana Department of Administration

Cost Proposal (Attachment E – “Implementation Milestones” tab) Indiana Department of Administration

Cost Proposal (Attachment E – “Operations” tabs) The Expenses for operations, including annual maintenance and support, software costs, system hosting and hardware costs, and other operations costs, should be filled out on each of the “Operations” tabs as they apply to your business model. Indiana Department of Administration

Cost Proposal (Attachment E, Bottom of “Operations” tabs) Indiana Department of Administration

Cost Proposal (Attachment E – 90/10 Match Detail) Complete on each tab where you are providing costs: implementation (Year 1) & maintenance and operations (Years 26) Indiana Department of Administration

Cost Proposal (Attachment E – “Cost Proposal Summary” tab) This tab will populate automatically based upon the information provided in all other tabs. Indiana Department of Administration

Proposal Preparation • Buy Indiana (RFP Sections 2. 3. 13, 2. 7) – Status shall be finalized by proposal due date – 5 definitions, details provided in Business Proposal • Indiana Economic Impact (RFP Section 2. 6, Attachment C) – Definition of FTE (Full-Time Equivalent) – Example: If a Respondent has 5 full time employees and is bidding on its 5 th contract, and all contracts get an equal amount of commitment from the employees then each employee commits 20% of his or her time to the new contract: • 0. 2 x 5 employees= 1 FTE. Indiana Department of Administration

Proposal Preparation • Attachment E (Cost Proposal) must be returned in Excel • Use the templates provided for all answers • Do not alter templates • Submit all questions using template provided Indiana Department of Administration

Proposal Evaluation Summary of Evaluation Criteria: Criteria Points 1. Adherence to Mandatory Requirements 2. Management Assessment/Quality (Business and Technical Proposal) 55 available points 3. Cost (Cost Proposal) 20 available points 4. Indiana Economic Impact 5 points 5. Buy Indiana 5 points 6. Minority Business Enterprise Subcontractor Commitment 5 ( 1 bonus point is available, see Section 3. 2. 6) 7. Women Business Enterprise Subcontractor Commitment 5 ( 1 bonus point is available, see Section 3. 2. 6) 8. Indiana Veteran Business Enterprise (IVBE) Subcontractor Commitment Total Pass/Fail 5 (1 bonus point is available, see Section 3. 2. 7) 100 (103 if bonus awarded) Indiana Department of Administration

Minority and Women’s Business Enterprises • Complete Attachment A, MWBE Form - Include sub-contractor letters of commitment • Goals for Proposal - 8% Minority Business Enterprise - 8% Women’s Business Enterprise Indiana Department of Administration

Minority and Women’s Business Enterprises Prime Contractors must ensure that the proposed subcontractors meet the following criteria: • Must be listed on the IDOA Directory of Certified Firms, on or before the proposal due date • Each firm may only serve as one classification – MBE, WBE or IVBE • A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement. • Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement. • Must provide goods or service only in the industry area for which it is certified as listed in the directory at http: //www. in. gov/idoa/2352. htm • Must be used to provide the goods or services specific to the contract • National Corporate Diversity Plans are generally not acceptable • For Prime Contractors intending to respond to Scope 4. 2 (Local Office Staff Augmentation), the State requires that either the Prime Contractor or a single subcontractor provide all staff for each local office. Indiana Department of Administration

Minority and Women’s Business Enterprises Indiana Department of Administration

Minority and Women’s Business Enterprises • Effective August, 2014, a new MWBE scoring methodology will be utilized for all RFP’s released • New Process – MWBE scoring is conducted based on 10 points plus a possible 2 bonus points scale - MBE: Possible 5 points + 1 bonus point - WBE: Possible 5 points + 1 bonus Point • Professional Services Scoring Methodology: - The points will be awarded on the following schedule: % 1% 2% 3% 4% Pts. . 625 1. 875 2. 5 5% 3. 12 5 6% 3. 75 7% 4. 37 5 8% 5. 0 - Fractional percentages will be rounded up or down to the nearest whole percentage - If the respondent’s commitment percentage is rounded down to 0% for MBE or WBE participation the respondent will receive 0 points. - Submissions of 0% participation will result in a deduction of 1 point in each category - The highest submission which exceeds the goal in each category will receive 6 points (5 points plus 1 bonus point). In case of a tie both firms will receive 6 points Indiana Department of Administration

Indiana Veteran Business Enterprise • Complete Attachment A 1, IVBE Form - Include sub-contractor letters of commitment • Goals for Proposal - 3% Veteran Business Enterprise Indiana Department of Administration

Indiana Veteran Business Enterprise Prime Contractors must ensure that the proposed subcontractors meet the following criteria: • Must be listed on Federal Center for Veterans Business Enterprise Vet. Biz registry, on or before the proposal due date • Must qualify as a Buy Indiana Business under designation 1, on or before the proposal due date. See section 2. 7 for more information • Each firm may only serve as one classification – MBE, WBE (see Section 1. 21) or IVBE • A Prime Contractor who is an IVBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement. • Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement. • Must provide goods or service only in the industry area for which it is certified as listed in the Vet. Biz directory http: //www. in. gov/idoa/2352. htm • Must be used to provide the goods or services specific to the contract Indiana Department of Administration

Indiana Veteran Business Enterprise Indiana Department of Administration

Indiana Veteran Business Enterprise New Process – IVBE scoring is conducted based on 5 points plus a possible 1 bonus point scale - IVBE: Possible 5 points + 1 bonus point • Professional Services Scoring Methodology: - The points will be awarded on the following schedule: % 0% 0. 6% 1. 2% 1. 8% 2. 4% 3% Pts. -1 1 2 3 4 5 - Fractional points will be awarded based upon a graduated scale between whole points. (e. g. a 0. 3% commitment will receive. 5 points and a 1. 5% commitment will receive 2. 5 points) - Submissions of 0% participation will result in a deduction of 1 point in each category - The highest submission which exceeds the goal in each category will receive 5 points (5 points plus 1 bonus point). In case of a tie both firms will receive 6 points. Indiana Department of Administration

Additional Information A. B. C. D. E. F. IDOA PROCUREMENT LINKS AND NUMBERS http: //www. in. gov/idoa/2354. htm 1 -877 -77 BUYIN (8946) For Vendor Registration Questions http: //www. in. gov/idoa/2464. htm For Inquiries Regarding Substantial Indiana Economic Impact http: //www. in. gov/idoa/2467. htm Link to the developing “one stop shop” for vendor registry with IDOA and Secretary of State of Indiana: Can be reached at (317) 232 -6576 for registration assistance. www. in. gov/sos See Vendor Handbook: Online version available at http: //www. in. gov/idoa/files/vendor_handbook. doc Minority and Women Owned Business Enterprises: http: //www. in. gov/idoa/files/Certification_List(48). xls for table of IDOA certified MBEs and WBEs. For more WBE’s information http: //www. in. gov/idoa/2352. htm Veteran’s Business Enterprise Program: https: //www. vip. vetbiz. gov/ for a search of certified IVBE’s. For more IVBE’s information http: //www. in. gov/idoa/2862. htm RFP posting and updates: Go to http: //www. in. gov/idoa/2354. htm (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link. Indiana Department of Administration

Questions Any verbal response is not considered binding; respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the state. Indiana Department of Administration

Thank You Teresa Deaton-Reese, CPPB, CPPO tdeaton@idoa. in. gov Indiana Department of Administration